How automated policy management benefits your business

For a full overview, please see our complete guide to policy management software.

Automating policy management removes the compliance risk created by manual processes - emailed PDFs, chased sign-offs, and spreadsheet trackers that miss renewal deadlines. Automated policy management software triggers review cycles, routes approvals to the right stakeholders, and captures timestamped employee acknowledgements without any manual intervention from HR, legal, or compliance teams.

Employees need to have easy access to policies, be able to find what they need quickly and easily, and understand when there have been changes. This is even more important in hybrid and remote working environments. Meanwhile, policy owners need to keep their policies up to date, be confident that changes have been understood, and sometimes report on this for compliance purposes.

All of the above might sound straightforward, but it can take a lot of coordination and effort, particularly when everyone is extremely busy. It only takes one out-of-date policy in circulation to create risks with a range of potential negative outcomes. Understandably, many organisations decide to invest in automated policy management solutions like Xoralia that help them to establish a central policy library, carry out employee attestation processes, support policy owners to manage their content and more, while significantly reducing the effort and time taken.

Xoralia integrates seamlessly with Microsoft 365 and SharePoint, allowing policy owners to manage content where they already work, while ensuring employees always see the latest approved version. An essential key feature of a solution like Xoralia is its automation, which saves both huge amounts of time and ensures that policy owners don’t forget to carry out aspects of policy management. In this post we’re going to explore why automation is so important in policy management, and how it benefits a business.

Problems with traditional policy management

One of the problems with traditional policy management is that is has tended to be carried out manually, usually using email and spreadsheets. For example, a central compliance or policy team might have to:

As anyone who has used email and spreadsheets for policy management, employee attestation and compliance reporting, they can confirm that it is a significant undertaking and administrative burden that:

The advantages of using an automated policy management system

The digital workplace provides huge opportunities to automate workflows and basic, repetitive tasks. Workflow engines such as Power Automate and Nintex are evolving as “low code no code” platforms that mean even non-IT professionals can create simple automation. Specific products including policy management solutions like Xoralia are also embracing automation.

Policy management is an area where there are multiple opportunities for automation, with several advantages.

Overall, using an automated policy management system brings significant benefits. It removes much of the administrative burden, reduces the risks associated with manual tasks, and ensures that policy owners, compliance teams and employees follow a consistent, structured approach. It also provides greater visibility into who has read what, when, and how often - helping organisations respond faster to audits, internal reviews or emerging compliance risks. Automation makes it easier to scale your policy processes across teams, departments and regions, supporting growth while maintaining control.

Automating policy management in Xoralia

Xoralia is built on SharePoint and Microsoft 365 with built-in automation that eliminates the need for manual follow‑ups, reminders or spreadsheets. It streamlines the entire policy lifecycle - covering creation or upload, review and approval, version control, assignment, attestation, tracking, reminders, expiry and reporting. Xoralia also integrates with Microsoft Teams, letting employees receive notifications and complete attestation tasks without leaving the flow of work.

Automation in Xoralia covers multiple areas, including assignment based on dynamic Microsoft 365 group targeting; recurring re‑acknowledgement cycles; automatic reminders (via email and Teams) and escalation; scheduled policy reviews and expiry alerts; quiz‑based or simple digital attestations; and real‑time dashboards and audit reporting for compliance teams.

Want to automate aspects of policy management? Arrange a Xoralia demo!

Automation brings efficiency and accuracy to policy management. Xoralia is a policy management solution that uses automation to deliver value.

If there are aspects of managing your policies that could be automated, then why not arrange a free Xoralia demo?