Addovation Share - White Paper

Last Updated: 2024-11-15

Introduction

Addovation Share is a cloud-based application which is is compatible with both macOS and Windows. Users can take advantage of this web app directly from their macOS or Windows environment. This product is working in a similar way as Addovation legacy product Office Automation Suit (OAS) Search and Find feature with capability of accessing online. Further it allows users to perform check-in new document(s) and as new revision(s). Individual IFS users could access using Single Sign-On (SSO) authentication method and search document revisions which are accessible for them. Furthermore, it has an advanced search option to filter search results using parameters such as release level, date period for last action and only document revisions with the logged-in user involved. Addovation Share, users can perform:

  • Search document content
  • Search document(s)
  • Download document(s)
  • Open document(s) in SharePoint
  • Open in IFS Aurena
  • Edit Document(s)
  • Copy and Share link(s) with or without access limitation for later access from IFS Aurena, OneDrive, and Addovation Share Web App itself
  • Convert word document(s) to PDF
  • Convert multiple word documents to PDF and merge them into one PDF document
  • Merge multiple PDFs to a single PDF
  • Check-in document(s)
  • Check-in document(s) as new revision(s)
  • Check-out document(s)
  • Undo check-out
  • Search and list checked out documents
  • Get Template

Any customer with supported IFS versions could subscribe to Addovation Share product via Addovation Cloud Portal through a key account manager in Addovation and customize their preferences to experience the features in Addovation Share. Usage reports can be fetched using the portal on daily or monthly basis.

Architecture 123

Addovation Share System Architecture

Addovation Share User Authorization Architecture

Requirements

Subscription Requirement

A valid subscription key from Addovation Cloud Portal is required to provide authorized access to Addovation Share Service API. Please contact your Addovation Key Account Manager for more information.

User Account Requirements

  • Addovation Share uses Auth2.0 authentication protocol with enabled Single Sign-On mechanism using Microsoft Accounts. User accounts must be configured with given API permissions in Azure Active Directory.
  • User e-mail account(s) must have access privileges to IFS environment.

Azure Requirements

  • Azure Service is required to publish Addovation Share client.
  • If customer required to access documents via Microsoft OneDrive, the details of an app registration (Tenant Id, Client Id, Client Secret, resource) in Azure AD should be provided. Required API Permissions should be assigned to that app registration.
  • Azure AppInsight Key is required to register logs in Azure AppInsight.

IFS Information Requirements

  • The service requires IFS server URL.
  • Provided permission-set must be installed and users should be granted with relevant permissions.
  • IFS projections should be published, and endpoint must be presented along with required fields to configurations.
  • Data CRUD operations are performed using IFS projections, therefore Addovation Share API endpoint and Addovation Document Management API endpoint must be whitelisted in IFS environment.
  • A background job and indexing in the Oracle database needs to be put in place.

IFS Cloud Version Requirements

  • IFS Client Id, IFS Resource, Realm Id, IFS Authentication Endpoint and IFS Token Endpoint are required to generate user access token at the time of user sign-in using Microsoft SSO.
  • IFS Logout URL should be provided to facilitate user sign-out.

Networking Requirements

  • IFS server URL must be accessible for Addovation Share Service API.

IFS Projections Publish Requirements

If Addovation publishes IFS projection on behalf of customer, then following information are required

  • Customer Virtual Machine access details
  • IFS server host name with port
  • Service name
  • Oracle Username and password with necessary privileges.
  • Schema Name

Azure Configuration Requirements

  • If customer wish to publish Addovation Share client on their premise, an azure portal is required with a subscription and subscription pricing plan which allows to create and maintain following resources;

    • Resource Groups
    • Azure Insights
    • Log Analytics Workspace

  • Windows Operating system should support in azure portal alone with .Net 5 or higher for app services.

OneDrive Requirements

If customer required to access document via Microsoft OneDrive, then following requirement should be fulfilled.

  • Azure AD App Registration
  • If customer requires to edit, view and share OneDrive links, then end user should have access to OneDrive and external sharing option must be Allow sharing with anonymous guest links and authenticated user

IFS Support Requirement

We currently support the following ERP systems:

  • IFS Cloud™ 21R1, and later
  • The cookie/header size limit must be set to 16kb or higher

GDPR Compliance

Addovation Share from Addovation obeys regulations controlled by GDPR and communicates in the same way as IFS Cloud.

The information that are stored by Addovation Share Client in Azure Insight logs are;

  • Status Code
  • Tenant Id
  • Client Instance Name
  • User Id (Email Id)
  • Access Method
  • Log Message

Information that are stored by Addovation Share API in Azure Insight logs are;

  • Status Code
  • Tenant Id
  • Client Instance Name
  • Access Method
  • Log Message

Addovation Share requires above information to monitor logs information, errors and warnings as per certain situation such as fail to search results or process any other functionality or IFS server does not response etc..to evaluate the reasons that stopped processing a user request.

Limitation

  • The Basic SearchThe has a maximum limit of 150 records/results per search.
  • Basic Search is restricted to displaying records from the past 90 days, emphasizing a limitation on the search results time frame.
  • The Basic Search function retrieves documents exclusively related to the currently logged-in user.
  • The Advanced Search has a maximum limit of 150 records/results per search.
  • The Advanced Search feature produces results based on user-selected criteria.
  • Content Search fails to produce the anticipated results when the search criteria include symbols.
  • Content Search fails to produce the anticipated results when Excel has filters enabled.
  • Content Searchretrieves documents containing content from either the original document or its view copy.
  • A task must be scheduled for EDM_FILE_CONTENT_SEARCH_INDEX in order to search contents in newly checked in documents.
  • Any IFS return error or empty results will be returned with a 200 status code range to the Azure APIM gateway.
  • Subscription access monitoring is performed by Azure APIM.
  • Addovation Share only supports Single Sign-On (SSO) using Microsoft Accounts.
  • IFS Access Tokens are used to authenticate and authorize, however if customer required to access OneDrive facility a separate user sign in required with provided Azure AD accounts.
  • Addovation Share applies same restrictions and validations as configured IFS application.
  • Basic Data should be available before hand in IFS application to support full flow of the Addovation Share.
  • Editing, Viewing and Sharing document(s) using OneDrive supports only if the tenant has enabled relevant configuration and policies.
  • Empty files are not allowed to upload into OneDrive or IFS
  • The Product allows one document to check in at a time along with a view copy.
  • Document extensions should be matched with IFS EDM Basic file types to check in.
  • Documents with markdown syntax and file types might not check in to IFS through Addovation Share.
  • Document extensions should be matched with IFS View Document types to check in as view copy.
  • Currently, Create view copy enables only for .docx and .doc file extension.
  • Document file size with less than 35MB is allowed to check in.
  • 0 byte files are not allowed to upload into IFS.
  • Invalid configurations could give an invalid output.
  • Incomplete configuration might not provide expected output.

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