Managed Documents

Use the ServiceNow® Managed Documents application to control electronic documents within your instance.

After parameters have been set by the administrator and the Knowledge Document plugin installed, documents can move through the managed document cycle.

Important: From Yokohama onwards, the workflows have been configured and standardized to follow the new workflow and design experience.

Existing customers can continue using deprecated OOB workflows, but ServiceNow recommends adopting the new OOB flows. Custom workflows will still be supported, while customized OOB workflows are deprecated, with a recommendation to switch to new flows. Customers can also create workflows, though ServiceNow advises using flows for new requirements.

• Managed Document features
  Managed Documents is a lightweight, ITIL-based solution for creating and managing electronic documents within your instance.
• Managed Documents plugin
  This page describes the applications and modules, database table structure, scripts, and roles.
• Knowledge Document plugin
  The Knowledge Document plugin extends the Managed Documents plugin by providing the functionality for managed documents to be published to the Knowledge Base.
• Create a document
  After Managed Documents parameters have been set by the administrator, documents can be created, requested, checked out, edited, checked in, copied, and, if necessary, rolled back to an earlier version.
• Create a new managed document record
  Configure the properties and policies for a managed document.
• Check in a document after making changes
  After making changes to a document, check the revised document into Managed Documents.
• Check out a document to make changes
  After a document is added to a managed document record, check the file out to make changes. Checking documents in and out keeps a record of document changes and ensures that only one person at a time is editing the document.
• Publish a document in Managed Documents
  After the document is reviewed and approved, publish the document within Managed Documents.
• Send a document out for review and approval
  When a document is ready, send it out for review and approval. If a reviewer or approver is not identified in the document record, the document is moved directly to the publishing stage.
• Upload a document as an attachment
  After creating a document record, add the document to the record as an attachment.

Parent Topic:Document Services