Document Management (DocMan)

I was bitten by this myself just now so I thought to share it (this should be in the documentation but is not yet).When you use Shared repositories in Docman in IFS Cloud (Remote deployment option only), you need to make sure that any folder, if you specify any in the Path field, is there on the server. It will not be created for you.So, as in the example below, the folder k8s122test must exist in the shared folder on the server. Otherwise you will get a cryptic error message... 

Hi there, I could not find any help but I am not 100% sure this has not been already discussed in the past.  Is it possible to mass scan delivery notes and these will be automatically attached in IFS to the individual posted receipt?  The process, what I have in mind, is something like:a barcode label will be affixed onto the checked delivery notes  All delivery notes will be scanned in the end of a day The system picks up the scans attaches them manually in IFS to the individual purchase receipt postingsThis is a process a know from SAP - could be old fashioned, but it would be a start and even better instead of attach all documents manually in IFS.  Thanks in advance.  Phil

Do we have a comprehensive list of File Types supported by “Preview” option in Aurena ? This is for a customer on App 10 Aurena client. Managed to use Preview for PDF, TXT,JPG and MP4 file types. Did not work for MS OFFICE files, HTM, MSG etc. Also is there a way to disable the download option in “Preview” window ?Customer is looking for an inbuilt viewer for all file types. Also they don't want the users (with only View access) to download the files to local machines and also print. So at least need to provide a list of supported file types for preview and a way to stop downloading. 

Ok, I’ve looked around everywhere, but cannot see that it is possible to set FormatSize? Has this been left out or is it coming in some service release/update?

In IFS Cloud, I encountered a peculiar behavior of macro attributes of the type date.The system has been set up in such a way, that in documents connected to the object CompanyPerson the employee's date of birth can be shown (core attribute Company_Person.Date_Of_Birth). In the document, however, the date shown is the actual birth date minus 1. E.g. when the employee's date of birth is 1 January 1990, the date shown in the document is 31 December 1989.What could be the cause of this behavior and, more important, how can it be solved?Thanks in advance for your reactions.

Good Morning - Our managers review and Approve Work Record Sheets via Document Management>Document Revision. Prior to the Work Record Sheet being approved the status of the document is at Checked-In, however we have found that there are occasions when the document has presented at status Check-Out, which doesn't permit the document to be  approved. Can anyone advise why the document would  default to Checked-Out status? Thank you. Dave

Hello Community,Attached is @dsj’s useful post. This post has helped many people solve problems.We use ftp server in the edm locations of our documents. Therefore, all our digital documents are stored on our FTP server. When I use batch_transfer_handler_api.download_from_ftp to send mail these documents from IFS EE, I get the following error.DECLARE error_msg_ VARCHAR2(4000);BEGIN error_msg_ := NULL; batch_transfer_handler_api.download_from_ftp( error_msg_ => error_msg_, local_file_name_ => '/FTP/2022/JAN/DOC-1000162-1-REV01-1.PDF', file_name_ => '/FTP/2022/JAN/DOC-1000162-1-REV01-1.PDF', address_ => '<ftp_server_ip>', user_ => '<ftp_connect_username>', password_ => '<ftp_connect_user_pwd>', port_ => 21, send_password_ => TRUE ); IF (error_msg_ IS NOT NULL) THEN dbms_output.put_line('error_msg_: ' || error_msg_); END IF;END;Output:error_msg_: ORA-20105: WebServicesUtil.readFromFtp

Document transmittal assistant get this error.  What can be the reason and what is the best way to handle it. 

Hi, I’ve got a question regarding change of status on a document.When changing a document revision status to Released we get a Release Document - General Information window where it is possible to set old released document revisions to obsolete.Does anyone know if it is possible to change the default settings, we have default No and would like it to be default Yes. 

Hello, I am attempting to setup onboarding, and from what I have read, it is possible to attach documents to a given task. However, when I navigate to the section, I do not see where this option is. Is some additional setup required to allow document attachments in Aurena? 

I want to connect a SFTP location as a document repository in IFS Cloud 21R2. Currently, I cannot see the SFTP repository type in the drop downIs there any possible way to achieve this and if so, how can I configure it? @Mathias Dahl @deshan.ekanayake I hope somebody can give us a word of advise on this matter.Your help is much appreciated.  

We’re using IFS Apps 10. Some of our users are forgetting to attach a file to the document before releasing or approving the document. My question is twofold:First, is there a way to block the Release or Approval of a document without a file being associated with the document revision record?Secondly, for those that were released or approved as essentially “empty” records, what is the best way to add a file to those records?ThanksEric 

I’m quite new to IFS, sorry if this is an obvious topic. I see that the IT department gets requests to change document numbers on documents in docman. (I would have thought the document controllers would handle this).There seems to be no possibility to do this in the IFS UI. Is there an easy way to change document numbers, or is the only option to update database records to change a document number?

