Docs for planning items in Portfolio Planning

  • Release version: Yokohama
  • Updated June 16, 2026
  • 2 minutes to read
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    Summary of Docs for planning items in Portfolio Planning

    ServiceNow’s Portfolio Planning Workspace offers the Docs feature to help product and portfolio managers centrally store and manage documentation related to planning items. Each planning item, such as an Epic, can have one or more dedicated doc pages to capture key information like business objectives or technical requirements. This centralized documentation improves organization and clarity across your portfolio planning efforts.

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    Key Features

    • Predefined Templates: Use templates like Project Brief, Product Requirements, Brainstorming Ideas, and Meeting Notes, or start with a blank page to create docs tailored to your needs.
    • Rich Text Editing: Utilize comprehensive formatting options including headings, lists, alignment, block-level editing, inline tagging of team members, and tables to structure your content effectively.
    • Auto-save & Live Presence: Docs automatically save your changes and display real-time indicators showing who is currently viewing or editing the document to enhance collaboration awareness.
    • Real-time Collaboration: Multiple users can concurrently edit doc pages with colored cursors indicating each editor’s location, facilitating simultaneous teamwork and reducing version conflicts.
    • Dynamic Data Linking: Reference any ServiceNow record directly within your docs. These references automatically update to reflect the latest data, ensuring your documentation always stays current without manual edits.
    • Quick Access to Details: Hover popovers provide immediate insight into referenced records, while clicking on references opens the full record form for deeper investigation or updates.
    • Media Insertion: Add images by uploading files or by URL (note that inserting Google Image links may not be supported).

    Benefits for ServiceNow Customers

    This Docs capability streamlines how teams capture and maintain critical planning information, reducing the need to switch between multiple applications and preventing outdated or fragmented data. It supports efficient collaboration, helps keep everyone aligned with a single source of truth, and enhances transparency in portfolio management processes.

    Store and manage all kinds of documentation for planning items from a centralized location of Portfolio Planning Workspace.

    Docs overview

    Product and portfolio managers can store information for planning items using the Docs feature.
    • Each planning item can have a separate doc page to capture the information related to it.

      For example, for an Epic planning item, you create a doc page for high level business objectives or technical product requirements.

    • Each planning item can have multiple doc pages associated to it to help you effectively organize key artifacts.
    • Predefined templates such as Project Brief, Product Requirements, Brainstorming Ideas, and Meeting notes are available. Create doc pages for your planning items using one of these templates or start with a blank page.

    Features of Docs

    The following are the key features of Docs:
    • Auto-save content.
    • See who is viewing or working on a doc page using the feature of live user presence.
    • Create documents using pre-defined templates.
    • Use rich text paragraph formatting, which includes headings, lists, alignment, and others.
    • Move text blocks to change their placement using block-level editing.
    • Tag team members inline or insert tables using the / command.
    • Add reference to other ServiceNow AI Platform tables to connect work across teams.
    • Insert images by uploading files or using web URLs.
      Note:
      The experience of inserting Google Images links might not work.

    Real-time collaboration within planning item Docs

    With the feature of real-time collaboration, edit a doc page concurrently with multiple other editors. Colored cursors denote the current location of each editor on the page. You can choose to show or hide these live presence indicators based on your preference while working on or reviewing the content of the page.
    Docs real-time collaboration.
    Note:
    Huge number of users editing the same block of content simultaneously might result in issues with application performance.

    Dynamic data linking in Docs

    Keep record information in your documentation always current and reduce manual effort with the Dynamic data linking feature in Docs. You can now reference any ServiceNow application record and Docs will automatically reflect the latest updates from those records.

    For example, if you add a reference to a Project record, the reference shows the latest field information of the project in Docs without requiring manual edits. Selecting the project reference opens up the project form so that you can view the full details of the project and make any necessary changes.

    A hover popover displays the details of the mentioned record, providing quick access to additional information without leaving the current context.

    Dynamic linking a project record in SPW Docs.

    Dynamic linking also enables adding references to a particular field of a record, such as Assigned to of a Project record.

    Dynamic linking the Assigned to field of a project record in SPW Docs.

    You can add references from any ServiceNow table you have access to, with no setup or configuration needed.

    This feature reduces the need to switch between multiple ServiceNow applications within your instance and helps maintain a single, reliable source of truth for collaborative work, making it easier for teams to stay aligned and informed.