Document Management (DocMan)

Hi, When attaching a zip file, the system sometimes creates two files: "ORIGINAL" and "VIEW" in the "FILE REFS" tab in the document revision: The parameterization looks like this: A duplicate entry is visible in the edm_file_tab table. Does anyone know why the system creates "ORIGINAL" in most, and sometimes ‘ORIGINAL’ and ‘VIEW’? Best regards

What is it? The E-sign feature is available from IFS Cloud 23R2 (Cloud deployment only, Remote currently not supported). At its core it's an integration between IFS Document Management ("Docman") and Adobe Acrobat Sign. In order to send a document for signing you need to first upload it to Docman, release it, and attach it to some screen/business object. For details on the process, watch the video linked below. https://www.youtube.com/watch?v=Aed1j9VOPDU Agreements/envelopes When you send a document for signing to one or more recipients an "agreement" is created in Adobe Sign. The agreement acts like a container for the document and the list of recipients, and supports the whole flow from sending, signing and retrieving the signed document. As of 24R2, you can only send one document per agreement. An agreement in Adobe Sign is what other E-sign solutions sometimes calls "envelopes." IFS keeps track of every agreement that has been created and, to use a term that's more known and to kee

Hi, The RMB menu option “Copy Approval Template” is visible, but it is not in active to select in the Change Request window. Full Access has been granted, and the Approval Template records are also available. But still the option is not enabled. The user is in UPD 22. Expecting your thoughts on this. Thank you!

Dear experts, With IFS Cloud 22R2, when using the create document assistant, the view copy (PDF file) is not imported in addition to the original document. On the contrary, if I check-in a document from the document revision window, the both files (PDF & original) are imported. Is it normal that it is not working with the create document assistant ? I remember that in V8, it was working. Thanks for your help

I have created a document revision and add approval steps to create the approval routine within the department. I have disable the option ‘Update Allowed During Approval’. Because of that option any changes on the document couldn’t be performed during the approval. However, Access can be edited and changed during the approval process. Does anyone know the logic behind this behaviour or is it a bug in IFS?

For IFS Cloud installed 23R2 and 24R2, we have a customer who didn’t want to store some documents in Azure but in another location for confidentiality purpose. As the file storage is defined in the general help : IFS Cloud File Storage (File Storage, or FS for short) is a secured generic framework service which can be used to store and retrieve documents from different locations such as Azure Storage and local file shares . This service is especially useful when handling large files or large volumes of files. For more information about IFS Cloud File Storage, look it up in the technical documentation. Could you please confirm it is possible to define several locations including Locql File Shares ? Do we need then to follow : Installation Guide - Technical Documentation For IFS Cloud Regards

The doc class is getting fetched only in the header level when using the drag and drop option to attach files. But when the user manually attaching files by browsing, the doc class gets automatically fetched in both header level and line level. When drag and drop option is used. When manual browsing option is used. Need to know the reason for this difference between two options.

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, I need some help here. 😊I have tried various methods to set up the object connection transformation so that when we attach a document to the external supplier invoice, it should appear in the Man supp invoice. However, it is not working. What am I doing wrong? I would appreciate any advice. Thank you. Br Linda

Hello, I, and I’m sure I’m not alone, have the requirement to have a document connected to a Misc Demand or Misc No Part Demand be carried over to the supply which would be a purchase requisition line. IFS does not have a “standard” transformation for this. Has anyone defined a custom field that would carry from the demand to the requisition so that a normal transformation could be done? (Extend the target view??). Or, have written the SQL that could be used as a transformation method? Thank you Patrick

We are looking to upgrade to Cloud from Apps 10 in the near future. Is it possible to search the content within documents in Cloud (24R2 or greater)?

I would like to setup specific Document Classes to go through a default approval by our Document Manager. We are having trouble with users not selecting a template before submitting. Does this functionality exist? If not, does anybody have an idea of how I could do a custom event to complete this?

