Document Management (DocMan)

Please could someone point me in the right direction for this one ?We’ve been live with Apps 10 for a few months, but we’re at an early stage with document management.We’ve run into an interesting difficulty in managing access to uploaded files, which may be caused by a fundamental misunderstanding of how this stuff is supposed to work.This is the current situation:When someone wants to attach a file to a business object, they can choose from a drop-down list of document classes.This creates an opportunity for errors. For instance, if someone uploads a product safety data sheet (for which everyone should have read access), but mistakenly select,  “Invoice” as the document class, then that file will be inaccessible to anyone outside of FinanceIt could work the other way too, so a relatively confidential document could be mistakenly added using the document class “Safety Data Sheet”, which would mean anyone in the business could search for and view that file.How I would like it to be:Ide

Hi Experts,Appreciate your setup support for the document revision the way it shows in the screenshot.  Need a bit of help figuring out how to set up document revisions. I want them to show up in PDF when viewing and switch to Excel for editing. Noticed a screenshot of this setup – has anyone else got it working like that?And if I decide to switch it to view in Excel, any tips on doing that? Or maybe it's just a bug in the system?Thanks! 

Hi, Our Client asked me if it is possible to synchronize only specific classes of documents in search domain setup?Now this is needed to synchronize in some domain, ie.: DocumentContent, but can we somehow filter this synchro only to some document Class?  I would be really appreciate your answers,Thanks,

Hello, everyone!Is anyone familiar with IFS Cloud 21R2's digital signature feature in Document Management?I was trying the below steps to setup the digital signature.Created a new document using the above document class with the document number DS_<USERNAME>, where <USERNAME> will be the name of the IFS User. Added a new custom event action to the system defined event “DOCUMENT_APPROVED”. Added a Keystore with self-signed certificate  When approving the document, it created an application message with message function “DOCMAN_DIG_SIGN”The application message is keep failing even though the input data is passing properly.DOCMAN_DIG_SIGN.jsonThe history is getting updated in the document revision even though the signature has not been attached to the pdf.I hope somebody can give us a word of advice on this matter.@deshan.ekanayake @Mathias Dahl Your help is much appreciated.Thanks

HelloI want to provide the capability to add document on supplier files only to a particular team.Later, the other people will have access to attached file on a view mode : this can be managed by groups on Document Revisions.I didn't find the way to manage rights on the 'New' button available on the attachment insert on the Supplier form (LU SupplierInfoGeneral)  without changing the behavior of the EDM on other views.has anyone already implemented a similar process or knows how to do it?Thanks Daniel

Hello,@Mathias Dahl One of our customers has a requirement where they need to sign a document and forward it to another party. Subsequently, the other party is required to sign the document and return it to IFS.We are currently exploring integration options with a digital signature solution similar to DocuSign. I understand that this integration is under consideration.Could you provide information on whether a similar functionality will be included in the upcoming release?Additionally, if we intend to integrate IFS with DocuSign as a customer modification, are there any available resources or details that we can refer to?Thank you very much!

I have prepared a file type URL that is prepared for VIEW:I followed the first option in the thread:This option is to prepared a file locally with .url as file extension.I am able to upload and connect the URL to an object, but the view icon is not presented. Only Edit, which makes no sense for this type of file.Doc Revision is as above.Anyone an idea how to get the View icon?

Hi Community, Is there any way i can setup the attached document will flow from Purchase Requisition to Purchase Order? Regards,Jewel

I am trying to have a standard SOP attached or linked to every Purchase Requisition.  Essentially, when you create a new Purchase Requisition, you can access the Procurement SOP.  The below link explained how to do it in Apps8 but it does not appear to work the same way in Aurena Cloud 23.R1.Any help is appreciated. 

Is there a way to see Document Approvals once their status is changed to either Approved or Rejected?  Currently, when at the screen Approvals, the document approvals will all show up when the Approval Status search is blank.  But, once the Approval is updated to be either Approved or Rejected, these Approvals no longer show up on the Approvals screen.  And, if I update my Search dialog in the Approvals screen for the Approval Status to show Approved and/or Rejected, I receive a No Data response. How do I view these Approvals once they are approved or rejected? Thanks!

Hello,I was able to sign the pdf document by approving the document via IFS CLOUD 23R1. I used self signed created within IFS in Keystores. I need to send the document to an employee by email and then let him sign on it. Is this a possible functionality?I tried to sign on the downloaded pdf using adobe to emulate above scenario. But I was not able to sign on it. Is it because it is already digitally signed?Or could it be related to keystores? Earlier I got an error saying it is not valid but then I used a valid certificate and could get rid of that error. But still signing was not available to me. I also tried to save a copy and sign, did not work.Also, after go-live should I replace certificate in the keystore with one that is issued by a trusted CA and has a chain to a Root CA? My major concern is how to enable employee to sign on this document? @Mathias Dahl  Appreciate if you could share your thoughts. Thanks in advance! 

