Document Management (DocMan)

Hello, I wanted to reach out to the community to see if others have had similiar queries from customers regarding document mangement person groups across several companies. My customer will have around 50 entities- so this could be 400 + person groups to maintain and manage- have others been able to provide a solution around how this can be handled?  Your feedback would be much appreciated! RegardsAisha

Hi We have a need to be able to make certain attached documents on invoices available for Audit purposes. The process today involves members of bookkeeping manually finding the invoices, then finding the attached documents of a specific Class, then going to doc rev, then viewing the document as going to save as in word to save the document in a specific shared folder. For hundreds of documentsGiven the invoices from bookkeping, it is simple enough to find the attached documents, but how can i extract copies, not the originals, from IFS? Some of the doc Class are saved in the database repository and some in an FTP. Best Regards

Hi,I am trying to view an attachment made in Manual Supplier Invoice in the project transactions window. This is to view attachments for Invoices which have been forwarded to a project activity.I have setup the OCT, but the attachment isn’t appearing, wonder what I have missed? (my first time setting up OCT)We are using App10 UPD13This is the view in Project Transactions Thank youPamith

hello every one,in some users the Attachment does not appear, but in some other appear for the same logic unit , the problem maybe in Permission Set.can anybody help.thank you.     

Can anyone kindly point me to where I will find the documentation for IFS Document Management for Apps 10? I am an end user (IT Manager) and quite new to IFS and am trying to get to grips with how our system is set up.I have found many pages/docs that are related to this but nothing which explains broadly how document management works and then drills down to all the details like document class management, user/group access, etc.We have a pretty basic setup from what I can see so just need something that will get me going. We have many users who need access to things like specification documents attached to inventory parts and they don’t currently have access.Many thanks,Matt

We would like to have a document attached to the Work Task Template transferred to the MWO service app when the Work Order is sent to an Engineer. I believe we need to use Object Transformations but I have no idea how to create them.Can someone please help?Thanks, 

How do I open an .apl file for editing in App 7.5Do i need to install a ifs editing tool ?

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

Hi,It is not possible to give administrator access to documents in IFS Aurena Client B2B client to those who have access to connected Work Task. Administrator access can only be given by person or by document group. Those who access to connected Work Task, have document view access.   The reason for having administrator access to B2B users on a document, is that you need to have administrator access to be able to download -, update - and upload document file to new document revision, according to standard functionality. The B2B users only see and have access to the last released document revision with IFS Aurena Client B2B client The creator of work task with attached documents, do not know which B2B user that should do this upload and then we need more than one B2B user in each contractor that are in this document group. When users in contractor company leave or new user start, document group need to be updated according to this change. That we could avoid using admin access only from

Hiis it possible to set Edit Access as default access instead of Admin Acess Level for the user who created the documentIs there a projection or permissionSet set somewhere in permissionSets to change ?Thanks Regards

Hi, What are the possible values for Keep Last Doc Rev parameter in Document Default ValuesDefault Value of the parameterv if F  for FixedWhat are the values for Latest Revision or Latest Released Rev Thanks 

For example, I have  a document. In this revision there are 2 objects, which one of them is from revision 1 and the next one is attached in revision2. I am going to create a new revision and I want nobody to be able to choose which objects will be moved to a new revision  for a special document class.( somehow a fix set up for a special document class). Is there any special setting in document class management?I changed the setting in the DB column ”KEEP_LAST_DOC_REV” in Document Class Management, but I don’t see any special change in to the process of creating a new revision.It would be great to hear from you.

Hello everyone,i have a question? I made a definition from the approval template.I chose the approval template that I defined in the approval process. After selecting the approval template, I cannot see which template I selected during the approval process. Is it possible for me to see the template during the approval process? Or can I learn it with the function?I would like to explain my question with an example. Template 999 has been created in the approval template(image1).I then chose the approval template 999 during the approval process(image2). I can't see that I selected 999 approval templates in the approval process.Best regards Mervan 

Customer has below question raised via case G2346682, could someone please provide an input on this?Description:We have PDF's for example attached to invoices inside IFS line items to access these files directly.Can these attachments be backed up to the FTP site? ftpna.ifsworld.com/100469We are looking for a way to access the attachments, exporting them all to FTP with some type of identifier referencing the order they came from could be one method. Allowing us access to the attachments via the back end could be another method. Open to suggestions.

When I am sending an attachment to IFS (using my C# application), I wanted to detach the existing file related to that supplier in the IFS. I didn't see any method related to detach in the IFS.Application.Docman.FileManagement.dll file. Please help me on this.  

