Document Management (DocMan)

I suspect I may be missing something obvious but looking for help with this.Apps10. We have documents (e.g. Calibration documents) of a particular Document Class that were attached to records (Manufacturing Tools) in the past.At the time of the files being attached/uploaded the Document Class in question had incorrect access configured.This has now been fixed, so that the correct Document Groups now have access to this Document Class, however none of the existing files are not retroactively inheriting these permissions.  New files of the same Document Class that we attach now have corrected access controls, but the old ones remain unchanged in terms of access.How can we update the access permissions on existing documents of a specific Document Class to get the current correct access that is assigned to that same Document Class? Is there an additional step or script that I need to run to force this change to apply to previously attached files? Thanks,Nick

In IFS Cloud 24R2 document management, How can the visibility of a document folder in the folder navigator be conditioned based on its name or part of its name, along with the company of the logged-in user? for example with this function : User_Finance_API.Exists (substring(Record.FolderName, 1, 2) ,  #UserId#) where the document Folder Name begin with the company_Id

Hello everyone,I have a customer who is looking to implement Segtico Certificate to ensure that our auto-generated transactional emails (sent from no-reply@xxxxxx.com) are signed for authenticity using S/MIME.Could anyone point me to resources or documentation on how to integrate signing certificates into our email system? Specifically, we’re interested in best practices for setting this up with automated email workflows.Many thanks in advance!/ashley

Changing document repository About this document The purpose of this document is to give you the knowledge needed to "manually" migrate files between document repositories. It's important to first understand how Docman keeps track of the files that is stored in IFS.Data model These are the entities involved when document files are stored and retrieved.Apart from just reading the below, it is a good idea to actually look at the contents of the database tables for the entities. Just by looking at the data in EdmFile and EdmLocation, together with the data in your repostitory, should give you a good idea on how things fit together.EdmFile (edm_file_tab) This is what we call the "file reference" of document / document revision. This entity is used to store the original file name as well as the file name in the document repository. Another important attribute is the storage location.Here are the most important attributes:FileName: This is the file name used in the repository / backend. It's

Hi All,I am aware that from version 24R1 onwards, IFS Cloud (Remote Deployed) customers are limited to using only Database and File storage.I have a defence customer hosted on-premises in the UK. They have operations in both the UK and Australia, and due to legal requirements, they must store documents in external storage within their respective countries, not in the database or cloud.Is there any limitation whereby remote deployed customers are restricted to use one File storage location?If so, how can IFS address these legal requirements given that only File storage and Database options are available moving forward?Thanks,Chamath

Hi All,As mentioned in several community posts, IFS is phasing out the shared document repository type with the introduction of support for file storage across multiple locations.According to the IFS documentation, although shared repositories are being deprecated, it is still possible to enable them manually. Customers may continue to use this functionality until IFS releases full support for multiple file storage locations.I would like to inquire whether any other customers or partners have manually enabled shared repositories and are currently utilizing this setup. Any insights or shared experiences would be greatly appreciated.Thanks,Chamath

How do we determine the file size of documents that have been uploaded into Cloud?We are using the DocMan module, and the Document Revisions. But I can't see an easy way to determine the size of files uploaded.

Hello everyone,We are on IFS Cloud 24R2 (SaaS) and, during each period close, several accountants need to review the same Word/Excel file in sequence—adding comments and small adjustments without creating multiple standalone documents.Our idea is to store the original file in IFS Document Management and let each user create a new revision rather than a new document.Before we roll this out, I need to confirm what editing models are actually available:In‑place / browser editingDoes IFS Cloud provide a built‑in way to edit Word, Excel or PDF files directly in the browser (no local download), while still preserving DocMan revision control?Add‑in–assisted editingIf the answer involves the IFS Document Management Office Add‑In (or Aurena Agent), does that add‑in upload changes automatically, or is the classic check‑out → local edit → check‑in loop still required?Supported document types & prerequisitesWhich formats (DOCX, XLSX, PDF, etc.) can take advantage of any online editing features

Hello,  does anyone has a solution how to transfer documents based on the document class in IFS Cloud? From the business opportunity to the customer order and then from the business opportunity to JT task but really based on the document class itself.  Is there any solution available at the moment?  Thank you, Best RegardsPK 

Hi All, I’m getting an error when trying to create a document using a REST API. I’m passing value as ‘YES’ for CreateFileRef, but it’s giving below error.  API DocumentationCore Code/ Function POSTMAN RequestPlease share if you have any input on this. Thanks & Regards,Asanka.

24.2.6In the Document Folder Navigator, on the Documents tab there are columns for Admin, Edit, and View access. My user has the system privilege of DocMan Administrator. For the document revision shown below, I have also granted explicit Admin access to my user/person.Why do these access columns read as ‘No’ in the Documents tab of the navigator? Where are these access values coming from? 

The documentation for Document Class Process Action states:“This process configuration will override the default functionality for the three document types: original, view, and redline.”I read this as if I do not configure any process actions for a document class, then the system default functionality will preside when I view, print, checkout, etc. What are these default functionalities? What will the system do out-of-the-box?

