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Document Management in Workspace › Use › Document Management › Document Services › Manage content capabilities › Extend ServiceNow AI Platform capabilities
Release: Australia · Updated: 2026-03-12 · Official documentation · View source

Manage document files and folders in Workspace

Manage folders and documents from the Documents component to download, rename, manage permissions, track versions, add reviewers and approvers directly in the record within the workspace.

About this task

Note: The Documents component must be configured within the Workspace.

Before you begin

Activate Document Management plugin

Role required: none

Procedure

  1. From the workspace, navigate to the required record (for example, Incident).

  2. Select the documents icon from the left side components panel to display the list of all document files and folders.

  3. To rename or delete a folder, go to the folder

    1. Select the vertical ellipse
Image omitted: Ellipses.png
Translation-indicator icon.
2.  Select **Rename** to rename the folder or **Remove** to delete the folder.
  1. Go to the document card, select the vertical ellipse
Image omitted: Ellipses.png
Translation-indicator icon to perform the following actions.
ActionSteps
DownloadSelect Download to download the document.
RenameSelect rename to rename the documents.
Edit Metadata
  1. Select Edit Metadata, select the Department, Type and Classification.
  2. Enter the description in the Description field.
  3. Select Save.
Track VersionsTo view or create document versions, go to the document file1. Select Track Versions. 2. To create a new version, select Create new version. 3. Enter the document name and select the File type as an Attachment or URL. 4. For attachment, select Upload attachment and attach the file, for URL, enter the URL. 5. Select Save version.
Manage Permissions
  1. Select Manage Permission to assign permissions based on role, user, group, and user criteria.
  2. Select New to create a new role, user, group, and user criteria and assign Reader, Writer or Owner permission for the document.
  3. Select the Save.
  4. To delete, select based on role, user, group, and user criteria.
  5. Select Delete.
Connect external cloudSee Manage document versions in external cloud.
Send for approvalSee Send a document version for approval.
Delete/DelinkSelect Remove to delete the document or the link to the document without actually deleting the document.

Parent Topic:Document Management in Workspace