Document Management (DocMan)

Hello, I have several questions about approval models. I've created a template with two approval steps and assigned it to a document class. As a user, when I’m in a screen like Purchase Order and I add a document with this document class: What happens to the visibility of this document? Can only the owner and approvers see it? Does the approval model restrict access in any way? What impact does this approval model have on the document? Does it change its status, permissions, or other attributes? When I attach a document to an object (e.g., a Purchase Order), is it possible to trigger the approval workflow automatically? From what I see, it seems that the document remains in a preliminary stage, and I have to go to the revision screen to start the approval. Is this the expected behavior? Thanks in advance for your help! Wishing you an excellent day.

Hi All, We have created a new repository as a file storage type to create a separate file location for docman files. Then we have created documents and could be able to add new documents to different screens without any issues. However, when we try to view or download the attach document it pops up an error after scanning for the document for so many minutes. What would be the issue here? Is this a bug ? Thank you!

Is it possible to connect the attachment on a Mixed Payment for a customer payment to the Customer Analysis payment ? We had numerous tries in the Object Transformation Connection screen but nothing seems to work. Any thoughts ?

I am getting the following error when trying to check-in a new revision. We updated all our SOP’s to a new format. The old file type was DOCX. We are now at a .DOC filetype. I get the error below. If I change it to the DOCX file type, it works. Why is this and is there a workaround???

Currently in Apps 9 we have turned off the ability to add documents to purchase order lines - all attachments should be kept at the header level for ease of finding them. I cannot seem to find the ability to do this in IFS Cloud - does anyone have any idea how this is done?

Hi. For the go live, my client has to migrate more than 2000 files to IFS. The files are in a folder shared. Is there a tool in IFS to migrate all at once? Is there anything like a migration tool? I’ll only find the screen Upload Document, but it is no effective to the first time due the number or documents. Any idea? Thank you in adavance. Sergio

Following an update, We are unable to attach documents to expenses. When trying to create the attachment we are getting an error ‘ File upload failed’ Expected property name or .’}’ in JSON at position 1 (Line 1 Column 2) Has anyone had this before

How can we set up a system to restrict visibility and accessibility of documents created on expense sheets, ensuring that only the user and their manager can access attachments? We have a flat position structure, and the manager setup is configured through the manager access role in the graphical organization structure. Is there a way to implement this restriction while maintaining our current setup? Additionally, could you clarify the functionality of “Restricted Access” toggle on the document revision screen?

Hello, I am trying to setup a Object Connection Transformation that will allow user to view all documents associated with Case Tasks on the parent Case. I’ve gotten the reverse situation to work (view the Case documents on a Case Task). See screenshots attached. Is this a situation where you need to define a custom transformation function? Is that something that you have to do in the build place or can it be accomplished through the IFS cloud itself? I have a Case with 1 document attached and a Case Task with one document attached. At the case level, I would expected to see 2 attachments, but am seeing one with the current configuration.

Hi All I am receiving the error - The Destination object already has approval steps’ when trying to create a new revision of a document which is connected to a document folder. The new revision does create, however, the file and access rights do not copy over and also the object connection is also removed. I can see no approvals that are ‘in progress’ or that should affect this. Can anyone offer any guidance on this please? We are in IFS10 UP24

According to the below post, Deprecation of the FTP and Shared repository types in Docman in 24R1 - a heads-up | IFS Community “We are considering deprecating the Database repository option as well at some point, but that has not been decided yet” IFS is planning to remove Database type repositories from Document Management in future. Can we please get a comment on whether this is confirmed? If so, from which IFS cloud release onwards? ​@Mathias Dahl

Hi All, I couldn’t find any documentation explaining this great new addition with 23R2. There are a couple of slides in “IFS Cloud 23R2 - Whats New in Asset Management,” which I have added below. But that doesn’t explain the process flow or the integration. I found two community posts that also only provide very little info. IFS integration for Document Signing | IFS Community IFS Cloud 23R2 - new component IFSAPP Docman ESign | IFS Community Can someone provide some tips or direct me to the relevant documentation link to make this E-Sign functionality work? Thank you.

