Document Management (DocMan)

Hi All,I am trying to create a lobby link element which navigates to the Document folder navigator folder, in the expanded mode.I have tried the items suggested in the links above without any luck.While “tree” works as a substitute in the browser address bar, I cant substitute this from “page” when within the lobby element “tree” looks like it should work but it is not a live link. this link works and opens the d

We have created document macros to insert information such as document number, document title, revision number, and document status when creating documents from templates in Cloud 24R2. We have also developed macros to update these fields during document check-in and check-out, and these work correctly for both Word and Excel files.However, we would like to know if there is a way to automatically update the document status inside already checked-in Word/Excel files when the document status changes in the Cloud. Certain statuses in the DocMan workflow prevent check-out, and as a result, users who view the checked-in documents still see the old status that was in place at the time of check-in.Is there any supported mechanism or recommended approach to update the document status inside checked-in files without requiring a check-out/check-in cycle?

 hi AllWe are getting this strange error when trying to upload files with the extension XLS or XLSX  File formats are already setup What could be the reason here? 

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.

Hi everyone,I’m looking for some clarification regarding how to properly manage the Report Archive in IFS Cloud, and I would appreciate insights from others who have worked with this area.Specifically, I’d like to understand: How much impact the Report Archive can have on overall database size and performance over time. Whether there are any recommended retention rules or legal requirements (for example, in the context of Poland/EU) regarding how long archived reports should be stored. How the expiration_date field works within the archive – what exactly it controls, how it is normally set, and whether it can be safely updated directly at the database level. Any best practices or lessons learned from managing report archiving in production environments. If anyone could share their experience, guidelines, or potential pitfalls to avoid, it would be extremely helpf

Hello Folks,I need some help to figure out if we have out of the box capability to store links against objects in IFS (e.g., POs, WOs etc.). Moreover, please note the expectation is that upon clicking these links users will be pointed to documents stored in an external share point. Ideally what we would like is when users open up the ‘Attachments’ panel in IFS (and let’s assume it is the ‘Prepare work order’ page) they will see a cue/information card (that holds an external link to the actual document stored in the external SharePoint) that will takes them to the document upon clicking it. Thanks very much! Sachitha D

Hi IFS Community!Is it possible to set “External Viewer Application” as default option? Currently, users have to select this option manually. BR,Filip

All, Myself as a user with all projections can see the the Edit document, as per below screen shot. When I trace the projection on clicking the Edit Document it is the DocumentRevisionHandling. Now all users with Document Management access have this FULL projection, but they can not see the Edit button. Is there another projection that is needed or is it in the access to the document? My users also has DocMan Administrator System Privileges if that makes a difference. My User View​​​​Standard Users View 

Could you please help me locate the configuration that determines which document class is assigned to PDF files uploaded in the Work Order Generator. 

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?

 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 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?

 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!

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  

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.

Does anyone (I am looking at @Mathias Dahl  😁 here) know whether files in the app server are deleted / cleaned up on a regular basis. The app server file path is defined under DOCUMENT_TICKET_TEMP_PATH of “document default values” Reason for questioning this is, I’ve written an event action based on PDF_REPORT_CREATED job to unpack documents connected to a Purchase Order / Line and email it as an attachment to along with the purchase order. I don’t want the system to clog up by storing temp files in the App Server.Thanks in Advance! Malik 

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 , 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 

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

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.

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 agr