Document Management (DocMan)

This will include questions related to document management.

  • 682 Topics
  • 3,083 Replies

682 Topics

Mayura Wasantha
Hero (Employee)
Mayura WasanthaHero (Employee)
posted in Document Management (DocMan)

Upload and Attach multiple document files into a Business Object

Background:From the beginning of IFS Cloud (in Aurena ) , there were concerns of not being able to upload multiple document files into the Attachment section of a single Business Object. Having understood the requirements around the user experience, a fix has been delivered to all IFS Cloud tracks except 21R1 version.RnD Solution:The possibility to call “Create Documents”  was brought back when standing on an Attachment section of a business object. “Create Documents” page supports to Drag/Drop or Select single or multiple files and crate document accordingly attaching to the respective business object. This is handled by adjusting the  Document Default Value for “ATTACH_CREATE_NEW_FORM”  in the Document Management Basic Data setting.( Document Management > Basic Data > Document Default Values > ATTACH_CREATE_NEW_FORM)NOTE: It is still possible to set either “Create Documents” for multiple uploads or “Create Document Assistant” for a single upload as it was existed previously.

9
xeam-eran
Do Gooder (Customer)
1 year ago
A
Sidekick (Customer)
asmackenzieSidekick (Customer)
asked in Document Management (DocMan)

Report rule Check in to Document Management and FTP

Hi,We have set up a new report rule to get the PDF from our Project invoice print, check it in Document Management and attach it to the Project Invoice screen. It works really well if the Document Management repository is set to Database but we cannot get it to work if is FTP. We are in Apps10 UPD6.Has anyone got a report rule Check in Document Management to work with FTP or do you think it is a restriction from IFS?Many Thanks and Regards,Anne-Sophie

9
Mathias Dahl
Superhero (Employee)
10 months ago
berudpot
Do Gooder (Customer)
berudpotDo Gooder (Customer)
asked in Document Management (DocMan)

Document management check out path changes.

Document management check out path, can this be set centrally for all users ? We are having issues with the check out path for document management, as default it goes to our onedrive. This causes issues. A solution we have found is changing the check out path to the local C: drive, but as far we found, this need to be set user per user. Is there a solution to change this once for all users ?

1
Mathias Dahl
Superhero (Employee)
2 years ago
ORFJAN
Sidekick (Customer)
ORFJANSidekick (Customer)
asked in Document Management (DocMan)

File Storage document repository with remote installation of IFS Cloud 21R2

Dear all,we are running IFS Cloud 21R2 as remote installation. Our IFS DB is growing and big portion of the volume are document attachments, therefore we would like to move them to a file storage service. We see “File Storage” option in document management repository, but we would like to confirmwhat “File Storage” services this option is supported with on remote installation, is it Azure File Storage or Azure Blob Storage or both? are there any prerequisites to make “File Storage” option working with Remote Installation?   can you pls. extend IFS documentation with more detailed information regarding the usage of “File Storage” and what storage services are exactly supported with remote installation of IFS Cloud? can you pls. extend IFS technical documentation with a configuration guide for the file storage repository?  is there any plan to support other file storage services with next releases of IFS Cloud?  Thanks Jan

8
Mathias Dahl
Superhero (Employee)
1 year ago
S
Hero (Customer)
SHAUN_KERSLAKEHero (Customer)
asked in Document Management (DocMan)

IFS Document Management Setup

HiWe are working on setting up a new FTP server for IFS Apps 10 Document Management but looking for guidance on the setup/config requirements for the server.if there is a document that can be shared even better, as the IFS help files don’t go into this level of detail. Some questions below:Does IFS support using an SMB share from windows? If yes, are there any steps we need to take to ensure this works correctly? If the answer to the above is no. Does the FTP Server have to be hosted on Linux or can it be on windows? Does IFS communicate via SFTP or just FTP? Can the FTP server be ring-fenced in terms of network so only the IFS server can access it? Reducing any security concerns for that server. If FTP is required, are there any 3rd party FTP services that are unsupported, for example, winscp or filezilla? Thanks in advanceShaun

