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Document Management (DocMan)

This will include questions related to document management.

  • 942 Topics
  • 4,154 Replies
942 Topics
R
Do Gooder (Customer)
reimccabeDo Gooder (Customer)
asked in Document Management (DocMan)
Block new documents by document class

Hello, my company has been using a shared repository for docman since they went live on IFS.  I am in the process of transferring the doc repositories to database storage to prepare for the Cloud upgrade. The business would like to block users from creating new docs in certain doc classes.  They would still like the ability to view them. I tried removing Admin and Edit access from the access group in this doc class TEST but a user who is not a docman administrator was still able to create a new doc, I think because by default the doc creator is an admin. Is there a way to block new doc creation by class? or do we have to use custom events to do that?Mary

1244
Mathias Dahl
Superhero (Employee)
D
Sidekick (Employee)
Dominique HussonSidekick (Employee)
asked in Document Management (DocMan)
Docusign integration in IFS

One of our Customer would like to implement an interface with Docusign. Seems that we have some available API like CDocusignSignerEntity. Is this standard and if yes, do we have some use case and example ?

1379
Mathias Dahl
Superhero (Employee)
Mathias Dahl
Superhero (Employee)
Mathias DahlSuperhero (Employee)
posted in Document Management (DocMan)
Document Management FAQ

Hi Docman fans!This post is an experiment to see if we could keep one thread where we collect the most common questions asked about IFS Document Management (aka “Docman”).We could either add links to this entry itself, to other discussions here, or we could add each link in its own reply below. We’ll see what works best.

4516
Mathias Dahl
Superhero (Employee)
H
Do Gooder (Customer)
HilalSTSDo Gooder (Customer)
asked in Document Management (DocMan)
Document Revision Approve

Hi,we have one page word files. When we approve this document, we are taking a mistake “something went wrong in the call the application server when trying to get the file size” how can I fix it ?    

284
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Customer)
m.hillDo Gooder (Customer)
asked in Document Management (DocMan)
Turning off Auto Doc Download

We’re in Apps 10 and currently our doc management system automatically downloads a copy of a file to the user’s machine as soon as it’s opened for viewing. Where does the setting live to turn that functionality off?

513
Mathias Dahl
Superhero (Employee)
AntonioInfoConsulting
Sidekick (Partner)
AntonioInfoConsultingSidekick (Partner)
asked in Document Management (DocMan)
IFS.ai CoPilot in 24R1

Hi All,For most of the questions I have placed on the Chat section of the IFS.ai Copilot in 24R1, the response I receive is :Sorry, there are connection issues, so I can't answer right now. Please try again later. Fro Demonstration purposes, is there a particular way to word the question to receive a response ?  

3324
B
Sidekick (Customer)
K
Hero (Partner)
kvbeHero (Partner)
asked in Document Management (DocMan)
Docman repository Database vs File storage functionality gap

I was looking to move our default storage repositoryfrom Database → File storagein an IFS cloud hosted environment  this to save space in our database. Is there a clear overview of what the GAP is between the two repository types? Report rules only work in database?  Can you just move files after a certain period (eg. 1 month) from database → FSS storage? So basically why would one use the database storage repository type and what are the implications of migrating from one repository type to another? Thanks!@Mathias Dahl  (so this storage type: https://docs.ifs.com/techdocs/23r1/030_administration/210_cloud_file_storage/?_gl=1*xiu7ee*_ga*MTQzMjU3OTk4NC4xNzIwNzc1NDE3*_ga_H7YJR9R7Q1*MTcyMjM1MTUxMS45LjEuMTcyMjM1MjM0Ny41Ny4wLjA.#cloud_deployment) 

2237
Mathias Dahl
Superhero (Employee)
B
Sidekick
Brijesh410Sidekick
asked in Document Management (DocMan)
Amazon S3 for DocMan

HiPlease let us know if anyone configured IFS for saving documents in Amazon S3? Is it only possible through an API integration or any other options available?One more query if we use FTP and local server, will the Global search will fetch details within a file?Its working for files saved in Database.Thank you!

