Phase 2

With your core setup and launch activities complete, you’re ready to move into Phase 2 and start unlocking more of Xoralia’s capability.

In this phase, you’ll configure attestations and quizzes to evidence understanding, set up collections – grouped sets of related documents (for example, an “Onboarding” collection with policies and procedures from multiple departments) – and enable reporting to track engagement and compliance.

Set up and verify Entra ID groups (formally Azure AD groups) for policy assignment

You may already have suitable Entra ID groups in place, or you may need to create new ones for this purpose. Using Entra ID groups allows policies to be automatically assigned to the right employees—for example, organisation-wide HR policies for all staff, or department-specific policies for targeted teams. Your Global M365 administrator will need to support on Entra ID management.

This approach ensures that when employees join, leave, or move departments, they automatically receive the correct set of policies without manual updates.

Assign policies for attestation and acknowledgment

Push policies to employees for attestation so they can review and formally acknowledge them. Each attestation records the date and policy version acknowledged, creating a clear audit trail of compliance.

You can also define a regular cadence for re-attestation-such as annual reviews for key topics like manual handling, cybersecurity, or other mandatory training-to ensure employees remain up to date with current policies and requirements.

Create quizzes to assess understanding

You can create quizzes for all policies or only for selected ones where validation of understanding is required.
Use quizzes to confirm that employees have read and understood key policies. Configure settings such as pass marks, number of retakes, and question counts to meet your organisation’s compliance requirements.

Consider setting a regular cadence for re-assessment such as annual quizzes for areas like cybersecurity awareness or health and safety to ensure continued understanding and compliance over time.

Assign Collection admins

Define who should be able to create and manage collections. Collections are groups of documents (not necessarily owned by the same person or live in the same library) brought together for a purpose (e.g., HR, IT, and Operational policies for onboarding).

Create collections

Create structured Collections to improve navigation and make policies easier for staff to find.

Configure notifications in Xoralia

Decide how notifications are sent to staff and owners (e.g., via Teams or email). Tailor sender details (sent from email address).

Add collections webparts in SharePoint (optional)

Use the Xoralia Docs I must read and Xoralia Collections webpart on your SharePoint Communications site (e.g., your intranet homepage or a department page). This provides employees with a complementary way to access and reference useful policies — such as onboarding materials or policies grouped by topic — alongside the main Xoralia interface.

Update attestation statement (optional)

Customise your attestation statement to reflect your organisation’s language and compliance style, or continue to use the Xoralia default.

Review reporting setup

Explore Xoralia reporting to track compliance rates, completions, and attestations, ensuring you’re ready to monitor live adoption. If you need more in-depth reporting, such as a custom Power BI dashboard, please speak with your Customer Success Manager.

Next steps

Now that you’ve completed all the actions in this phase, your next step is to meet with your Customer Success Manager for a Functionality Readiness Review.

During this session, you’ll walk through the Phase Readiness Checklist to confirm that your new features are correctly configured and that your team is ready to begin using them effectively.

You can review the checklist ahead of the session here:
View the Phase Readiness Checklist

Your review call should already be scheduled. If you haven’t received an invite, please contact your Customer Success Manager to confirm the details.