---
sourceDocument: Brazil Governance, Risk, and Compliance
sourceDocumentLink: https://www.servicenow.com/docs/r/governance-risk-compliance

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    - brazil

ft:locale :

    - en-US

ft:publication_title :

    - Brazil Governance, Risk, and Compliance

ft:clusterId :

    - grc

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workflow :

    - Technology


---

# Using Document Management System in Audit Workspace

# Using Document Management System in Audit Workspace {#ariaid-title1}

Release version: Brazil  
Updated September 10, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read  
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.

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, remove, or edit documents only while the parent record is open. When an engagement or control test moves into a closed state, the Documents panel becomes read-only. You can still view the documents that are
already linked to the record, but you can't add, remove, or edit them.

The following closed states make the Documents panel read-only:

* Engagement: Closed Complete or Closed Incomplete
* Control test: Closed Complete, Closed Incomplete, or 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/1fx7kH1sN9uXPUF363m1cw "Actions available on a document in the Documents panel include Download, Rename, Remove, Edit metadata, Track versions, Manage permissions, Connect external cloud, and Publish.").
* Track versions and manage approval workflows. For more information, see [Document version and approval workflow](https://www.servicenow.com/docs/X7P3uFh1oRFQu8LWVpninQ "A new version of a document in the Documents panel goes through an optional review and approval workflow before publication.").
* Manage permissions. For more information, see [Manage document permissions](https://www.servicenow.com/docs/NWaGLgoLMp9KiQr1uixHEA "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/KRenPcAmAbVcXLBoi6jC5g "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 reuploading the file.").
* Remove the document from the record. For more information, see [Remove a document from a record](https://www.servicenow.com/docs/qAtZ36n2CWfe2g4iqcSkfA "Remove a document from an engagement, control test, or evidence record in the Documents panel.").

Adding or removing a document adds a corresponding entry to the work notes of the record.

## 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/nB0zBcp01OhBPjFoKDIsWg "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.

## Smart docs and Voice agent configuration in Audit Workspace {#manage-documents-panel__section_z2h_4lx_kkc}

For the configuration guide for Smart docs and Voice agent in Audit Workspace, see [KB3153395](https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB3153395).