1532
M
Sidekick (Customer)
M
Sidekick (Customer)
MCIPSTEVSidekick (Customer)
asked in Document Management (DocMan)
Docman storage IFS Cloud Remote 24R1

Hi,We are currently migrating from IFSv8 (on site) to 24R1 in an onsite Remote (Amazon).All documents are stored in the Oracle Database. The annual growth is huge and want to be able to store in modern storage like S3.Has anyone have expérience with migration / clean up of old Documents ?Best regards  

301
Mathias Dahl
Superhero (Employee)
P
Hero (Employee)
PIrelandHero (Employee)
asked in Document Management (DocMan)
Can't View attached Document from attachments pane

Hello,Surely, I must be missing something.  I have a document(s) attached to Project Definition but I cannot view the document from the attachments pane.  The eyeball isn’t there.  I don’t have a problem using view document from the document revision itself.  Any ideas what would cause this?  Patrick

1519
Mathias Dahl
Superhero (Employee)
A
Do Gooder (Employee)
asjausDo Gooder (Employee)
asked in Document Management (DocMan)
Document Attachments Limited to 300 MB Error

We are encountering the error "Internal error. Invalid server response, expected JSON" when attempting to check-in documents larger than 300 MB in Documents Revision. We are currently using IFS Cloud 23R1 SU14.  

905
A
Do Gooder (Employee)
P
Hero (Employee)
PIrelandHero (Employee)
asked in Document Management (DocMan)
Edit New Document, has my brain started to fail?

I have attached a new document to a project and went to edit it and the system responded that I either need to have a template for my DocClass or check-in a filed.  I think I remember that the system used to prompt for the type of file to be created, e.g. Work, Excel.  Am I missing something?  Perhaps things have changed?Thank youPatrick

261
Mathias Dahl
Superhero (Employee)
HAFFRASVE
Sidekick (Customer)
HAFFRASVESidekick (Customer)
asked in Document Management (DocMan)
Eye icon not available for documents with file type Image HEIC

Version 24.1.6 as illustrated above one field service technician creates documents with file type JPG and another one with file type HEIC.The HEIC files must be downloaded before they can be viewed in IFS Cloud.Any planned improvements for this file type in future releases?

443
Mathias Dahl
Superhero (Employee)
K
Sidekick (Partner)
ksebfSidekick (Partner)
asked in Document Management (DocMan)
Public Access to IFS Documents via Links: Is It Possible?

Hello all,My client has a customer portal where their clients can view various documents (e.g., purchase orders). Would it be possible for them to click on a link to access these documents directly in IFS, without needing to log in? To clarify, is there a way to provide "public" visibility to certain documents—accessible via a link—without requiring the user to have an IFS account?Or Would it be possible to easily provide access to the IFS Document Management System (DMS) from external applications?Thanks for your answer ! Wishing you a great day !

622
Mathias Dahl
Superhero (Employee)
LindaK
Sidekick (Employee)
LindaKSidekick (Employee)
asked in Document Management (DocMan)
How to add other, or more information on card view ?

Hi, Is it possible to add more information to these documentcards? For example, status of the document. document class, alternate document number and so on. /Linda

38711
B
Sidekick (Customer)
K
Do Gooder (Customer)
KD1Do Gooder (Customer)
asked in Document Management (DocMan)
Aurena Agent - Illegal Path IFS Cloud 23R1

When adding documents to the Audit page from a secured/shared folder on the network with Aurena Agent installed we are receiving an error that it is an illegal path.   When uninstalling the Aurena Agent we are able to use the secured network path.   Unfortunately, we need to have the Aurena Agent installled to use other functions during the Audit process.   Is a secured folder a limitation for Aurena Agent?

612
Mathias Dahl
Superhero (Employee)
K
Sidekick (Partner)
ksebfSidekick (Partner)
asked in Document Management (DocMan)
Can we add a URL Link to an object

Hello all,My customers use a lot of sharepoint for photos of items, invoices, etc... They would like to be able to add a URL link to these various objects.Is it possible to insert a URL link on an object (without having to create a URL file)? Wishing you a great day

1134
Mathias Dahl
Superhero (Employee)
L
Sidekick (Partner)
Lina MencieneSidekick (Partner)
asked in Document Management (DocMan)
Viewing connected documents in business objects.