In the Cloud we have a read log: Logging of reads, writes and deletes of document files. The log records can be found in the File Operation Log window under Basic Data. Event messages are also generated on reads, writes and deletions of document files such that event actions can be added to these events. An end-user can only see his own log records unless he has been granted the DOCMAN ADMINISTRATOR system privilege, when he can see every log record.A document is "read" when a user in some way was able get a copy of the document file to his PC. Examples of operations in the application where this happens are edit (check out), view and print. A document was "written" when a user checks in a document file, either new or modified. A document was deleted when a user removes a document file.Log records are by default saved in thirty (30) days, but this can be changed using the SYSCFG-Default Value SYSCFG_SOX_LOG_EXPIRE_DAYS. A batch job that deletes old records job is run once per day.My qu

Hello everybody, I would like to know if it’s possible to link a document to an IFS screen without uploading the file to IFS. The document is in a file directory that I want to link to an IFS screen in order to access it directly from the file directory. Thank you.

Hello community,I have a document attached to a customer invoice (CustomerOrderInvHead) and I want to show this document also in the attachments of a customer order (CustomerOrder). I tried to use Object Connection Transformations, but I could not find the INVOICE_ID in the Target LU Key list. Which transformation method should I use to link the documents from invoice to customer order ?Can I use SQL ? if yes, how to do it ?Thanks in advance for your help!

After testing several suggestion from the community and reading lot of documentation, not all efforts were successful with RESTful document managment.The creating of a document with REST is working good (as described in sevaral topics here). But checkout and checkin of existing document files seems a little bit tricky.Example Checkout (main steps):POST: ‘int/ifsapplications/projection/v1/DocumentRevisionHandling.svc/StartFileCheckout’ with payload {"DocClass":"INVOICE","DocNo":"1000004","DocSheet":"1","DocRev":"A1"}POST: ‘int/ifsapplications/projection/v1/DocumentRevisionHandling.svc/FinishFileCheckoutWithPath’ with payload {"DocClass":"INVOICE","DocNo":"1000004","DocSheet":"1","DocRev":"A1","Path":"C:\\Users\\xxx\\Documents\\IFS","Filename":"rg1.TXT"}Having a look on the logging during a checkout and checkin there are several steps with the aurena agent. The commands with agentcalls are not initiated by the REST-requests.Has anyone experience with REST api to check in an checkout docu

Hello,We have a requirement from one of customers (APPS 10) where one report (work tasks) needs to be added to the another report (Customer Invoice) in a single PDF document which then should be attached to the Customer Invoice screen. What are the best possible ways (if any) to handle it?Please share your thoughts.Thanks & RegardsMohit.

Hi, How to easily move documents from one folder to another ?

Where can we configure that an image, added to the Media Library, automatically get ‘Media Print Option’ set to ‘Print’?When we add images to ‘Routing Operation Work Guidelines’, all images are added with ‘Media Print Option’ set to ‘Do Not Print’ - we need to manually toggle this to Print for each image added.However, when adding images to a Non Conformance Report, then the images are added with ‘Media Print Option’ automatically set to ‘Print’.I haven’t been able to find any configuration for this.There are no problems printing the images on the Work instruction when the Media Print Option have been toggled to Print.

Is there a way to automatically attach a document from Sales Basic Data/Order Type to a customer Order?  Any customer order line where I use a part attaches as expected, but not when the order type is entered into the customer order header.  Is this possible to do?  Either with a customization or standard functionality in IFS9?Thank You

Consider the following example: Yes, I know I can use Find to filter on more attributes than are displayed here, but if I would like to see the Document Title in the LOV pulldown (instead of Description1 which is displayed by default) could I achieve this through Page Designer or would that require a modification?

In IFS Cloud one can create Document Structures. What is lacking is the possibility to either Distribute or Transmit the entire Document Structure in IFS Cloud.This requirement comes from a prospect who wants to be able to establish a contract (document) for a Sub Contract in IFS Cloud. The contract consists of a main document and potentially many attachments (to be selected from a library i.e. already present in IFS DocMan). The entire set of documents must be available for proofreading, commenting and eventually approving/signing by both internal and external parties.IFS Cloud has many elements of the solution on-board, such asDocument Structure Document Distribution Document Transmittal Document ApprovalHowever it’s not possible to make them all work together i.e. distribute/transmit/approve/sign an entire document structure at once.