Document Management (DocMan)

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

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

Hi,Is it possible transfer only a selected type of document attachments after creating an Object connection transformation record? Example - Customer needs to attach 2 types of documents to the purchase order page, Purchase order confirmation and the supplier invoice. If we create 2 document classes for above 2 categories, and then setup an object connection transformation to transfer attachments from purchase order to the manual supplier invoice page, is it possible to transfer only the supplier invoice attachments without transferring the Purchase order confirmation document? If possible, what are the configurations we need to use? Best regards,Indika

I have had a customer ask me if there was a tool that can parse out information from a variety of documents and load that information into IFS such as sales contracts, defense contracts, etc.  There is a tool called MegaParse that may fit the bill here.  Does anyone have experience with this tool?  How easy is it to use?  Problems?  COsts? Any information would be appreciated!  Thanks!

How to change/edit “Send to Colleague ID” in app9

Hello everyone,Our end user are using “Send to connect” routing rule to generate a PDF file (for invoice) and send it automatically to a sftp server. Unfortunately, sometimes for unknown reasons, some invoice don't reach our sftp server.After a bit of analyzing, we in Report Archive the document is correctly generated, but not always in print manager screen in ifs cloud.To understand why it fails, I would like 2 things im unable to find now ;Log of routing rules (failed especially, i’ve looked into application messages but not everything seems reccorded in this page) Data table relation between Report Archive → Print manager, to at least create a kind of script that allow me to warn our end user about missing PDF invoice.Best regards

Hi Everyone,I would like to submit many documents with one approval template for Client review and approval.How can I proceed, please?I am using IFS APP10Many thanks in advanceRoyIbrahim.

Hi all,I am currently with a client that are in the process of upgrading from apps10 to Cloud, 24R2.One of the questions raised was how to view changes made to minor revisions of a document, between major revisions. It seems that when I check out a document, edit it, check in, the last version is overwritten so no one can see or compare the two versions. For example, in SharePoint I can view every change to each minor or major revision of a document.How do we, or can we do his in Cloud?Thanks in advance,Darrin

24.2.6I have an approved Export License for which I have defined View Access rights for a specific user. This user has been granted Documentation Access in Export Control Authorizations. This user is not a Document Administrator nor is this user listed on the Access tab of the document revision.The released document revision (a pdf file) is Export Controlled with Access rights via Export License = YES and is attached to the Export License.This user can view the document through the Attachments panel on the Export License.BUTThis user does not have the View Document command available at the Document Revision.Could this be a bug, as the View command was visible in EE.

I suspect I may be missing something obvious but looking for help with this.Apps10. We have documents (e.g. Calibration documents) of a particular Document Class that were attached to records (Manufacturing Tools) in the past.At the time of the files being attached/uploaded the Document Class in question had incorrect access configured.This has now been fixed, so that the correct Document Groups now have access to this Document Class, however none of the existing files are not retroactively inheriting these permissions.  New files of the same Document Class that we attach now have corrected access controls, but the old ones remain unchanged in terms of access.How can we update the access permissions on existing documents of a specific Document Class to get the current correct access that is assigned to that same Document Class? Is there an additional step or script that I need to run to force this change to apply to previously attached files? Thanks,Nick

In IFS Cloud 24R2 document management, How can the visibility of a document folder in the folder navigator be conditioned based on its name or part of its name, along with the company of the logged-in user? for example with this function : User_Finance_API.Exists (substring(Record.FolderName, 1, 2) ,  #UserId#) where the document Folder Name begin with the company_Id

Hello everyone,I have a customer who is looking to implement Segtico Certificate to ensure that our auto-generated transactional emails (sent from no-reply@xxxxxx.com) are signed for authenticity using S/MIME.Could anyone point me to resources or documentation on how to integrate signing certificates into our email system? Specifically, we’re interested in best practices for setting this up with automated email workflows.Many thanks in advance!/ashley

Changing document repository About this document The purpose of this document is to give you the knowledge needed to "manually" migrate files between document repositories. It's important to first understand how Docman keeps track of the files that is stored in IFS.Data model These are the entities involved when document files are stored and retrieved.Apart from just reading the below, it is a good idea to actually look at the contents of the database tables for the entities. Just by looking at the data in EdmFile and EdmLocation, together with the data in your repostitory, should give you a good idea on how things fit together.EdmFile (edm_file_tab) This is what we call the "file reference" of document / document revision. This entity is used to store the original file name as well as the file name in the document repository. Another important attribute is the storage location.Here are the most important attributes:FileName: This is the file name used in the repository / backend. It's

Hi All,I am aware that from version 24R1 onwards, IFS Cloud (Remote Deployed) customers are limited to using only Database and File storage.I have a defence customer hosted on-premises in the UK. They have operations in both the UK and Australia, and due to legal requirements, they must store documents in external storage within their respective countries, not in the database or cloud.Is there any limitation whereby remote deployed customers are restricted to use one File storage location?If so, how can IFS address these legal requirements given that only File storage and Database options are available moving forward?Thanks,Chamath

Hi All,As mentioned in several community posts, IFS is phasing out the shared document repository type with the introduction of support for file storage across multiple locations.According to the IFS documentation, although shared repositories are being deprecated, it is still possible to enable them manually. Customers may continue to use this functionality until IFS releases full support for multiple file storage locations.I would like to inquire whether any other customers or partners have manually enabled shared repositories and are currently utilizing this setup. Any insights or shared experiences would be greatly appreciated.Thanks,Chamath

How do we determine the file size of documents that have been uploaded into Cloud?We are using the DocMan module, and the Document Revisions. But I can't see an easy way to determine the size of files uploaded.

Hello everyone,We are on IFS Cloud 24R2 (SaaS) and, during each period close, several accountants need to review the same Word/Excel file in sequence—adding comments and small adjustments without creating multiple standalone documents.Our idea is to store the original file in IFS Document Management and let each user create a new revision rather than a new document.Before we roll this out, I need to confirm what editing models are actually available:In‑place / browser editingDoes IFS Cloud provide a built‑in way to edit Word, Excel or PDF files directly in the browser (no local download), while still preserving DocMan revision control?Add‑in–assisted editingIf the answer involves the IFS Document Management Office Add‑In (or Aurena Agent), does that add‑in upload changes automatically, or is the classic check‑out → local edit → check‑in loop still required?Supported document types & prerequisitesWhich formats (DOCX, XLSX, PDF, etc.) can take advantage of any online editing features

Hello,  does anyone has a solution how to transfer documents based on the document class in IFS Cloud? From the business opportunity to the customer order and then from the business opportunity to JT task but really based on the document class itself.  Is there any solution available at the moment?  Thank you, Best RegardsPK 

Hi All, I’m getting an error when trying to create a document using a REST API. I’m passing value as ‘YES’ for CreateFileRef, but it’s giving below error.  API DocumentationCore Code/ Function POSTMAN RequestPlease share if you have any input on this. Thanks & Regards,Asanka.