Document management FAQ
Find questions about document records, attachments, access, and file handling. Distinguish document metadata from the underlying file and identify the affected client or process before applying an answer.
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Release note: These answers include IFS Cloud and older IFS Applications topics. Confirm the product and release mentioned in each answer. They are written explanations, not procedures verified in an IFS environment.
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46 questions · page 1 of 2
Drag-and-drop is missing from the Create Document form in one browser but works in another.
Where should we configure the archive location for a category of documents, like delivery notes?
An approval process using an approval template fails with an unhandled security-checkpoint error on some object types but not others.
A "zoom to" navigation link from a document or approval record doesn't bring up the target record's data.
The report/PDF archive table has grown very large — is that expected, and can it be pruned?
Is the FTP-based document repository option still supported, or has it been removed?
What does the "WEB_SITE_ADDRESS" parameter in Document Default Values actually control?
Attached documents don't merge into a printed invoice as trailing annexures the way the report rule configuration says they should, even though the configuration looks correct.
Where do we configure a group to be automatically added when a document of a specific class is added?
How do I let users attach documents to both the header and the lines of the same business object (e.g. a customer order)?
Is there a way to make a printed/downloaded document (like an invoice or PO confirmation) use a meaningful title — e.g. including the invoice or PO number — instead of IFS's default generated filename?
Where in Document Management is the 'Association Category' basic-data value actually used — it's visible as basic data, but there's no obvious place to connect it to a document?
What's the right way to attach a document stored in Document Management (EDM) to an email sent from PL/SQL (e.g. via Command_SYS.Mail), when the attach_ parameter expects a file path rather than the document's own storage reference?
The Attachment bar (needed for Document attachment and Approval Routing) doesn't appear at all on the Payment Addresses page in Aurena, even though it's visible on the equivalent screen in the IEE client.
Aurena Agent's documentation is fairly limited — what is it actually designed to be used for? Is it a general-purpose framework for launching external applications with parameters from a command group or macro?
Is there an existing API function to count how many attachments of a specific Document Class exist for a given record (e.g. attachments on a Customer Invoice), rather than writing custom counting logic from scratch?
Document Management's FTP repository server was moved to a new host with a new IP address — what steps are needed to update IFS so existing document links don't break, and is there a documented step-by-step process?
Is it possible to automatically print off all documents attached via Document Object Connections for a given object (like a Customer Order) as part of a custom workflow, triggered by a custom event?
What's the recommended frequency for Search Domain synchronization and rebuilding (for example, for Document Management), and is rebuilding something that needs to happen routinely?
Approving a document revision (moving it from Preliminary to Approved) fails with a certificate error, even though the document is stored on an FTP server that has no certificates installed at all — tracing the error shows it originates from a file-size check in DOC_ISSUE_API via Plsqlap_Server_API.
DocumentContent Application Search silently fails to return any results for documents that are confirmed to be indexed (the DocumentContent and related Search Domains are all active, no background jobs are failing, and no error appears anywhere) — the same setup works correctly in one reference environment but not in DEV or customer environments.
Document Management has been storing documents directly in the Oracle database, and that's now driving significant database growth — backups and development-environment refreshes from production are both taking noticeably longer as a result. Is it worth moving the Document Management repository out of Oracle, and what should you expect if you do?
A batch of E-Invoice PDF attachments on Customer Invoices (generated automatically when invoices were sent) throw an error and won't open when double-clicked, while the invoice records themselves are otherwise fine — is there a way to repair the corrupted attachment file itself in Production?
Creating a new document through the IFS document wizard fails with an error for one specific user, while other users can create documents without issue.
Background jobs are failing, and attempting to drop and recreate a Search Domain's underlying index (like ACTIVITY_TIX or DOCUMENT_CONTENT_TIX) reports that the index doesn't actually exist — even though nothing was intentionally dropped.
Search with Keywords stops working for a specific area (like the Customer database) on an on-premise environment — what's the actual procedure to drop and properly rebuild that Search Domain's index from scratch, step by step?
A document attached to a Supplier record in EE (Apps10) doesn't show up at all when viewing the same Supplier in Aurena — is this a bug, or does something need to be manually configured?
Is it possible, via configuration, to have all of an invoice's DocMan attachments automatically inserted at the end of the generated Invoice report PDF, so printing the invoice produces one single combined PDF (the report plus every attached document)?
Enterprise/Application Search (the free-text search for finding and navigating to business objects without knowing exactly where a piece of text is stored) isn't returning any results — is there additional setup required for this to work?
Purchase Order attachments/documents need to be included on the email generated from the Print Dialog's 'send email' option, not just the separate PDF_REPORT_CREATED event flow — is there a supported way to attach existing documents to that Print-Dialog-generated email?
Is it possible to enable document Attachments on the User screen itself (for example, to keep a record of a departing user's exported permission grants), and are there any restrictions on what file types can be attached?
The file server hosting a 'Shared' (file-server-backed rather than database-backed) EDM/document repository just had its IP address changed — how is the repository's configuration updated to point at the new address?
A Document Text configured on a non-inventory Sales Part is supposed to automatically pull through onto any Customer Order/Invoice created using that part, but it isn't appearing on the printed document at all — what's missing?
Can a Document Macro (DMS/Docman's Word/VBA automation feature) pull in field values from a different business object than the one the document is directly attached to (e.g. a document attached to a Purchase Order needing a Manager field that actually lives on the Project LU), and can the macro apply conditional logic to decide what value to insert?
Is it possible to include a working hyperlink to a Document Management attachment inside a CSV export (e.g. from the Manual Supplier Invoices screen), so a user can click it and open the attached document directly from the exported file?
How do you enable Attachments on Customer Credit Management Notes, since there's no obvious setting visible on that specific screen?
Is there a rule-of-thumb size threshold for when document repository storage should move from BLOBs inside the Oracle database to an external file server instead, given a large total volume of documents and/or large individual files?
Is it possible to do a full-text search to find documents stored in IFS's Document Management, and does it matter whether documents are stored inside the database or in an external location?
In Apps8, what are the best practices for attaching external files, like emails or pictures, in Document Management when there's no real need to manage revisions or approvals for them — is it necessary to push this kind of document into 'Released' or 'Approved' state, or automate that transition?
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