2
Mathias Dahl
Superhero (Employee)
2 years ago
A
Sidekick
AlanSSidekick
asked in Document Management (DocMan)

Posting Proposal Instant Authorization - Preview Issue

HelloWe have a couple of users who when using the RMB to perform Instant Authorization in the Posting Proposals screen have overnight come across an issue with the Preview section of the screen.  These users who previously could see the Preview section now cannot and the document being authorised now opens up in full screen mode in Adobe.IFS takes some time to open the document in full screen mode - the user then has to close the adobe screen, authorize the invoice(s) and then IFS once again re-opens the document in full screen mode.This change in behavior is really slowing down the authorization process for our users.Does anyone know why the Preview section of the screen is no longer available to the users and why all of a sudden these documents open up in Adobe full screen?ThanksAS   

5
S
Sidekick (Customer)
10 months ago
AndreasIsengaard
Sidekick (Partner)
AndreasIsengaardSidekick (Partner)
asked in Document Management (DocMan)

Object Connections and projections / APIs

In order to know what view we need to fetch information from in the past (IFS Appl 10 and backwards) we could always query the good old “Object connections” that has:Now, since we only are allowed to fetch data from projections (starting with Cloud21R1 and upwards) - how do we know what projection to invoke depending on what object(s) a document is connected to?

6
D
Hero (Employee)
2 years ago
kavinduxo
Hero (Partner)
kavinduxoHero (Partner)
asked in Document Management (DocMan)

Maximum file size for attachement

Hi All,I need to know the maximum file size that we can upload in a Cloud environment?Does cloud and EE environment have different capacities for file attaching, since cloud environments are web based? If so,  what are those capacities? Thank you,Kavindu

2
kavinduxo
Hero (Partner)
1 year ago
H
Hero (Employee)
heibdeHero (Employee)
asked in Document Management (DocMan)

Configure attachment panel in Aurena client

Hi,several customers who use Aurena client in Apps 10 or IFS Cloud ask for the old functionality to configure the attachment panel if it should show icons, lists or details. Of course it is possible to press the button ‘Document Revisions’ to see all the details of all attached documents.Is it on the roadmap for DocMan to offer a possibilty for getting the table view of all connected documents in the attachment panel? This should not be a big modification and would help all customers who have lot of documents attached.Best regardsHeinz

4
D
Do Gooder (Customer)
10 months ago
R
Sidekick (Customer)
roshangaSidekick (Customer)
asked in Document Management (DocMan)

Document upload error

Hello,When trying to upload a document in IFS cloud, im receiving below error.Something went wrong when uploading the file using the Aurena Agent. Error message: Missing or empty mandatory parameter: odata i did a bit of an investigation and the error comes from command CreateAndConnectDoc in the DocReferenceObjectAttachment.client file. When trying to execute the agentcall Upload this is getting failed. It looks like we cannot access aurena agent code. Can someone explain me why this error is raised. I suspect the file part could be a reason. File is located in a folder structure like below.C;\Users\t.user\New Folder\Test.pdf any help is highly appriciated.. ThanksRoshanga

6
D
Do Gooder (Customer)
1 year ago
D
Sidekick (Customer)
Daniel_JZHSidekick (Customer)
asked in Document Management (DocMan)

Document file template

Hello,I would like to create a document template in order to create others documents cloned from this template.I try to use the function “Document File Template” in Document Mnagement → Basic Data → EDM Basic. And I could create a template in a doc class, but I dont know know to use this template. Could you help me, please ?

4
D
Sidekick (Customer)
2 years ago
T
Sidekick (Customer)
TTRACYSidekick (Customer)
asked in Document Management (DocMan)

View attachments capability

I have exhausted my searching and research into document management and cannot resolve this issue.I have a user setup that can attach and view their own attachments but not other user’s attachments.Both users are part of the document class group.  All documents have been approved.When I assign the user DOCMAN_ADMINISTRATOR, they can view the documents.  I have read the Document Access help page and it did not help. 

