Category: Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

Updating documents in SharePoint (or any generic platform) can be a cumbersome and fragmented process that often leads to draft documents being downloaded, version history becoming confusing and lack of perceived progress without an audit trail on who has updated the document and when. With Xoralia, the process is simple, effective and allows for collaboration but with seamless audit trails and minimal confusion – all while the current live document remains visible and readable for the general user.

Xoralia’s process means that the live document remains untouched (and un-editable and non-downloadable) and available for perusal for all users, meanwhile the draft is created in its own area when the document owner can amend the draft then distribute the documents for review and approval once it’s ready.

Xoralia’s audit logs allows for multiple collaborators of a document, and typically a review and approval stage ahead of publishing. Xoralia flexible workflows allow for the document owner to create their own update workflow process, with traceable feedback, track changes and custom recipients. Whereas Xoralia workflow builder allows for a more rigid workflow process, where mandatory reviews and approvals can be named, additional stages can be added for multiple review and approval levels and sequences flows can contain ‘informed’ recipients (for those with no action but should remain in the loop with updates).

Last updated: 11 March 2025

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Request Re-read and Not Read

Posted on 4 October 202411 March 2025 by Kelly Chan

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

In Xoralia, document owners can manage users’ progress on reading assigned documents. Two key features that help in this process are the Request Re-read and Mark as Not Read functions, which allow admins to request users to re-read a document or flag it as unread.

Requesting a Re-read

In Xoralia, document owners can request individuals to re-read a policy by navigating to the Read Report section. Under the “Read” tab, they can select the relevant users and choose the “Request a Re-read” option. This feature is particularly useful in cases where changes have been made to a document or when there is a need for users to revisit important content.

End Users: When a document is marked as “Request Re-read” for an individual to whom it was previously assigned, the document will move back into the “Documents I Must Read” section under My Reads. The user will also receive an email notification alerting them of the re-read request. If the document’s read-by date is configured based on a relative number of days, this date will be reset accordingly. The “Request Re-read” function effectively works like a new assignment, prompting the user to treat the document as if it is a fresh task, ensuring they review the content again. Additionally, an email notification will remind the user of the updated requirement.

Document owners: Marking a document as “Request Re-read” moves it from the “Read” tab to the “Not Read” tab in the Read Report section. This action resets the read-by date, if set based on number of relative days. prompting users to treat the document as a new task that requires their attention. By requesting a re-read, document owners.

Mark as not read

In Xoralia, document owners have the ability to mark policies as “not read” for specific individuals by visiting the Read Report section. Under the “Read” tab, they can select the relevant users and choose the “Mark as not read” option. A practical use case for this feature is when a user is not complying with a policy they have previously read, and the document owner deems it necessary for the user to re-read the document. This feature is particularly useful when there is concern that the user has not fully acknowledged or understood the content.

End Users: When a document is marked as “Mark as Not Read” for an individual to whom it was previously assigned, it will move back into the “Documents I Must Read” section under My Reads. The user will receive an email notification, prompting them to revisit the document. Unlike the “Request Re-read” feature, the original read-by date, as set by the document owners, will remain unchanged. This function ensures that users are reminded to review the document without altering the initial deadline, maintaining the original compliance schedule while reinforcing the need for action.

Document owners: Marking a document as “Mark as Not Read” moves it from the “Read” tab to the “Not Read” tab within the Read Report section. Unlike the “Request Re-read” option, this action does not reset the read-by date. As a result, the user retains the same amount of time initially set to read the document.

Steps for Admins to Request a Re-read or Mark a Document as Not Read

Requesting a Re-read:
- Navigate to the Read Report page.
- Locate the document you need the user to re-read.
- Click the Request Re-read button.
- The user will receive an email, and their read-by date will be reset.
Marking as Not Read:
- On the Read Report page, find the document.
- Select the Mark as Not Read button.
- The document will be moved to the “Not Read” tab, without resetting the read-by deadline.

Practical Example of Read Management

Relative Read-by Date Example:: On January 1st, John assigns a document with a relative read-by date of 31 days from assignment. All current members receive an email notification on January 1st, requiring them to read the document by January 31st. On March 1st, if the document needs to be updated, John can request a re-read, giving the users another 31 days to read the updated version.
Effect of Marking a Document as Not Read:: If John marks a document as Not Read for one of the users on January 10th, it will return to their “Not Read” section, but the deadline remains unchanged, meaning they must still finish reading it by January 31st.

