Training
IFS Document Management
Introduction

What it does:
– Attach files to IFS objects (e.g. attach an CAD
drawing of a part to an inventory part)
– Control access to files allowing some to view
and some to change, etc.
– Track and control revisions of drawings or
other files.
– Maintain a history of file changes.
Examples:
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Attach photos to Sales Parts (e.g. EK-1315)
Attach PO confirmations to POs
Attach CAD drawings to part numbers
Attach invoices to customer orders
Attach email messages to projects
Attach equipment manuals to part numbers
Attach a single file to multiple objects
Attach related files do an IFS document folder
Training Agenda

The following topics will be discussed:
– How to set up document management on your
computer
– How to attach a document to an object
– How to check in a new document
– How to approve a document
– How to control access to a document
– How to view a document that has been
attached to an object
How to set up document
management on your computer
1.
2.
3.
To set document management up on your
computer you only need to select a local
directory for IFS to use for file
operations. This only needs to be done once
per computer.
Choose a file location on your local computer
for temporary storage of the files. (My
documents is a good choice)
In IFS go to Document Management/Basic
Data/User Settings
How to set up document
management on your computer
4.
5.
Click the Browse button and navigate to
the folder you chose in step 1
Click Ok
How to attach a document to an
object
1.
2.
3.
Open any object in IFS that has a paper
clip Icon available on the menu bar.
Click on the paper clip
This will open the Connected Objects
Window
How to attach a document to an
object
4.
Right-click in the detail section of the window
and select “Create New Document”
How to attach a document to an
object
5.
6.
7.
Select a document class from the list of values.
Enter a descriptive title name in the title field
Click OK
How to attach a document to an
object
8.
A new line will be created in the
“Connected Objects” window.

Result: A new document has now been attached to the
object. However no file is associated with the
document until the document is checked in.
How to check in a new document
1.
2.
Highlight the new line created in the
“Connected Objects” window.
Right-click and select “File
Operations/Check in document”
How to check in a new document
3.
4.
Select the appropriate file type in the “Choose
file for Check-in” dialog box and then navigate
to the file you want to check in.
Click Open.
How to check in a new document

Result: The file is now associated with
the document.

If the file is in its final version, it should be approved
and then access should be set so that other users can
view the file.
How to approve a document
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The file is now attached and it can be
checked out for editing before it is
approved.
Only one user can check out the file at a
time.
Once the file is approved it can no longer
be checked out for editing.
How to approve a document
1.
2.
3.
To approve the document:
Open the “Document Info” Window.
Highlight the new line created in the
“Connected Objects” window.
Right-click and select “Document
Info…”
How to approve a document
How to approve a document
4.
5.
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Right-click in the header of the document
window and select “Status/Approve”
The status field should now say “Approved”.
The file is now locked and cannot be edited.
To change the drawing, a new revision would
need to be created.
The last step is to give other users access to the
document. (if other users need to edit the file,
access will need to be granted before the
document is approved)
How to control access to a
document
1.
Right-click in the header of the document
window and select “Access/Set all Access”

All users will now have access to this file.
You can also grant access to individual users
or groups.
See help to learn more about granting access to
users.
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How to view a document that has
been attached to an object
1.
2.
3.
Open an object in IFS that has a
document attached to it.
Click on the paper clip
This will open the Connected Objects
Window
How to view a document that has
been attached to an object
How to view a document that has
been attached to an object
5.
6.
Highlight the item you want to view,
right-click and select “File
Operations/View Document”
The following window will appear:
7. Select “View Copy” then click “OK”
How to view a document that has
been attached to an object
8.
If you have viewed the file previously
you will get the following dialog box
9.
Click yes to view the document.