Hello,maybe someone knows which projection in permission sets is responsible for the possibility to see what documents are connected to the business object?We need to create a user role which will be able only to view information in the system and cannot change anything. When making DOCMAN projections as read-only, then system doesn’t provide what documents are attached to the certain business object.I see the number of attached documents, but not the information of those attachments.Please help to understand what setup should be to see attachments.:)Thanks beforehand

313
L
Sidekick (Partner)
NipunGunaratne93
Sidekick (Partner)
NipunGunaratne93Sidekick (Partner)
asked in Document Management (DocMan)
Document Locator Structure

Hi All,Do we have a method to add documents from any screen to a document locator structure in IFS?Although, apart from document structure navigator, do we have overview screen similar to document locator? Thanks & Best Regards,Nipun

444
NipunGunaratne93
Sidekick (Partner)
K
Sidekick (Partner)
ksebfSidekick (Partner)
asked in Document Management (DocMan)
GED : reportory for media ?

Hello all, How is the media directory/repertory managed in IFS? Specifically, how should media storage be handled, given that I haven't seen a document class assigned to the media category or a specific directory for it? Wishing you a great day

306
Mathias Dahl
Superhero (Employee)
H
Do Gooder (Partner)
HEMA G ADo Gooder (Partner)
asked in Document Management (DocMan)
Aurena B2b document issue

PDF Documents uploaded in Aurena are not visible in B2B screen for suppiler( suppiler is defined in the B2B supplier screen).Is there any thing need to be done from permission set? Aurena Screen: B2B screen: 

474
S
Do Gooder (Partner)
MikeCH
Hero (Employee)
MikeCHHero (Employee)
asked in Document Management (DocMan)
Link 1 document to 2 objects via report rule

Is it possible to link a document to two objects via the report rules when creating it (e.g. a delivery note to both the delivery note object and the associated sales order? Currently I only see the option of having to create the report again each time. But then I have two documents, each of which is linked to an object. Thank you for your help. 

381
Mathias Dahl
Superhero (Employee)
L
Sidekick (Partner)
Lina MencieneSidekick (Partner)
asked in Document Management (DocMan)
IFS9. Document Revision. Search of the value in the fields "Created By" and "Modified By"..

Hello,maybe someone could help us to find out the reason of one strange problem.In IFS9 form “Document Revision” the fields “Created By” and “Modified By” are filled automatically and cannot be modified manually. They always fill in with the ID of the User, who created or modified Document Revision record.  But when the Search is executed for those fields, system returns the value of the Person ID, but not the User ID:I am selecting User ID: IFSAPP:System returns Person ID: KONVERSIJA:and the search doesn’t find anything, because the field “Created By” is filled with the User ID (not the Person ID): We think that it is IFS bug. Because in IFS Cloud we doesn’t see such problem (In IFS Cloud LOV of Created By and Modified By returns the User ID, but not the Person ID). Thank you beforehand for the replays:). Lina

211
Thilini Kumarasinghe
Ultimate Hero (Employee)
F
Do Gooder (Partner)
FleStefScDo Gooder (Partner)
asked in Document Management (DocMan)
Deleting Attachments via Workflow

Hello,I am trying to delete an attachment from a document revision via workflow, but I am getting this error:  Unfortunately the general error message is not really helpful. When I run the same in postman everything works fine. Basically it is the same REST-Call the Aurena Client uses when an attachemnt is deleted from the document revision. Any ideas why id does not work via workflow?

484
F
Do Gooder (Partner)
M
Sidekick (Customer)
MANI0202Sidekick (Customer)
asked in Document Management (DocMan)
Error while uploading a document in app

Hi All, While a technician is trying to upload a document through the app he is not able to do the same and getting this error. Need your guidance regarding this. Regards,Mani

525
Mathias Dahl
Superhero (Employee)

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