Document repository

In the Document Management application, you can create, view, update, share documents in the document repository. When new documents are created, they’re placed into a record with metadata such as name, description, type, and so on. The record contains all the versions of the document so you can track and update the documents.

You can access the document by opening one of its versions. A document can contain numerous versions. The document record contains references to the documents and not contain actual document files.

When you want to add a document to a record, upload it as an attachment. Each time you update the document, you can create a new version. Alternatively, you can provide the link to a document in the URL field. You can include the review and approval workflow before publishing a document.

You can generate and share the document link with authorized users for collaboration or to include the link on any page. The default version of the shared document will have public access and can be accessed by anyone within or outside the organization.

• Create a document record
  Create document records and include default versions for the documents.
• Document versions
  In the ServiceNow® Document Management application, documents display as versions in the record. You view these versions as a related list within the document record. A document can have many versions.
• Download a document
  Download an attached document version based on the selected default version.
• Share a document link
  Create and control document sharing based on classification for shared links with public access.
• Modify a shared link access
  Modify the document shared link access to make the link inactive or change the expiration date.
• Configure document permissions
  Set sharing permissions on external cloud files using document configuration.
• Delete a document link
  Delete a shared link to remove existing user access to the document.
• Delete documents
  Delete documents in the document repository.

Parent Topic:Using Document Management