Document Management (DocMan)

It would help our endusers a lot, if you could, in a list of documents, could have a simple preview of the document…...When will IFS offer a preview solution for ALL documents checked in to IFS … ? We are running Cloud 25R1 

Dear all, Currently, we are storing almost 12 million documents in our IFS CLOUD environment. In order to rein in the amount of storage that is needed for these documents, we looked into the type of documents currently stored. As for IFS setup, a document may exist in two types, namely an ORIGINAL document next to a VIEW copy, example in the picture below. Since both are taking up space (in DB or Filestorage), knowing that our company goals are met by keeping only the ORIGINAL document, I am looking for an automatic way to delete all VIEW copies of a document, where it co-exists with an ORIGINAL copy.  Since the user-interface allows deletion of just the VIEW copy in the screen above, I think a migration job would do the trick, both in selecting the right documents as in controlled deletion of the VIEW copies. Know that I do not just want to delete the VIEW copy metadata (as shown here) but also the underlying file, thus freeing up file storage.My migration job looks as follows:I am ru

All, Overtime, we build up a considerable amounts of obsolete documents in our (currently) IFS Cloud environment. With considerable, I mean 1.200.000+ documents. For storage considerations, we want to delete all documents marked as obsolete. Documents got obsolete over the years, meaning that some documents became obsolete yesterday, others are obsolete since 2019. I learned that there is this parameter, DAYS_EXPIRED, under Document Management>Basic Data>Document Class Management, that I can set to indicate how long obsolete documents should be kept before being purged. These are my questions:First question Not sure how a value for DAYS_EXPIRED is treated.If I were to specify 10 as a value, does thatremove my total population of obsolete documents, starting in 10 days (as in: the clock starts ticking now for both new and existing obsolete documents, wait 10 days and then selection and removing of all obsolete documents takes place select all documents that are obsolete for at lea

User is given the respective permission set to be able to see the attachement panel but user is not able to VIEW the attached document. is there any specific grant that allows this? 

Hello, I am trying to add a connection between supplier and register arrivals.  Register arrivals uses the entity ReceiptInfo and view RECEIVABLE_OBJECT_INFO.When setting up the object connections for the ReceiptInfo entity, by default the view name is RECEIPT_INFO. By using this setup, together with the object connection transformation, SUPPLIER_ID=SENDER_ID, I was not being able to view the documents in the register arrivals page. So I changed the view in the object connections to RECEIVABLE_OBJECT_INFO. I also changed the transformation method as SENDER_ID is now SENDER.This works wonderfull, attachments from supplier are now visible in register arrivals.The problem exists now in the Receipt page, which uses the same entity but a different view.When I try to open any record in the receipt page, I got the following error message.This is understandable since the RECEIPT_SEQUENCE is key for RECEIPT_INFO, but it does not exists in RECEIVABLE_OBJECT_INFO. Is there any workaround, somethi

We have a customer facing an issue after a change in the company structure. As part of the reorganization, document access rules were changed for individual users. The result is that newly assigned users can access newly created documents, but they do not automatically gain access to older documents that were created before the organizational change.Questions:What is the recommended way to handle this situation in IFS Document Management? Is there a standard approach to grant newly assigned users access to historical documents without manually updating existing document access records? For a new implementation, would it be considered a best practice to assign document access through groups/roles rather than individual users, so that future organizational changes do not create the same issue and new group members automatically gain access to both existing and future documents?Any experience or recommendations would be appreciated.

I’m trying to have Document Text from an Inventory Part display on the Analysis Results report.  The Document Text contains specific information related to the inspection that needs to be shared with the end customer via the Analysis Results report.  Current setup:I created an Output Type called “CoA” and connected it to Document 73 - Analysis Results: Added Document Text to the Inventory Part with the correct Output Type:I created a Control Plan - Inventory for this Inventory Part (same Inventory Part, Revision, Site), and completed an Analysis.  The Document Text does not appear on the Analysis Results report.  I tested this both in a customer 25R1 environment (with a custom Analysis Result report) and the IFS Partner Enablement 26R1 environment (with the default Analysis Result report).  Is there something I did wrong in the setup?  I can make this Document Text surface on other Reports.  Thank you. 

