Document Management (DocMan)

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 agreement. An agreement in Adobe Sign is what other E-sign solutions sometimes calls "envelopes."IFS keeps track of every agreement that has been created and, to use a term that's more known and to keep t

how do we add authorizer (User) signature to the Purchase Order. is this possible to do without any customization? we are using IFS Cloud 24R2. Would appreciate any hints/help.

When running the fsmigtool, I received the following message in the log:„Error: FS_MIG_TOOL_API is not deployed in the source database.”What could be the reason for this tool's behavior?

Hi,I’ve been trying out a document macro to create a PDF when checking in a word-document.Below processCreate a new document revision for the document class associated with the macro Click “Check In Document” and select a word-document Click “Edit Document”, save and close it Click “Check In Document”Above process successfully creates a PDF-file and checks it in together with the edited word-document.My question is, is it possible to skip step 3 and 4? That is, have the PDF-file created and checked in at at the first time I click “Check In Document”?Currently I’ve been able to have the macro create a PDF file at step 2, but IFS doesn’t check it in. The PDF-file is created in the CHECK_IN_PATH folder with the same file name as the word-document.I understand that sFileName and sPath below is null when doing step 2 above but contains LOCAL_FILE_NAME and LOCAL_PATH when I’ve first checked out the document as per step 3.'Macro Block: WORD_INIT_AND_COMMON' General declarations for MS Word ma

Hi! We’ve just started experimenting with Document Macros in IFS Cloud and see a great benefit of generating the view file when checking in the original document.But a colleague mentioned that Microsoft will deprecate the vbscript feature going forward, how will this impact document macros in IFS? The question was previously posted in the Foundation sub-forum, but I think it might be better suited here in the Document Management forum.  BRGeorge

Hello,I try to instal the Cloud File Storage Migration Tool in our UAT database because we have a storage problem, so the first step it's to instal the "Installing a custom PL/SQL API used by the tool in the source database", so someone can help me step by step how i can do that please ? i follow this documentation : https://docs.ifs.com/techdocs/24r1/030_administration/210_cloud_file_storage/fsmigtool/#logging_options Thank’s

Hi Community,Appreciate some assistance or your experience in this regard. We are experiencing the below error when attempting to view or download a document file.Error: Something went wrong when downloading or saving the file using Aurena Agent. Error Message: File is being scanned and cannot be downloaded at this time. Try Again Later.We transferred the documents from the DB to the File Share Repository.Transfer has successfully completed. I am able to view/download some of the doc rev files. But some files give the above error message. If I try it again for some doc revs it is possible to view / download but for some other doc revs the file cannot be downloaded or viewed at all.Anyone had a similar experience and fixed it?Is Aurena Agent Mandatory to view / download if the repository is File Storage? If I attempt to copy file to Local folder system says Aurena Agent is required. NOTE:I connected IFSAPP user to a person record before I performed the transfer from DB to File Storage R

One of our existing german customer ask the following, can someone help on this?We have a more specific question and hope you can recommend someone at your company who is very familiar with the document management system in IFS. In brief: Of the four possible repository types https://docs.ifs.com/techdocs/25r1/070_remote_deploy/400_installation_options/130_add-on_cmp/docman…, we currently use ‘Database’ and are satisfied with it.However, in future we would also like to store sensitive documents in IFS and restrict access to them on a large scale so that even people with IFSAPP login details do not have access to them.Therefore, we would like to set up a second repository with the type ‘File Storage’, as described here https://docs.ifs.com/techdocs/25R1/070_remote_deploy/400_installation_options/120_file_storage_for_… on an external SMB storageThe documentation one level above states: ‘The caller interacts with the service using simple REST operations.’ However, we are not yet clear on

Following an update,  We are unable to attach documents to expenses.   When trying to create the attachment we are getting an error ‘ File upload failed’ Expected property name or .’}’ in JSON at position 1 (Line 1 Column 2) Has anyone had this before 

I am trying to perform a File Operation>Copy File To operation (and Distribute>Send Document File By Email) to copy Document Revisions to my  computer and it seems like the limit is 15 Documents.  When I select 15 documents, the function  File Operation>Copy File is visible…as well as the Distribute>Send Document Files by E-Mail. When I select 16 or more files, the option for File Operation is no longer on the screen. Is there a setting somewhere we can change to allow more documents to be selected?Thanks,Gregg 

Hello,I need to perform an audit in the IFS system to verify user access. The goal is to identify, for each user, which screens and functionalities they have access to. However, I’m not sure how to extract or view this information directly in IFS.Could someone please guide me on how to generate or find a report that shows user access details?

Hei All, We noticed that when creating a Customer Invoice in IFS, all documents attached to the corresponding Customer Order are automatically copied to the invoice. Is there a way to restrict this behavior, for example by Document Class or through another configuration?Regards,Sri

Hi,I use IFS Cloud (Application service update: 23.2.1).I create a new file type in the EDM basic data. This is for the .stp Extension (3D Files from CAD)Then I use this new file type when creating a new document revision. When I try to approve the revision, I have this message :“The number of PDF files and/or the combination of view and original files on this document is invalid for PDF signature and certification. If you are an end-user, talk to your system administrator. If you are calling this API from code, check your data or consider using the more specific method to sign your PDF file.”This file type is not PDF so I don’t want (and I can’t) use e-sign for this file.I use several document class to test and the result is the same.If I use a already created file type, this OK, I can validate it without any problems. Does somebody have any ideas about this issue ?Thanks for your feedback if you have same issue.Nicolas.  

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