Phase 3
Now you’re ready to move into the final phase and start streamlining how policies are created, reviewed, and approved in Xoralia.
In this phase, you’ll design policy workflows, define stages such as Draft, Review, Approval, and Publish, and assign the right owners and approvers at each step. Policies automatically move to the next reviewer, with comments and revisions captured in one place and a full approval history recorded before publication – ensuring every policy is consistently reviewed, signed off, and ready to share with your organisation.
Enable document review and approval workflows in Xoralia
Turn on workflow in Xoralia to introduce review and approval steps before any policy goes live, supporting strong governance and compliance. When workflow is enabled, Xoralia automatically creates a draft library so you can update and refine policies in the background while the current approved version remains live and accessible to employees.
Set up template libraries
Use template libraries (per library or global) to keep policies consistent in format and structure.
Exclude libraries from SharePoint search
Prevent unwanted Xoralia-managed document libraries (drafts and templates) from appearing in SharePoint search results. This promotes users accessing policies through Xoralia, avoiding confusion or duplicate entry points. The live policy libraries shouldn’t be hidden as to allow for content search crawl within Xoralia.
Draft library permissions
Identify and assign Workflow Admins and Document Admins
Granting someone the Workflow Admin role is a significant responsibility in Xoralia and allows for the user to create and configure the process document owners have to follow when updating their documents. Workflow admins will be able to create new workflows for each library and amend all existing workflows. Granting someone a Document Administrator allows them to create new/upload new documents into Xoralia – the permission to create documents must be granted on a per library basis.
Configure workflows
The Xoralia out-of-the-box workflow includes one review stage and one approval stage with multiple recipients allowed at each stage (and the option to bypass a stage if needed); this will be used until custom workflows are set up and applied against each of the libraries.
To create a more custom and structured document update process (consisting of variable review and approval stages and configurations) use the workflow builder. You can select the approach that best matches your compliance and governance requirements for each library.
Process & maintain documents
Train your document owners on how to update policies using the new workflows in Xoralia to ensure reviews and approvals are properly managed.
Communicate update process to document reviewers and approvers
Communicate the new workflow to reviewers and approvers so they understand their role in the process. Let them know when and how they’ll receive notifications from Xoralia, what actions they’re expected to take at each stage, and how to review, comment on, and approve documents so policies can move smoothly through to publication.
Publish policies to a website
Once a policy is approved, it can be published to a public-facing website for users to access via an evergreen link. To learn how to set this up, please contact your Customer Success Manager for guidance and support.
Next steps
Congratulations — you’ve completed your onboarding and are now ready to take full advantage of all Xoralia functionality!
Your Customer Success Manager will hold one final Customer Success Review to confirm everything is running smoothly and that you’re confident using the platform. After this session, you’ll transition to our ongoing support model, where the Support Desk will be your primary contact for queries.
Your Customer Success Manager will remain available for high-level guidance, escalations, and continued success planning as you grow with Xoralia.