Dears,I am getting this error - DocumentFileServer.IsEmpty on MWO.Can some one suggest RegardsPankaj

Hi,In the Document Object Connection, i have created a custom field such as :SELECT CASEWHEN INSTR(a.KEY_REF,'EMP_NO=')>0 THEN Company_Person_API.Get_Person_ID(regexp_substr(a.KEY_REF,'[^^|=]+',1,2),regexp_substr(a.KEY_REF,'[^^|=]+',1,4))WHEN INSTR(a.KEY_REF,'PERSON_ID=')>0 THEN regexp_substr(a.KEY_REF,'[^^|=]+',1,2)ELSE '' END FROM IFSAPP.ENHANCED_DOC_REFERENCE_OBJECT a where a.objid = :objidSo i can fetch the person ID in this field, and then I have created a custom tab in the Personal File that links to this custom field so i am able to retrieve all the documents pertaining to an employee wherever the document is located.It works, however performance is very low… is there a way to index my custom field PersonID? The Indexed box is grey ... Or has anyone found a more elegant solution ?

Hi TEAM, Please help me to provide the implementation steps for configure the HTPPS instead of HTTP for application URL.  Regards,Pankaj

Hello All!We have created a new EDM Repositore with the follow content:Document Management\Basic Data\EDM Basic → RepositoriesRepository-ID: NameDocumentclass: DEBESType: Shared folderAdress/Rep: ID from Rep.-Address and UserPfad: Q:\DEBESStatus: activeDocument Management\Basic Data\EDM Basic → RepositoriesRep Address: CompanyNameRep User: ActiveDirectory-LogIn on the serverRep Password: ActiveDirectory_Password on the serverIn the windows explorer of the IFS Application Server we also installed a network folder called “Q:\” it linked to the document server “\\Servername\”. Wie can write files via Windows to this network folder. But when we upload documents we get the following message “Failed to upload file to the file system repository [Das System kann den angegebenen Pfad nicht finden]” other this error message: “Failed to upload file to the file system repository [Zugriff verweigert]The uploaded document are still saved in the IFS-Database but not on the shared folder.What are we d

Customer is getting following error ‘no data found’ when trying to edit and and check-in a document. Did 'Undo Checkout Document' and then again tried to edit and check in, but still get the error. Anyone has an idea on how to get this resolved? Appreciate any input.

Hi,  If anyone can help me with the Table storing IFS Documents on the Database? Kind Regards,Aida.

A customer is having an issue, when a document is attached to Instant Invoice window, it is not visible in Ledger Items tab of the Customer Analysis window.During the investigation it was identified that the View Name for the LedgerItem LU is different compared to the core environment. See the screenshots below.Customer EnvironmentCore EnvironementWhen the view name is changed as per the core environment issue is getting resolved.According to the technical documentation, view should be the base view. But in the in the System Info of the Ledger Items tab the view is mentioned as LEDGER_ITEM_CU_DET_QRYScreenshot of the technical documentMay I know what are the impact of changing the view, back to same as core environment and what could be the reason for the difference in customer environment.

Does anyone else use IFS for their customs documentation. We are looking at using IFS for our import and export documents and was wondering if anyone else uses for this purpose. thank you Yvette Clarke

Hello, I’m trying to find a solution to help automate a few steps in the process of our customer relations. We print the packing list and BOL, have the driver sign the paperwork, and attach the signed paperwork directly to the shipment in IFS. Upon attachment of the signed documentation, I’d like to trigger an email to the customer/ customer relations team with this document.  Triggering the email and dictating the path of the email is no problem, but I’m not sure how to make the files attach to an email since they are BLOBs in our database and not files on an FTP due to SOX requirements. Is it possible to attach the BLOB to an email so that the receiver sees the attached PDF?

hi , i have set up word macros in TARMAC environnement (21R2) to create word template document for business opportunity.Despite the settings done in document management  and the aurena print agent installed in chrome, the macros do not run. is there other settings to do, please ?Thanks for your help .BR Emmanuel

I want to move files in an ftp directory to IFS Document Management at certain times. Can you help me with this? Any information you provide is very valuable to me.Write if you have any questions to better understand my problem. Thanks,Regards.

Users have training materials from "IFS AdminTrng (Apps9)"  That material contains a link to a "List of Activities and Windows/Screens":  ..........ifsdoc/f1doc/Foundation1/040_administration/210_security/020_permission_sets/reference_itd/feature_activities.htm.  However, that list does not cover ALL the Permission Set Activities, for example, "Document Management" Activities.  Where can I find or get "HELP", i.e., explanations, on all the Activities NOT covered in Foundation1 help as noted ??