--- sourceDocument: Australia Governance, Risk, and Compliance sourceDocumentLink: https://www.servicenow.com/docs/r/australia/governance-risk-compliance Release : - australia ft:locale : - en-US ft:publication_title : - Australia Governance, Risk, and Compliance ft:clusterId : - grc bundleId : - grc workflow : - Technology --- # Using Document Management System in Audit Workspace # Using Document Management System in Audit Workspace {#ariaid-title1} Release version: Australia Updated August 18, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Using Document Management System in Audit Workspace The Document Management System (DMS) in Audit Workspace offers a centralized repository to store, manage, and control access to documents linked to engagements, control tests, and evidence records. It provides a native Documents panel alongside the Attachments panel, enabling instance-level document storage with the ability to link the same document to multiple Governance, Risk, and Compliance (GRC) records. This system supports document versioning, approval workflows, and permission management, enhancing audit efficiency and collaboration. Show full answer Show less ## Key Features * **Documents Panel:** A native side pane available on engagements, control tests, and evidence records that centralizes document management beyond individual record attachments. * **Instance-Level Document Storage:** Documents are stored at the instance level and can be linked to multiple records, allowing renaming or edits to propagate across all linked records. * **Supported Records:** Engagements, control tests, and evidence records support document linking and management. * **Record State Restrictions:** Documents can only be added or modified while the parent record is open; once the record is closed (including states such as Closed Complete, Closed Incomplete, or Closed Skipped), document editing is disabled. * **Folder Organization and Filtering:** Documents can be organized into folders and nested folders with breadcrumb navigation, and filtered by ownership or sharing status. * **Document Actions:** Users can download, rename, edit metadata, track versions, manage approval workflows, and set permissions directly from the panel. * **External Cloud Integration:** Documents can be connected to external cloud locations for hybrid document management strategies. * **Generative AI and Voice Assist:** Integration with ServiceNow Otto® enables querying document content, generating summaries, and using voice commands and audio summaries for easier document review. * **Separation from Cloud Files:** The Documents panel operates independently of Microsoft-based cloud file integrations (OneDrive, SharePoint), allowing native document management with version control within ServiceNow. ## Practical Considerations for ServiceNow Customers * Use the Documents panel to centrally manage audit-related documents with enhanced control over versioning and approvals. * Link documents across multiple GRC records for streamlined sharing and consistency. * Plan document editing activities while records are open to avoid restrictions once records transition to closed states. * Leverage folder structures and filtering to organize and quickly access documents relevant to your audit work. * Utilize AI-powered insights and voice assist features to improve document comprehension and accessibility. * Choose between native document management in ServiceNow and cloud file storage integrations based on your organizational needs. * Refer to the configuration guide for Smart Docs and Voice Agent (KB3153395) to enable advanced document and voice capabilities within Audit Workspace. The Document Management System in Audit Workspace provides a centralized repository for storing and managing documents in engagements, control tests, and evidence records. The Documents panel is a native side pane that allows you to store, version, and control access to documents linked to engagements, control tests, and evidence records. The Documents panel is available alongside the existing Attachments panel on engagements, control tests, and evidence records in the Audit Workspace. Unlike attachments---which are linked only to the record where they were added---documents are stored at the instance level and can be linked to multiple GRC records. The document owner or any authorized user can link the same document to multiple records. When you rename a document, the change updates everywhere it is linked. ## Supported records The Documents panel is available on the following records: * Engagement * Control test * Evidence {#manage-documents-panel__ul_documents-panel-availability} ## Document availability by record state You can add or modify documents only while the parent record is open. When an engagement or control test moves into a closed state, the Documents panel shows No documents available and hides the option to add a document. This applies to the following closed states: * Closed Complete * Closed Incomplete * Closed Skipped ## Folders You can organize documents into folders and nested folders from the Documents panel. Use the breadcrumb at the top of the panel to navigate between folder levels. The Documents panel also lets you filter between documents that you own, documents shared with you, and all documents you have access to. ## Document actions Select a document to perform the following actions: * Download, rename, or edit metadata. For more information, see [Documents panel actions](https://www.servicenow.com/docs/Z2YS8zoEL0dtACISFewKYQ "The following actions are available on a document in the Documents panel."). * Track versions and manage approval workflows. For more information, see [Document version and approval workflow](https://www.servicenow.com/docs/v_aqcqR5tIwEDpXPrWipLw "Every new version of a document in the Documents panel can go through an optional review and approval workflow before it is published and replaces the previous version."). * Manage permissions. For more information, see [Manage document permissions](https://www.servicenow.com/docs/9lxf1jUyudZBO8HEBpAOUQ "Use the Manage permissions action on a document in the Documents panel to control who can read or write to the document."). * Connect to an external cloud location. For more information, see [Connect an external cloud document](https://www.servicenow.com/docs/iyAmMnS7Y6Znl8JF3OabKA "Use the Connect external cloud action in the Documents panel to link an existing document from a supported external cloud storage provider without downloading and re-uploading the file."). ## Information on the documents Use the ServiceNow Otto® panel to get more information on the documents using generative AI capabilities. Ask questions about document content or generate summaries to quickly understand key information. Voice assist enables voice chat and audio summaries of documents. Use voice commands to navigate documents and receive spoken summaries, making document review more accessible and efficient. ## Documents panel vs. Cloud files {#manage-documents-panel__section_wxk_vbn_jkc} The Documents panel is separate from the Microsoft based cloud file integration. For more information, see [Manage your documents and work papers with Audit Management as cloud files](https://www.servicenow.com/docs/J4MbiqOPjV_r04FLQWUvpQ "You can manage your documents and work papers with Audit Management as cloud files using cloud providers like Microsoft instead of attaching them to the record."). * Use the Documents panel to manage documents natively within ServiceNow with version control and approval workflows. * Use the Cloud files related list to keep documents on Microsoft OneDrive or Microsoft SharePoint as the source of truth. ## Configuration guide on Smart docs and Voice agent in Audit Workspace {#manage-documents-panel__section_z2h_4lx_kkc} For configuration guide on Smart docs and Voice agent in Audit Workspace, see [KB3153395](https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB3153395).