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Document Management (DocMan)

This will include questions related to document management.

  • 1,007 Topics
  • 4,305 Replies
1007 Topics
A
Sidekick (Partner)
Ashni NayantharaSidekick (Partner)
asked in Document Management (DocMan)
Questions about attachments loaded to IFS Cloud

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. 

60
A
Sidekick (Partner)
K
Do Gooder (Customer)
KayaDo Gooder (Customer)
asked in Document Management (DocMan)
"Error message: Forbidden" when uploading to attachments

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?

935
J
Do Gooder (Partner)
S
Do Gooder (Customer)
sodahuDo Gooder (Customer)
asked in Document Management (DocMan)
Document Revision not created when using .rep layout in Report Rule

Hello IFS Community,We’ve encountered an issue when using the .rep layout in a Report Rule with the action “Check In To Document Management”. Specifically, the Document Revision is not created or attached to the ProjectInvoice object when the .rep layout is used.In contrast, when using the .rdl layout in the same Report Rule, the Document Revision is successfully created and attached to the ProjectInvoice object.The Report Rule configuration remains unchanged between tests—only the layout name differs. Both layouts (.rdl and .rep) generate PDF results in the Report Archive, and the Report Rule Log confirms that the rule is triggered in both cases.Does anyone know why the .rdl layout works for creating Document Revisions, while the .rep layout does not? Could it be a configuration we’re missing?I’ll attach step-by-step for re-creating this.Best regards,Dana Husebø

171
S
Do Gooder (Customer)
Dumeesha Wanigarathna
Superhero (Partner)
Dumeesha WanigarathnaSuperhero (Partner)
asked in Document Management (DocMan)
Question about possible technical failure during document transfer from DB to FSS

Hi IFS Community, We are going to move documents from DB to FSS via ‘Transfer Document’ assistant. The customer is a live customer hosted in IFS Managed cloud and therefore we do not have access to File Storage. Then I have a major concern on what will happen if any technical failure happen ? Is there any chance of happening technical failure during the transfer.  I have analyze the code and here are my findings.Back ground job created for ‘EDM_FILE_API.Batch_Process’ and then execute Batch_Transfer_Handler_API.Move_From_Db_To_Fss. This create application messages to transfer each file to FSS. Then the IFS connect logic executes as below.I would like to check whether is there any chance of executing modifyLoactionName without executing actual logic for physical file transfer. The location Name in Edm_File_Tab will be changed when ‘modifyLoactionName ’ executes.  1.0 Can IFS RND consultant can check whether is there any chance of happening this ?2.0 Does any consultant among IFS communi

443
Dumeesha Wanigarathna
Superhero (Partner)
P
Do Gooder (Employee)
PamiDo Gooder (Employee)
asked in Document Management (DocMan)
Document Revision not created and attached to object when using the “.rep” layout in Report Rule.

Hi,Below is an issue raised by a customer,“Document Revision is NOT created and attached to ProjectInvoice object when using the “.rep” layout in Report Rule.”They need documents (pdf)  that will be produced from an operational report and attached to ProjectInvoice object and would like to use Report Rule to set this up.A Report Rule was created for the original PROJECT_INVOICE_REP with some hardcoded values for testing.When testing the print job functionality for the report_id_ := ‘PROJECT_INVOICE_REP’ and layout_name_ := 'ProjectInvoiceRep.rdl', the result pdf is visible in Report Archive, the document is created and attached to the ProjectInvoice object, so the Report Rule works fine.However, Document Revision is NOT created and attached to ProjectInvoice object when using the “.rep” layout in Report Rule.The result pdf appears in the Report Archive and it looks as expected, but no document has been created by the Report Rule.Why is .rdl ok to create Document Revision and .rep is no

90
P
Do Gooder (Employee)
H
Sidekick (Partner)
HoiIndikWSidekick (Partner)
asked in Document Management (DocMan)
Object connection transformation based on the Document Class

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

876
Mathias Dahl
Superhero (Employee)
M
Do Gooder (Customer)
MGDMONALIDo Gooder (Customer)
asked in Document Management (DocMan)
Arena Agent gives error when editing document

 

140
M
Do Gooder (Customer)
Pascal Rehnert
Do Gooder (Customer)
Pascal RehnertDo Gooder (Customer)
asked in Document Management (DocMan)
Subject: DMS, APP 10

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

90
Pascal Rehnert
Do Gooder (Customer)
Vernon Anderson
Sidekick (Employee)
Vernon AndersonSidekick (Employee)
asked in Document Management (DocMan)
A document parsing tool called MegaParse

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!

130
Vernon Anderson
Sidekick (Employee)
T
Sidekick (Customer)
Tharaka_DilanthaSidekick (Customer)
asked in Document Management (DocMan)
How to change/Edit Send to Colleague ID in APP9

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

80
T
Sidekick (Customer)
G
Do Gooder (Customer)
GrayHamDo Gooder (Customer)
asked in Document Management (DocMan)
Why do files upload with file type N/A?

