Document Management (DocMan)

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?

Hello, I attached a pdf file o Inventory in IFS Cloud. I want to open PDF file on Work Order. But, I can not see the PDF file.Are there any parameter settings?

Hi, I am looking for advice on setting up Document Management in a way that ensures individuals who access documents with different classifications (Public, Sensitive, Highly Sensitive, Confidential) are aware that secured documents should not be sent outside the organization. Is there a way to configure this in the system? Or does anyone have suggestions on how this can be achieved? Thank you for your help! Br Linda

the download icon and preview icon is missing for this user What can be the reason ? I have cleared the personal profile , has given full access still cannot see it .

Hi Community, I am creating an approval template in Document Management, I want more than one user to approve a document, but I do not want to make it hierarchical. I want User B to be able to approve a document that User A can approve; I want the status of the document revision approved by a single user (like Approval Routing). How can I do this? Best Regards.

Hi experts, I’ve an issue in Aurena version on the following. Tested Environment: APP10 CMB Aurena (UPD25) Test Steps: Navigate to any Document Revision with Approval Steps, and having proper access. Click Subscribe for any Approval Step. It gives an error: “APPROVAL_ROUTING DOC_NO” is non Existing Table Column. When checking the log window, it shows as follows; 22:35:23 DEBUG - POST: { url: StreamSubscriptions.svc/SubscriptionVirtualSet, etag: null, payload: {"SendEmail":false,"Disabled":false,"SelfNotify":false,"OneTime":false,"LuName":"ApprovalRouting","KeyRef":"KEY_REF=DOC_CLASS=100^DOC_NO=D01001^DOC_REV=A1^DOC_SHEET=1^^LINE_NO=1^LU_NAME=DocIssue^STEP_NO=1^","PageUrl":"page/DocumentRevision/Form","ColumnData":"[\"ATTRIBUTE=AppDate^LABEL=Approval Date^\",\"ATTRIBUTE=ApprovalStatus^LABEL=Approval Status^\",\"ATTRIBUTE=AppSign^LABEL=Approved/Rejected By^\",\"ATTRIBUTE=Description^LABEL=Description^\",\"ATTRIBUTE=GroupId^LABEL=Group ID^\",\"ATTRIBUTE=Note^LABEL=Note^\",\"ATTRIBUTE=Pers

Hi, What is the difference between the Object Key and Key Ref columns in the Document Object Connections page? I could not find any differences in the values. Is there a historical reason for this or why do these columns exist twice? Thanks, Mike

Hello, After IFS Cloud update to 24R1 version there is no possibility to use Document Repository with Repository Type “Shared”. Client used Repository Type “Shared” and all document files were kept there. After upgrade client cannot access document files from Document Revision. Receives error: Error in downloading file: one or more errors occurred. First question: How to reach the document files after upgrade to 24R1 version if they are uploaded to repository with type „Shared“? *** We tried to create new repository with file type „File Storage“, in the field „Path“ (in the form „Repositories“). When uploading the document file to Document Revision, document file is put to the docman place, but not into the certain catalog for the certain Document Class: And document file uploaded to repository is not named by „Repository File Name“. Second question: How should be created new repositories with repository type „File Storage“ that document files could be uploaded to the exact folder of t

Hei :) Is it possible to set approval templates for specific Document Formats in IFS Cloud?

Hi, When after document migration of several million document revisions with document file from IFSApp8 to IFS Cloud 22R2, it is time consuming to first migrate document files to TST and then to UAT, when you clone TST to UAT. Is it possible/easy to move document files in file storage, FSS, that are in TST to UAT environment? Best Regards, Geir

Hi Experts, I am encountering an issue with the macro functionalities in Excel, as they do not appear to be working as expected. Specifically, the requirement is to retrieve the Source values from IFS and populate them in the designated cells within Excel. Kindly refer the attached document “Steps for Macro with Word and Macro with Excel.docx” I was able to follow this functionality precisely within Word, and it is working as expected. The steps I followed included creating a document revision and applying the document class with the Word macro. Then selected 'Edit' button. Upon opening the document, navigated to 'Quick Parts' > 'Field' > 'DocProperty', and chose a field with a value to be automatically fetched from the IFS server. In Excel, as the 'Quick Issue' functionality is unavailable, an alternative approach was employed to automatically retrieve the field values. The process involved navigating to File > Info > Properties > Advanced Properties > Custom tab to achieve the intend

Hi All, When I create a document revision, the document copy default is ticked, but we want to change that. How can we do that?