NAVEX PolicyTech vs Xoralia: Which Is Right for Microsoft 365 Organisations?
If you are evaluating NAVEX PolicyTech, either because you already use it and are questioning whether it still meets your needs, or because it is on your shortlist, then this article is written for you.
Xoralia is a competing policy management solution to NAVEX PolicyTech. While obviously we would love customers to switch to Xoralia, it is important for every organisation to find the best fit solution for their circumstances and budget, and in the end only that really drives a buying decision. So, we have made this comparison useful rather than as a sales pitch.
What NAVEX PolicyTech is
NAVEX PolicyTech is a policy management platform that is part of NAVEX One — NAVEX’s broader GRC suite, which also includes incident management, training, whistleblowing, and risk management tools. NAVEX is a well-established enterprise vendor with a long track record in the compliance space, particularly in the United States.
What Xoralia is
Xoralia is a standalone policy management product, not part of a broader GRC suite. It is fully accessible from the Microsoft tools your team already use, including Microsoft Teams, SharePoint, your SharePoint intranet and Outlook. All data stays inside your Microsoft 365 tenant.
The fundamental architectural difference
NAVEX PolicyTech is a standalone SaaS platform. Your policy content is always hosted in NAVEX’s environment, not within your Microsoft tenant, despite there being some options advertised around integration with Microsoft 365.
With Xoralia, your policy documents remain in your own SharePoint, meaning:
- Employee authentication uses your existing Entra ID SSO.
- Employees acknowledge policies directly inside Microsoft Teams or SharePoint using their existing Microsoft credentials.
- AI features run via Azure OpenAI inside your tenant.
- At no point does your policy content leave your Microsoft 365 environment.
For regulated organisations, this architectural difference has three concrete implications:
- Data sovereignty: In Xoralia, your data stays in your tenant, subject to your existing data residency controls. In NAVEX, your data is in NAVEX’s hosting environment.
- User adoption. Employees who acknowledge policies directly inside Teams or SharePoint can achieve materially higher attestation rates than those who need to log into a separate portal. Xoralia customers achieve an average 84% attestation rate across organisations that have actively adopted attestation. Individual customers including LifeArc and Boyum IT are achieving 99%.
- Reduced IT overhead. No standalone platform to manage, with minimal additional infrastructure and administration required.
Feature comparison
| | NAVEX PolicyTech | Xoralia |
|---|---|---|
| Accessible within Microsoft 365 | separate SaaS | accessible via Microsoft Teams, SharePoint and Outlook |
| Employee login | SSO / Entra ID | Existing SSO / Entra ID (employees routed to Xoralia during attestation) |
| Acknowledge policies in Teams | | |
| Data stays in your tenant | NAVEX hosting | always |
| Automated review cycles | | |
| Automated review reminders | | automated (reminders do not auto-escalate to senior stakeholders) |
| AI knowledge checks | Limited | Azure OpenAI, in-tenant |
| AI knowledge assistant | | in-tenant, with citations |
| Audience targeting by role/team | | assigned by document owners using existing Active Directory groups |
| Real-time compliance dashboards | | Power BI native |
| Audit-ready evidence export | | one click |
| Part of broader GRC suite | NAVEX One | standalone |
| Typical deployment time | Months | Days to weeks |
| Data sovereignty for EU/UK | Review required | Your tenant, your jurisdiction |
Where NAVEX PolicyTech has advantages
- Broader GRC suite integration. If your organisation needs a single platform for policy management, incident reporting, whistleblowing, ethics training, and risk management, NAVEX One provides that integrated suite.
- Enterprise compliance programme complexity. For very large, multi-jurisdictional organisations with highly complex compliance requirements, NAVEX has a mature, configurable platform and deep enterprise implementation expertise.
- US market presence and support. NAVEX is a US-headquartered company with strong US market presence and support infrastructure.
Where Xoralia has advantages
- Microsoft 365 organisations. Employees acknowledge policies directly inside Teams or SharePoint using their existing credentials, including from the related mobile apps. Policy data never leaves your tenant. Implementation is weeks rather than months.
- Deployment speed and simplicity. LifeArc, a healthcare and life sciences charity, went live across 500 employees and achieved ISO 27001 certification within three days of deployment. This is just one example of what rapid Xoralia implementation can enable.
- Total cost of ownership. NAVEX’s licensing is typically significantly higher than Xoralia’s, compounded by the professional services cost of a lengthy implementation and the ongoing training cost of a system employees do not use intuitively.
- Employee experience and high attestation rates. Xoralia customers achieve an average 84% attestation rate using the product, with some reaching 99%.
- Data sovereignty for UK and EU organisations. Xoralia’s in-tenant architecture means UK and EU organisations can satisfy data residency requirements under UK GDPR and the EU GDPR without additional controls.
When should I consider switching?
Frequently asked questions
Can you migrate from NAVEX PolicyTech to Xoralia?
