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Document Management (DocMan)

This will include questions related to document management.

  • 955 Topics
  • 4,186 Replies
955 Topics
AntonioInfoConsulting
Sidekick (Partner)
AntonioInfoConsultingSidekick (Partner)
asked in Document Management (DocMan)
Tricky Object Connection Transformation

 I am trying to setup an object connection transformation for the following. The behaviour I am expecting is :1.Attach a document to Object type2.Attached document should be inherited by all the Functional Objects connected to that Object type3.Attached document should be inherited by the Work Order/ Work Tasks created  which are connected to that Functional Object The items 1 & 2 were successful but the item 3 has failed.Should this be a straightforward connection or am I doing something wrong ? 

515
Mathias Dahl
Superhero (Employee)
K
Do Gooder (Partner)
K.KDo Gooder (Partner)
asked in Document Management (DocMan)
Attaching a zip file as a document created 2 files in the revision "ORIGINAL" and "VIEW".

Hi,When attaching a zip file, the system sometimes creates two files: "ORIGINAL" and "VIEW" in the "FILE REFS" tab in the document revision:The parameterization looks like this:A duplicate entry is visible in the edm_file_tab table. Does anyone know why the system creates "ORIGINAL" in most, and sometimes ‘ORIGINAL’ and ‘VIEW’?Best regards

757
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Employee)
MATHDEDo Gooder (Employee)
asked in Document Management (DocMan)
Access to document folder

Hi together,I have a question regarding access not on a sole document, but on a document folder for defined users. So, is it possible to setup access for a user for the whole document folder instead of just setup the access for a sole document itself?Thx and regards, Markus

192
M
Do Gooder (Employee)
K
Sidekick (Customer)
KEVSERSidekick (Customer)
asked in Document Management (DocMan)
Sending a database-stored attachment via email

 Hi everyone,I want to send a PDF file attached in the "Attachments" section of the IFS 10 application to a user via email. Here are the steps I followed, but I was unsuccessful.  Why am I getting this error? What alternative approach can I take? I would appreciate your help. I retrieved the BLOB data of the relevant attachment using the query:SELECT k.file_data FROM edm_file_storage I wrote a function that returns this value. CREATE OR REPLACE FUNCTION Get_Oq_File_Data(     INQUIRY_NO_ IN VARCHAR2,      REVISION_NO_ IN VARCHAR2 )  RETURN BLOB IS     v_file_data BLOB;   BEGIN     SELECT t.file_data      INTO v_file_data     FROM Doc_Reference_Object_tab d     JOIN Edm_File_Tab e ON e.doc_class = d.doc_class                          AND e.doc_no = d.doc_no                          AND e.doc_sheet = d.doc_sheet                         AND e.doc_rev = d.doc_rev     JOIN EDM_FILE_STORAGE_TAB t ON e.doc_class = t.doc_class                                  AND e.doc_no = t.doc_no     WHERE

271
Mathias Dahl
Superhero (Employee)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
IFS Electronic Signature feature ("E-sign") - questions and answers

What is it? The E-sign feature is available from IFS Cloud 23R2 (Cloud deployment only, Remote currently not supported). At its core it's an integration between IFS Document Management ("Docman") and Adobe Acrobat Sign.In order to send a document for signing you need to first upload it to Docman, release it, and attach it to some screen/business object. For details on the process, watch the video linked below.https://www.youtube.com/watch?v=Aed1j9VOPDU Agreements/envelopes When you send a document for signing to one or more recipients an "agreement" is created in Adobe Sign. The agreement acts like a container for the document and the list of recipients, and supports the whole flow from sending, signing and retrieving the signed document. As of 24R2, you can only send one document per agreement. An agreement in Adobe Sign is what other E-sign solutions sometimes calls "envelopes."IFS keeps track of every agreement that has been created and, to use a term that's more known and to keep t

3264
Mathias Dahl
Superhero (Employee)
H
Sidekick (Partner)
HoiLakshGSidekick (Partner)
asked in Document Management (DocMan)
"Copy Approval Template" is not active in CR

Hi,The RMB menu option “Copy Approval Template” is visible, but it is not in active to select in the Change Request window.Full Access has been granted, and the Approval Template records are also available.But still the option is not enabled. The user is in UPD 22. Expecting your thoughts on this. Thank you!

