Managed Documents Module

[Anurag Tripathi]

I recently looked at managed documents module in ServiceNow to analyze if we should adopt it and use it or not. Just sharing out my knowledge and understanding of it to help anyone else who might be looking for the same.

Managed documents in ServiceNow is a simple module which is has the following basic features in:

• Check-In / Check-Out Documents
• Versioning of documents
• Classification of documents
• Adding Reviewers for the document and having approval rules

Pros	Cons
One tool for all requirement	Weak Access controls
Can be coupled with other processes within ServiceNow	Hit on DB space(documents take more space, multiple versions would pile on) - Perhaps the biggest Issue
All basic features are available , like check in - check out and versioning of documents and document reviewers	No Roadmap or exiting revolutions happening in this space
Approval rules can be configured, E-signature plugin is also supported	Not a collaboration tool
	No Direct hooks to other task records

Almost all companies have a preferred document management process and tool, Managed Documents in SN (with the features there are today) cannot compete with the proper document management tool.

PS: I also checked with the ServieNow Product management team and did get the confirmation that this module is not going anywhere, wont be deprecated. But there is nothing exiting happening in this space also, so we cant expect it to grow and hope for any new exiting features/UI coming in.

My Recommendation: It can be used for small and basic document management where the document drives logic(for eg, upon approval the document closes the task). But should not be used as a document repository.