Document Management (DocMan)

I have always found docman to work very well with windows and microsoft products. I have recently changed company and are now running IFS Cloud on Mac and google docs. I am sad to say, either I am missing some settings in IFS cloud or docman is not working at all in this combination.Is this something that your are aware of and intend to improve for the future? 

 In Apps 10 there was a LTU for document management. Similarly, for 22R1  is there a LTU for document management area? Or any other LTU which covers the document management functionality?

Is there a limitation in total or in single file size for attachments on purchase order? 

On the Document Management\Approvals screen in Aurena, we are trying to clean up the list of entries to show just the records with a null Approval Status...ie those that are waiting for an approval or a rejection. We can see these entries when the full screen is populated. But we cannot filter for null or not eq rejected or approved. Is there any way to do this filter? Our current version of IFS is  Thank you,Lorraine

I want to delete older files, PDFs mostly, from the folder/directory in the “Document Temporary Path” which is found in the last screen of the reconfiguration option of the installer.cmd. I just want to confirm that it would be safe. The directory is growing tremendously in size.  

I would like to know in 23R1, if it is possible to manage document revisions in the report rules when using the action “check in to document management”.Let me explain with the below example :The customer order confirmation has been printed 6 times. Consequently, each print generated a document which is attached to the customer order.We would like to have only one document even the print has been done many times. So each time a print is done, a new revision of the current document is created. By doing so, there will always be only one document attached to the customer order and this will be the latest released one which is available. Thanks for your help

We have a customer currently storing all the product documents in Team Center and they wanted to use IFS for their manufacturing processes. They have clearly stated that they are not interested in duplicating product documents in IFS ( since they already have a good system going!) but they wanted to access the documents (in Team Center) from IFS. One idea was adding URLs to access the Team Center documents from respective form of IFS. But they sometimes wanted to send out attached document files through mails, share with others etc. So URLs are not going to work. I would like to hear your experiences of any integrations of this kind, we should be able to access the file stored in Team Center, consider the access restrictions, share the files etc ( basically DocMan functionalities, with the file being stored in Team Center)  

In Document Basic - Document Defaults per Object, I have assigned document classes to specific Lu’s.When creating a new document on the object, the default document class is pre-populated in the  Create New Document pop up dialog.  This works as expected.If I have multiple document classes set to the same Lu. When creating a new document from the object, the “priority 1” document class is the default in the Create New Document pop up.  This is also expected.  However, when I click on the ellipsis to select a different document class, I expect to see only the document classes defined in the Document Defaults per Object.  Instead, I see every document class

We have an event that copies the Business Mail over to Business Opportunity in attachments - which then flows to Customer Order once created.We have examples of Customer Orders where there is up to 98 attachments of emails that have been copied from Business Mail that DO NOT have any link to the Customer Order.  i.e.  the extra business mails that are copied are not linked to the Business Opportunity or order - see screenshots below 

Hi,Documents save on a Shared Folder not work. How should the Shared Folder settings be?     

Is there a way to get shorter URLs to documents from Aurena?The MS intranet requires less than 250  

Hi,In the Indicators section of the Export License there is “Document Connected” set to default No. After several License creation attempts, Export Controlled documents created, no matter what I tried I couldn’t get that indicator activated and document connected.How could we get document(s) connected to the Export License?Thanks.  

We have defined the follwoing Object Connection Transformation to have a packing slip originally attached to the PO receipt, also shown on the PO line.  We have the follwong scenarios also to be addressed. Can I do it through the Object Connection Transformations? If yes, how? 

Hi,There is a requirement of adding a link in Sharepoint to open a document created in IFS applications. This document is a BR report which is saved as a new revision after running a report schedule. After each schedule, it will create a new revision. So the URL for the latest released revision will be changed each time.Sample URL for a document revisionWithin IFS applications, is there a way to get a static URL(which does not contain a revision no may be) to access the latest released revision always, so that the hyperlink in the Sharepoint will always open the latest released version?Or is there any other way to achieve this?Best Regards,Nisansala

We have a user that when they try to open this file in Aurena, it won’t open. This is the error they are receiving. They can open other documents but not this one and I can open this document so it’s not document format related. They can also open it in IEE, just not in Aurena. This is the only document they’ve come across that won’t open and always gives this error in Aurena. Any troubleshooting steps will help. When extracting the specific errors it’s throwing, there is an error that says “This XML file does not appear to have any style information associated with it. The document tree is shown below.” The more puzzling issue is that this is an Adobe file. 

Afternoon all,Creating new documents has suddenly stop working for us - I’m told it was working fine yesterday but today any attempt to create and attach a new document all system areas just hangs (below) If I hover over the Stop button I can see this:Very strange - our Test environment works fine still.Does anyone know which Middleware Service this might be, or Batch Queue in IFS itself, that I can give a kick to solve this ?Apps9 by the way.Regards,Liam

Currently on APP 10 update 17.  Working on our upgrade to IFS Cloud 23 R1Our database is  1.3 TB and the vast majority of that is LOB  documents etc.  It’s growing rapidly.I can do a datapump export in about 2.5 hours but importing is taking about 15.  I knocked it down from 17 hours by tuning and splitting the LOB datafiles onto multiple drives. I’m going to continue work on hardware solutions but I don’t expect that to make any big difference.We are going to remain on premises.  I’m considering moving the LOB storage to an FTP server as aside from the upgrade taking forever I have fears regarding time to do a database restore etc if that was necessary. Wanted to throw this out there and see if anyone had any experience or other ideas  

Note! Use the poll in this page instead: 

Hi  I believe that in Apps9 you can create a Custom Event that forces the Security checkpoint to appear, thus adding an extra level of security. (i.e. forcing the user to input password). This is the same functionality that is standard in DocMan.  Does anyone know how to enable this? i have seen it working in a Shop Order guideline (have screen images) but dont have (access) to the code anymore to see what triggers it.  Any ideas? David.    

Hello,We are using IFS Cloud 23R1.  Does anyone know if it’s possible to send a document transmittal to a customer and have the customer acknowledge they’ve received it?Thank you,Joann

Is there a way to restrict the drop down so that the only document class that can be selected is the document class with xxxIT? This would be only for our 457IT site and not the other sites.  

HI Team  This is related to above post, with help @matt.watters I was able to solve first part of the issue,. But I can noticed even though my default browser is Google chrome, upon saving a document via add-in IFS always trying to start via Microsoft Edge, which promit the security message “Open this file?”I was really couldn’t find in forums how to disable this ( if someone knows it and can let know highly appreciated) , but my question is, do you know why IFS always use Edge browser instead using Default browser in your work station?   @Mathias DahlIs Docman add on have hard coded feature to use Edge browser? kind regardsAmila  

I am a user,  My intern was to enter product data PDFs linked to Sales Parts.   I don’t know the setting but one was wrong so Document Headers were created and attached to Sales Part but there is no PDF associated with the record. The title of the file is recorded in the each header record.  IT says there is no way to complete the attachment automatically. 1600 records.   Any suggestions. 

Hello,I have created a document requirement ID in Document basic screen and added few document classes under it. Now i don’t know how to connect the document requirement id to a Project, and Activity. Can anyone please assistDoc Requirement ID createdIn project » Activity» don't know how to connect Doc Req ID to an activity 

I would like to change a specific document class to have a starting numbering of AAXXXX101I know it is possible but just cannot seem to find the exact place where to set this up. Can someone help direct me to the correct place to do this?