 Hi All,We are trying to attach Media attachments to the Functional Object page.Object connection is already set up for EquipmentFunctional LU.and I tried with the view  EQUIPMENT_FUNCTIONAL_UIV as well.When trying to upload media items:“Editable flag of Object Connection Transformation is None. New connections are not allowed.” When trying to click on manage media:“LU is not media aware.”The user already has the permission set ‘MEDIA_LIBRARY’.I would really appreciate it if anyone can give any suggestions on this, please.Thank you in Advance.

Hello,I have a situation with a customer that I've never had before. I'd like to share it with you and see if a solution exists.The customer wants to create a document in EDM from a document called planABS.pdf, for example. No problem creating the file. The document revision is created and we can view the associated pdf file.Now the customer creates an EDM document from a file called planABS.xlsx. No problem creating itNote: the two files have the same name but neither the same content nor the same extension.When the customer wants to view the Excel document, the system suggests viewing the original or the copy. By default, the option is on the copy. If it leaves the copy, the first PDF uploaded is opened (and therefore has nothing to do with the content of the Excel document). If you open the document using the original option, the excel file will open.Note: in the REF File tab, there are two lines. One with the excel file and the other with the PDF file.Do you know how to prevent the

The End User will go into a page and will see that there are attachments. The number of Attachments is there but no file. Another IFS window will be opened and now the attachments are displayed. Permissions have been verified and the End User has access. This happens in Google Chrome and Edge. Version of IFS is 10 IEE 

It looks like we’ve added a new “standard” Document Class to our database.  Now I see that we have INVOICE and DISCO DOC and its definition says it is Attachments related to Historical Record.What historical record is this referring to?  How is it intergrated into the system?  How does it work?ThanksPatrick

For IFS Cloud 23R1 - Report Rule with Action "Check In To Document Managent " for Repository Type = File Storage, should work? Or is planned to implement the functionality later? Our tests were not successfully. Appreciate your feedback.BR  

Dear Community,we have a new IFS Cloud 23R1 implementation, and we have to add thousands of files to DMS, Repository Type = File Storage.Which is the best way to do that?We’ve tried to update the EDM_FILE_TAB and to put the files manually in the docman folder, but it doesn’t work.Thanks for your feedback!BRTheo 

Is there a way to configure to open a file when you press the View button in the attachment without seeing the Select Document Type dialog box? 

Hi macro lovers!In a recent customer case I got the idea to try and use a document macro to do it instead of the default behavior. This post explains how to set it up.Firstly, you need the Aurena Agent to be installed for it to work.Here is the source code that makes it all happen:Public Sub CreateNewOutlookMail   On Error Resume Next   Dim ol, newMail, olMailItem, file   olMailItem = 0   Set ol = CreateObject("Outlook.Application")   Set newMail = ol.CreateItem(olMailItem)   newMail.Subject = "Regarding " & ScriptValues.Item("DOCUMENT_TITLE").Value   newMail.Body = "This is the message body..."   file = Replace(Replace(ClientScriptValues.Item("CHECK_OUT_PATH").Value, "/", "\"), "\\", "\") & "temp\" & ClientScriptValues.Item("LOCAL_FILE_1").Value   newMail.Attachments.Add (file)     newMail.Display      Set ol = Nothing   If Err.Number <> 0 Then      MsgBox "Got an error when trying to send the e-mail using Outlook. Error number: " & CStr(Err.Number) & " " &am

hi,Is IFS DMS supporting the requirements set forth in IEC 82045-1:2001 Document management – Part 1: Principles and method regards version and revision?Br,Bitten

How can I add crystal report output directly to documents?

We would like to control the ‘Detach’ option in Document Management. The requirement would be specifically to have few users with the ‘Detach’ capability for specific Document Classes and have the rest of the users in ‘View’ access. Further, we would like to control this by window level. We only need the capability of controlling the ‘Detach’ option in the Shop Order window and it should work as expected in other windows.  When I tried the Access levels in Document Basics it overrides from somewhere. I created a Group with all the users and given access level as ‘View’ for the specific Document Class. Then I included the special person IDs into the Document Class with ‘Admin’ access. This did not work.  Then I tried to remove the following permission from the allocated permission sets. DOC_REFERENCE_OBJECT_API.RemoveStill I could see the Detach RMB option for the user and the user is able to remove the document from the shop order window.  What would be the approach to have this config

Hi, my customer wants to upload IFC-files to IFS 10, is this format supported and where can I find the supported file types? Thanks!/Emma

Hello,I am trying to set up an Event Action for STEP_READY_FOR_APPROVAL. Email notification when a new Document or CR/CO is routed for approval. Approvers should receive an email notification when the item is ready for the approver to approve based on the approval step per the approval template. I am having difficulties with this and any help with be very appreciated.   

We are in IFS Cloud 23R1.Manually it’s possible to connect one document to several objets.How can we set up DOCMAN in order to connect automatically one document several objects as per exemple part connected to master part will be automatically connected to associated purchase parts ?Thanks Magali