Hello, I’m having trouble with the IFS Document Management Add-in for MS Office. If I go from an email the system opens the Create Document from Microsoft Office dialog and list the correct file name but the system will not enable the finish button. If I try from word, the system flashes up a quick dialog that says it Launching IFS Arena, then nothing. I’ve tried on 3 URLs and no luck. I get the Create Document from Microsoft Office to show up for the .msg type file from Outlook but no Finish button. And for word document, nothing except a quick flash of a dialog. Can anyone give me any clues?

The e-sign functionality is only supported in IFS Cloud Services deployment. Remote or On-Premises installations are not yet supported. Is there a plan to support this for remote?

We have an approval routing tied to the Service Contract. From the Approvals tab, select Object Details and receiver error that “Object Details for Multiple LUs is not allowed.” I see only one LU, ScServiceContract. Do you think it is a bug? Thanks Patrick

Does anyone face problem when activating attachment pane on IEE? With newest IFS10 updates(UPD22, UPD24) or maybe with more data in database getting info for attachment pane takes nearly 10 seconds. Our investigation provides to Doc_Reference_Object_API.Get_Obj_Conn_Client_Hit_Count and its cursor get_oct_excluded_count. Time to time oracle CBO changes execution plan and it cause an issue. As it is very often runing query it affects overall performance. Amount of rows for two customers with this issue select count(1) From ifsapp.DOCUMENT_ISSUE_ACCESS_TAB; -- cust1: 125324 rows, cust2: 834 165 rowsselect count(1) from ifsapp.DOC_ISSUE_TAB; -- cust1: 38338 rows, cust2: 116 548 rows I know about “Slow Network simulate” option but this is only workaround. I found post where someone mentioned “product development team is currently working on a fix to optimize this” but seems nothing changed

Hi, I have a problem with the visibility of attachments at the Part Revision. Object Connection Transformations is correct I compared with another database. The system shows the number of attachments but does not display them. Document for technical drawing level and adding revision is available. Regards

All, We are upgrading to IFS Cloud 23R2 (Remote) from Apps 10, where we have historically used FTP as a repository type. Since this is no longer supported, we are moving to File Share and use of a Windows share instead. We have manually moved the files from FTP to File Share. I am looking for guidance on what I need to do to change the "file pointer" in Docman as well as add some metadata used by File Storage please for all our existing documents? Does someone have a pre-existing script they would be willing to provide? Thanks in advance Shaun

I get the following error when I create an invoice from an Application for Payments (AFP). Notes: I have a Person connected to my user. I do not see any report rules connected to this (as per what I have noticed). How to get this solved ? Thank you !

Hello, my company has been using a shared repository for docman since they went live on IFS. I am in the process of transferring the doc repositories to database storage to prepare for the Cloud upgrade. The business would like to block users from creating new docs in certain doc classes. They would still like the ability to view them. I tried removing Admin and Edit access from the access group in this doc class TEST but a user who is not a docman administrator was still able to create a new doc, I think because by default the doc creator is an admin. Is there a way to block new doc creation by class? or do we have to use custom events to do that? Mary

One of our Customer would like to implement an interface with Docusign. Seems that we have some available API like CDocusignSignerEntity. Is this standard and if yes, do we have some use case and example ?

Hi Docman fans! This post is an experiment to see if we could keep one thread where we collect the most common questions asked about IFS Document Management (aka “Docman”). We could either add links to this entry itself, to other discussions here, or we could add each link in its own reply below. We’ll see what works best.

Hi, we have one page word files. When we approve this document, we are taking a mistake “something went wrong in the call the application server when trying to get the file size” how can I fix it ?

We’re in Apps 10 and currently our doc management system automatically downloads a copy of a file to the user’s machine as soon as it’s opened for viewing. Where does the setting live to turn that functionality off?

Hi All, For most of the questions I have placed on the Chat section of the IFS.ai Copilot in 24R1, the response I receive is : Sorry, there are connection issues, so I can't answer right now. Please try again later. Fro Demonstration purposes, is there a particular way to word the question to receive a response ?