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Why am I getting ‘No daily log book exists for that date’ error message when I start doing reception for new File in Ipas WEB?


Daily Log book is not activated for the selected date. To active daily log book complete following steps:

a)     Login to IpasAdmin

b)     Create new Daily Log Book for this day

c)     Open this Daily log book.

Now you can login in IpasWeb and start reception for any new File.


Why my document’s status is toBeCertified instead of toBeScanned?


lifecycle.xml needs to be copied into Nuxeo/templates/postgres/nxserver/config folder


Why am I getting ‘The e-doc type configuration in the user document type UCLE is missing’ error while receiving user documents?


E-Doc is not configured for this user document type. To configure e-Doc follow following steps:

a)     Open designer

b)     Select this used document from left section which will open properties tab

c)     Select appropriate e-doc type and e-doc sequence.

d)     Save this configuration in xml file.

e)     Import this updated configuration xml file using IPAS Manager (While updating configuration, domain and EDMS must be stopped).


Why my I getting page not displayed/found when I click on EDMS link in IpasWeb?


There might be multiple reason as follows:

a)     Check if Nuxeo is running or not.

b)     Check if Nuxeo connection properties are given in This file is located in AppServerDomain/config/ folder


Why am I getting ‘The office document is in a status which not yet mapped to the EDMS module’ in IpasWeb while adding ‘Notified’ action for Office Docs workFlow?


Because Document Origin is not configured. To configure this, follow following step:

a)     Open IPAS Designer

b)     Select Reception from View List.

c)     Under Document origin, click on appropriate value which will open properties box in right.

d)     Provide E-Doc seq, E-Folder seq and E-Doc seq for Office Doc


Why my I getting ‘No mapping found in config table CF_MAP_EFOLDER_SEQUENCE for file sequence DZ and file type P’ in IpasWeb while I am receiving new file for patents?


Because mapping between file seq/type to e-folder/e-doc seq is not working. Refer below configuration screen. Configure as follows:

a)     Open IPAS Designer

b)     Select E-Doc from View List.

c)     Click ‘Map between file seq/type to e-folder/e-doc seq’,  from left option and click on ‘Select’ option.

d)     Provide File seq, File type, E-Folder sequence and E-Doc sequence


Why my I getting ‘The e-doc type configuration in the application subtype TP/TP is missing P’ in IpasWeb while I am receiving new file for patents?


Because E-doc mapping is configured. Configure as follows:

a)     Open IPAS Designer

b)     Select Application from View List.

c)     Under PCT Patents, click ‘Subtypes of this application type’, from left option which will open propers in right side window.

d)     Provide Specific E-Doc type and Generic e-doc type. Refer below image




While creating new patents, following error might occurred shown in screen. To resolve this error, input should be provided for Title and English title as shown in below image.





After adding new user document and configuring edoc, why am I not getting newly added user document in reception?


Document origin configuration might be missing. Refer below image.




What is Generic e-doc type?


It’s required for back file. Select back file option if available.




Error while receiving new user doc ‘IP_FILE_SECTION’


To resolve this error, we have to update following query to update file section number:

/* This script changes the "file section nbr" from 0 to 1 */
/* IPAS Centura creates file sections with 0, but IPAS JAVA expects them with 1 */

alter table relacion_legajo disable constraint relacion_legajo_fk_legajo;
update ip_file_sections
update ip_delivery_files
alter table relacion_legajo enable constraint relacion_legajo_fk_legajo;


Please remember that these "file sections" are used to manage large files which may be split into several "volumes" and then each "volume" is managed as a separate physical entity for deliveries between office departments.


 Exception thrown when we were trying to add files to a process group:
java.lang.NullPointerException at IpasWeb.ProcessGroup.Edit.ProcessGroupEditControllerImpl.pageSetupSelectProcessesToAdd( at IpasWeb.ProcessGroup.Edit.EditProcessGroupDataAddProcesses._pageSetupForAddNewProcessToGroup(

at IpasWeb.ProcessGroup.Edit.EditProcessGroupDataAddProcesses.execute(


 Open your configuration and check if there are any process that don’t have any workflow defined


Sometime application is very slow, what to do?


No permanent solution because there would be many reason, but re-building all user indexes could speed up the performance.


Automatic Actions not running, how to check?


Enable logs and check the logs. For manual check through query fire following query to get reference. Because file having expiration date after reference date will be considered for automatic action.

Query to get reference date from daily log table used for Automatic action:

SELECT max(daily_log_date)
FROM ip_daily_log
WHERE userdoc_capture_ready_date IS NOT NULL
  AND affected_files_ready_date IS NOT NULL
  AND ind_closed='S'
  AND ind_open='S'
  AND doc_log='E'
GROUP BY doc_ori



In Ipas 2.7, Office doc is not created while edms is activated


Check CF_DOC_ORIGIN.OFFICDOC_EDOC_SEQ, this should not be null.


Getting CRC error while starting Ipas Manager and shutting down the IpasManager.


Some table name added/removed or column added/removed directly from database. Revert these changes.

Q17During loading backlogs data trademark using Madrid, what types of issues can be encountered and what are their solution?