Our users have recently had some issues with the “Update Revision” setting on doc object connections, and i wondered if any other IFS users have had similar issues... On Doc basic (page) > Doc Default Values (tab) we set the “Keep_Last_Doc_Rev” setting to “R” (i.e. latest released revision). For the doc class in question, we also applied this same setting via the Doc Class management (page) > Doc Default Values (tab). We expected these settings to ensure that all doc connections for this doc class would follow that setting (unless a user intentionally edits the “Update Revision” field). Under normal circumstances, releasing a new Rev causes the old rev to become obsolete, and also causes the object connections to be moved to the Latest Released Revision (as expected) However, after a few weeks of running our process we found that several doc connections were set to “Fixed” instead of “Latest Released Revision”, and didn't really understand how it had happened (our users did not manuall

Hi, We have a custom filed in ApprovalRouting entity in IFS cloud. Is it possible to display it in the Approval routing section in the pages ? Page designer does not show the approval routing section for configurations. Many thanks for your inputs on this issue. Best regards, Uvini

Hi all, We’ll need to migrate a number of documents out of IFS, and we would like to verify the document size of these documents. Is there a way to see this in IFS? (working with IFS10)

Hello, maybe someone can provide more information how does Documents Copilot works? I read the document “ML-IFS.ai Copilot 24R2- Best practice guide - Internal version-160125-091502” and understood, that information of the document files of the documents uploaded into Data Lake are included into Copilot search of information. Firstly copilot searches information in IFS documentation, then in the files of the documents uploaded in Data Lake and then in user transactions. Information that I want to search really is in document file (PDF) that uploaded in Data Lake, but the query doesn’t find it. Document file “ML-IFS.ai Copilot 24R2- Best practice guide - Internal version-160125-091502” and my query was: What language supports copilot? This information in the document: Copilot answer: Why it doesn’t work? Or maybe I understand the copilot functionality not right? Steps are executed in Application service update: 24.2.3 Thanks beforehand:)

Hi everyone, I would like to create a Word document, attached on my screen. The screen I want to replicate is the steps tab in the wrok task screen : And I want to create this kind of chart on Word : With this rules : For each Object ID in the line, create a new independant chart, with the name of the object in the first cell (1) For each steps for this object, create a new line, with the step description in the second column (2,3) In the first column of each line, retrieve the media linked to the step line (We could have more than one photo) Do you think it is possible to do that using docman macros ?

Hello everyone, We have started implementing E-Sign on Cloud 23R2 and are experiencing problems loading .P12 certificates to be used in the digital signature process for Documents. The message “Error when importing certificate.” returns. I would like to know if there is any condition that must be met or if there is any interference from Azure in this process. If anyone knows of any tutorials other than the Cloud Documentation that they can share, I would be grateful. Sincerely,

Hello everyone, I would like to know if media elements (such as images, videos, or other attachments) in IFS Applications have a revision system. Specifically, is there a way to track changes to these elements, similar to document revisions? Additionally, I’m looking for a method to automatically send modified media elements to an external server whenever they are updated. Does IFS provide any built-in functionality for this, or would this require a custom integration? Thanks in advance for your insights!

We had just setup IFS file storage in a test Instance running 24R2, the problem is it saved files in docman folder with a random filename Anyone know how to setup IFS file storage so it save file in its own dedicated document class folder? Thank you very much, your help is much appreciated.

Hello, I have several questions about approval models. I've created a template with two approval steps and assigned it to a document class. As a user, when I’m in a screen like Purchase Order and I add a document with this document class: What happens to the visibility of this document? Can only the owner and approvers see it? Does the approval model restrict access in any way? What impact does this approval model have on the document? Does it change its status, permissions, or other attributes? When I attach a document to an object (e.g., a Purchase Order), is it possible to trigger the approval workflow automatically? From what I see, it seems that the document remains in a preliminary stage, and I have to go to the revision screen to start the approval. Is this the expected behavior? Thanks in advance for your help! Wishing you an excellent day.

Hi All, We have created a new repository as a file storage type to create a separate file location for docman files. Then we have created documents and could be able to add new documents to different screens without any issues. However, when we try to view or download the attach document it pops up an error after scanning for the document for so many minutes. What would be the issue here? Is this a bug ? Thank you!

Is it possible to connect the attachment on a Mixed Payment for a customer payment to the Customer Analysis payment ? We had numerous tries in the Object Transformation Connection screen but nothing seems to work. Any thoughts ?

I am getting the following error when trying to check-in a new revision. We updated all our SOP’s to a new format. The old file type was DOCX. We are now at a .DOC filetype. I get the error below. If I change it to the DOCX file type, it works. Why is this and is there a workaround???

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