331
P
Superhero (Employee)
C
Sidekick (Customer)
CaroleSidekick (Customer)
asked in Document Management (DocMan)
Import view copy with the create document assistant

Dear experts,With IFS Cloud 22R2, when using the create document assistant, the view copy (PDF file) is not imported in addition to the original document.On the contrary, if I check-in a document from the document revision window, the both files (PDF & original) are imported.Is it normal that it is not working with the create document assistant ? I remember that in V8, it was working.Thanks for your help

33511
Mathias Dahl
Superhero (Employee)
NipunGunaratne93
Sidekick (Partner)
NipunGunaratne93Sidekick (Partner)
asked in Document Management (DocMan)
Access can be edited in 'Approval In Progress' status

I have created a document revision and add approval steps to create the approval routine within the department. I have disable the option ‘Update Allowed During Approval’. Because of that option any changes on the document couldn’t be performed during the approval. However, Access can be edited and changed during the approval process. Does anyone know the logic behind this behaviour or is it a bug in IFS?

262
NipunGunaratne93
Sidekick (Partner)
P
Do Gooder (Partner)
PatrickdefivesDo Gooder (Partner)
asked in Document Management (DocMan)
IFS Cloud File storage - Azure and External Files

For IFS Cloud installed 23R2 and 24R2, we have a customer who didn’t want to store some documents in Azure but in another location for confidentiality purpose. As the file storage is defined in the general help : IFS Cloud File Storage (File Storage, or FS for short) is a secured generic framework service which can be used to store and retrieve documents from different locations such as Azure Storage and local file shares. This service is especially useful when handling large files or large volumes of files. For more information about IFS Cloud File Storage, look it up in the technical documentation. Could you please confirm it is possible to define several locations including Locql File Shares ? Do we need then to follow : Installation Guide - Technical Documentation For IFS Cloud Regards

2088
CodyWhite
Do Gooder (Customer)
LindaK
Sidekick (Employee)
LindaKSidekick (Employee)
asked in Document Management (DocMan)
When we attach a document to the external supplier invoice, it should appear in the Man supp invoice, but it is not happening.

Hi,I need some help here. 😊I have tried various methods to set up the object connection transformation so that when we attach a document to the external supplier invoice, it should appear in the Man supp invoice. However, it is not working. What am I doing wrong? I would appreciate any advice.Thank you.BrLinda 

513
C
Do Gooder (Partner)
P
Hero (Employee)
PIrelandHero (Employee)
asked in Document Management (DocMan)
Doc Connection from Project Demand Line to Purchase Req Line - anyone done the mechanics?

Hello,I, and I’m sure I’m not alone, have the requirement to have a document connected to a Misc Demand or Misc No Part Demand be carried over to the supply which would be a purchase requisition line.  IFS does not have a “standard” transformation for this.  Has anyone defined a custom field that would carry from the demand to the requisition so that a normal transformation could be done?  (Extend the target view??).  Or, have written the SQL that could be used as a transformation method?Thank youPatrick

8023
P
Hero (Employee)
T
Hero (Customer)
TosohLBlumHero (Customer)
asked in Document Management (DocMan)
Search document content - Cloud

We are looking to upgrade to Cloud from Apps 10 in the near future.Is it possible to search the content within documents in  Cloud (24R2 or greater)? 

402
Mathias Dahl
Superhero (Employee)
R
Sidekick (Customer)
RobinHunterSidekick (Customer)
asked in Document Management (DocMan)
A question about Document Connection "Update Revision"

Our users have recently had some issues with the “Update Revision” setting on doc object connections, and i wondered if any other IFS users have had similar issues... On Doc basic (page) > Doc Default Values (tab) we set the “Keep_Last_Doc_Rev” setting to “R” (i.e. latest released revision). For the doc class in question, we also applied this same setting via the Doc Class management (page) > Doc Default Values (tab).We expected these settings to ensure that all doc connections for this doc class would follow that setting (unless a user intentionally edits the “Update Revision” field). Under normal circumstances, releasing a new Rev causes the old rev to become obsolete, and also causes the object connections to be moved to the Latest Released Revision (as expected)However, after a few weeks of running our process we found that several doc connections were set to “Fixed” instead of “Latest Released Revision”, and didn't really understand how it had happened (our users did not man

792
R
Sidekick (Customer)
E
Sidekick (Partner)
EntUviniGSidekick (Partner)
asked in Document Management (DocMan)
Adding custom field to Approval Routing

Hi,We have a custom filed in ApprovalRouting entity in IFS cloud. Is it possible to display it in the Approval routing section in the pages ?Page designer does not show the approval routing section for configurations.Many thanks for your inputs on this issue.Best regards,Uvini

271
Mathias Dahl
Superhero (Employee)
A
Sidekick (Customer)
ArendSidekick (Customer)
asked in Document Management (DocMan)
Identify Document Size

Hi all, We’ll need to migrate a number of documents out of IFS, and we would like to verify the document size of these documents. Is there a way to see this in IFS? (working with IFS10)

141
Mathias Dahl
Superhero (Employee)
L
Sidekick (Partner)
Lina MencieneSidekick (Partner)
asked in Document Management (DocMan)
Documents Copilot. How does it work?