Good day.  I am testing the E-Sign functionality in the IFS Demo environment.  When selecting the option to send a document for E-Sign, I get the following error:Anyone who can assist as to how to resolve this?

Hi community, I am working on an interface to receive documents from an external system using the premium API ‘CreateAndImportDocument’. We have a few challenges and would like to understand what IFS recommends in each of these situations:Some of the documents at the source are more that 200-300 MB in size, Does IFS recommend an upper limit to the size of the documents that can be interfaced using this API. Is there a workaround avoiding storing the large files directly in the IFS database, while still providing users access to the document? The customer also uses synchronization/replication and these documents are expected to be available at the vessels at all times (without an active internet connection). What does IFS recommend in terms of the maximum size of documents that can successfully be synchronized.Looking forward to the valuable community feedback.ThanksObaid.

On the Document Defaults per Object page, in the documentation for the page, I was trying to follow an example given to set up a Default Document Class on a specific page (ManSuppInvoice) based on a specific Document Class and the Users default company. (INVOICES_#COMPANY#)   The field for the Doc Class is a drop down menu and I can only select Doc Classes, i cannot manually enter any document classes.    I tried the same thing in Apps 10 and I can manually enter the entire INVOICE_#COMPANY# in the Document Class field.    Is this a bug or is there a way to update the Document Defaults per Object page to allow a manual entry for the Doc Class?

We have a specific question regarding IFS Cloud Document Management security.The document repository is located on a sovereign SMB server/share, and the end user is also located within that same sovereign environment. However, the IFS Cloud application tier and DB is hosted remotely in another country.Our requirement is that cryptographic protection is applied before the document leaves the originating sovereign security boundary and remains intact until it reaches the intended recipient’s sovereign security boundary.In practical terms, we need to understand whether the IFS Cloud middle tier ever decrypts or materialises the document content in plaintext while it is being transferred between the SMB repository and the client, including in volatile memory (RAM).For example:Download / ViewSovereign SMB Repository → Remote IFS Cloud Middle Tier → Sovereign ClientCheck-inSovereign Client → Remote IFS Cloud Middle Tier → Sovereign SMB RepositoryThe requirement is that the remote application

Good day..In Document Folder Navigator.(FS Cloud 24R2 & 25R1)documents are downloaded before viewing it.Is there a setup to view directly rather than downloading ?In my case, its saved in my TEMP folder each time I view it. RegardsSBM

Dear When we try to navigate from Document Management - Approvals to the projects (Zoom in to the project), we don't see any data.   The link isn't being transferred correctly.Error Code: IFS Web Version: 25.1.13.20260611111206.0Date: 2026-08-06T10:28:45.227Z---------------------------------------------------------------------------ProjectDefinition/Form (server error)Malformed Request.Error details: [{"code":"SYNTAX","message":"The URI is malformed."}]Server stack trace error(s):  Unexpected token at ' eq '.Request Id: 594f0725-e1d5-4e75-804a-a46620f05e73Method: GETUrl: /main/ifsapplications/projection/v1/ProjectDefinitionHandling.svc/Projects?$filter=(keyref%20eq%20'PROJECT_ID%3DN-10427%5E'')&$select=ProjectId,Name,Objstate,Objgrants,luname,keyref&use-timezone-filter=false&$skip=0&$top=25Response Code: 400 - Bad Request---------------------------------------------------------------------------{"headers":{"normalizedNames":{},"lazyUpdate":null,"lazyInit":null,"headers"

