Document Management (DocMan)

Hello friends. Is there any Learning Path to start learning how to manage Assyst. Starting from the bottom ground (instead  having to follow the online raw documentation)?I´m well rounded in ITIL4 itself and in other ITSM tools, like GLPI, OCS, Microsoft System Manager and CA SDM, and I need to obtain structured learning for assyst ?

Morning,I am trying to clean up the search domains.What would be the correct order for running the jobs.?Drop Synchronized Optimized RebuildIs it essential to run all the jobs

Hello community, Customer needs to transfer document from DB to Storage. The following steps were our test after we added a new document on an inventory part: activate repository * (Default)  - Status set to 'Generating' which is set to Database deactivate repository TEST (this is where the document class is set to Klasse 200-400) – Status set to 'Usable' check-in Doc -> this is then saved in  * (DEFAULT) so the database (this is correct) Then activate repository TEST (Generating) und deactivate * (Default) (Usable) select  repository * and transfer option is activated Select transfer – From Default to TEST – select file to transfer and finish. Where does our file end up? this part did not work. We could not find our file in the docman.The file is definitely gone. The next test it didn't show as available for transfer anymore but we also couldn't open the document anymore. Does anyone have some experience with this? Thank you very much. Jiri

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 InfoA 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 Team, The customer experiences a lot of trouble with the Aurena Agent stop working for users. In May we had 92 users affectedIn June we had 64 users affectedIn july we had 19 users affectedIn august we had 42 users affected. This is an ongoing problem, and it can only be solved by re-installing the Aurena Agent. That is not a sustainable solution for the customer.Also, they have tried troubleshooting the Aurena Agent according to the article: KB0082974 with both methods with no results. and don´t get any answer from aurena agent in neither way.   Product Version: 23.2.14 Business Impact: The Aurena agent stops working and the users need to reinstall the Aurena agent. We have considered not using the Aurena Agent but seen to our business needs that is not an option.

Is there a way to configure/schedule a temporary approver in the the document module?

I have an issue that has only cropped up with a few users and can’t be solved by normal troubleshooting of Aurena Agent.Process:Prepare Work Order → Attachments → Documents → New Document Set Doc Class and Format, click Select, choose file (located on desktop folder, also tried moving it to the \Documents\IFS folder) Click Upload. The following error messages crop up:1st error message: EdmFile.The "EDM File” has already been removed by another user.2nd error message: Something went wrong when uploading the file using the Aurena Agent. Error message: ForbiddenI have tried uninstalling/reinstalling Aurena Agent, including logout/reboot. Sometimes this works for a little while, but then the issue returns. As mentioned, this is only an issue for a few users, so I don’t think it’s a case of e.g. security settings crashing with IFS operations.Has anyone else experienced this and found a solution?

Hello,Has anyone come across this error and managed to fix?  I have uninstalled and reinstalled both the Aurena Agent and Chrome Extension but still no luck.

Hello, I have two questionsWe are now starting with DMS - could you let us know whether there is some kind of option that allows us to limit the documents for particular SITE / SITES? We have 5 companies within the holding and some documents are limited for one, some for two, some are available for the whole holding company.  Our sales man have given rights in the CRM module and so on… they have their own customer orders and documents related to them. Is there a way (in case one is on long-term sick leave or holiday) how to “temporarily” add them the rights for the documents of the original person so he can see the contracts necessary? Something like for authorization of purchase orders where you state the “replacement” and the time for which he / she is valid to approve it for.  Thank you very much for your feedback,BRPetra   

Hello Everybody,I would like to ask for your help on the following topic.I would like to create a "Shared" repository in version 24R2. (I have already reviewed the available notes on the community, and I know that this function is marked as deprecated). Setup steps:I set FTP_SHARED_OVERRIDE to FORCE_ENABLE_DEPRECATED_FEATURE.I set Repository Address ( \\<server>\<shared>) +user-pw( the password does not contain the following characters:  /*-+!@#$%^&*(){}[].)I created the folders.I created a Repository:Test repository: What other settings are worth checking?Thank you in advance for your help.Nandor

Hi All, Received following error when using the command : .\main.ps1 -resource 'STORAGE'. Please advice to resolve. Error: non-absolute URLs should be in form of repo_name/path_to_chart Thank you.

