How to adjust the state of a document and/or relate documents in the Document Management Tool

[jschnoll]

I’d like to know:

• What are the states for documents. 

• As illustrated in the screenshot labeled screenshot-1, it is not possible for my user to alter the state of a document. Is it possible? How?

• As illustrated in the screenshot labeled screenshot-2, it’s possible to replace the current article with another existing article when you officially retire a knowledge article. I’m curious if documents go through a similar process. If so, how?

[Tanushree Maiti]

Hi @jschnoll 

ServiceNow Document Management (DMS) enables the lifecycle management of digital documents, including creation, version control, security, and approval workflows. It supports Active/Inactive states on document types to control availability, allows for legal holds, and enables integration with records like incidents or cases.

Refer: 

https://www.servicenow.com/docs/r/servicenow-platform/document-management-services/explore-doc-manag...

https://www.advayan.com/blog/service-now-document-management-hidden-features-that-most-teams-miss#:~...

For your second query ,

as per Servicenow doc (https://www.servicenow.com/docs/r/zurich/servicenow-platform/knowledge-management/retire-versioned-a...)

By default, the glide.knowman.enable_article_replacement_on_retire system property is set to true to give a replacement article for a retired article. The setup to redirect an article to a replacement article is set by default.

refer: https://www.servicenow.com/community/hrsd-forum/retire-article-what-happens-when-i-selected-yes-to-r...

[jschnoll]

Thanks for the assistance, Tanushree! With regards to my second question, I'm curious to know if that that same functionality is baked into the lifecycle of a document in the DMS. For example, if a document's state is adjusted to Inactive, is it possible to setup a redirect so that that that document is replaced by a replacement?