Document Management (DocMan)

I write to ask some questions about the IFS file previewer for attachments. The ability to use the file preview is denoted by the presence of an icon shared like an Eye.I believe, if a user has permission to view the attachment in question, then they would see the 'eye' if the attachment in question is a supported file type.Please could I ask the following, and please could I ask if the answers to the following could potentially be summarised and published as an IFS KB article since I think this information would be useful to any IFS customer.1) Can a table be provided of which file types can be viewed via the IFS file previewer?If support for previewing of a particular file type was introduced in a particular version of IFS, could a note be included stating from which version of IFS this support was introduced?If there are some notable file types which you know are NOT supported by the IFS file previewer it could be good to call those out. (I would be keen to establish that .msg and .

In Apps 10, I have an Approval Routing set up on a Change Request.  I have events set up to notify the next Approver (via Streams Message).  I also want to set up an event to Notify the person who started the Approval Routing when a Step is Rejected.  I have a Streams Message based on the Event STEP_REJECTED_NODOC, but I cannot figure out how to add the originator of the Approval Routing on the Streams Message I can add an individuals name to the To: Field, but multiple people will be creating Change Requests.Is there a way to add some logic in the To field to get the persons name from a field on the Change Request (Example - Created By) and then when the Approval routing is rejected, it will send the stream message to them?

We have lots of old PDF files in the PDF archive screen.Whats the best way to archive these off.Is there an Archive job that will automatically do this.

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

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

Hello,We currently store our emails to customers as attachments on case contact log entries. Is there a way in a workflow or event action to open that file, read the data in that email attachment? I just need the exact date the email was sent, which if you open up a .eml file, it saves it on the 3rd line. I’m very new to document management but I thought I’d ask and see if this is possible in IFS Cloud.Thanks,Bryan

Hi Docman Team,I decided to create a new post, as it might make it too easy for others to find the correct answers through a simple search. Tried to find answers through existing posts but couldn't find any.Here is the context of my situation: I am currently working on an IFS Cloud implementation for a defence sector customer with operations across multiple countries. The IFS Cloud environment is hosted on-premise. Due to legal requirements, the defence customer must store documents within the respective countries where their operations are located.At the moment File storage only support one location and even though the use of FTP and SHARED repository types has been disabled by default. A system administrator can enable it by changing the value of the object property FTP_SHARED_OVERRIDE in the object LU Edm Location from DISABLED to FORCE_ENABLE_DEPRECATED_FEATURE.​@Mathias Dahl commented that the support for FTP and Shared repositories are not removed yet, and it will not remove it u

Hi    I would like to use DOCMAN for upload file on IFS CLOUD by use IFSSTORAGE. I not sure how to setting the parameter and apply configuration to IFS. Please suggestion how to set parameter and configuration on IFS.

I have an Event Action set up for STEP_READY_FOR_APPROVAL to send a Streams message for a Document Revision Approval.First Approval step is to an IndividualSecond Approval step is to a Group When I start the Approval process, the individual receives the Streams message.  When he approves the Step, no one in the group on the second Approval step receives a streams message.  If I change the second Approval step to an individual, they do receive the streams message.I have tested changing the first Approval to the group and started the Approval process and the streams message does not send to anyone in the Group.I have set up the Event Action exactly the same in a different client's environment and the streams notifications work.  Is there some setting needed to send streams to individuals in a Group? This is for IFS App 10.   

Hi AllSeeking guidance here. I am setting up an approval template in the document revision and I added a user to approve the document. But this user only granted the DOCUMENT_ATTACHMENT_CLOUD permission set. Once I start the approval, this user can view the document but he cant approve the document and I get below error. I am just thinking do I need to grant any additional permission to these users who are doing document approvals? I dont think we need to grant Doc Admin permission for these approvers as I dont want approvers to see other documents and document revisions.Any suggestions please?Thanks,Chamath

When trying to attach a document we are getting the following errors:Could not update BLOB. Message is: ORA-00600: internal error code, arguments: [kcbzib_lobsd_1},[],[],[],[],[],[],[],[],[],[],[]We are using IFS apps 10 EE UDP25