Last updated: 11 March 2025

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How to assign yourself or others as Document Owners

Posted on 31 August 202211 March 2025 by Hannah Barltrop

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

Assigning document ownership is a crucial aspect of effective policy management. Document owners are responsible for the creation, maintenance, and review of policies and procedures. Clearly defining ownership ensures accountability and helps maintain the accuracy and relevance of documents. Using policy management software, organizations can easily assign and track document owners, set automated reminders for reviews, and streamline the approval process. This ensures that all documents are up-to-date and compliant with current standards.

To be a Document Owner means the user will be able to assign the document to a user or groups to read in Xoralia. The metadata field that drives these permissions can be found in SharePoint.

First, navigate to your SharePoint site and document library associated with Xoralia. You should see three columns which drive the access and data displayed in Xoralia, Document Contact, Document Owner and Document Version. Edit these columns using grid view.

The Document Owner column is a People Picker field. Select as many Document Owners as you need within your Active Directory to manage the document within Xoralia. Giving people the Document Owner permission means they will be able to set expiry dates, assign documents, set read by dates and access document read history in Xoralia.

Exit grid view once done, then wait a few minutes for Xoralia to sync and pull through the new permission level.

Last updated: 11 March 2025

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Read report

Posted on 21 July 202211 March 2025 by Hannah Barltrop

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

Within the read report there are three tabs for attestation information. The read and not read tabs are indicative of all individuals that are currently assigned the document and their attestation (read) status.

The log tab, provides an extensive view of all read history of the document, regardless of active assignments, plus details of when email reminders have been sent by document owners.

All tabs are downloadable, using the ‘Download this report’ button.

The read tab will give you details of all active assignees that have read the document. It also details the version of the document they read, on what date and other information such as if the status was overridden by the document owner at any point in time.

The not read tab is the same format as the read tab, including functionality to search for users within the assignment by name, location, and department. As a document owner you can also override the status of each individual if desired.

The read log will provide a record of all actions against the documents for both currently assigned and no longer assigned individuals. For example, if someone has left the company, their read records will remain in the log tab.

The log tab is also useful to see when email reminders have been sent to document readers.

All information displayed within the read tabs (including log) is also available in download excel form and follows the same format.

Last updated: 11 March 2025

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Reporting suite

Posted on 21 July 202211 March 2025 by Hannah Barltrop

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

For users that are a Xoralia system administrator, a suite of reports is now available to help with the use and statistics stored within Xoralia. The following reports are available with their denoted purpose below and can be found in the Reports button in the heading menu.

1. Xoralia system information: This report will help system users to identify the use of Xoralia and details how many document libraries are associated with Xoralia, how many documents are displayed within Xoralia, how many documents are assigned to users to attest to, how many assignments there are across all users within all documents and how many documents have been read throughout the Xoralia read reports

2. Document information: This report allows you to extract an excel document that details the metadata information of all documents stored across Xoralia across all libraries.

3. Document expired or pending review: This report is particularly useful for compliance managers as it highlights all documents that are pending review via their document owner or administrator and all documents that are expired and may no longer be valid.

4. Document and associated assignments: Select and view all the users that have been assigned a document to read. The report will allow the system admin to view all assignees and their read status against the current assignment of the chosen document. Note: You cannot view more than one document at a time when extracting this report.

5. User read history: See details of all individuals that have been assigned a document within Xoralia and their read status history per document. Not one user must be chosen at a time.

Last updated: 11 March 2025

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Xoralia user dashboard

Posted on 21 July 202211 March 2025 by Hannah Barltrop

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons

Can’t see the Viva web parts in your page web part catalogue?

With the release of a user dashboard, end users are now able to view their read statistics against all documents across all document libraries in a singular view. Our new dashboard displays long term statistics in an easily understood visual chart, encouraging them to read documents on time and try to improve their average quiz score.

Our mandatory documents section details a user’s attestation history throughout all time, alongside metadata such as document title, document version, the date attested to and their quiz score. The list also details unread assigned and links to each document for ease of attestation.

Last updated: 11 March 2025

Download user guide:

When to use Xoralia and when to use SharePoint

Posted on 25 February 202211 March 2025 by Hannah Barltrop

Document lifecycle

What are workflows and how you can use them to update your document directly in Xoralia

How to assign yourself or others as Document Owners

Security resilience

Application security, load testing and threat protection

How to configure SharePoint permissions with Xoralia

Assigning mandatory reads

Documents & tags

Setting up a grouping of documents in Xoralia as a “Collection”

Web parts & addons