Document Management (DocMan)

Dears,We have a challange in the document management system, Have uploaded 2 different file types under a particular Document ClassOriginal as Word Document View as PDF documentOne of the user would like to always see the PDF Document (Set as View) But despite setting this under User Setting, IFS Aurena system always opens the Word Document instead of the PDF document from the Document Revisions Screen.Could somebody shed some light on this or Is there a way by which user can always see the View document. Thanks for your support. Please find further details in the attached document.RegardsLokesh 

I’ve written up a document showing how to upload Media Library images to IFS Cloud using Rest calls (Postman) 

Hi everyone, In IFS Apps10 Upd 18, I want to connect medias on a standard operation work guideline and see it when I copy the standard operation into a rooting: I didn’t succeed to define the transformation method on my Object Connection Transformation, can someone help me? Thanks in advance

As of now in the Document Folder navigator, we don't have the direct visibility of the documents within the folders.As a part of the new development, it is intended to bring the standard capabilities into the document folder navigator, so that the user will be able to:Visualize documents within the folders directly within a document folder node. Visualize the document details in the Document Folder Navigator page. Drag and drop documents between document folder nodes in a structure.We now have the 3 options in the poll below to display the Document details in the Document Folder Navigator page. Would like to know the preference. 

Hi Experts, Please let us know whether the below requirement can be met in the Docman functionality.Requirement -To convert documents attached to a document class to PDFDetails - Employees register their expenses in the expense management module of IFS where they attach the receipts/bills they receive to the specific expense sheet. As of now we get documents in different format attached to the document class.Investigations until now - Document class management has a functionality for a Macro According to the help text it is understood that we can register macros to be applied to process within a document classFor testing we created a Document Macro Block with a Script for a pop up message Then connected it to Macro Basic Data And we were able to use the macro to pop up the message. Kindly requesting any tips on how to setup the print functionality or any other process to meet the requirement of converting documents of a document class to pdf. 

Hi All,Do we have any chance to remove highlighted buttons from the attachment panel. I need to remove from every form where it is appeared. My requirement is to visible and use only the "Create New” button.  Regards,Malinda. 

Users receive an error when trying to Send via Email from Document Revision. Error: Got an error when trying to send the e-mail using Outlook. Error number: -2147392967 Array index out of bounds.Microsoft Outlook. Generally, when the user tries again, it works. Won"t spin up an email to email the attachment, and Kim can"t use the Edit Document function to pull up the documents to edit either.Review with IFS team included:* Ambers computer: Aurena Agent: 1.5.3 Version 0.6 and was last installed on 5/16/23* Error Message seen still (Error Message: “Got an error when trying to send the e-mail using Outlook. Error Number: -2147352567 Array index out of bounds.Microsoft.Outlook”)* File>>Manage COM Add-ins>>IFS Document Management Addin>>Always enable this addin & always monitor>>Apply and then restart Outlook.* Document Management>>Document Revision>>AP456>>Share/Distribute>>Send Document File by Email. Same error seen. Document is Excel D

Hi everybody I looking for a correctly script what can I use in  Document Macro BlocksI get from PAA10 but I think that not work correctly because I don’t have in word any fields from IFSIf you have script and you can share with me it will be extra.I you have script what connect Custom filed from other windows with word in documents management and I,d use it please share me Thanks for any help in this topic  Kamil   

How is the Send Document Link functionality supposed to be used? And, more exactly, the escape characters in the link? I’m testing this with a document class named ‘IPC REV’, thus with a space in it. The result is an url containing DocClass='IPC%2520REV' which does not work if I try it in the browser. 'IPC%20REV' works though. It looks as first the space is replaced by %20 and then the % is replaced by %25. Since this looks like it is done deliberately, what is the story?

Hi,Customers in Cloud Services can store documents in an Azure File Storage area instead of checking them into the database.     I believe the Repository needs to be configured to use ‘File Storage’ (https://docs.ifs.com/techdocs/23r1/020_lifecycle/100_file_storage_service/#setup_file_storage).    The Repository Address and Path fields are not required for File Storage type (https://docs.ifs.com/ifsclouddocs/21r2/default.htm?openpage=https://docs.ifs.com/ifsclouddocs/21r2/CreateAndMaintainDocument/AboutDocumentFileRepositories.htm).      Are there any other configurations required? If the customer has documents stored in the database, this will require a Data migration to place the documents in the Azure Storage area (https://docs.ifs.com/techdocs/23r1/020_lifecycle/100_file_storage_service/fsmigtool/). Does anyone know if Cloud Service provide access to the customer to Azure File storage area to verify documents have been checked in?Scott

Hello All,In one customer I have a requirement to download file from URL file type document. For example: If I copy these three documents it will download the URL paths to a specific folder.Here, however, the customer wants to download the files from a directory, not a URL.What's the best way to handle this?Appreciate any guidance please. Thanks in advanced.

Hello, everyone!Anyone familiar with IFS Cloud 21R2's Send Document File By Email feature in Document Revision window? I have installed the Aurena Agent and when I am trying to send the document, it neither opens the email nor gives any errors.I hope somebody can give us a word of advise on this matter.Your help is much appreciated.Thanks

I Heard IFS is offering or planning to offer file server option for document storage which should be significantly cheaper than storing documents in database server. Is this true?

Is there a list of error messages generated with or without the Aurena Agent. What error messages and what do they mean, and how to fix them.?One example we have is : Something went wrong when downloading, saving or opening the file using the Aurena Agent. Error message: Locked BrLinda

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 in the system.Is it possible to limit the selectable document classes to those configured in the Document Defaults per Object?

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