Yes. We regularly support organisations moving from NAVEX PolicyTech to Xoralia. For many customers, the migration focuses on transferring and organising documents, metadata, and governance information rather than undertaking a complex system replacement project. Most migrations are planned and delivered as part of our onboarding process, helping ensure a smooth transition with minimal disruption.
Does switching from NAVEX create a compliance gap?
No. Xoralia implementations are staged to ensure compliance continuity. Existing policies, review cycles, and attestation records are migrated.
Is Xoralia suitable for large enterprises?
Yes. Xoralia is used by regulated enterprise organisations across financial services, healthcare, public sector, education, and manufacturing. It scales across thousands of employees, multiple departments, complex policy libraries, and multi-geography deployments. Approved customers include Suntera Global (financial services), Gama Aviation (aviation), LifeArc (healthcare and life sciences), Oxford University (education), and UK Anti-Doping (public sector).
How do the price points compare?
Xoralia’s pricing is typically significantly lower than NAVEX PolicyTech for comparable functionality, particularly for organisations that do not require the broader NAVEX One GRC suite.
Xoralia and NAVEX PolicyTech comparison: conclusions
It’s critical for every organisation to find the policy management solution that makes sense. If you’re committed to using the wider NAVEX GRC suite and want an integrated set of solutions, then NAVEX may be your best bet.
If you’re a Microsoft 365 organisation then Xoralia has a number of real advantages.
Employees acknowledge policies inside Teams and SharePoint using their existing credentials. All data is kept on your tenant. Costs are lower. Deployment is quicker. And the attestation rates that regulated organisations need to demonstrate are consistently higher.
About the author
Dan Hawtrey
Dan Hawtrey
The story behind Xoralia
Xoralia was built by the team at Content Formula, an intranet and digital workplace consultancy that has built SharePoint intranets for some of the world’s most famous companies. Now, most companies want their policies and procedures on the intranet but they don’t just want to store them there, they also want tools to help better manage them. Over the years we came across just about every single requirement for a policy management system. As this article above explains, there are gaps in SharePoint and so we never built what in our mind was the perfect policy management system. However, one of our clients challenged us to build something for them that filled all the gaps but still used SharePoint at the back end. We had a great relationship with them and agreed to share the budget to do this, provided we could then market the solution to others. That was in 2019. We’re now on version 3 of Xoralia and the product has grown and evolved a lot. 3 benefits you can expect from Xoralia
Make it easy to find policies
Centralised policy library with powerful search and filtering
Reduce administrative burden
Automations and notifications so that all policy tasks are carried out on time
Demonstrate compliance and best practice
Sophisticated tracking and dashboards to drive and measure compliance.
And lots more!
What our clients say
A great time saver and tool for document management
We have found Xoralia to be very beneficial to us as it has allowed us to focus on other area’s as Xoralia will take care of who has read the documents and notify them if they have not. A great time saver and tool for document management all together.
Tim Galer
IT Coordinator
Hughes
Ideal partner for our regulated environment
LifeArc operates in a strictly regulated sector where compliance and information security are critical. It is essential that LifeArc’s workforce have easy and effortless access to the latest up-to-date policies and procedures, which is the structure Xoralia gave us.
Adam Lythgoe
IT Manager
LifeArc
How to get started with Xoralia
Step 1: Explore or request a demo
Start a free trial for instant, hands-on access, or fill out our form to book a personalised demo at a time that suits you.
Step 2: Get a price proposal
If Xoralia looks right for your organisation, ask us for a tailored quote. We’ll outline any options and packages to fit your needs.
Step 3: Install and launch
Set up Xoralia in your environment with our support. We’ll provide onboarding, training, and full assistance to get your team up and running quickly.
Here's what you'll get
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Central policy library
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Search and filter tools
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Mandatory read policies with attestations
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Quizzes
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Notifications and alerts
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Employee dashboard
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Line manager dashboard
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Works on mobile, in Teams and SharePoint
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New policy creation workflows
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Policy update workflows
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Review and approval gates
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Policy version history
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Compliance dashboard
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Audit trail
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Full reporting
And last but not least:
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Professional implementation service and support
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Evergreen software – frequent updates and improvements
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Comes with our "it just works" support warranty – we’ll fix any bugs, often before you even notice
Ready to get started?
Connect with us to streamline your policy management and ensure effortless compliance.
Offers everything you need to remain compliant
We recently onboarded Xoralia into our business to manage our controlled documents and the process has been effortless. Xoralia is very simple to use and offers a great platform for all internal users to interact with it. Staff are more responsive and this has increased our performance.
George Gray
Head of Quality
Uniting excellence in integration and features for seamless policy management
As the newly appointed IT Manager at our company, I was tasked with implementing the Xoralia policy management tool, and the experience has been nothing short of impressive.
Rian Stuart
IT Manager
TwinStream
