Best policy management software 2025: 8 leading solutions
- Dan Hawtrey
Policy management is a catch-all term to describe the processes and governance involved in writing, updating and disseminating policies and procedures in an organisation. It is essential for every organisation but if you work in a regulated industry, it is mission critical. Without effective and thorough policy management you expose yourself to numerous risks and compliance failures.
To achieve policy management at scale in a fast-moving organisation you will need to implement policy management software. Carrying out policy management manually is hopelessly inefficient, extremely time-consuming, and prone to errors even for small companies. It’s a major compliance risk in itself.
Without a solution to do the heavy lifting to provide easy access to policies, automate update and review reminders, support employee attestation and more, you risk out-of-date polices, multiple versions in circulation, policies that are impossible to find, and ultimately non-compliance.
There are several key questions to ask from the outset:
- Which is the best policy management solutions that suits your needs? It is a mature market and there is lots of choice. Whilst most broadly offer the same core features, there are some key differences, such as usability. We try to capture these in our comparison table and analysis.
- Are you looking for a policy management solution which is part of a large suite of compliance tools (these are called GRC suites – the acronym stands for Governance, Risk & Compliance). GRC suites can provide significant advantages by keeping everything under one roof. This often appeals to enterprise buyers with complex compliance needs and deeper pockets.
- Should you opt for a solution that integrates with Microsoft 365 or do you want one that stands alone? Integration with the familiar Microsoft 365 gives you much more control over your users, documents and satisfies many information security requirements. It also helps reduce complexity and improve user adoption with minimal IT overhead. However, if you don’t use Microsoft 365 in your organisation, you should avoid these solutions as they simply won’t work for you.
- Which parts of the policy management lifecycle do you need support for? Policy creation workflow? Dissemination and attestation? Audit trail? All of the above? Simpler solutions focus on one or two aspects of the policy lifecycle whilst others cover all the bases.
- How sophisticated does your solution need to be? Sophistication brings you flexibility and means you are more likely to satisfy less common or complex requirements. This is where a detailed understanding of your needs becomes important. For example, do you need to be able to link documents together? Do you have many hundreds of documents, necessitating good search, filtering and findability tools? Are templates important to you to help better manage policy quality and consistency? Do some policies require acknowledgements on an annual basis? Are staff changes frequent in your organisation? All of these questions and many more point to requirements that require more sophisticated features and functionality.
- Ease of use is incredibly important as it will help with user adoption. Because the policy management industry is a mature one, there are many products out there that were developed well over a decade ago and have barely been updated since then. One of the most frequent complaints cited by companies looking for a new policy management system to replace their old one is that their old system is clunky and not user friendly.
In this article we compare eight leading tools from more generic governance platforms to SharePoint add-ons to Microsoft 365-native solutions. And for full transparency, we have included our own platform too.
Ready? Here’s our comparison table to help you find the best policy management solutions.
| | Ease of use / look and feel | End-to-end policy lifecycle coverage | Part of GRC suite or stand alone | Microsoft 365 native solution | Level of M365 integration |
|---|---|---|---|---|---|
| Xoralia  | Strong. Front end can match your brand | Full end-to-end coverage with powerful features | Stand alone | Yes. Also comes with user-friendly front end | High |
| DocRead (Collaboris)  | Strong | No. Attestations only | Stand alone | Yes | High |
| SharePoint Policy Manager  | Average – feels very SharePoint-y which will put off some users | Yes, but features are simplistic. Relies on strong SharePoint skills for maximum benefit | Stand alone but developer offers other products | Yes | Medium |
| Ideagen ConvergePoint  | Average – can feel complex for infrequent users | Yes, good end-to-end policy management features. Usability an issue however | GRC suite | No but stores docs in SharePoint | Medium |
| NAVEX One  | Average but our own researchtells us many find the tool complex to use | Yes, with strong enterprise features but hard to use | GRC suite | No | Low |
| ComplianceBridge  | Average, feels dated | Yes | GRC suite | No | Low-to-medium |
| MitraTech Policyhub  | Average, feels dated with infrequent updates | Yes but can require complex customisation | GRC suite | No | Low |
| DocTract  | Good | Yes | Stand alone | No | Low |
Key takeaways
- Xoralia stands out as the only fully Microsoft 365-native solution with deep integration across SharePoint, Teams, and Entra ID. It combines a modern, intuitive interface with comprehensive lifecycle management — all securely contained within the customer’s own Microsoft environment.
- DocRead and SharePoint Policy Manager also work directly inside Microsoft 365 but are more limited in scope. They provide practical solutions for organisations focused on read acknowledgements or straightforward policy reviews without the need for broader compliance functionality.
