Document Management (DocMan)

If I upload a document with the aim to throw paper copy away, what are the chances of the document not being backed up? What if it crashes? How often do we do backup?

A customer just upgraded from 23R1 to 24R1 and during an audit of Oracle accounts and there was one account that was questioned, DOCMAN_ESIGN_USER. I cannot find any information on this account in our technical documentation. It appears to have been created by 24R1. It sounds like it would be connected to new Digital Signatures functionality, but there is no info on it. What should i recommend my customer to do with this account? What is it used for?

Hello everyone, As standard, when editing a document (an invoice for example), is it possible to send this file to an external database (sharepoint)? Wishing you an excellent day

Hello, I have IFS Cloud Installation Using 22R1 using remote deployment on Azure Storage. If there any way to use Azure Storage for DocMan. I have tired using Shared Path but seems its working. in This i have created Repositotary Address using \\<ServerName>\<path mapped on the server given user name password for the server. Added Same Address in Repositotary and used port 22 (SCP) as the azure storage path is mapped to linux server. But While check in the document its failing to connet to the Respositotary. Please suggest. Storing documents on Database is not a very good option. Regards Pankaj

Deprecation of the FTP and Shared repository types in Docman in 23R2 - a heads-up This post is only relevant for Remote customer installations. For managed cloud customers, FTP and Shared document repositories are NOT supported. This is a heads-up on IFS deprecating support for the FTP and Shared repository types in Docman in IFS Cloud 23R2, for complete removal in 24R1 . If you have customers using these two repository types today, you should plan for migrating to Database or File Storage. If you are planning to implement this in Remote Deployment in IFS Cloud right now, you should reconsider, and use File Storage or Database . In Remote deployment, File Storage will still have support for local/external storage (outside the database) by supporting SMB/network shares. BACKGROUND Back in the day, Docman started out with support for "external" file storage via our support for FTP and Shared (folders) as the only repository types. Later, Database storage was added upon request from custo

Hello, We currently have an ongoing issue for some users regarding the Aurena Agent. Some users report that they cannot upload or download files due to the following error. - EdmFile.The "EDM File" has already been removed by another user. - Something went wrong when uploading the file using the Aurena Agent. Error message: Missing or empty mandatory parameter: odata We have added the correct permissions to said users and have confirmed that the users have installed the .msi file and the chrome extension correctly. Any and all advise would be greatly appreciated. Thanks,Bryan

I have created an OCT that associates the equipment image with newly created tasks. This works well, and the assignment list in MWO shows the image. For some tasks I would like to replace/override the inherited image with another one to let the user distinguish between normal jobs and component replacements. Is there a way to remove/un-associate the inherited image? When I upload an additional one, MWO still shows the inherited, not sure if it picks the first one based on creation. In any case, nothing I can alter.

Hi , Here’s a polished version of your text: I have successfully migrated a document from App9 to the cloud environment using the DocClasses setup. However, when I try to use the File Source method, I encounter a "Document does not exist" error. I am specifically working on one document for testing purposes, and the document is in a valid status for the FSMig tool to fetch. I have attached a screenshot of my setup. Does anyone have any idea what I might be doing wrong? I would appreciate it if someone could point me in the direction of the correct setup. -- Error Log --FsMigTool.cmd -- DocFile.txt Regards, Irantha

Hi all, I don't want users to see the Access tab but this feature comes from FND_END_USER. FND_END_USER is standart permission set therefore i don’t want change standart permission set. When i get the access tab from FND_END_USER what happens? Or What is other solve?

Hello everyone, I want to take the administrator authority from the user who created the document revision. How can I do it? Best Regards.

Our customer has installed version 24.1.5 recently (previously used version 23.1.4) . They have custom fields in the Document Revision window, and the view used for the Document Revision pages is DOC_ISSUE_REFERENCE. In the core code, IFS removed the objkey from the view, which is preventing us from publishing the custom fields in the DocIssue entity to this view. Additionally, due to the custom fields in the Document Revision window, we are unable to load the configured page. I haven’t found any solution to resolve this issue other than adding the objkey to the DOC_ISSUE_REFERENCE view as a customization. Many thanks for your inputs on this issue. Best regards, Uvini

Hi all, I am trying to set up a connection between standard operation and shop order operation page. This connection should work for the attached documents. Aparently, there is already a standard connection available, but I can’t make it work. I tried in both IFS10 and Cloud with no result. The expected result would be that when I add a standard operation in a shop order, the document connected to the standard operation, would also be connected to the shop order operation. I was wondering if anyone can help me undestand the how this transformation method works. SHOP_ORD_UTIL_API.TRANSF_SHOP_OP_TO_STANDARD_OP Addtional information: Record is active I tried to use the ‘edit transformation’ option, but I don’t have a connection to standard operation name. I tried editing the transformation manually using contract and description and no luck as well. Description was the only connection that I found, but it doesn’t seem right though. Thank you in advance.

