Document Management (DocMan)

I've created a file storage repository and when creating a revision of a document, there is a problem with saving the file. When I try to write, I get the error below.  The repository configuration looks like below. In addition, I changed the settings here. Should I set anything else? 

We are aware of the limitation of which if the documents are created in the repo via a report rule, if the repo type is not the database, the document will not be available. After reading all the suggested solutions, it seems that we need to transfer these documents time to time between database to a different repo.However the major problem is, in order to allow the report rule process working, we need to keep the repository as database and in generating state. In IFS document move solution, we can only transfer data from usable state repository to a generating state repository. That means if I want to take the documents out from the database, I have to set it to usable, and if my understanding is correct, during this time, the repository cannot be used to generate new documents. This essentially introduce a downtime for the application.My question is, is it possible to transfer documents out of database in generating state, to a usable state repository? As far as I can see, you can on

Does anybody have experience with the performance of the repository type ‘File Storage’ compared to ‘Database’?I would expect that it’s a little bit slower to download a file from Cloud File Storage than reading it from the database.But how big is the difference really? (Did anybody measure it? E. g. is it just about 50ms more?) Does the difference depend on the file size? (Means: Is downloading from ‘File Storage’ much slower for big files?) Does is depend on the number of files? (Means: Will ‘File Storage’ get much slower if you have millions of files?)Any practical experience is highly appreciated.

Hi,What happens to File Share when we database clone for example a PROD DB to UAT DB while all the documents are in File Share.I've understood it's a separate file share for each environment in managed cloud. That is, is it taken into account in managed cloud procedures (and what to do in on-prem in that case) or do we find ourselves in a situation where none of the files can be found in UAT as all the file pointers are pointing to PROD File Share which UAT cannot access?If so, any tips on how to get the File Share copied as well and all the pointers updated? 

HiDo we have a White paper on the Aurena Agent that we can send to the customer for a security assessment of the installation?Questions come from the customer, and I don't know much about this.Not sure if this is the right place to ask either 😊BrLinda

Hello, maybe someone can explain why appears this message <<Attribute acceptedExtensions is not writable on UploadQueue» when opening window “Create Documents” in IFS Cloud.And the function “Upload” doesn’t work.What is missed to create multiple documents in this form?Aurena Agent, Chrom Extention and Visual Studio 2010 Tools for Office Runtime (from Add-ons) are installed. Thank you beforehand:)

Requirement: We need to trigger an event to send a mail to a particular recipient with the documents attached to a Customer Order. Problem Overview: We have set up an event action using online SQL to generate and send emails with relevant attachments. The process involves fetching the appropriate attachment and sending it along with the email. However, we've encountered a challenge where, even though the attachment is successfully fetched, it's not getting attached to the email. Consequently, when we trigger the event, we receive a mail without the expected attachment. What's Been Done:Please note that we have hard-coded some of the values for testing purposes. SQL query to fetch the relevant attachment.   DECLARE keyref_ VARCHAR2(4000);or

In IFS Cloud I don't get the oppertunity to print attached documents with the Work Insturction Report.The checkbox is missing on the dialog screen. Do we miss some setting somewhere?How can we make it visible?

Hi,I have a requirement as below. This is IFS Application 10.Once the “Work Task” report is executed, the customer would like to save the pdf report and all the work task related attachments into the external FTP location or Database Server Location.But the thing is, all the documents should be saved in the dynamic directory. It means, based on the Order Number, the file out path will be changed and that path should be used as the new location to save the report output and the attachments. Is this possible in IFS application 10?Using customization, can we dynamically generate the out file locations and transfer the relevant files into that dynamic file location based on the Order Nos?

Hello,maybe someone could help me to understand why in IFS Cloud the user/person cannot see the document class in the list of values when creating document with “Create Document Assistant”?The user/person is defined as having Edit access for that document class in the window “Document Access Template”.When creating document in the window “Document Revision” the LOV of Document Classes are shown and allows to select that document class, but when saving appears the error message, that the user is not allowed to create document for that document class.It becomes allowed only if I assign System Privilege “DOCMAN_ADMINISTRATOR”, but I think it is not the issue to give this privilege.According to documentation, in document classes LOV should be visible all document classes that are assigned for the user/person in the window “Document Access Template”.What I missed to do for being able to create document revision for such document class?Thank you beforehand.

I created an email notify business rule to send out a document when a status reaches a certain point. This is a custom field. I have connected the distribution list to the notification message for the wild cards and substitutions. This rule is now in production and working great.I am now trying to mirror this business and change the values of the variables for a different scenario. I have matched all those elements up to be the same, adding one extra substitute to the the distribution list. I turned on the business rule watch and all the parts of the business rule are firing as TRUE - which means the business rule should fire and do what it’s set up to do. In this case it is to send an email with an attachment to the people in the distribution list.Why would one BR work and not the other, even with the BR firing successfully?

