Lately there have been cases when Job card Description files got corrupted. After checking out such a corrupt Job card Description file, the file appears as newly generated and all the added text and pictures are gone.


How it works:

  • Files from IFS are checked out to your checkout folder. Path to your checkout folder can be found here:

    Your local Check-Out folder is set to IFSCheckout on your OneDrive. You can use File Explorer to explore the files in the Check-Out folder:
    Edit/Check out
    Files opened for Edit/Checked out from IFS will be placed into your     Check-Out folder.
    Upon check in, the file will be deleted from the     Check-Out folder
    View
    When opening file for View, it is placed into "Temp" folder under the Check-Out folder: C:\Users\sc-...\OneDrive - Apply AS\IFSCheckout\Temp
  • For a file to be checked in to IFS with success, the whole file must be saved in the Check-Out folder first and than the file must be checked in to IFS. In other words, both your pc and IFS must have contact with the Check-Out folder.
  • If the file is checked in to IFS before it is saved in the Check-Out folder in its entirety, it becomes corrupt.
  • If you cannot explore your Check-Out folder with File Explorer or Word/Excel/PowerPoint is hanging when saving the file, it is possible that there is no connection to your Check-Out folder. Check your internet connection, if it is ok, contact Advania. There must be a connection between your pc and your Check-Out folder.
  • If your file is corrupt and you have no older revision to go to, explore your C:\Users\sc-...\OneDrive - Apply AS\IFSCheckout\Temp folder. If you have opened your file for view before it got corrupted, you will find it here.


Issue:


  • Lately we have seen an error message coming up when opening Word, Excel or PowerPoint documents with macro for view. For security reasons it is not possible to open these documents from SharePoint anymore, but the file is still placed into C:\Users\sc-...\OneDrive - Apply AS\IFSCheckout\Temp folder upon attempt to open it for view. You can find the file in the C:\Users\sc-...\OneDrive - Apply AS\IFSCheckout\Temp folder, copy it on your local drive e.g. C:\IFSTemp and you will be able to open the document.
  • This issue will be partly solved after installing the new version of Addovation, it will be possible to generate a pdf document while checking it in the Word, Excel and PowerPoint documents. Addovation (IFS Office Automation) 5.1.612 is currently being tested.



The following tips can prevent your file from getting corrupt and save your time and work: 


1) When editing a file in Word/Excel/PowerPoint, use the Save button from time to time and especially before you want to check in your document. 



2) Don't try to check in the document with "Check in" button from IFS when Word/Excel/PowerPoint is hanging upon saving the document. Read the "How it works" part and make sure you have contact with your Check-Out folder. You might need to contact Advania.


3) Use the "Check In Existing" button under Addovation in Word/Excel/PowerPoint, NEVER close Word/Excel/PowerPoint to check in IFS documents.


4) You can check your file in the Check-Out folder. When it comes to size of the file, does it look like the whole file has been saved?


5) Make the files as small as possible, compress the pictures before pasting them into the document. The bigger the file is the longer it takes to save, check out and check in the document.


6) It is a good idea to copy the whole file content and paste it into a file that you store locally. Do it from time to time and especially when you're adding a lot of text and pictures. This will save you a lot of time and work if the file gets corrupt.


7) For viewing only use "View File" instead of "Edit file". This will create a backup file in your Check-Out path\Temp folder.



Working with pdf files:

Pdf files are also placed into Check-Out folder (when opening them for editing) and "Temp" folder (when opening them for view).

However to check in the document you must use the "Check In" button in IFS. Addovation add-in is only available for MS Office and not for Acrobat.



Exploring IFS documents:

You can open IFS document in "Document Revision" screen and explore its metadata.


Buttons for working with the document:


What IFS objects is the document connected to?


Is the file there?


Who was previously working with the file and is someone working on it now (File Status)?