6 reasons why Xoralia is the best ConvergePoint alternative in 2026
If you’re evaluating ConvergePoint right now, there’s one thing you need to know: ConvergePoint was acquired by Ideagen in June 2025, and Ideagen already owns a competing set of compliance products. That doesn’t mean ConvergePoint has stopped working – but it does mean the product roadmap you’d be buying into is less certain than it was a year ago.
ConvergePoint, initially marketed as Ideagen ConvergePoint following its 2025 acquisition, and now branded as Ideagen Compliance, is a SharePoint-based policy management solution covering policy creation, a central repository, and employee attestation. Organisations comparing it with SharePoint-native alternatives should weigh usability, the depth of Microsoft 365 integration, and the certainty of the product roadmap following the acquisition, alongside the core policy management features both approaches share.
For a full overview, see our complete guide to policy management software, which also compares Ideagen Compliance (ConvergePoint) against several other vendors in more depth.
Why policy management software matters
Policy and procedure management is very important for every organisation and is particularly critical in regulated sectors. When you manage your policies effectively, you can support compliance, minimise risk, improve operations, standardise processes, drive efficiency, enhance employee onboarding, and more.
Good policy management means your employees can access the policies they need, knowing they are up to date and easily findable, and that policy owners and compliance managers have clear oversight of the documents they are responsible for.
Asking employees to confirm they’ve read and understood a policy underpins compliance and the reporting that sits behind it. Compliance audits and inspections will expect policy management practices to be in place and will want the necessary evidence that employees are accessing, reading and following policies.
How policy management software based on SharePoint can help
Policy management can be fiddly and laborious. Software takes on much of that load through automation, tracking and structured workflow.
For any organisation managing large numbers of policies, particularly in regulated or large, complex organisations, a dedicated policy management solution is essential. The market is mature, with options to suit most budgets and scenarios. But as organisations grow or face increased compliance demands, some solutions begin to show limitations in scalability, usability, and integration. Choosing a solution that flexes with your organisation matters more than it looks when just reading the features list.
Some of the best policy management solutions are built on SharePoint and Microsoft 365, and there are real advantages to that approach:
- The flexibility, scalability and document management strength of SharePoint itself.
- Audience targeting using Microsoft Entra ID groups and profile attributes: role, department, location and so on.
- Your documents stay inside your own SharePoint / Microsoft 365 tenant rather than being hosted by a third-party cloud provider, which might not meet your data sovereignty requirements.
- Single Sign-On (SSO), so there’s no separate password to manage.
- Policies easily available on your intranet and across the wider Microsoft ecosystem including via Teams, though how far this extends depends heavily on which solution you use
While both Ideagen Compliance and Xoralia cover the basics, growing organisations do sometimes encounter challenges with certain SharePoint-based systems, including restrictive licensing models, usability barriers for infrequent users, manual compliance tracking, and basic lifecycle handling.
What is Xoralia?
Xoralia is a dedicated policy management solution built for SharePoint, Teams and Microsoft 365. It’s produced by Content Formula; an intranet and digital workplace consultancy focused on Microsoft 365. We have many years of experience of delivering custom SharePoint builds and out-of-the-box intranets, so we’re not just a product vendor guessing at what organisations need.
- Xoralia covers all of the classic policy management capabilities already detailed above for ConvergePoint / Ideagen Compliance.
- At its centre is a policy hub, a central repository with search, browse, custom filters and category descriptions.
- Custom metadata plus targeting by location, region, role and division for more complex organisations.
- Employee attestation with mandatory reads and acknowledgement to support compliance reporting, plus custom quizzes via the Quiz Builder for cases where it is important to embed and test genuine understanding of the policy or a related change.
- Deep integration with Microsoft Word for policy creation, with approval workflows and a full audit trail.
- Automated review dates, notifications and dashboards for policy owners to support policy lifecycle management.
- Granular, flexible reporting covering compliance reporting and adoption insight, to determine which policies are actually being read.
- Full integration with Microsoft Teams via a dedicated Teams app, as well as shipped with role-based SharePoint web parts and Viva Connections cards to support M365 integration.
- A dashboard aimed at managers to track compliance across their teams.
