Document Management (DocMan)

Hi there,Version: 10.14Env: Enterprise ExplorerWhen i checked MEDIA_LIBRARY_API, i see limitated parameters as only 5 on procedure check_and_create_connection.So how can attach a media correctly when key values are higher than 5? Why this limitated actually, any idea?When i attach manually to some entity which key values parameters higher than 5 on enterprise explorer, i see CONNECTED_OBJ_REF1 .. CONNECTED_OBJ_REF5 in media_library_tab, but also i see 7 parameters on KEY_REF column. Also this entity has 8 keys field not even 7.  What is the point here?Do u know any other way? Maybe with a custom pl/sql for transform manipulation on object connection etc.Thanks.  

Hi,I have a customer who currently uses Sharepoint 2016 as DMS in his legacy system. They would like to migrate these sharepoint documents into IFS Cloud by using the Cloud File Storage Migration Tool.I have two questions:Can Cloud File Storage Migration Tool directly read from Sharepoint 2016? Can Cloud File Storage Migration Tool also migrate meta data for the document (e. g. object connection to a project)I would answer both questions with no and would think that we will need normal migration tool for object connects and other meta data and Cloud File Storage Migration Tool only for uploading attachment. Am I right or is there an easy solution?

Hello Everyone, We are trying to retrieve all documents that appear in the Docman panel when viewing a record in IFS Applications 9.As you know, when you open any LU (e.g., CustomerInfo, BusinessLead, ShopOrder, etc.) in IFS9, the Docman panel shows: Directly connected documents from DOC_REFERENCE_OBJECT Documents coming through Object Connection Transformations We want to retrieve ALL document references shown in the UI — the same result that the Docman panel displays.For example, we want to specify which LU we are currently in, provide the LU_NAME and KEY_REF values of that LU, and expect the system to return all documents or media objects related to that record. Regards,Baris 

Hello everyone,We are using IFS Applications 9. We would like to automatically attach the output of any IFS report (such as an Order Report, PDF output, or Quick Report) to a record in DocMan. I have reviewed similar topics, such as Mr. Damith’s posts about sending order reports as e-mail attachments. However, I couldn't find a clear answer on whether it is possible in Apps 9 to retrieve a report’s PDF output via PL/SQL and attach it automatically to DocMan. Is it possible in Apps 9 to retrieve a report’s PDF output via PL/SQL and automatically attach it to DocMan? If anyone has implemented this or knows the correct approach, could you share which APIs or method you used?

Hi all,I’ve hit a snag while configuring document access in IFS Applications and would appreciate some clarity from the community.Scenario: I’ve set up two access groups via access templates: one for Read and another for Write. Users in the Read group can see documents as expected. However, these same users are able to detach documents—both those they’ve created and those created by others. My understanding is that ‘Read’ access should prevent any action beyond viewing, so detaching feels like a breach of the intended restrictions. What I’ve Checked: Restricted Access is set to Yes/ON for the document class in question. The permission set assigned to the Read group does not include the Document Administrator role or any roles that should per

 When trying to send an email with an attachment from the Business Opportunity, the attachment is not included in the email. Instead, the email body displays the document details as shown below.   Aurena Agenet is installed and “CRM/SRM Panel Settings” has  been configured as below. Is there any other setting that I am missing here? Any insight is highly appreciated.Thank you!

 Problem:When users connect documents to PR Lines, PO Lines, CO Lines, or any other screens, there is no visible indication on the line that an attachment exists. Users can only find the document by manually clicking the attachment icon on each line, which is time-consuming and not user-friendly.Description:Across various line-level screens in IFS, there is currently no visual indication to show that a document has been connected to a specific line. Users need to open the attachment panel on each line to verify if any document exists, which becomes challenging during regular operations, especially when working with many lines. Please refer to the attached screenshots for clarity.Example (PO Lines): a document is connected at the line level, but there is no visible indication until the user clicks the attachment icon.

Hello, we are now testing IFS Cloud application that is directly connected with TACTON configurator. My question here is:  If I send some documents from TACTON (for instance the contract for the customer order) to IFS, is the visibility already limited by the company? Example (I have 3 companies - X, Y, Z):If “Z” places the customer order, do also employees from X and Y have access or not?  If so, it should be enough to have just one limitation (for people amending the contracts) But if not, I would need different access for different company and then for the group of employees, right? Can you please advise? Thank you,Best RegardsPetra Kuchyňková 

Hello, Is there a transformation method available to copy attachments on a Work Task to the Equipment Object for that Work Task (Service Management, IFS Cloud 25R1).You can copy attachments from Equipment Object to the Work Task using Object Connection Transformations but not the other way around.  Thank you!

