Document Management (DocMan)

This post is relevant for some customers that uses the Aurena Agent and where the IFS server has SSL/TLS certificates provided by Digicert.The problemWe recently got a report from a customer using the Aurena Agent that it stopped working. After some investigations by IFS Support it was concluded that the problem was due to a recent mass-expiration of SSL/TLS certificates provided by Digicert (it has been reported about for example here: https://www.bankinfosecurity.com/revoked-digicert-digital-certificates-27-yet-replaced-a-26032). This forced a new certificates to be installed on the IFS server, which in turn makes to the Aurena Agent refuse to execute any commands initiated from that server.BackgroundWhen the Aurena Agent installer is run, the URL to the IFS Cloud environment server needs to be provided. The installer downloads the certificate from the server and stored a "hash" (a sort of fingerprint) of the certificate on the user's PC. Later, whenever the Aurena Agent is used from

All,We are upgrading to IFS Cloud 23R2 (Remote) from Apps 10, where we have historically used FTP as a repository type. Since this is no longer supported, we are moving to File Share and use of a Windows share instead.We have manually moved the files from FTP to File Share.I am looking for guidance on what I need to do to change the "file pointer" in Docman as well as add some metadata used by File Storage please for all our existing documents?Does someone have a pre-existing script they would be willing to provide? Thanks in advanceShaun

When you run FsMigTool.cmd, the follow error log is output. I understand that I need to set the information in the red box in the error log (Docman options, APP9 DB connection information, IFS Cloud connection information).I would like to know how to set it up. IFS Cloud Version: 23.1.16

Deprecation of the FTP and Shared repository types in Docman in 23R2 - a heads-up This post is only relevant for Remote customer installations. For managed cloud customers, FTP and Shared document repositories are NOT supported. This is a heads-up on IFS deprecating support for the FTP and Shared repository types in Docman in IFS Cloud 23R2, for complete removal in 24R1.If you have customers using these two repository types today, you should plan for migrating to Database or File Storage.If you are planning to implement this in Remote Deployment in IFS Cloud right now, you should reconsider, and use File Storage or Database.In Remote deployment, File Storage will still have support for local/external storage (outside the database) by supporting SMB/network shares. BACKGROUND Back in the day, Docman started out with support for "external" file storage via our support for FTP and Shared (folders) as the only repository types. Later, Database storage was added upon request from customers.

We are trying to restrict a certain document class that only users in a specific person group can upload using it. Others are set up to have view access to the document class but we only want 1 person group to be able to upload a document to this specific document class.

Dear community, Is somenone already facing the error message “could not navigate to object details. No home page is defined for LU” when trying to navigate to the object detail from the document revision window.I specify that the LU is a custom LU and we are on IFS Cloud 23.2.9However, and conversely, from the object, there is no issue to navigate to the document revision.Thanks in advance for your help

Hello, I am attempting to create a SSRS report that will query attachments (document revisions) connected to a Lot/Batch, and then add those attachments to the report. For example, search for a specific Lot/Batch number, find the attachment connected to it, and then attach that PDF to the results of the report. Is there an existing API that would support this process?

Hi ,I am studying how to move documents from Edm_File_Storage_Tab to cloud file storage in a managed cloud customer. IFS has provided a KBA article and I have referred Technical documentation as well as functional documentation. However they are not much informative about  how it should be done for managed cloud customer who has already upgraded and live.The KBA article from IFS Customer Service - Managing High Disk Usage by EDM_FILE_ STORAGE_TABIFS Tech documentation Cloud File Storage - Technical Documentation For IFS CloudDocumentation about Cloud Migration Tool - Cloud File Storage Migration Tool - Technical Documentation For IFS Cloud Can any one give me exact steps. My questions after reading above materials.1.0 Will the below step create a cloud file storage in managed cloud ?2.0 Can we use Cloud File Storage Migration Tool after go live. Or is it a tool which only can be used during the upgrade phase. Should we use this tool or any other way as below3.0 Can we use  Cloud File S

Hi,There are several questions in the Community related to solving a situation when a User has connected a Document to an incorrect Document Class.I would however want to ask if there are any good suggestions on how to avoid having a User selecting an incorrect (unwanted) Document Class, to begin with?An important aspect here is that selecting an incorrect Document Class can result in unwanted Users or Countries getting access to the Document. This is for instance the case and very sensitive for Companies needing to be compliant with Export Control.Is there any good way of filtering Document Classes - for instance on Country/Company - to avoid the selection of an incorrect Document Class, resulting in the Document being stored in an unwanted Country (server)? Perhaps it is somehow possible to only show Document Classes for “local” storage as a default? Thereafter requiring the User to make an active selection to view other available Document Classes?Thank you very much.