Comparing Xoralia and Ideagen Compliance
If you only need the basics such as a policy library, attestation, and some Microsoft 365 integration, then both solutions will do the job. The differences that matter show up in usability, integration depth and what happens next for the product itself.
| | Xoralia | Ideagen ConvergePoint |
|---|---|---|
| Microsoft 365 integration | Native SharePoint, Teams app, Viva Connections cards | SharePoint app; no dedicated Teams app or Viva Connections integration |
| Ease of use | Designed around the employee who only reads policies, not just the admin | Feedback from customers and prospects we speak to suggests a steeper learning curve, particularly for infrequent users |
| Configurability | Nearly 20 SharePoint web parts for building custom policy views by department, region or role | No equivalent web part library |
| Licensing model | Not based on contributor role counts. | Licensing by contributor role (authors, approvers, reviewers) can create barriers as engagement scales |
| Product roadmap | Actively developed by Content Formula, currently on version 3 | Under Ideagen since June 2025; roadmap direction not fully clear |
| Integrations | Full API, integration with other Microsoft 365 tools | More limited integration with other 365 tools, some integration with other Ideagen products |
| Best fit | Organisations wanting deep Teams/Viva integration and a lighter licensing model as they scale | Organisations already invested in ConvergePoint's other modules that are comfortable with short-term roadmap uncertainty |
Note, this table reflects the areas where the two differ most, not an exhaustive feature comparison.
Here are some of the key points where the products do differ:
Ease of use
Feedback from our customers and prospects consistently points to Ideagen Compliance, for employees, admins and policy owners, as considerably less intuitive than Xoralia’s. People who don’t use the tool daily, or aren’t especially computer-literate, can struggle with it, and it can feel like a solution primarily designed around the needs of the compliance team rather than users.
This means Ideagen Compliance can feel like a heavyweight document-management solution rather than a policy-access tool, with accessing and finding policies not as straightforward as with Xoralia, a factor which can impact adoption.
Ease of use has always been a foundational quality of Xoralia, and we designed the product to be truly employee-centric to ensure strong adoption. Xoralia is designed around the employee who reads policies, not just the admin team. For example, we prototyped the policy library, search, filter and browse experience first, then built targeted dashboards for different groups, including line managers, showing upcoming reads, tasks and the data each group actually needs. Xoralia customers report an average attestation rate of 84%; if most of your organisation isn’t reading your policies, the system isn’t doing its job. It’s also reflected in independent reviews:
Xoralia currently holds a 5.0 rating on G2 and AppSource, compared with 4.5 for ConvergePoint on G2, which hasn’t had a new G2 review since early 2026.
Integration with SharePoint & Teams
Xoralia integrates more deeply with the rest of Microsoft 365 than Ideagen Compliance, with dedicated options for Teams and SharePoint, which drive a more consistent digital employee experience and, in turn, better adoption.
Microsoft Teams integration
Many organisations have strong Microsoft Teams adoption – it is effectively where work happens. Xoralia has a dedicated Teams app, meaning employees can access every feature from within Teams, and within their daily workflows, including receiving notifications for mandatory reads and review deadlines. It’s also built to work just as well on the mobile Teams app, so frontline employees can access policies out in the field. Xoralia also supports cards in Microsoft Viva Connections, covering documents due to be read, pending review, and expired – again useful for organisations using Viva Connections to reach frontline workers on mobile devices.
Surprisingly, Ideagen Compliance neither has a dedicated Teams app nor a Viva Connections integration.
SharePoint integration
A unique feature of Xoralia is its dedicated set of SharePoint web parts for policies and procedures that can be configured to show a particular set of policies, or targeted to the needs of a particular group, including employees and policy owners. Web parts are configurable widgets you drop onto SharePoint pages to build custom views.
ConvergePoint makes all policies available to everyone by default, so the person looking for one specific document has to work through complex filters and tags to find it. Xoralia can still show an “everything” view when that’s genuinely what’s needed, but most scenarios don’t need it, so we find the more targeted views of our ready-to-deploy web parts are particularly valued by customers as they can:
- Be added to specific pages where they add context, so the HR policies appear on the HR page of your SharePoint intranet if desired (but still sit in a central library)
- Be deployed to particular audiences, so for example in an area aimed at policy owners.
Some examples of this in action:
A city hospital: A large hospital could have thousands of policies. An oncology nurse who spends most of her time with patients, not navigating file systems, would otherwise face a needle-in-a-haystack search. With Xoralia, she goes to the Oncology department page and sees only the policies relevant to her – hospital-wide and department-specific – in a familiar, manageable list.
