Edit document metadata

t_edit_document_metadata.md

Update document properties such as name, owner, classification, and access settings to organize documents and control permissions.

Before you begin

Role required:

sn_irm_cont_auth.system_owner
sn_irm_cont_auth.info_system_sec_officer
sn_irm_cont_auth.authorization_official
sn_irm_cont_auth.info_system_sec_manager
sn_irm_cont_auth.admin
sn_irm_cont_auth.information_owner
sn_irm_cont_auth.sec_control_assessor
sn_irm_cont_auth.system_user

In general, any role with write access to the record can add, edit, or modify the docs.

Note: You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.

About this task

Document metadata identifies and classifies documents to organize them in your authorization package and control access permissions.

Procedure

In the Documents panel, select the document menu and select Edit Metadata.

The Edit metadata dialog opens.

Update the appropriate document metadata fields.

Field	Required	Description
Owner	Yes	User who has full permissions to manage the document. Search for users by name.
Type	No	Document classification type (Policy, Guideline, Procedure, Contract, or None)
Classification	No	Sensitivity level (Public, Internal, Confidential, or Restricted)
State	No	Read-only field showing document status (reflects version state)
Description	No	Brief description of document content and purpose
Default Version	No	Version number that is designated as the active version

In the Access Settings section, configure access control options:
1. Check By referenced records to make the document accessible through linked records.
2. Check Sharing permissions to enable permission sharing for this document.
3. Configure Admin access to control administrative permissions for the document.
Select Save to save your metadata changes.

The metadata is updated and the dialog closes.

Result

The document now reflects all the metadata changes you made.

Parent Topic:Document reuse across records

77 lines · 3.3 KB Wrap lines

---
title: Edit document metadata
description: Update document properties such as name, owner, classification, and access settings to organize documents and control permissions.
locale: en-US
canonical_url: https://www.servicenow.com/docs/r/australia/governance-risk-compliance/grc-continuous-authorization-and-monitoring-workspace/t\_edit\_document\_metadata.html
release: australia
product: GRC: Continuous Authorization and Monitoring Workspace
classification: grc-continuous-authorization-and-monitoring-workspace
topic_type: task
last_updated: "2026-09-10"
reading_time_minutes: 1
keywords: [document metadata, document properties, access settings, classification]
breadcrumb: [Document reuse across records, Continuous authorization and monitoring tasks in the CAM Workspace, Use, Continuous Authorization and Monitoring, Governance, Risk, and Compliance]
---

# Edit document metadata

Update document properties such as name, owner, classification, and access settings to organize documents and control permissions.

## Before you begin

Role required:

- sn\_irm\_cont\_auth.system\_owner
- sn\_irm\_cont\_auth.info\_system\_sec\_officer
- sn\_irm\_cont\_auth.authorization\_official
- sn\_irm\_cont\_auth.info\_system\_sec\_manager
- sn\_irm\_cont\_auth.admin
- sn\_irm\_cont\_auth.information\_owner
- sn\_irm\_cont\_auth.sec\_control\_assessor
- sn\_irm\_cont\_auth.system\_user

In general, any role with write access to the record can add, edit, or modify the docs.

**Note:** You can add documents only when the record is in an active state. Inactive records don't allow changes to linked documents.

## About this task

Document metadata identifies and classifies documents to organize them in your authorization package and control access permissions.

## Procedure

1. In the **Documents** panel, select the document menu and select **Edit Metadata**.

The Edit metadata dialog opens.

2. Update the appropriate document metadata fields.

|Field|Required|Description|
|-----|--------|-----------|
|Owner|Yes|User who has full permissions to manage the document. Search for users by name.|
|Type|No|Document classification type \(Policy, Guideline, Procedure, Contract, or None\)|
|Classification|No|Sensitivity level \(Public, Internal, Confidential, or Restricted\)|
|State|No|Read-only field showing document status \(reflects version state\)|
|Description|No|Brief description of document content and purpose|
|Default Version|No|Version number that is designated as the active version|

3. In the **Access Settings** section, configure access control options:

1. Check **By referenced records** to make the document accessible through linked records.

2. Check **Sharing permissions** to enable permission sharing for this document.

3. Configure **Admin access** to control administrative permissions for the document.

4. Select **Save** to save your metadata changes.

The metadata is updated and the dialog closes.

## Result

The document now reflects all the metadata changes you made.

**Parent Topic:**[Document reuse across records](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/governance-risk-compliance/grc-continuous-authorization-and-monitoring-workspace/c_cam_document_management_system.md)