- Ideagen ConvergePoint, NAVEX One, ComplianceBridge, and Mitratech PolicyHub sit within wider GRC suites. While these offer extensive compliance capabilities, they introduce additional hosting, configuration, and complexity — making them less suited to organisations that simply need effective policy management within Microsoft 365.
- DocTract provides solid lifecycle management and external access options but operates as a standalone SaaS product, separate from the Microsoft 365 environment.
- For companies invested in Microsoft 365 that prioritise usability, data control, and security over broader GRC functionality, Xoralia offers the best overall balance of capability, simplicity, and alignment with existing IT strategy.
With the key differences outlined, the next section looks at each solution in more detail — highlighting their strengths, weaknesses, and best-fit scenarios. The insights are based on a combination of online reviews, product information published by each vendor, and feedback we’ve heard directly from our customers.
Xoralia
Xoralia is a comprehensive policy management solution that is built for Microsoft 365 including SharePoint and Teams, which focuses on a strong user experience for employees, policy owners, and admins.
Strengths:
- Xoralia is a fully native Microsoft 365 solution so has deeper integration with SharePoint and Teams than any other policy management solution – for example, the product includes a Teams app and over 20 out-of-the-box SharePoint web parts, allowing companies to easily build policy pages tailored for different audiences.
- Xoralia is a “challenger” solution that puts a strong focus on being user friendly versus rival policy management solutions; features include targeted views for different groups, strong findability, a simple employee attestation process and more.
- Xoralia comes with a very active roadmap compared to other policy management tools with AI and a host of other features on the near horizon. It is giving many enterprise solutions a run for their money.
Weaknesses:
- If you do not have Microsoft 365 then Xoralia is not the product for you.
- Xoralia just focuses on policy management by design, so if you are looking for a suite of compliance products that features a policy management module, again Xoralia is not the product for you.
Best for:
- Organisations requiring a full featured policy management solution with unrivalled Microsoft 365 integration and a strong emphasis on ease of use. If you’re a Microsoft house then Xoralia is a strong contender.
DocRead (Collaboris)
DocRead from Collaboris is an employee attestation product that integrates directly with SharePoint and can be used to gain confirmations from employees that they have read policies.
Strengths:
You can run an employee attestation process at scale to get targeted groups to confirm they have read assigned documents living in SharePoint libraries. Like Xoralia it also automatically handles joiners, leavers and movers, adjusting assignments accordingly.
Automated reminders and an analytics module based on PowerBI help to track success and demonstrate t compliance.
Because it runs entirely within SharePoint, employees and administrators work in a familiar environment without needing a separate platform, helping to reduce friction and speed up deployment.
Weaknesses:
The scope of the product is limited with few policy management features beyond the employee attestation features.
It does not feature any policy lifecycle tools that support policy owners or present any options that make policies easier to find for employees.
Best for:
- If you’re just looking for an employee attestation or mandatory reads tool that integrates with SharePoint and nothing more.
SharePoint Policy Manager
SharePoint Policy Manager is a Microsoft 365 native solution that slots into SharePoint and helps support and streamline policy management using automation.
Strengths:
Completely integrates with SharePoint and Microsoft Teams to lower barriers to adoption.
It keeps everything within your Microsoft 365 tenant so there’s no additional SaaS solution involved.
It offers a range of features across the content lifecycle including automated reviews and approvals, policy acknowledgements, and reminders to policy owners, as well as basic dashboards to monitor policy status and overdue reviews.
Weaknesses:
Features are somewhat simplistic. Would not suit organisations with more complex requirements.
The look and feel of the product is basic, for example in places closely following the UI of SharePoint document libraries.
While it has the requisite features, there are few “extras” that can make a significant difference in driving adoption or embedding policy changes, and the interface can appear quite functional compared to newer products.
Best for:
- If you’re just looking for a basic Microsoft-365 native solution to support policy management then SharePoint Policy Manager could be a good choice.
Ideagen ConvergePoint
Strengths:
Ideagen ConvergePoint has robust capabilities that focus on policy lifecycle management, disseminating policies to employees via a central repository, and employee attestation.
Ideagen ConvergePoint allows policy owners to create policies within Word and also applies approval workflow with configurable stages, notifications, and version control.
Weaknesses:
While Ideagen ConvergePoint has generally good online reviews, some customers report that it can feel complex or dated in places and less user-friendly than newer Microsoft-focused offerings, especially for infrequent users.
Its integration with Microsoft 365 is via a SharePoint App rather than fully native, so it does not offer deep integration across Teams, Power Automate, or Entra ID.
ConvergePoint was recently acquired by Ideagen in June 2025, so the future of the product is unclear at this point, especially as Ideagen appear to have other policy management offerings within their broader GRC portfolio.
Best for:
- Organisations seeking a mature SharePoint-based policy management solution with strong lifecycle features but not requiring deep Microsoft 365-native integration.