Good morning,our design department is currently ending its process within creating DOP structure and release of DOP orders.Within DOP header, they usually attach the documents like drawings, specifications, data sheets necessary for production or purchasing to process. Can somebody advise on how to set up the object connection in a way that all documents from DOP header are transferred for all shop orders / purchase requisitions? Or is there a way to define which ones are just to the shop orders and which ones to the purchase requisitions? I am not having any luck in this regard. Thank you,Best RegardsPetaKu

It is not possible to override the default value for SYSCFG_SOX_LOG_EXPIRE_DAYS (Edm File Op Announce) - how long a log entry will remain before it is deleted.Is there a way to override this default value? Is there a parameter somewhere that will enable this override?We have a requirement to store information for a very long time for a specific document type.We can of course change the standard value to 9999, but that would affect all documents and the table would fill up quite quickly.

Hi Docman experts,Scenario.When attaching a document to a ‘Supplier Request’ using Attachments and then options ‘Attach Existing’ or ‘New Document’ , I would like to show only 3 Document Classes to End Users so that they can only select from those 3 Document Classes.How can I achieve this using existing Docman functionality?As you can see in the screenshot, End-user can see multiple document classes.I tried ‘Document Defaults per Object’ by defining the LU name but it only defaults the Document Class when creating a new document and it does not filter/restrict document classes.  

Hi Docman experts,I am facing an issue where I am unable to open a short cut that I attached to the docman revision. This file is located in a share location and I have the access for the location. Here is the set up,EDM basic data I have created a lnk file for a shared location original file.I was able to successfully attach the document to document revision. But When I view the file its getting downloaded even to the same machine, but it appears as below but I cannot select the lnk file now and open that main file.​​​​​After downloaded, file type is appearing as .downloaded.Is there any additional set up that I want to do to view these lnk files?? ThanksChamath

how/where to view all approvals history in Cloud? In IFS10, we can find it from attached screen 

We are testing some document macros in Cloud 24R2 UPD2 and we are getting the below error when trying to check-in documents in Document Revisions while IFS Aurena Agent Chrome extension is active. Note that there are no errors when checking-out documents.  The same error occurs for all document classes while the Chrome extension is active and no errors when the Chrome extension is disabled.Has anyone experienced a similar error and found a solution?  

In IFS Cloud 24R1, when we create a Work Order/Work Task for B2B and attach the document in Work Task and assign to contractor, in B2B Login Document count is shown but not the attached Document details. any settings is missed ?Note: once we attach the document from B2B we can see the document in IFS Cloud Work Task.  

We’re working with a client who is currently using Apps 8. Within their document management solution today whenever anyone approves a document the system creates a “Pop Up” message asking them to confirm that they really do want to approve this document. The client wants similar functionality in IFS Cloud which they insist is standard in Apps 8 I can find no way of setting this up within the system and have proposed that setting up the “Security Checkpoint Required” at the Approval Step level will provide a similar degree of confirmation of intent, but is there any way of providing this confirmation “Pop Up” prompt out of the box in Cloud

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  

Hi All, I'm currently working on an investigation related to the media files migration via the Azure FSS. I have the below doubts that are quite tedious to solve. Much appreciated if your expertise could be shared on this.    When the Transfer Media process is run, the MEDIA_OBJECT column in the MEDIA_ITEM_TAB is set to NULL as expected however the UPLOAD_PICTURE_DATA column in the JT_TASK_SURVEY_ANSWER_TAB remains as NOT NULL. Should the UPLOAD_PICTURE_DATA column also become NULL after the transfer otherwise the table will continue to grow? As can be seen below it is already consuming ~1.5TB. If the UPLOAD_PICTURE_DATA column data is removed will this have any impact on the future interface which will extract the media files from the FSS storage and move to a 3rd party solution (Amazon S3)? Can IFS provide benchmarking information on the likely duration to transfer this volume of media files from database to FSS? There could be new media files added from the MWO survey answers whilst

 We send customer invoice to E-Invoice portal through service provider.Then we get a unique number/QR code and the invoice layout is produced by service provider out side IFS.Then the service provide will send us back the Original Invoice pdf.Is there a way to check in a that document to customer invoice object in IFS ?

Hi all,Users should not have access to the document revision page, but only to the document detail page here: However, the problem is that the link here in the document attachments always refers to the document revision page. Is it possible to set/change this somewhere so that this link button goes to the document details page? Thanks, Mike

Hi All, I’m currently working on an investigation regarding a corrupted file. The customer in question is from the Oil and Gas sector, and the Replication module is enabled in their system. This particular document has been uploaded across several off-shore environments as well.In those off-shore environments, the document can be downloaded and viewed without any issues. However, when the same document is downloaded from the PROD environment and opened using Microsoft Word, the following error is encountered:- I attempted to use Microsoft Word’s "Open and Repair" recovery option, but the document still throws an irrecoverable error.After retrieving and analyzing the Base64-encoded version of the file, the investigation has been narrowed down to three possible causes: The Base64 encoding might be incorrect. The Base64 string could be incomplete or modified, leading to invalid content. The file type may be incorrect — the content may not actually be a valid .docx file. However, upon

using Cloud 24R2 and experience the following error message within eSign: Error when Sending container for signing any ideas? /Martin Lindstrand

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 .

Hi Heroes,Just wondering is it possible to do a search for a word /expression inside the document body itself not just by document title ? Thanks Nadine