---
title: Manage document files and folders in Workspace
description: 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.
locale: en-US
canonical_url: https://www.servicenow.com/docs/r/australia/servicenow-platform/document-management-services/manage-folders-documents-workspace.html
release: australia
product: Document Management Services
classification: document-management-services
topic_type: task
last_updated: "2026-03-12"
reading_time_minutes: 2
breadcrumb: [Document Management in Workspace, Use, Document Management, Document Services, Manage content capabilities, Extend ServiceNow AI Platform capabilities]
---

# 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](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/servicenow-platform/document-management-services/activate-doc-mgmt-plugin.md)

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 \[Omitted image "Ellipses.png"\] Alt text: Translation-indicator icon.

    2.  Select **Rename** to rename the folder or **Remove** to delete the folder.

4.  Go to the document card, select the vertical ellipse \[Omitted image "Ellipses.png"\] Alt text: Translation-indicator icon to perform the following actions.

<table id="table_iwf_kpg_m3c"><thead><tr><th>

Action

</th><th>

Steps

</th></tr></thead><tbody><tr><td>

Download

</td><td>

Select **Download** to download the document.

</td></tr><tr><td>

Rename

</td><td>

Select rename to rename the documents.

</td></tr><tr><td>

Edit Metadata

</td><td>

1.  Select **Edit Metadata**, select the **Department**, **Type** and **Classification**.
2.  Enter the description in the **Description** field.
3.  Select **Save**.


</td></tr><tr><td>

Track Versions

</td><td>

To 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**.


</td></tr><tr><td>

Manage Permissions

</td><td>

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**.


</td></tr><tr><td>

Connect external cloud

</td><td>

See [Manage document versions in external cloud](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/servicenow-platform/document-management-services/manage-documents-external-cloud.md).

</td></tr><tr><td>

Send for approval

</td><td>

See [Send a document version for approval](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/servicenow-platform/document-management-services/send-document-approval.md).

</td></tr><tr><td>

Delete/Delink

</td><td>

Select **Remove** to delete the document or the link to the document without actually deleting the document.

</td></tr></tbody>
</table>
**Parent Topic:**[Document Management in Workspace](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/servicenow-platform/document-management-services/document-management-workspace.md)