When to use Xoralia and when to use SharePoint

When Xoralia is associated with one or more document libraries in your SharePoint you can carry out most common tasks inside the user-friendly Xoralia interface. However, some tasks can’t be done in Xoralia or are best done in SharePoint.

The table below outlines typical document management tasks that a document owner might carry out, and indicates whether it can be done inside Xoralia or SharePoint (or both). Some of these may change as we improve Xoralia, allowing you to do more from within the Xoralia interface. 

Task  Can be done in Xoralia?  Can be done in SharePoint? 
Adding or creating new documents in a document library  No  Yes 
Reviewing existing documents (i.e. making changes to a doc) when there is no workflow associated with a document Yes Yes 
Reviewing existing documents (i.e. making changes to a doc) when there is workflow associated with a document No Yes 
Changing the expiry date on a document Yes Yes 
Adding or changing metadata properties of a document (e.g. document owner, tags, version number etc.)  No, except expiry date  Yes 

 

Managing version numbers (note that there are two types of version numbers – for more information on this, see Understanding policy version numbers)  No  Yes 
Rolling back to a previous version of a document  No  Yes 
Archiving old documents that are no longer needed  No  Yes 
Carrying out document workflow tasks such as approving document changes, requesting approval from a manager etc.  No  Yes 
Creating a document workflow or adding an existing workflow to a document  No  Yes 
Assigning a document for users to read and asking them to attest to having read it  Yes  No 
Viewing reports and analytics on who has and who hasn’t attested to reading a document  Yes  No 

 

The table below outlines typical tasks that an end user (e.g. an employee who is not a document owner) might carry out, and indicates whether it can be done inside Xoralia or SharePoint (or both): 

Task  Can be done in Xoralia?  Can be done in SharePoint? 
Searching for a document  Yes  Yes 
Reading a document  Yes  Yes 
Reading an assigned document and attesting to having read it  Yes  No 
Viewing document read tasks that have been assigned to me  Yes  No 
Checking which assigned documents I have read and haven’t read  Yes  No