Pros and Cons of using Managed Documents

[rev3]

Hi All,

Our Service Now instances have been under a lot of customization. There is a need for us to document the changes specially for discovery. I am trying to understand the benefits and issues with "Managed Documents" application. Any experience on managed documents would be helpful.

Thank You

Reva

[TrevorK]

One of the downsides of Managed Documents is that it is not a collaboration tool. You do not share/update a document until it is satisfactory because that would require the use of a revision every time. Instead, it is more of a way to approve/store a document. We end up working to create the revision we feel is satisfactory first, then submit it through the workflow. Sure, sometimes they are rejected but there is not a constant stream of rejections that would happen through a truly collaborative approach.

One benefit is the approval structure. You can actually sequence your approvals, so that your Director is not approached for approval until the Supervisor has approved. This is different than other approvals in ServiceNow and something that is definitely useful.

While I hate to say it - a system like Sharepoint is better for the collaboration and ServiceNow is better for the approval structure.

Are there any specific goals you are hoping to achieve? Perhaps that would help us discuss our experience in context of your concerns/questions.

[cathykamm]

We are designing our doc management module. I'd love to be in touch to le!rn your experiences.

[TrevorK]

If you are looking to talk to me about how we use it - just send me a message through here and I would be happy to discuss over email or phone with you!

[cathykamm]

Hi! Im a designer of our Managed Document module. Im not a developer so these forums are new to me...

Im happy to work thru here, by email or phone

Ckamm@giftofhope.org, 708-491-0665. Im trying to reach out to confirm or adjust our designs. Thanks.