Hi Using Postman and the API, I need to be able to upload documents to IFS Cloud.  I managed to complete the entire procedure to close the document and assign the corresponding values, but I couldn't insert the physical document. How could I add a PDF to a document already created in IFS, I need to transfer it from Postman to IFSCLOUD. I've done everything but all I need is to attach the PDF file.  POST:Create an Original document type.https://XXX.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/FileUploadPrerequisite {  "DocClass": "FBC",  "DocNo": "1000041",  "DocSheet": "1",  "DocRev": "A1",  "DocType": "ORIGINAL"} Answer: {{    "@odata.context": "https://xxx-xxx.es/main/ifsapplications/projection/v1/DocumentRevisionHandling.svc/$metadata#IfsApp.DocumentRevisionHandling.FileUploadPrerequisiteStructure",    "DocType": "ORIGINAL",    "FileNo": 1}   GETSearching for the file from the PC in a local environment.https://xxxxx.es/main/ifsapplications/projection/v1/Documen

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

Hi, Just want to know whether FileStorage repositories are available with build place environments?.. When trying to test a repository it gives an error. Also, FS Migration tool fails as well.Best Regards,Methshika  

When user click to Document Revision or Document Revision, will get Server Error in App10 AurenaOther Pages of Doc Man can show data  

If i am setting up HR docman files and I do not want eployees or supervisors to view the documents … ONLY HR STAFF SHOULD BE ABLE TO EDIT AND VIEW DOCUMENTS.. how best can i achieve this ? I have one group for HR Staff with Edit Access rights  and One for all users with No Access .. !!!

The Aurena Agent can be downloaded from the Add-ons page in any IFS Cloud installation, like so:In case you don't have access to any IFS Cloud environment, here is a link that allow you to download the latest/current version:https://ifsdownloads.blob.core.windows.net/addon/AurenaAgent/SetupAurenaAgent.msiThe same version will work with Apps 10 Aurena. 

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? 

 I am trying to setup an object connection transformation for the following. The behaviour I am expecting is :1.Attach a document to Object type2.Attached document should be inherited by all the Functional Objects connected to that Object type3.Attached document should be inherited by the Work Order/ Work Tasks created  which are connected to that Functional Object The items 1 & 2 were successful but the item 3 has failed.Should this be a straightforward connection or am I doing something wrong ? 

Hello, I have several users who are part of an approval Process attached to Business Opportunities. We have just switched to Cloud and previously they were able to do their approvals with no issues. They are also able to do the approvals in our TEST environment without Issue. However in Prod they make it to the point of the pop-up that asks “Do you want to Approve the Selected step?” they click “Ok” and then get a system permission error. I have looked and compared just about everything under permissions I can and have not turned up anything different. Does anyone have any Ideas or suggestions? 

Hi, Is it possible to add or do change to ‘Create Document from Microsoft Office’ page and do relevant changes in document management Office Add-In as customizations? something for outlook import.for example add a new field to page and in relevant changes in Add-in for import.Best Regards,Wasana  

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?

 Hi everyone,I want to send a PDF file attached in the "Attachments" section of the IFS 10 application to a user via email. Here are the steps I followed, but I was unsuccessful.  Why am I getting this error? What alternative approach can I take? I would appreciate your help. I retrieved the BLOB data of the relevant attachment using the query:SELECT k.file_data FROM edm_file_storage I wrote a function that returns this value. CREATE OR REPLACE FUNCTION Get_Oq_File_Data(     INQUIRY_NO_ IN VARCHAR2,      REVISION_NO_ IN VARCHAR2 )  RETURN BLOB IS     v_file_data BLOB;   BEGIN     SELECT t.file_data      INTO v_file_data     FROM Doc_Reference_Object_tab d     JOIN Edm_File_Tab e ON e.doc_class = d.doc_class                          AND e.doc_no = d.doc_no                          AND e.doc_sheet = d.doc_sheet                         AND e.doc_rev = d.doc_rev     JOIN EDM_FILE_STORAGE_TAB t ON e.doc_class = t.doc_class                                  AND e.doc_no = t.doc_no     WHERE

Hi together,I have a question regarding access not on a sole document, but on a document folder for defined users. So, is it possible to setup access for a user for the whole document folder instead of just setup the access for a sole document itself?Thx and regards, Markus

Hi,The RMB menu option “Copy Approval Template” is visible, but it is not in active to select in the Change Request window.Full Access has been granted, and the Approval Template records are also available.But still the option is not enabled. The user is in UPD 22. Expecting your thoughts on this. Thank you!