NAVEX One
Strengths:
A wide range of features touching all stages of the policy management lifecycle – for example with custom approval workflow – as well as employee attestation.
Additional compliance reporting, for example where you can map your policies to different compliance standards or areas, and then reflect this in your reporting – such as cybersecurity or HR.
NAVEX One is part of a broader integrated GRC platform that also includes risk management, training, and incident management modules, allowing policies to link directly to wider compliance processes.
Weaknesses:
Like many products, NAVEX One claims to integrate with Microsoft 365 and SharePoint but this integration is shallow and it lacks the level of integration of a native Microsoft 365 solution like Xoralia or DocRead.
Some users also note that configuration can be complex and the interface can feel dated compared to newer, more modern policy management tools.
Best for:
- A robust solution that will be ideal for enterprise customers who have other NAVEX GRC solutions and want to use an integrated suite of compliance tools.
ComplianceBridge
Strengths:
ComplianceBridge has strong policy lifecycle management features including custom approval workflows and tools for teams to collaborate on policy creation and review.
The solution integrates with other ComplianceBridge GRC software for those people looking for a more complete suite of compliance tools.
Weaknesses:
ComplianceBridge does not come with any optimised solution for distributing policies, instead integrating with an existing document management system (DMS); integration with Microsoft 365 is also limited.
ComplianceBridge is a mature product, and its feature set tends to be focused on the needs of central policy teams and administrators, rather than the employee experience or modern, user-friendly interfaces.
Best for:
- Those wanting a solution to support lifecycle policy management and who already have other ComplianceBridge solutions to build an integrated suite of tools.
MitraTech PolicyHub
Advantages:
It has a comprehensive set of features covering a central policy library, employee attestation, approval workflow for new policies, analytics and more.
It is suitable for large enterprises, for example with the ability to target global policies and procedures including in different languages to the right groups.
It can integrate with other compliance and governance products from MitraTech.
Disadvantages:
Some report that it can feel complex to use and sometimes fall short in some of its features – particularly around configuration flexibility and ease of user navigation.
It is not a native Microsoft 365 solution with either deep integration with SharePoint or Teams, and can require separate hosting and administration.
Users often say the interface and features are dated and rarely updated.
Best for:
- Larger organisations that are also investing in other MitraTech products and want an integrated suite of compliance tools.
DocTract
Advantages:
DocTract has the basic features for policy management including attestation but also comes with a search portal that can even be opened up via an external website or to a portal accessible by third parties.
The ability to map regulations, standards and controls to particular documents and also group collections of different policies together to a compliance process.
New embedded AI services that can help find, analyse, and create policies.
Disadvantages:
DocTract’s AI services including the ability to summarise and even create policies, but general risks of inaccuracy or nuances may involve a level of risk that not all organisations are comfortable with.
DocTract can integrate with Word and Entra ID, but it does not have the deep integration of a Microsoft 365-native product, collaboration features are more limited outside its own portal.
Best for:
- Organisations that want a comprehensive solution that maps to the compliance landscape and can even facilitate sharing with third parties.
FAQs
Can I manage policies using Microsoft SharePoint alone?
While you can store policies in Microsoft document libraries and Microsoft search will help users find policies, SharePoint itself is not a full policy management solution. It lacks several basic features including employee attestation, policy lifecycle features to support review workflows, and optimised views for policy owners. While SharePoint has many of the basic features that are important for policy management – such as document versioning – you will need an additional product that integrates with SharePoint to use it for policy management at scale.
How do I choose the best policy management software for my organisation?
When selecting the best fit policy management software for your organisation there are likely to be several different criteria and features to consider. Key elements such as security and price will always be important for any enterprise solution, but for policy management software, areas such as employee attestation features, configurable review workflows, automated reminders, and analytics dashboards are all critical to manage policy management at scale. Microsoft 365 integration will also be important to ensure policies are fully available in the flow of work, while ease of use is also essential to drive successful adoption.
What makes Xoralia different from other policy management systems?
While Xoralia has some features in common with other policy management systems it also has several unique qualities. Firstly, it is a completely native Microsoft 365 solution so all data sits in your Microsoft 365 tenant which can be important from a security and risk perspective. It also integrates completely with SharePoint, Teams, and other Microsoft tools. Secondly, it comes with a set of focused SharePoint web parts to meet different use cases and a complete Teams app. Finally, it is designed from the ground up to be centred around the user, supporting high adoption and usage, while many older solutions are simply less user-friendly.
Key takeaway
For organisations built around Microsoft 365, the right policy management solution should fit naturally within your existing environment – not add another platform to manage. Xoralia runs entirely inside your Microsoft 365 tenant, combining enterprise-grade security with an intuitive user experience. It’s the ideal choice for companies that want powerful, compliant policy management without the cost or complexity of a full GRC suite.
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.
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