13
Mathias Dahl
Superhero (Employee)
10 months ago
Asela Munasinghe
Superhero (Customer)
Asela MunasingheSuperhero (Customer)
asked in Document Management (DocMan)

Doc Revision expiry notification

Business requirement is that we receive Supplier quality certificates that we check into IFS / Supplier. Those certificates need a validity period set. The users need to get notified when the quality certificate is about to expire. I found the below thread useful where I read the responses from @Mathias Dahl and @william.klotz. My question is slightly similar to @DominikaM’s question on the previous thread. I need set an expiry date for a certain document class only. Within that Doc class, I need to control the expiry date at individual doc revisions and get a notification before that date.  Seems IFS dosen’t provide a straightforward way of doing it. Do you think I will be able to achieve it through a custom event only? i.e. I set up a user email that gets a notification generated when the document is nearing the expiry date that I entered when checking it in IFS. Unlike the previous thread, we enter a new revision only after Rev 1 is set to expiry / obsolete. 

9
Asela Munasinghe
Superhero (Customer)
2 years ago
Asela Munasinghe
Superhero (Customer)
Asela MunasingheSuperhero (Customer)
asked in Document Management (DocMan)

Document Migration from Sharepoint to IFS

Hi AllHave any users in this forum got experience on Migrating a set of documents from Sharepoint to IFS? How did you carry out the migration? What were the challenges you faced in terms of document size, disc space, IFS performance etc? Any reflections on the lessons learnt would be great. Our goal is to close down sharepoint and utilize IFS only.  Thanks,Asela

5
Mathias Dahl
Superhero (Employee)
2 years ago
Praveen Wijetunge
Sidekick (Former Employee)
Praveen WijetungeSidekick (Former Employee)
asked in Document Management (DocMan)

Delete button for NCR

One customer that am handling is looking for a quotation to add a “delete” button for NCR. Customer mentions the following:We need to be able to remove incorrectly reported cases from the system (like we do in DocMan). Same goes for CAPA cases, where we also have some test cases that were logged in production environment by mistake. We also need to be able to remove these.The delete option should only be available for our global SuperUsers. Would like some quick suggestions ?

4
Praveen Wijetunge
Sidekick (Former Employee)
4 years ago
D
Sidekick (Partner)
DominikaM
asked in Document Management (DocMan)

automatically delete documents DOCMAN

Hello,  Do you know a way to automatically delete documents with a specific document class and status? we need to determine the expiry date of the document and after that date remove it from IFS

4
Mathias Dahl
Superhero (Employee)
1 month ago
P
Do Gooder (Partner)
puedauDo Gooder (Partner)
asked in Document Management (DocMan)

IFS integration for Document Signing

Hello,@Mathias Dahl One of our customers has a requirement where they need to sign a document and forward it to another party. Subsequently, the other party is required to sign the document and return it to IFS.We are currently exploring integration options with a digital signature solution similar to DocuSign. I understand that this integration is under consideration.Could you provide information on whether a similar functionality will be included in the upcoming release?Additionally, if we intend to integrate IFS with DocuSign as a customer modification, are there any available resources or details that we can refer to?Thank you very much!

7
S
Sidekick (Former Employee)
4 months ago
M
Hero (Partner)
MitDenukN
asked in Document Management (DocMan)

Media Attachments in 23R1

 Hi All,We are trying to attach Media attachments to the Functional Object page.Object connection is already set up for EquipmentFunctional LU.and I tried with the view  EQUIPMENT_FUNCTIONAL_UIV as well.When trying to upload media items:“Editable flag of Object Connection Transformation is None. New connections are not allowed.” When trying to click on manage media:“LU is not media aware.”The user already has the permission set ‘MEDIA_LIBRARY’.I would really appreciate it if anyone can give any suggestions on this, please.Thank you in Advance.

14
StephanS
Sidekick (Partner)
4 months ago
1
Sidekick (Partner)
12gYashoPSidekick (Partner)
asked in Document Management (DocMan)

Is it possible to use SharePoint as a DocMan repository in IFS Cloud ?

Hi,Is it possible  to use SharePoint as a DocMan repository in IFS Cloud (22R1) ? kind regards,Yashodha. 