From the exercise of loading 300,000 Madrid transactions, following problem occurred.

Error Message TypeTransaction CountResolution
Vienna Class Not Found79Add Vienna class using Designer and import in IPAS
Country Code Not Found2520Add missing country code using Designer and import in IPAS
Column Length insufficuent9Increase length of column (IP_MARK.BASIC_FILE_REF and IP_PERSON.PERSON_NAME) to 1000
Null3253This will be automatically resolved once above problem is resolved.


Nuxeo is using the default password for the profile(Administrator), If the office wants to change that password, the system starts to give the following error:

03:30:00,141 ERROR [EventJob] Authentication Failed
04:00:00,018 ERROR [EventJob] Authentication Failed
04:30:00,019 ERROR [EventJob] Authentication Failed

Nuxeo is saving hard code value of password in xml file.

How to change Nuxeo's default password and get rid of above errors?


If for security reasons the Administrator password has to be changed, the password has to be updated on the following files:

  {nuxeo-home}\nxserver\config\nxmail-scheduler-config.xml (1 hit)

    Line 10:       <password>Administrator</password>

  {nuxeo-home}\templates\common\config\nxmail-scheduler-config.xml (1 hit)
    Line 10:       <password>Administrator</password>

Once the password is manually updated (by editing those files), the error messages on Nuxeo Log screen no longer appear.


How to migrate historical information from a legacy system to IPAS (e.g. log changes)?


One plausible solution is to use “note actions”;  that is, actions with ACTION_CATEGORY = N.  This can be accomplished by configuring one “action type” for each type of “historic event” that is intended to be migrated.  Appropriate labels for the five notes fields that can be recorded in each action must also be configured.


As an illustration, let us say that a legacy system includes “physical movements” of files, and for each such movement there is a person requesting the file, the date on which the person placed this request, the person sending the file, the person receiving the file, the reception date, the date of the last document included in the file folder, and some optional notes.  In order to migrate these information from a legacy system to IPAS, the following should be configured:


  1. An “action type” with code such as “XYZ” and name such as “Physical movement”;  and
  2. To decide where to “migrate” each and every piece of information available in the “legacy movements”, for example:
  • the reception date, which is clearly the date on which an Office wants IPAS to show this event in the workflow, is migrated to the “action date”.
  • the person requesting the file and the date he/she places this request, could be migrated to the NOTES2 field, by configuring the label “Sending person/date” for this field in action XYZ.  For example, value “John Smith – 04apr2003” could be migrated, and this means that it may be necessary to “convert” the information in the legacy system (which may be a user number and not the name) into something adequate.
  • the person sending the file, could be migrated to the NOTES3 field, by configuring a label such as “Person sending” for this field in Designer.
  • the person receiving the file, could be migrated to the NOTES4 field, by configuring a label such as “Person receiving” for this field in Designer.
  • the date of the last document included in the file folder, could be migrated to the NOTES5 field, by configuring a label like “Last date in file folder” for this field in Designer.
  • The optional notes could be migrated to NOTES1, by configuring a label such as “General notes”.

It is important to note that there are only five notes fields for each action type.  Therefore, it may be necessary to “overload” NOTES1 (which is the only “long” field) with several pieces of information, for example, one could generate several lines with a descriptive prefix and the data, plus a carriage return/line feed (or a <BR> HTML tag), so that IPAS will display the lines nicely.  Please also note as NOTES1 field will be displayed by IPAS as HTML, one may use HTML tags to show bold data, or could even include HTML tables for complicated data.


Please also note the same process above should be undertaken for each and every "historic event type" that an Office may have and want to migrate; for example, the details of all the "bibliographical data updates" that have been taken place in its legacy system.


How to migrate old publication data from a legacy system to IPAS?


Two mechanisms/tools may be used for migration of “legacy publications” to IPAS separately or simultaneously.  The mechanisms/tools are:

a. The “publication date” and “publication notes” fields in the mark and patent migration tables.

b. The generic “note actions” mechanisms.

The first tool sets the “publication date” in the file itself, therefore IPAS considers that the file is no longer under confidential.  For example, the patent can be included in an ST.36 export batch, etc.  This data is however only shown as part of the bibliographic data and not in the workflow.

The second tool has an impact on the workflow.  An IPO may configure two “action types”, for example, “First historic publication” and “Second historic publication”, and use the corresponding “notes” fields to migrate all required data (apart from the date and user, which are already covered by specific fields in the migration tables) such as the “historic journal number”, etc.

Please note that the “action types” related to “publications” may be configured so that they are included in a special “publications list” which is displayed next to the “publication tab” for patents.  Additional details can be found in Section 13.2.6 (Multiple Publication) of the IPAS Administrator’s Guide.


How to insert the whole user document after receiving the reception?


Sample java code to receive, read and update the user document is here.

On reception of the user document, insertion happens automatically. User do not have to insert document separately.

Q.22How to customize IPAS receipts?
ADetails information and instructions are here.
Q.23How to capture the required details for a user document with IPAS for a change of ownership/representative?

Details information and instructions are here.

Office Word
nameData Capture of user doc for Change of Ownership or Representative.docx



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