 Hi, everybody, We changed the FTP server and the files were transferred from the old server to the new server.When we want to add a new document, the old document class appears.The old document classes should not be visible.Could you support us pls?  

Hi Team,When I try to attach documents using a scheduled job loaded from IFS Connect, I get the following error on the Invoice Import Log page:Error while uploading the file. Detail: Error while uploading the file. Error from inside uploadFileNew: File Storage Request should contain IFS user The scheduled job was executed from IFSAPP, and both the file storage repository user, Still I get the same error.  When I checkingIN documents manually to a document revision, it works and files go to repository. Any advice on this is appreciated. 

I’m reading a post in Community Ideas Ability to connect documents stored in SharePoint to IFS Document Management attachments.That has a comment from Martin Harris as follows, it was 4 months ago:Reply by - Martin HarrisMany thanks for this suggestion, it has been promoted to a requirement for inclusion in a future release. Martin Do we know what future release this is slated for? Patrick

Dear AllI want to ‘hide’ obsolete documents in the documents attachment pane of an IFS module (functional objects, projects etc.). Is there a setting that can achieve that. I know we can show only the latest revision in an attachments pane, but I can’t see anything that would enable me to not show stand-alone obsolete documents.Does anybody have any ideas on how to achieve this?

When checking out an excelm file from doc revision using the ‘Edit Document’ button, Excel opens but the file does not. The doc is successfully checked out, the revision is downloaded and is visible in the user’s download location and can also be opened from there. As a result of the file not opening, the document cannot be revised / updated. Is there a setting somewhere that will allow excelm files to open when downloading? We are on 24R1 SU12

Hi,in APPS10 when you filter approval steps in “Document Management - Approvals” users see all the approvals steps not only for them. I found out SQL select, that returns only steps that are for particular user:select * from APPROVAL_CURRENT_STEP where (PERSON_ID = '#PERSON_ID#' OR &AO.Document_Group_Members_API.User_Member_Of_Group(GROUP_ID, '#PERSON_ID#') = 'TRUE') but when I copy it to IFS, it gives me error: Any suggestions??ThanksJan

Good afternoon.  Since we have upgraded to 24.2.2 we were able to attach documents using the Attach Existing option.    We believe it is the project action grant Document_attachment_cloud, but it states it is IFS Managed.   Does the Attach Existing Document option in 24.2.2 behave abnormally for anyone else? Thank you,Kevin

Does IFS support “New Outlook” - we have some users that have switched over to the new Outlook and everytime they try to open an attachment they get the pop up stating “This action isn’t supported yet - The New Outlook for WIndows doesn’t currently support this action.  You can switch back to Classic Outlook for WIndows and try again”

we wants to import file from sharepoint to IFS,  is it a way to synchronize or drag and drop function in IFS? or do we need an extra tool? 

Is there a way for a sysadmin or docman admin to confirm the repository that is holding the document?Patrick

Hi Community experts, please advise on the below:After upgrading to 25R1 SU3, we observed new document classes (e.g., DISCO DOC, INVOICE, IPC DOC, IPC JSON, IPC REV, MM DOC) appearing in the Document Class basic data. These classes are visible to all end users. Does the upgrade add these classes? I would appreciate it if you could shed some light on this for better understanding.

Hi Team,After uploading PDF attachments using the routing rule Document_file_import, where are they stored?Later, I could link the attachments to the invoice using the Invoice job without any issue. We have a repository configured and I wonder whether loaded attachments supposed to stored there. If not, where are they stored? are there any place in the application we can access them before attaching to invoice ?Our repository is a file share, and I can’t find the attachments I loaded there. Do I need to Check In the document for it to appear? I’m currently unable to do so due to an Aurena Agent error. Appreciate any input on this. 

Hi Team,I have a question about DMS in APP 10. (UPD 25)Is it possible to implement the following functionality in the ERP system?View: PART_CATALOG, Page: Main articleHere, we want to ensure that only a specific authorisation groupis allowed to add documents to the main article.Does anyone here have experience with this very specific topic? Best regardsPascal