Document Management versus Managed Documents (legacy solution) comparison

[Nick Derbawka]

Hello,

I wanted to create this article for others like myself who may have stumbled across the Document Management documentation and been confused regarding conflicting features/functionality included in the Managed Documents documentation. Both of these features roll up underneath the "overall" capability of Document Services as it relates to the documentation.

In short, the platform product team has made a strategic shift in their development approach as it relates to new "document focused" features on the ServiceNow platform.

ServiceNow will no longer be introducing new features to the legacy product, Managed Documents, as it will be in a maintenance phase and will be moved to"End of Life" in the long run. All future development efforts and roadmap alignment will be exclusively focused on the "new" flagship product, Document Management (DMS). Going forward, efforts should be directed towards utilizing DMS for all new implementations.

For a feature/function comparison of the "legacy" Managed Documents capability and the "new" Document Management capability, please see the below table:

[Community Alums]

Nick,
Thanks for the info and clarification...

Do you know if either of these applications have the automated periodic review notification functionality that is supported in the Knowledge Application?...Ex. Setting a validity date for a document and then the owner will get notified that the article needs to be reviewed?...or a business rule, etc.,...

I have not seen it at this point in my review...

Any info would be greatly appreciated

[Nick Derbawka]

Hi @Community Alums,

To my knowledge, there are no notifications that come out of the box related to expiration/validity date -- however you could absolutely build those. As it stands right now, out of the box, it appears there are only notifications related to new versions being published, as well as documents pending review (on the ds_document_version table).

[Community Alums]

Thanks...this is helpful.
I didn't see where there are notifications for new versions being published or pending review...
New documents being published - Who are the notifications being sent to?

2 other questions from the client:
Can you make all published docs visible to everyone in the organization to search?
Would the repository be available to everyone on the portal?

Thanks.

[christophenow]

In addition, let's precise that "Document Management - DMS (new)" application entry in the menu is named "Managed documents". (do not confuse with the old plugin)

[Matt Hernandez]

@christophenow  no, thats not right. The application menus and such I have listed below. I have to reply only because I've found it so confusing before even getting here.

The old application:

Plugin: com.snc.document_management

Role: document_management_admin

Table prefix: dms_              <--- Ugh!

Application menu:

> Managed Documents

Documents
Create New
Create New
Owned By Me
Requested By Me
Checked Out
My Collections
All
Administration
Type
Classification
Audience
Name Formats
Components
Approval Rules

The new application:

Plugin: com.snc.platform_document_management

Role: platform_document_management_admin

Table prefix: ds_

Application menu:

> Documents

Documents
References
Lists
List Entries
Approval and Review Rules

[christophenow]

@Matt Hernandez Thanks for the correction. I was misled by the following title on the original post that should be "Document Management - DS (new)".

Again, Thank you,

Christophe

[mohamedhass]

Does it requires any license or its part of the platform capabilities?

[KajaP]

hi Guys,

We would like to use the Document Management to store our HR Policies and build a cyclical review process that would involve document owners/reviewers/approvers to be notified and asked to periodically review/update and publish new versions of the document directly there. 

Do I understand correctly that with Document Management we are able to set "expiration/validity date" on document that we can then use to build email notifications to document owners asking them to review the document?

Also, does Document Management finally has connection with KB so that we can attach a document in the KB article (or even better - multiple KB articles)?

If the connection is there, does it mean that wen updating a document in Document Management, it is automatically updated in the article that has it attached?

Thanks,

Kaja

[Mohammad Nayee1]

Hello @Nick Derbawka, This is good information! I have a few questions:

1. Do we have capability to edit documents (.docx) within this application?

2. What is the Servicenow's roadmap for this application?

3. How does licensing work for this application?

4. Will it be free for ITSM Pro?