Is it possible to NOT display obsolete documents in a Documents attachment pane

Hi ​@Tina T ,
In IFS Applications 10, there is no direct setting that automatically hides obsolete documents in the Document Attachment pane across modules like Functional Objects or Projects. However, there are a few practical approaches and workarounds you can consider:

✅ 1. Show Only Latest Revision

IFS App10 allows you to configure the attachment pane to show only the latest revision of a document. This helps reduce clutter from older revisions, but it does not hide stand-alone obsolete documents that are not part of a revision chain.

✅ 2. Manual Detachment of Obsolete Documents

If obsolete documents are still visible and not part of a revision chain, you may need to:

• Manually detach them from the object.
• Or reassign the object connection to a newer, non-obsolete revision.

This ensures that users only see relevant documents when accessing attachments.

✅ 3. Use Document Status Filtering in Searches

• Train users to use document search windows with filters in Attachment pane (e.g., show only “Released” or “Approved” documents).
• Avoid attaching obsolete documents to active objects unless necessary.

✅ 4. Custom Macros or Feature Requests

IFS App10 supports macros that can be linked to document actions. You can:

• Create a macro that warns users when opening an obsolete document.
• In case you are using Aurena, submit a feature request to IFS with a new Idea in IFS Community to enhance the Aurena interface with filtering or warnings, similar to what existed in IEE when trying to view an Obsolete document.

🔄 Summary of Options

Hi ​@Pilar Franco 

thank you for your answer. Unfortunately the post was tagged incorrectly. It is a question about IFS Cloud. Do you know, if IFS has introduced anything new for obsolete documents in IFS Cloud?

Hi ​@Tina T ,

I’ve just checked in a 25R1 Core environment and Obsolete records connected to objects are still visible. But, when clicking on view document, there is a warning stating that the document is obsolete:

I also found an internal KBA where it’s provided an explanation why it could be interesting to connect or show such documents in Attachment panel:

“If the object has one or few obsolete documents, the documents should be able to connect since the documents are already related to the object. There are some business scenarios that can be identified that need to connect obsolete document to relevant object. 

For example, they may be essential for data migration, historical analysis, and regulatory audits, ensuring compliance and traceability. Additionally, in cases such as warranty claims for older products, obsolete manuals, specifications, and test reports may need to be referenced to validate claims or identify the correct parts.”

Hi ​@Pilar Franco 

Thank you so much for your answer. It is most helpful.