IFS Document Management can be used as a way of archiving executed IFS Business Analytics (BA) Excel-based reports. This page explains the concept and the settings that can be defined in IFS Document Management to the behavior of the archiving process.
To use IFS Document Management as archive/storage for these reports, and before you execute the report in Info Services, you need to create a new document title in IFS Document Management that can keep the archived report files.
When scheduling a report of the mentioned type in Info Services, you can specify the document number of the document created earlier. After doing this, each time the report is executed, a new revision of the document is created and a new Excel file is checked in automatically. The status of the new revision is then set to Released.
After the report has been executed and archived, you can view the connected Excel file like any other document file in IFS Document Management. Persons with the appropriate access to the document and to IFS Document Management can modify access to the document to make it available throughout the organization.
It is possible to control how previously released document revisions are handled by defining certain settings prior to executing the report. For example, you can define whether old revisions are set to obsolete or not as new revisions are created and released as well as controlling if old revisions are deleted or not. There is also a setting that stops deleting old revisions if there has been a change in the report parameters since the last execution. Changing these settings is done using the Report Archive Settings dialog box that appears when you use the Change report archive settings right mouse button menu option in the Document Titles window. For instructions and more information about the settings, see Define Document Report Archive Settings.