Hello,maybe someone can provide more information how does Documents Copilot works? I read the document “ML-IFS.ai Copilot 24R2- Best practice guide - Internal version-160125-091502” and understood, that information of the document files of the documents uploaded into Data Lake are included into Copilot search of information. Firstly copilot searches information in IFS documentation, then in the files of the documents uploaded in Data Lake and then in user transactions.Information that I want to search really is in document file (PDF) that uploaded in Data Lake, but the query doesn’t find it. Document file “ML-IFS.ai Copilot 24R2- Best practice guide - Internal version-160125-091502” and my query was: What language supports copilot?This information in the document:Copilot answer:Why it doesn’t work? Or maybe I understand the copilot functionality not right?Steps are executed in Application service update: 24.2.3 Thanks beforehand:)

945
Mathias Dahl
Superhero (Employee)
S
Do Gooder (Partner)
SimonPDo Gooder (Partner)
asked in Document Management (DocMan)
Create a Word document using macros

Hi everyone, I would like to create a Word document, attached on my screen. The screen I want to replicate is the steps tab in the wrok task screen :And I want to create this kind of chart on Word :With this rules :For each Object ID in the line, create a new independant chart, with the name of the object in the first cell (1) For each steps for this object, create a new line, with the step description in the second column (2,3) In the first column of each line, retrieve the media linked to the step line (We could have more than one photo)Do you think it is possible to do that using docman macros ? 

313
Mathias Dahl
Superhero (Employee)
E.Mamcasz
Sidekick (Partner)
E.MamcaszSidekick (Partner)
asked in Document Management (DocMan)
Error loading .P12 certificate in Keystore

Hello everyone,We have started implementing E-Sign on Cloud 23R2 and are experiencing problems loading .P12 certificates to be used in the digital signature process for Documents. The message “Error when importing certificate.” returns.I would like to know if there is any condition that must be met or if there is any interference from Azure in this process.If anyone knows of any tutorials other than the Cloud Documentation that they can share, I would be grateful.Sincerely,  

565
E.Mamcasz
Sidekick (Partner)
K
Sidekick (Partner)
ksebfSidekick (Partner)
asked in Document Management (DocMan)
Media Elements Revision and External Server Synchronization

Hello everyone,I would like to know if media elements (such as images, videos, or other attachments) in IFS Applications have a revision system. Specifically, is there a way to track changes to these elements, similar to document revisions?Additionally, I’m looking for a method to automatically send modified media elements to an external server whenever they are updated. Does IFS provide any built-in functionality for this, or would this require a custom integration?Thanks in advance for your insights!

343
Mathias Dahl
Superhero (Employee)
K
Do Gooder (Customer)
Khacuy LyDo Gooder (Customer)
asked in Document Management (DocMan)
Setup IFS File Storage

We had just setup IFS file storage in a test Instance running 24R2, the problem is it saved files in docman folder with a random filenameAnyone know how to setup IFS file storage so it save file in its own dedicated document class folder?Thank you very much, your help is much appreciated. 

583
Mathias Dahl
Superhero (Employee)
K
Sidekick (Partner)
ksebfSidekick (Partner)
asked in Document Management (DocMan)
Approval models : visibility and starting process

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.

181
Mathias Dahl
Superhero (Employee)
NipunGunaratne93
Sidekick (Partner)
NipunGunaratne93Sidekick (Partner)
asked in Document Management (DocMan)
Unable to view the attached document due to Scan is Pending

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!

828
C
Do Gooder (Customer)
darylslinn
Sidekick (Customer)
darylslinnSidekick (Customer)
asked in Document Management (DocMan)
Object Connection Transformation Mixed Payment to Customer Analysis

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 ? 

233
Mathias Dahl
Superhero (Employee)
T
Sidekick (Customer)
TTRACYSidekick (Customer)
asked in Document Management (DocMan)
Error when trying to check-in a new revision

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??? 

466
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Customer)
MspargoDo Gooder (Customer)
asked in Document Management (DocMan)
Turn Off Documents for Certain Areas

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?

391
Abdul
Superhero (Partner)

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