Hello Team - Seeking your suggestions on solution approach. Business Background Aircraft Engine Manufacturer’s share their technical documents such as Engine Maintenance Manual (EMM), Engine Illustrated Parts Catalogue (EIPC) in electronic formats - Example : SGML, XML following the Aviation Technical Documentation standards such as ATA iSpec2200 and S1000D respectively.  Engine MRO’s (Service Providers) would like to make use of the electronic format for digitalizing the content by extracting the meaningful data such as Task #, Task Description, Tool Info, Material Info, Procedure (Sub-Task) info etc. to automatically establish task database, aiming to eliminating manual effort, human errors considering large volumes and aiming for paperless operations.  Note : Currently, PDF Engine manual document is uploaded using document management feature and is associated to the Engine Part’s Routing Operations. The associated PDF is then available as reference to the Shop floor Operations team

In IFS cloud there are 6 standard reports provided in document management area in the core application. Out of that document transmittal Info report is used along with the document transmittal functionality and will retain it in the cloud tracks as it is known to being used by some customers. The remaining reports are listed below.Document Distribution by Document - List distribution information per document Document Distribution by Receiver - List distributed documents for a certain person Document Survey - List of documents attached to a specific object Object Survey for Document - Lists objects connected to a specific document Documents index Some of the above reports like Document distribution related ones were mostly known to be used when distribution was done in hard copies and might not be used any longer. And we have other means like setting up lobby element or exporting data into excel etc... to get the required information quiet easily. We don't get to hear that these reports

Preview of pdf documents gives an blank page for some documents. In this case from function ‘Non conformance report’You need to press the left arrow, multiple times, in order to bring the document up. Downloading the document and opening it works, but requires more steps.Preview works for some documents, but not all...IFS Aurena Extension is installed, acrobat extension also installed.Does anyone has any suggestions on what might be missing or wrong with these documents?

23.1.4Post-migration of documents and document files from Apps9.I have a document revision where the Responsible Person = BSCOTT (connected to User BSCOTT). The History tab shows that an access line for BSCOTT was inserted at migration for Administrator: 1, Edit Access: 1, View Access: 1 and there is no record in the history tab that this line was ever removed. There are no records in the Access tab of the document revision page. The View Document command is not available to BSCOTT at the document revision page. Run the Generate Results in the Access tab and the only result is User IFSAPP has Admin Access as a DocMan Administrator. Connect the document revision to a Sales Part. Sales Part is not used to control access to documents. At the Sales Part, user BSCOTT can View the document file per the screenshot below.Anybody ever encounter this discrepancy in access?Any idea what could have been missed in the migration?

If my customer wants to archive/remove old document from document management are there any processes describing this out there? Customer wants to accomplish this:Remove documents from document management and erase the information from IFS Remove documents from document management and erase the information from IFS and at the same time export the connected documents in PDF or HTML format for archiving in external archiving system Have anyone out there done anything like this?

Hi,Could you let me know regarding the provider used by IFS to determine the geocoding?

Hi,I have a problem with the "Create Documents" functionality.When I use a document class that has an individual counter number set, then the document format is required.If the document class has a default counter, then there is no such problem 

I am working on setting up Document Management in our company for Standard Operating Procedures.  The management part is working, but I am curious how other users are making the documents available to the basic users (operators, laborers, etc) with limited access.Are you just managing the document revisions in Doc Mgmt and the publishing out to another location (Internal company webpage)?Are you creating a custom lobby to present the documents in an “organized” manner?Just looking for ideas from other users.  Thanks in advance.

Hi All, I have requirement from customer where they would like to have such option in IFS which allows multiple users to edit the same document at same time.As far as I am aware in IFS it is not possible to access the document by other users until it is been checked back in by the user who checkout to edit the document.So, do we have any such functionality in IFS Cloud?? or Any work around solution to achieve this requirement.You help and suggestions are highly appreciated. Regards,Mithun K V

Hi, The document revision with a file status “Object in Progress” cannot view the attached documents. Is there a way to change the file status of a document revision from “object in Progress” to “Check In”? I tried to detached the errored file and re-attached the same file and it generates new document number, However the document no. with file status “object in progress” is still appearing in the document revision. Thank you in advance :)

Hi,We are in middle of upgrading from Apps 9 (IFS Hosted) to Cloud 23R1 (IFS Hosted) and exploring migrating documents from database to FSS repository in IFS Cloud.While the transfer documents process is working as expected, we have few questions on how this will impact the next Upgrade iterations.Let’s assume, we create a FSS repository IFS_FSS_IT1 for Iteration 1 and migrate all documents from Database → IFS_FSS_IT1.For the next upgrade iteration can we create another FSS repository IFS_FSS_IT2 and migrate documents again and will this overwrite/affect files in IFS_FSS_IT1?The same question can be raised for creating separate storage repositories for each of the three Use Place instances - CFG, UAT & PRD, so they have separate FSS repositories?

What is defined as “Linked Documents” in IFS?

Hello I am looking for a possible option for below concern.I have a customer who is looking to move to doc man from a third party tool.Lets say this customer has 2 companies, and both companies use the same document class. For example document class 100.Customer wants to restrict the document access based on the users in the companies. Lets say Company A users shouldn’t be able to view the documents Related to Company B users even all of them using the same document class.I know we can restrict the access based on the document class, is there any other method? Thanks,Chamath

Hi Community,One of our customer has a requirement for document sign where they need to get the quotes signed by the customer online.I am aware that in document management we have the functionality to get the approver signature on the document but here the customer doesn’t have access to IFS.So, we are thinking of integrating with document sign software like DocuSign, Adobe etc.Could anyone share their experience with this regard and suggest which document sign application will be best suited to integrate with IFS.Looking forward for the suggestions & feedbackRegards,Mithun K V