Document management system

[siddharth26]

Hi All,

Could you please let me know what is document management system in ServiceNow,

i have asked to manage all the emails , PDF coming from particular email address to be managed using Document management system i have no idea about this module and how to this , is there any videos or documents on this how to implement this could you please share,

thanks

[Brian22]

Hi all, any forum posts before 2023 are likely not to have the correct updated information. The document management system has been revamped with "Managed Documents" being 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.
This is why the new document management system came out. It is not well publicized from what I can tell.

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

[Jeff Currier]

The core documentation for Document Management is here.

Be careful not to confuse this with Employee Document Management.  They are related, but different.

[siddharth26]

Hi Jeff,

Is there any video available to see how the configuration is done in Document management .

thanks

[joreb77069]

Very nice

[joreb77069]

I am a manager in the medical field and document control has always been one of the most challenging aspects of the job. I've been looking for a long time for how to optimize everything to make it really work and I haven't found anything better than here https://ddi-dev.com/blog/case/how-to-create-a-healthcare-document-management-system/ to learn tips and start putting them into practice. There is a lot of general advice there so I think you can figure it out too!