Hi folks, do you know if it is possible to copy a document structure in DMS?Regards Markus

Hi ExpertsOne of my customers wants to upload their documents (Drawings) to the Cloud Storage and they want to keep the folder structure as it is.1) Is there way that we could keep the structure in Cloud Storage? 2) Would it be still visible in Cloud Document Folder Navigator after transferring to Storage?3) Who’s responsible for creating folders & repositories in Cloud Storage if it’s IFS Cloud manage?Thanks in advance. Kushan  

Is it possible to do a search like this in Cloud to limit approvals to those the current user can approve? where (PERSON_ID = '#PERSON_ID#' OR &AO.Document_Group_Members_API.User_Member_Of_Group(GROUP_ID, '#PERSON_ID#') = 'TRUE') We have approvals attached to areas other than Document Management and I would like to make a lobby element for users that will show them those other approvals.

Objective: Access Template that gives view access to all usersThe solution to this used to be to create an Access Template with the Person ID = *This worked so long as * was not the person ID for the appowner, IFSAPP. (Easy solution: make a new person ID = IFSAPP and associate it with the user IFSAPP.)However, when a customer using Cloud 24R2 SU8 tried to do this, there was an error message that * is not allowed as a Person ID; no mention about appowner, just that * is not allowed at all.If that’s the case, what is the solution for this common business requirement.Thanks

Hi , We have created an Read-Only Access - (Grant Query All) - but when users are assigned this PS, then they are not able to open the attachments. Which PS part is missing?  When looking at Result Tab of the Document Revision, the User has Edit and View Access. On IFS10 

Hi,I’ve been trying out a document macro to create a PDF when checking in a word-document.Below processCreate a new document revision for the document class associated with the macro Click “Check In Document” and select a word-document Click “Edit Document”, save and close it Click “Check In Document”Above process successfully creates a PDF-file and checks it in together with the edited word-document.My question is, is it possible to skip step 3 and 4? That is, have the PDF-file created and checked in at at the first time I click “Check In Document”?Currently I’ve been able to have the macro create a PDF file at step 2, but IFS doesn’t check it in. The PDF-file is created in the CHECK_IN_PATH folder with the same file name as the word-document.I understand that sFileName and sPath below is null when doing step 2 above but contains LOCAL_FILE_NAME and LOCAL

Hi,We are looking for a way to import documents from a shared folder or local c drive into IFS cloud document management.Tried using Cloud File storage Migration Tool (FS Mig Tool) but seems it is most suitable for environment-to-environment migration.The documents need to be attached to the corresponding business object screens under the attachment section. Importing them manually one by one would be time consuming, so we are looking for a batch import approach.Any suggestions would be greatly appreciated.Thank You!

Hi! We’ve just started experimenting with Document Macros in IFS Cloud and see a great benefit of generating the view file when checking in the original document.But a colleague mentioned that Microsoft will deprecate the vbscript feature going forward, how will this impact document macros in IFS? The question was previously posted in the Foundation sub-forum, but I think it might be better suited here in the Document Management forum.  BRGeorge

Hi Community,Appreciate some assistance or your experience in this regard. We are experiencing the below error when attempting to view or download a document file.Error: Something went wrong when downloading or saving the file using Aurena Agent. Error Message: File is being scanned and cannot be downloaded at this time. Try Again Later.We transferred the documents from the DB to the File Share Repository.Transfer has successfully completed. I am able to view/download some of the doc rev files. But some files give the above error message. If I try it again for some doc revs it is possible to view / download but for some other doc revs the file cannot b

One of our existing german customer ask the following, can someone help on this?We have a more specific question and hope you can recommend someone at your company who is very familiar with the document management system in IFS. In brief: Of the four possible repository types https://docs.ifs.com/techdocs/25r1/070_remote_deploy/400_installation_options/130_add-on_cmp/docman…, we currently use ‘Database’ and are satisfied with it.However, in future we would also like to store sensitive documents in IFS and restrict access to them on a large scale so that even people with IFSAPP login details do not have access to them.Therefore, we would like to set up a second repository with the type ‘File Storage’, as described here

I am trying to perform a File Operation>Copy File To operation (and Distribute>Send Document File By Email) to copy Document Revisions to my  computer and it seems like the limit is 15 Documents.  When I select 15 documents, the function  File Operation>Copy File is visible…as well as the Distribute>Send Document Files by E-Mail. When I select 16 or more files, the option for File Operation is no longer on the screen. Is there a setting somewhere we can change to allow more documents to be selected?Thanks,Gregg 

Hello,I need to perform an audit in the IFS system to verify user access. The goal is to identify, for each user, which screens and functionalities they have access to. However, I’m not sure how to extract or view this information directly in IFS.Could someone please guide me on how to generate or find a report that shows user access details?

I have deployed the IFS Print agent, all with Green Lights :When trying to print a shipment documentWe get errors. Does anyone know what permissions we need to give and where?Any hints are welcome.

Hei All, We noticed that when creating a Customer Invoice in IFS, all documents attached to the corresponding Customer Order are automatically copied to the invoice. Is there a way to restrict this behavior, for example by Document Class or through another configuration?Regards,Sri

Morning,I am trying to clean up the search domains.What would be the correct order for running the jobs.?Drop Synchronized Optimized RebuildIs it essential to run all the jobs

In IFS Cloud 24R1, we want to restrict an HR folder in Document Management so that only certain users can access it.What is the correct way to set this up? For example, we have a few departments in the folder structure, and each folder should only be visible to its assigned users.