Tips and Tricks for 
Create and Maintain Document

Below is a list of tips and tricks for the Create And Maintain Document course. Click one of the items below to see information that may be helpful to you as you take the course.

Installing IFS Document Management

• Contents Search
• File Server
• E-Mail Notifications and Event Server

System Setup

• Document Classes

Document Connections

• Make Object 'Document Aware'

Use IFS Document Management

• Together with Business Modeler
• On Your Intranet

Contents Search

You can search for document contents in IFS Document Management. This functionality requires that an index server is installed. Correct installation is explained in the Release Notes of this module.

File Server

The document files are stored on a file server when checked into the document management system. This file server must be installed separately, and is not part of the IFS Document Management installation script. We strongly recommend using an FTP repository for highest security. Path, User ID ,and Password to the FTP repository are then entered as Basic Data in the IFS Document Management module, creating the connection between the file server and the application.

E-Mail Notifications and Event Server

When sending out a document on approval, or when distributing a document, the recipients can be notified by an e-mail. To do this, you need to:

1. Install an event server.
2. Install the .ifm files that are part of the release.
3. Define the user's e-mail addresses, both in the Persons window and in Create User  window .

More information about the event server can be found in the Release Notes.

Document Classes

A common question is "What document classes should we have in our organization?". This question does not have a simple answer. All companies have different needs and therefore different types of document classes. We can, however, offer you some advice in this issue:

• Use document templates when creating documents, and have one document class for each template used by your organization.
• Do not have too many or too few document classes. Each user should not have to choose between more than 10-15 document classes.
• Do not create a "miscellaneous" class. This might result in too many documents ending up in this class and hurt the organization of your documents.
• Remember that it takes some time to organize documents and create document classes. A good classification of documents helps you more effectively manage your documents. Furthermore, it can be quite hard to change the classification once the system is up and running.

Make Object "Document Aware"

All documents should be connected to the business object(s) they describe. To be able to connect a document to an object the object need to be "document aware". Not all business objects in IFS Applications are "document aware" by default. To do so, follow these steps:

1. Find out the LU-name of the object.
2. Navigate to Object Connections.
3. Populate the form.
4. Enter the LU name (logical unit), view name and package name of the business object in the corresponding fields.
5. In the Service List field, enter the following text:

DocReferenceObject^

7. Save and refresh.

Business Modeler

If you are a practiced Business Modeler user, you know that you can create process models in that tool and connect documents to the processes. What you may not know is that these documents can be located in IFS Document Management. Creating a direct link from Business Modeler to IFS Document Management allows you to get the latest revision of a document and avoids having to update links when the document is being updated.

Documents on Your Intranet

In the same way as you can connect documents in IFS Document Management to the processes in your process diagram, you can create links from your intranet to the Document Management system. To do so, the people who should view the documents must be users of the IFS Document Management System.