Document Management (DocMan)

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.

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 Regards PetaKu

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?? Thanks Chamath

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_TAB IFS Tech documentation Cloud File Storage - Technical Documentation For IFS Cloud Documentation 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 below 3.0 Can we use Cloud F

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?

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: Forbidden I 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?

I am missting the drag and drop option when creating new documents in all of our nordic presales environment on 21R2 - running in Chrome. If I run in Edge it works Wondering if I am missing a setup somewhere - or if I am experiencing a bug My Create New Document form looks like this in Chrome and like this in Edge:

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 Customer is using File Storage in IFS Cloud. There are currently two application messages on failed status with error message: " ExecutionException from Sender thread Caused by: ifs.fnd.connect.senders.ConnectSender$TemporaryFailureException: Exception while sending data Caused by: ifs.fnd.connect.http.InternalServerErrorException: InternalServerErrorException: 500#{"error":{"code":"ODATA_PROVIDER_ERROR","message":"An internal server error occurred. Contact administrator.","details":[{"code":"PROJECTION_IMPL_EXCEPTION","message":"Error when moving document from DB to File Storage. [File Name: invoice_image : Failed to Lock the File. File 'invoice_image' was not moved since it is in state '']"}]}} " What could be the reason for this certain error? product version- 23.2.17 Thank you

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 th

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 ?

We have a need to search the content of documents for certain document classes. Is there any plan in Docman to build AI service to ask questions against docman documents.

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 an

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 a

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

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

Hi, I think most Docman users on IFS Cloud or Aurena on Apps 10 have found that things becomes nicer when the Aurena Agent is installed. It enables features that makes the IFS Cloud on par with what we could to on IFS Enterprise Explorer in Apps 10 and earlier. Having said that, the Aurena Agent is not without problems. It needs to be installed, to begin with, and it's "an extra technical thing" that can break. We would like to understand for what purposes our customers decide to install the Aurena Agent. Here's a list of features that becomes possible when it's installed: Deleting local files. This is a good thing for customers that want us to remove a local file after it has been checked in (uploaded) to IFS Cloud. They don't want to have "files lying around." Directly open a downloaded file. Web browsers can open a file that was just downloaded, but it's up to the user to set that up and not something we can control from IFS Cloud. With the Aurena Agent we can make sure it always ha

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, 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

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