Content Management / Document Management

[Scott Howes]

We have not used the document management repository but we do use Knowledgebase's.  It seems like the document management repository would give us a more granular capability to control access than using KB provides.  However, most of our internal users view documents via the Service Portal by way of KB articles.

Is it possible to store a document in the document management repository and make it available to others via the Service Portal? And if yes, would the access to the article be maintained such that only users who were granted access in the repository would be able to access the document via the Service Portal? TIA.

[Maik Skoddow]

Hi @Scott Howes 

you say "It seems like the document management repository would give us a more granular capability to control access than using KB provides" but you don't tell us the reason. Why do think you cannot grant granular access to users in the knowledge bases?

Therefore, asking for a certain solution makes no sense, as the issues and the underlying business requirements are not clear.

Maik

[Brian22]

Hi,

I am sharing this as I noticed all the recent posts seem have outdated information. Any forum posts before 2023 are likely not to have the correct updated information because a new system came out with Rome. The document management system has been revamped as "Managed Documents" was replaced with "Document Management" as part of Document Services. This new capability came out with Rome, was updated again with Tokyo and serves as an alternative to attachments.
The changes were not well publicized from what I can tell - apologies!

The official docs site for current version is here: 

LIMITATIONS OF ATTACHMENTS (legacy ‘managed docs’ plugin vs new 'document management)

–No Document Metadata or search based on Metadata

–No Versioning

–No Lifecycle Management (draft, reviewed, published)

–No Universal Referencing (attachment is always local file to the record, reupload for every record)

–Limited UAC, anyone with access to record can access the file

–No external (public) permalink option for document (if desired) 

Comparison: sys_attachments vs ds_document:

Capability	Attachments (sys_attachments)  [legacy]	Documents (ds_document)  [newer]
Security	No UAC. Accessible to all users who have access to the record	UAC - access to file is separated from access to the record.
Versioning	No versioning	Supports versioning, which allows users to track changes to documents over time.
Searching	No metadata based search	Metadata can be searched by name, title, author, and other properties.
Referencing	No referencing	Single document can be referred to multiple parent records
Storage	Same document must be attached repeatedly on every record where it would be referenced.	Same content can be referred to multiple target records