A global energy firm: Aisha coordinates policy governance across hundreds of people in multiple countries. Training local policy managers on a complex, cumbersome system has always been the bottleneck. With Xoralia’s web parts, she builds simplified, role-specific pages for local managers, cutting the training burden while giving end users only the policies relevant to their market.
A steel manufacturer: A hot strip mill worker doesn’t need engineering or quality control procedures, just the SOPs and safety protocols for their own work area. Xoralia’s web parts filter out everything else, reducing search time and improving both safety and productivity on the floor.
Stripping out policy clutter like this is what makes the difference between a system people tolerate and one they actually use.
There are currently 20 Xoralia web parts covering policy search, mandatory reads, documents due for review, favourited and recently viewed policies, line manager dashboards and more, each configurable for a given scenario or audience. Ideagen Compliance / ConvergePoint has no equivalent web part library.
Collections
Collections are unique to Xoralia. Admins can group a set of policies, potentially spread across different SharePoint document libraries, and present them together to employees as one focused set of policies. A common use case is a new-starter collection covering everything a new hire must read on day one; another is a single policy bundled with related learning materials, such as videos or slide decks.
Line manager dashboards
Line manager dashboards let managers verify that their direct reports are completing policy-reading tasks, in addition to the notifications Xoralia already sends to employees. Managers also get a weekly email summary in case they don’t check the dashboard. There is no equivalent in Ideagen Compliance.
Licensing model
ConvergePoint’s model has always charged by contributor role (authors, approvers, reviewers) which can create a real barrier to scaling engagement as more teams get involved in policy ownership. This has continued with the Ideagen acquisition. If your organisation is likely to grow the number of people contributing to policy management, model out what that looks like under a per-contributor licence before you commit. Xoralia’s licensing model works differently: anyone who accesses Xoralia needs a licence, whatever their role. Readers, document owners, reviewers, approvers and admins all count equally – there is no distinction by role. Licences are bought annually in user tiers, based on how many people in the organisation need access, and you round up to the next tier that covers your user count. For example, an organisation with 92 users licenses the 100-user tier; one with 2,342 users licenses the 2,500-user tier. Tiering keeps pricing simple and predictable: you know your cost for the full year up front, with no per-seat admin or mid-year true-ups every time your headcount shifts. As long as your user count stays within the tier you’ve purchased, nothing changes.
What the Ideagen acquisition means for you
If you were already on ConvergePoint, then the acquisition needs to be taken into account on any decision. The longer-term commitment to the product is harder to ascertain and while Ideagen has publicly framed the acquisition as strengthening its compliance and policy management capability, and the product is still available one year later, it does not tell you whether specific ConvergePoint features get continued investment. On the other hand, there may also be some advantages, particularly if you are using existing Ideagen products and you seeking some integration between solutions.
Is Xoralia the right ConvergePoint alternative for you?
If you need the basics of SharePoint-based policy management – a library, employee attestation, policy creation and management, and some Microsoft 365 integration – either solution covers that ground. The differences that matter are usability, depth of Microsoft 365 integration through nearly 20 configurable SharePoint web parts, a licensing model that doesn’t penalise you for scaling engagement, and, as of 2026, a settled product roadmap rather than one still being folded into a larger portfolio.
Ready to see the difference for yourself? Book a free demo.
Frequently asked questions
What are good alternatives to ConvergePoint for policy management?
Organisations typically look at SharePoint-native tools that offer a lighter, more focused feature set than ConvergePoint’s multi-module suite, particularly ones with deeper Teams integration and licensing that doesn’t penalise you as more people get involved in policy ownership.
How do organisations track whether employees have read and understood a policy?
Most SharePoint-based solutions support mandatory-read attestation, where employees confirm they’ve read a policy before moving on, backed by dashboards so managers and compliance teams can see who hasn’t completed required reading. Some also support short comprehension quizzes for higher-risk policies, where a signature alone doesn’t confirm real understanding.
Can policy review and approval be automated?
Yes – most dedicated tools let you set up rules-based approval workflows so a policy routes automatically to the right reviewers and approvers, with automated reminders for upcoming review dates so policies don’t quietly go stale between compliance cycles.
What’s the difference between a policy repository and a full policy management system?
A repository is just central storage – a place to find the latest version of a document. A full policy management system adds the workflow around it: version control, approval routing, mandatory-read attestation, and reporting on who has and hasn’t acknowledged each policy. Many organisations start with the former and outgrow it once compliance or audit demands increase.
About the author
Dan Hawtrey
Dan Hawtrey
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