Hi Everyone,We have a requirement around Subcontract Management in IFS Cloud and wanted to check if anyone in the community has implemented a similar modification or solution design.Requirement OverviewDuring the subcontract creation/administration lifecycle, a Subcontract record can contain: Multiple Document Attachments stored in IFS Document Management (DocMan). One or more SharePoint file URLs linked as external document links/URLs. When the user triggers a "Generate Subcontract Package" action (or similar command), the system needs to: Retrieve all physical attached documents (DocMan attachments) associated with the Subcontract. Retrieve/download all external files hosted at the linked SharePoint URLs. Convert/Merge all retrieved documents (including cover pages/report outputs) into a single, consolidated PDF file. Attach the generated merged PDF back to the Subcontract's DocMan repository automatically. Questions for the Community: Has anyone implemented a similar automat

Hi, In our company, many documents are distributed to different users, and over time the distribution history grows significantly. After several years, the distribution history log can become very large. As a result, we would like the ability to remove or permanently delete distribution history records that are older than a specified retention period, for example, five years.At present, we are not aware of any functionality that allows distribution history records to be permanently deleted. Our initial assumption was that there might be a database task available for this purpose. However, we have not been able to identify any method for removing or deleting these records.Is there a standard way to accomplish this without requiring a customization or a new IFS method for deleting distribution history records? If not, is this something we should add as an Idea, that such a method is created in IFS standard, and could be scheduled as a database task with parameter for retention period?   

What does the “WEB_SITE_ADDRESS” parameter in the Document Default Values in IFS Document Management mean? Does someone know what it does?  The explanation in the IFS Online Documentation about that, is not clear to me.  Thank you and Best Regards,Thushitha

HI, we at yinson have a replicated environment and are in the process of upgrading to IFS CLOUD. we are going for remote deployment setup. we have many folder structures defined for different classes in  docman and we do the replication between sites using third party application (Resillio), we have a few concerns.will there be any issue in creating the folder structures in IFS Cloud File Storage setup? Is there a issue if we use third party applications to access files in IFS Cloud File Storage? adobe, ms word, etc Any other limitations regarding remote deployment? like are the files/file names encrypted during storage in IFS Cloud File StorageThank you

Hi Docman experts,I am working with a customer who wants to migrate documents from SharePoint to IFS Cloud.Could anyone advise on the best way to do this? I found a few posts mentioning the CreateAndImportDocument API, but I would appreciate any guidance or best practices from those who have done this before.Also, what is the recommended approach for creating the object connections? Should these be handled separately through another script, or is there a better method?Any help or suggestions would be greatly appreciated.Thanks,Chamath

We have a lot of outlook messages daily to upload into IFS Cloud but we’ve been facing problem in some cases. If the recipient is unknown then outlook presents the name with single apostrophe(see picture).With this we can’t import message to to IFS Cloud using IFS Document Management addon.Error appears because Title in Document Management leaves empty.  

In Doucument Revision we have added a custom field for ‘Contract Date’. This date field works a little different than standard field ‘Letter Date’ - the date has to be set, which requiers an additional click:Any ideas on how to avoid this extra ‘Set’, so the field works the same way as ‘Letter Date’: 

Hello, Where can I find a procedure on copying a product structure from one part to another part in IFS Cloud?

I have create a folder and would like to upload multiple documents to that folder. the Create Document allows for multiple files but does not allow adding to folder, while Create Document Assistant allows for adding to folder but does not allow upload of multiple documents/files. Please assist.

Please guide me through to get rid of following error and to succeed with the deletion of this record.Thanks/ 

Hello Community,I am trying to transfer the attached document from Register Arrival Page to Manual Supplier Page.As a result i have created the following Object Connection Transformation . But it's not working. Can anyone guide me the correct configuration for this.  

Due to a storage space issue, our customer recently moved their files from the database (DB) to File System Storage (FSS).Since then, users have been receiving the information message shown below when accessing documents, and it is causing delays when viewing them.After researching the IFS Community, we found that this behavior may be related to the "Enable File Scan to Detect Malware" parameter in the System Parameters window. The suggested workaround is to disable this setting. However, due to security considerations, we do not want to disable malware scanning at this stage.We have also attempted refreshing the system caches, but the issue persists.Current version :25.1.5Any guidance or recommendations on how to resolve this issue while keeping malware scanning enabled would be greatly appreciated.