Hi , As part of the cloud migration project from App9 to IFS Cloud, we need to know how to transfer documents from APP9 FTP to Cloud Azure Blob. Currently, documents are stored on FTP, and we hope to move them to Cloud Azure Blob. We recently updated 24R1 to our Cloud environment, therefore FTP will no longer be supported in the future, so we'd need to know how to migrate the document from FTP to Azure Blob Storage. Is there anyone who has done this before? We are an IFS managed cloud customer, and we want to know if this is doable. According to a recent call with IFS, they state it is not supported by this tool and we need to consider moving from Database to Azure Blob directly. https://docs.ifs.com/techdocs/24r1/030_administration/210_cloud_file_storage/fsmigtool/#what_is_this_tool_not Thanks,Oshada

Hello, How can I update data in one column without using UPDATE statement? In this column I have some date values in format for example 01-DEC-24, or 03-JAN-23 but also some NULL values and I want to change those values to null with using SELECT statement, but I am not sure how can I change the data in existing column. My SQL command works but I am not sure if I can update existing column in entity configuration through + icon. Thanks

On a configured IFS Cloud instance I came across this, map positions on media items. When taking photos in MWO, lat/long is captured and will show up here (as a proof of where the photo was taken). On 24.1 and 24.2 Vanilla instances that doesn't exist and if I add Object Connections I still don't see it. Hence I was wondering if I missed a step or if there is a setting in Docman?

Hi all , Set of users are unable to view document from the change request (through the eye icon ) ,no error message comes the document is not visible. The issue is in production and in test it works fine. These users can view the attachments through document revision through view document. May I kindly know if this is due to a permission or a basic data issue please . Many thanks Udanee

Hello Community, I created this topic because I couldn't find what I was looking for in the community. If there is already a post that deals with this topic, please let me know, otherwise here is my explanation: I would like to know how I can access the attachments that are attached in SMT. More specifically, I would be interested in the following questions: Where can i access the attachement storage? Is there a software besides the Smart Client? What is the total memory size of my attachments? What is the current memory utilisation in my system? Is it possible to retrieve this information about the data in SMT without any other programmes (apart from the Smart Client or a query via SQL)? Is it possible to adjust the storage capacity (within the sizing specified in the contract) independently? Perhaps one of you has an answer to one or other of my questions. Best regardsLars

Found attachments disappear after saving a posting proposal line when entering supplier invoices. It allows me to save a new attachment but when I click save after entering the voucher information the attachment is gone.

I have a few questions about the On Save - Release on the Document Revision screen. I was trying to create a new document revision and I selected the On-Save Release button. When I entered a Document Class and Title, I tried to save the Document Revision and got this error: How do we get the Security Checkpoints to support the On-Save Release Operation? Since I cannot test the On-Save Release, how do you check in a Document if the Revision is already Released? Thanks, Gregg

I watched the you tube video and studied what I think is the extend of the information in our help documentation. In the old days, we needed to have a certificate registered for the person who is doing the signing. I don’t see references to needing a certificate in the help documents but I do see a Signing Certificates section within the Solution Manager. Is that what I’m thinking about? How does all the work? Do I need to have a person who is signing a document have to be registered as having a signing certificate. How about for Internal vs External Users? Is there a place when I can see the whole story behind the use and setup of this functionality? Patrick

When using Report > Work Instruction in Shop Order to print multiple documents, files with a DWG extension are failing to open due to IFS thinking there is no files association set up. When trying to open DWG files individually IFS will open them with eDrawings. Is there another setting for file association within IFS for opening packages of documents?

What is the missing link to have Document Text default on every purchase order created to a select supplier? According to Online Documentation, adding a Document Text on the Supplier Misc Supplier Info tab will populate on any purchase order created. Excerpt from: Enter Miscellaneous Supplier Info A document text with a suitable output type that has been linked to the supplier will be transferred as the default value to any of the supplier's subsequent purchase orders. Output types, phrases, and document phrases are all managed in the Document Text Administration window. Our output type PONOTE0000 is applicable for Purchase Order per Document Text Administration setup. The Document Text was added to the Supplier. But it does not populate on subsequent purchase orders.

Hi, On IFS Cloud, I’m wondering if it’s possible to open directly a Word-Excel-PPT document in the navigator , without downloading it. And if it is possible, how can we configure it ? I’ve noticed that only Pdf documents can be visualized in the navigator. Thanks for your help ! Caroline.

Hi everyone We are currently using a custom event to copy document object connections from “routing operation” to “shop order routing operation”, because the transformation doesn’t work for us in this case. This works very well.Know we have the Case that the Shop Order gets created via Customer Order or Project. The users in Sales Team oder Project users don’t have access to all Documents which have to be copied. Since the Users don’t have access to the Documents the event doesn’t copy them.As “Hotfix” we gave them access to the documents but I rather fix it the right way. Currently the api call is right in the Event itself. Doc_Reference_Object_API.Copy_Object_Connection(old_lu_name_, old_key_ref_, new_lu_name_, new_key_ref_); Can I run this event as DMS user wich has access to all Documents?Would a background job help? Thank you

Hi Experts I just need to mention first that I am not a technician. Please excuse me for the simple explanation. I was wondering if it is possible to send an E-invoice (customer invoice) with the attached document. This means can IFS CLOUD send out an E-invoice with an embedded PDF document? is there in IFS a transformer available?