Managed Documents plugin

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Managed Documents plugin

    The Managed Documents plugin provides a structured way to manage documents, their revisions, audiences, classifications, and approval workflows within ServiceNow. It introduces new database tables, scripts, and roles to facilitate document creation, revision control, approval processes, and security management. This plugin is designed to help organizations control document lifecycle and access efficiently.

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    Database Tables

    • dmsdocument: Stores document details.
    • dmsrevision: Manages document revisions.
    • dmsaudience: Defines the intended readers of documents.
    • classification: Specifies document restriction levels (e.g., public, confidential) but does not control access permissions.
    • dmstype: Represents the purpose or type of a document.
    • dmscomponent: Defines components used in generating revision names via dot-walking expressions.
    • dmsnameformat: Controls the composition of components to generate revision names.
    • approvalsequence: Specifies the sequence of approvers required for document approval.
    • dmsapprovalrule: Defines criteria for automatically adding approvers to documents.
    • dmscollection: Enables users to group documents into collections for easier management.

    Scripts and Automation

    • Business Rules:
      • Update Document: Automatically updates document state based on its revisions.
      • Add Approvers: Populates the list of approvers for a document.
    • Script Includes: Provide core logic for document management, database operations, security, workflow assistance, approval handling, and utility functions. Notable includes are DocumentManagement, DocumentManagementSecurity, DocumentApproverHelper, and DocumentManagementApprovalMatcher.
    • Client Script: Updates the name format field dynamically when the document type changes, ensuring default naming conventions per type.

    Roles and Access Control

    • documentmanagementuser: Allows users to access the Managed Documents plugin, create documents, and perform searches. Reviewers and approvers require this role to access the plugin or document revisions via approval records.
    • documentmanagementadmin: Grants rights to modify administrative settings of the Managed Documents plugin.

    Note: Document-level permissions still apply, so users with the user role can only view documents they have explicit access to.

    Installation

    The Managed Documents plugin can be activated by users with the admin role, enabling the full suite of document management capabilities described above.

    This page describes the applications and modules, database table structure, scripts, and roles.

    Database table structure

    The following tables are added:

    Table 1. Tables
    Display Name (Table Name) Description
    Document [dms_document] The document details.
    Revision [dms_revision] The document revisions.
    Audience [dms_audience] The intended document readers.
    Classifications [classification] The document restriction level, such as public or confidential. (Does not define access to the document. Document security is set in user and group permissions.)
    Type [dms_type] The document purpose.
    Component [dms_component] The components of name formats. The value field is a dot-walking expression that is evaluated. An exception is made for the revision because it does not exist when the revision name is generated.
    Name format [dms_name_format] The composition of components to generate revision names.
    Approval sequence [approval_sequence] The approval sequences that users must follow.
    Approval Rule [dms_approval_rule] The criteria that records of the dms_document table must match. Used to automatically add approvers to a document.
    Collection [dms_collection] The document groups created by the user.

    Scripts

    Table 2. Business rules that are added to sys_script
    Rule Description
    Update Document Changes the state of a document depending on its revisions.
    Add Approvers Populates the list of approvers in the document.
    Table 3. Script includes that will be added to sys_script_include
    Script include Description
    DocumentManagement Contains the main logics for the Managed Documents plugin.
    DocumentManagementDB Contains methods to perform CRUD operations on the database.
    DocumentManagementSecurity Helps manage the security of the Managed Documents system.
    DocumentManagementAjax Updates the details of the temporary revision that is created when opening the upload/check in revision form.
    DocumentAttachmentAjax Renames an attachment file.
    DocumentRevisionWorkflowHelper Helps perform basic workflow operations on a revision.
    DocumentManagementApprovalMatcher Helps obtain the user and group approvers for a document that matches approval rules.
    DocumentApproverHelper Contains logics to handle document approvers.
    DocumentManagementUtils Useful methods.
    DocumentReferenceQualifiers Static methods that return reference qualifiers.
    Table 4. Client script that is added to sys_script_client
    Rule Description
    Document type change Updates the name format field in the revision settings section of the document. Each type has a default name format.

    Roles

    This plugin introduces two new roles:

    Table 5. Roles
    Role Description
    document_management_user This role enables a user to access the Managed Documents plugin, create documents, and search for documents. Document reviewers and approvers need the document_management_user role to access the Managed Document plugin. (Please note that reviewers and approvers can also access a document revision from an approval record.)
    document_management_admin This role enables a user to change administrative settings for the Managed Documents plugin.
    Note:
    Each document has individual permissions, so even if a user is given the document_management_user role and has permissions to the application, the user can only view documents to which they have been given access.