When it comes to managing documents in a modern enterprise, one truth is crystal clear: ServiceNow excels at workflow, not file storage. Yet too many organizations are clogging up their ServiceNow instance with unnecessary attachments, bloated storage costs, and disorganized content libraries. It’s time to flip the script.
SharePoint Is Built for Content. ServiceNow Is Built for Workflow.
When it comes to managing content in a modern enterprise, one reality stands above the rest: Microsoft SharePoint is the gold standard for document management — and ServiceNow isn’t. SharePoint and ServiceNow are both enterprise leaders — but connecting them hasn’t been easy. Organizations who try to build and maintain integrations using ServiceNow’s SharePoint Spoke face:
- High development costs
- Constant development rework due to either developer turnover and/or maintenance complexity
- File security and duplication challenges
- Limited compatibility (SharePoint Spoke only supports SharePoint Online)
It’s time to shift gears and rethink the way content flows in your enterprise. Keep your files in SharePoint — where they belong.
1. SharePoint is a True Enterprise Content Management (ECM) Platform
Microsoft SharePoint is built as a dedicated Enterprise Content Management (ECM) system, offering:
- Document versioning to track changes over time.
- Metadata tagging for better organization and retrieval.
- Advanced permissions to control document access at granular levels.
- Content lifecycle management to enforce retention and compliance policies.
ServiceNow’s document libraries, in contrast, are basic file repositories with limited version control, minimal metadata management, and weaker compliance features.
2. Advanced Search and Discovery Capabilities
Microsoft SharePoint leverages Microsoft Search and AI-powered content discovery with Microsoft Copilot to help users quickly find documents. Features like:
- Full-text search across all files and metadata
- AI-driven content recommendations
In comparison, ServiceNow’s search capabilities for document libraries are limited and in flux, making it harder to find specific content.
3. Richer Collaboration and Co-Authoring Features
SharePoint allows multiple users to edit the same document in real-time with built-in co-authoring for Microsoft Office files. Users can:
- See who is working on the document.
- Track changes instantly.
- Leave comments and suggestions.
ServiceNow’s document library does not offer true real-time co-authoring, often requiring users to download, edit, and re-upload files, or swivel chair to other browser tabs, windows, or applications leading to version control issues and inefficiencies.
4. More Scalable Storage and Better Performance
SharePoint is designed to handle large-scale document storage, with:
- Terabytes of available storage per organization to start
- Efficient file compression and indexing
- Global content delivery through Microsoft’s cloud infrastructure
5. Cost Considerations and Licensing
Most organizations already have SharePoint included in their Microsoft 365 Enterprise license, making it a cost-effective choice. Using ServiceNow’s document libraries may require additional storage purchases, leading to higher operational costs without delivering the same level of content management features.
6. Security and Compliance Advantages
Microsoft SharePoint provides enterprise-grade security features, including:
- Data encryption at rest and in transit
- Granular access controls and conditional access policies
- Compliance with industry standards like ISO 27001, HIPAA, and GDPR
ServiceNow does offer security features, but its document libraries lack the depth of compliance and governance controls that SharePoint provides, making it less suitable for organizations handling sensitive or regulated data.
Final Verdict: SharePoint Wins for File Storage and Collaboration
While ServiceNow is an excellent platform for IT workflows and automation, its document libraries are not designed for enterprise-scale content management. Microsoft SharePoint, with its:
- Advanced file organization and search features
- Deep Microsoft 365 integration
- Real-time collaboration tools
- Scalability and security
- Cost-effective licensing
SharePoint is the superior choice for businesses that need a robust document management system.
Instead of using ServiceNow’s document libraries for file storage, organizations should integrate SharePoint with ServiceNow to get the best of both worlds—leveraging ServiceNow for workflow automation while using SharePoint for content management.
Learn more watch our webinar – Keep Your Files Where they Belong – In SharePoint! Not ServiceNow.