I write to ask you if you, can explain, for what reasons - when a document is uploaded to IFS that the Original File Type may appear as N/A?I have tried viewing documents with Original File Type N/A and am unable to view them, I receive a "Restricted File Type" error when clicking View Document.My initial thinking on this would be that a user attempts to upload the document, something goes wrong in the file transfer process and as a result IFS ends up with an uploaded file that it cannot understand.Can you indicate:1) Are there any other reasons, besides an upload going wrong, that cause a document to be assigned file type N/A? If so, what are these reasons?2) Has IFS ever given consideration, if N/A file type documents are a result of uploads going wrong to presenting user with a prominent message saying something like:"Something went wrong with your upload. Users won't be able to view / download your file in it's current state"and for this message to provide users with a second chanc

762
G
Do Gooder (Customer)
LsyPawelZ
Sidekick (Partner)
LsyPawelZSidekick (Partner)
asked in Document Management (DocMan)
Is it possible to add subdirectories to a file storage repository?

I have a question. Is it possible to configure the repository of the "File storage" type in such a way that the files of attachments of different classes of documents are stored in different directories and not in one collective "Docman"?

22910
D
Hero (Employee)
R
Do Gooder (Customer)
Romain_SNPDo Gooder (Customer)
asked in Document Management (DocMan)
Relation between report archive and print manager

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

120
R
Do Gooder (Customer)
ROYIBRAHIM
Do Gooder (Partner)
ROYIBRAHIMDo Gooder (Partner)
asked in Document Management (DocMan)
Submitting many documents with one Approval Template

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.

362
ROYIBRAHIM
Do Gooder (Partner)
Darrin Nicholson
Do Gooder (Employee)
Darrin NicholsonDo Gooder (Employee)
asked in Document Management (DocMan)
Doc Man - viewing minor revision content change history

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

376
Darrin Nicholson
Do Gooder (Employee)
matt.watters
Superhero (Partner)
matt.wattersSuperhero (Partner)
asked in Document Management (DocMan)
View Command Availability and Access via Export License

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.

333
MikeCH
Hero (Employee)
NickPorter
Superhero (Customer)
NickPorterSuperhero (Customer)
asked in Document Management (DocMan)
How to change Document Class access to existing files?

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

405
NickPorter
Superhero (Customer)
F
Do Gooder (Partner)
Fouti28Do Gooder (Partner)
asked in Document Management (DocMan)
Condition Filter or condition visible for document folder

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

271
D
Hero (Employee)
A
Do Gooder (Employee)
asjausDo Gooder (Employee)
asked in Document Management (DocMan)
How to Integrate S/MIME Signing for Auto-Generated Transactional Emails

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

90
A
Do Gooder (Employee)
Chamath Kuruppuarachchi
Hero (Partner)
Chamath KuruppuarachchiHero (Partner)
asked in Document Management (DocMan)
IFS Cloud Document Repositories

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

31310
S
Sidekick (Employee)
Chamath Kuruppuarachchi
Hero (Partner)
Chamath KuruppuarachchiHero (Partner)
asked in Document Management (DocMan)
"Shared" document repository type in Cloud 25R1

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

714
S
Sidekick (Employee)
NACSHU
Do Gooder (Partner)
NACSHUDo Gooder (Partner)
asked in Document Management (DocMan)
IFS CLOUD - Docman - Shared repository problem

Hello Everybody,I would like to ask for your help on the following topic.I would like to create a "Shared" repository in version 24R2. (I have already reviewed the available notes on the community, and I know that this function is marked as deprecated). Setup steps:I set FTP_SHARED_OVERRIDE to FORCE_ENABLE_DEPRECATED_FEATURE.I set Repository Address ( \\<server>\<shared>) +user-pw( the password does not contain the following characters:  /*-+!@#$%^&*(){}[].)I created the folders.I created a Repository:Test repository: What other settings are worth checking?Thank you in advance for your help.Nandor

461
NACSHU
Do Gooder (Partner)
dfsjmarchant
Sidekick (Customer)
dfsjmarchantSidekick (Customer)
asked in Document Management (DocMan)
File Sizes of Uploaded Files - Doc Man

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.

233
Mathias Dahl
Superhero (Employee)
A
Sidekick (Partner)
AbdessamadSidekick (Partner)
asked in Document Management (DocMan)
Question about document management - modification

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

211
Mathias Dahl
Superhero (Employee)
P
Do Gooder (Customer)
PetaKuDo Gooder (Customer)
asked in Document Management (DocMan)
Object connection transformation based on the Document Class

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 

342
Mathias Dahl
Superhero (Employee)

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