11
1
Sidekick (Partner)
1 year ago
M
Do Gooder (Employee)
MAWJLKDo Gooder (Employee)
asked in Document Management (DocMan)

PDF Conversion of Documents in IFS Aurena Attachment Panel

Hi All,There is a request from a customer to customize the Attachments Panel in IFS Aurena (APP10 - UPD9),  to convert  the documents attached using the below options in the attachment panel as a PDF Document upon creating the document. This can be used for any of the file types (Word / Excel). Both Original version and the created PDF should be stored in DocMan. I would highly appreciate if you can respond whether this is a feasible solution or if you have any previous experience related to this

5
M
Do Gooder (Employee)
2 years ago
Amila Samarasinghe
Superhero (Partner)
Amila SamarasingheSuperhero (Partner)
asked in Document Management (DocMan)

Invalid File name error on Digital Signature

Hello All, Our customer wishes to use digital signature functionality so they have created a new custom event action for event DOCUMENT_APPROVED. Method:Edm_File_Sign_Util_API.Certify_Pdf_File (‘&DOC_CLASS', '&DOC_NO', '&DOC_SHEET' , '&DOC_REV' , 'Signature from IFS'); They have generated new user certificates in keystores window and when the user try to approve the document, below error “Invalid file name” comes.As you can see there are no special characters in the file name. When I check the application message I can see the same error message there.The message request xml is in correct form and has valid structure. <DOCDIGITALSIGNATURE_CERTIFYPDFFILE_REQUEST><DOC_CLASS>XYZ.01</DOC_CLASS><DOC_NO>COVA-111</DOC_NO><DOC_SHEET>1</DOC_SHEET><DOC_REV>02</DOC_REV><DOC_TYPE>VIEW</DOC_TYPE><FILE_NO>1</FILE_NO><REASON>Signature from IFS</REASON></DOCDIGITALSIGNATURE_CERTIFYPDFFILE_REQUE

9
Amila Samarasinghe
Superhero (Partner)
1 year ago
K
Sidekick (Employee)
kibsdkSidekick (Employee)
asked in Document Management (DocMan)

Missing drag and drop in Create Document form

I am missting the drag and drop option when creating new documents in all of our nordic presales environment on 21R2 - running in Chrome. If I run in Edge it worksWondering if I am missing a setup somewhere - or if I am experiencing a bugMy Create New Document form looks like this in Chrome  and like this in Edge: 

13
Mathias Dahl
Superhero (Employee)
8 months ago
K
Sidekick (Customer)
KLAVALLEYSidekick (Customer)
asked in Document Management (DocMan)

Attach a Document to multiple Logical Units/Objects

We are in Apps 10 UPD 10.  Our Accounts payable team is currently manually attaching a document with Document class ‘Payment’ to the Manual Supplier Invoice screen for a Supplier / Invoice, so they have a copy of the supplier invoice to refer to on that screen. They would like the same document to also be attached (automatically if possible) to the Supplier Invoices Analysis screen for that Supplier / Invoice.I thought this was done via Document Object Connection or Object Connection Transformation but I have not figured out how. Hint please? Thanks

3
Mathias Dahl
Superhero (Employee)
2 years ago
HoiJewelP
Sidekick (Partner)
HoiJewelPSidekick (Partner)
asked in Document Management (DocMan)

User ID * is Not Allowed to create Document

How to solve this following error. » Permission Set Given» Admin Access given for the document class in Access Template   

6
A
Hero (Employee)
2 years ago
D
Do Gooder (Customer)
DBENSONDo Gooder (Customer)
asked in Document Management (DocMan)

Is there a way to connect a document to Purchase Order generically?

We have created a document class for SOPs. We would love to be able to connect those SOPs relating to topics specific to the purchase order management to the Purchase Order window, regardless of which record is pulled up. If someone was making a new Purchase Order and it was blank or viewing an existing one we would like them to be able to access the same generic SOP document from the attachments. 

12
Mathias Dahl
Superhero (Employee)
1 year ago

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