Hello all, We are using IFS Apps 10. Has anyone experienced one user seeing an attachment as a PDF but all other users seeing it as a .msg? We suspect maybe the user opened a .msg attachment and when asked to use Adobe Acrobat Reader Always or Once, selected Always. Now she can’t open .msg attachments User who is receiving error: All other users: Any help is greatly appreciated! Thank you,Carl

Hi everyone,I'm working with media/technical drawings in IFS Cloud, and I’m having trouble setting a background color behind the image.As you can see in the screenshot below, the drawing is transparent and overlays the interface, which makes surrounding text and labels barely readable.I’ve tried changing W-600-COLOR in the Appearance Designer, but the media area still remains transparent.Is there a way to apply a solid background (e.g. white or light gray) behind a media file in IFS?  Any help or best practices would be greatly appreciated!Thanks in advance,

Hello,After IFS Cloud update to 24R1 version there is no possibility to use Document Repository with Repository Type “Shared”.Client used Repository Type “Shared” and all document files were kept there. After upgrade client cannot access document files from Document Revision. Receives error: Error in downloading file: one or more errors occurred.First question: How to reach the document files after upgrade to 24R1 version if they are uploaded to repository with type „Shared“?***We tried to create new repository with file type „File Storage“, in the field „Path“ (in the form „Repositories“). When uploading the document file to Document Revision, document file is put to the docman place, but not into the certain catalog for the certain Document Class:And document file uploaded to repository is not named by „Repository File Name“.Second question: How should be created new repositories with repository type „File Storage“ that document files could be uploaded to the exact folder of the cert

Hei ,I have to delete a record from doc_number_counter_tab. in which table do i find the relevant sequence number created for each unique NUMBER COUNTER Created.Thanks and Regards,Nithya

Cloud 24.2.2From the attachments panel on an object (e.g., NCR) I have a user that is able to edit a document revision; the Edit icon is visible.After check-out, the check-in icon and the check-in command are not visible, so the user cannot perform a check-in at the Attachments panel. The user can navigate to the Document Revision and perform the check-in there.Any ideas on what might be causing this as it appears all the other relevant icons/commands are available?

It appears that the IFS Cloud File Storage (FS) repository in cloud is limited to a single share.  Is this going to change in releases after 24r2?  I tried using DFS instead of a traditional share and the storage pods report errors when they spin up.… may need to use SHARED repositories but I don’t want to face them being deprecated in future releases.Any ideas?

Hi, Does anyone know how files physically appear in IFS Managed Cloud File Repository, If I create repository ids as below does that create folders lime FS1, FS3 and FS4 ? Or  Is it a single place where system store the path in a way to uniqly identify the file when referring 

Has there been a change in the system? Every document is pulling through will update allowed during approval turned on when this should be off as default – only allowed for certain documents, controlled documents should not be amended once doc controller signed off

Hello community,I have got information, that in release 25R1 will be DMS repository type = File Share supported. I would like to clarify, if it is true or not. Thank you very much for your answer. Jiri

Hi IFS Community, Our customer is a IFS Managed cloud customer. Our current document file repository id Database. We started moving the documents to Cloud File Storage in TRN environment. In IFS Managed cloud the Cloud file storage is something which only IFS has access and even customer doesn’t have access.. So there is no way to see what is happening there.I have moved around 15000 files from Database to Cloud File Repository for testing purpose in TRN. Now we have a requirement of cloning PROD to TRN. PROD has no files in cloud file storage repository. In TRN some files moved to cloud FSS and some are in database. I am going to re begin the document transfer in TRN after PROD copy.In normal database clone request only database copy happen and since there is no FSS in PROD we do not need to initiate new FSS clone request in this case. But below two tables are not replaced in a environment during the cloning.EDM_LOCATION_USER_TABEDM_LOCATION_TAB But EDM_FILE_TAB , EDM_FILE_STORAGE_TAB

Dear IFS Community, We didn’t found a way to Detach or Delete approved step from Document Approvals (Attachments/APPROVAL PROCESS tab - IFS CLOUD 24R2 SU5).Even the user who approved has the error message “Illegal to remove a step with status Approved”.Anyone has a solution for this?  

Good day.  I would appreciate feedback on the following please: after attaching a “Comments” file from the Receiver of a Document Transmittal, the Comments Received field is updated as “Yes” on the line level under the “Documents” tab.  The “Comments Received” field on the Header level though does not update:Anyone that knows why this is and what is required for this field to be updated?Thank you.Anya

Hello,I try to instal the Cloud File Storage Migration Tool in our UAT database because we have a storage problem, so the first step it's to instal the "Installing a custom PL/SQL API used by the tool in the source database", so someone can help me step by step how i can do that please ? i follow this documentation : https://docs.ifs.com/techdocs/24r1/030_administration/210_cloud_file_storage/fsmigtool/#logging_options Thank’s