Document File Repositories

Electronic document files in IFS Document Management can be stored in the database (as a Binary Large Object/BLOB), in FTP sites and in shared directories.

It is recommended that database storage is used. This makes it possible to store and manage document files belonging to IFS Document Management in the Oracle database where the rest of IFS Applications is installed. Database storage increases the general security of the document handling, prevents unauthorized access and lowers the administration and maintenance costs that incur as a result of having to manage a number of applications and environments.

Shared repositories are shared directories on the network and FTP servers use the File Transfer Protocol services to receive and store files.

The following is a table comparing the different file repository types, the advantages and disadvantages and the clients that support them:

Repository Type Advantages Disadvantages Clients
Shared
  • Simple to setup
  •  Very insecure
  • Windows (DOCMAN)*
FTP
  • Stable and familiar technology.
  • Secure in web client.
  • Better security than Shared.
  • Complex to setup.
  • Not secure in windows client.
  • Windows (DOCMAN)
  • Web (DOCMAW)
  • Extended server APIs
Database
  • No setup required.
  • Very secure.
  • This is a requirement for SOX support (file logging) and document file content search.
  • Makes the database larger.
  • No easy backend access to separate files.
  • Windows (DOCMAN)
  • Web (DOCMAW)
  • Extended server APIs

* Shared file repositories under IFS Enterprise Explorer are only supported if the application server has full access to the shared folder, either through a mapped drive or a UNC-path. Note that the way the server runs might affect whether it has access or not to the network share in question; if the server runs as a service, for example, it might not use the same account as it would if it is run directly by a script.

Entering a Repository Address and Path

Moving files from one repository to another

The Change Document Repository enables you to move files in a repository in status Usable to a repository in status Generating.