Phase 1
Once you’ve completed your onboarding kick-off session and your SharePoint/Xoralia optimisation call, you’re ready to move into this phase.
On this page, you’ll continue to complete the core setup tasks: expanding your Xoralia configuration across the relevant document libraries, uploading your content, and applying the key metadata and tags. As you work through these actions, apply any recommendations from your consultant so that your libraries, permissions, metadata and notifications align with your organisational requirements.
You can progress through these steps at your own pace using the checklist and videos. Your Customer Success Manager will be on hand to support you, and once these foundations are in place, you’ll be ready to move on to the launch activities later on this page.
Expand SharePoint storage setup
After the initial demo library has been created, set up the additional SharePoint sites and document libraries needed for your full policy structure. This ensures the environment is ready for Xoralia integration at scale.
Upload or create policy documents
Add your existing policies or create new documents in SharePoint. At this stage, we recommend uploading the latest versions already in circulation without making major content updates. Policy updates can then be handled in Phase 3 using workflows — this ensures you can launch and benefit from policy search quickly, without delaying go-live.
Associate additional libraries to Xoralia
After connecting your first demo library during setup, now link all remaining policy libraries with Xoralia. This allows your full set of policies to be published, tracked, and managed consistently through the Xoralia interface.
Populate core metadata
Fill in essential fields such as document owner, contact and version information in SharePoint. The document owners should also populate the document expiry date in Xoralia. Populating the expiry date can only be done in Xoralia and only by the document owner named in the SharePoint document owner column.
This metadata ensures policies can be tracked, reported, and kept up to date in Xoralia. The document owner field is especially important, as it grants access to Xoralia’s governance features like expiry dates, assignments, and workflow updates.
Create a term set (via SharePoint Term Store)
Configure the SharePoint Term Store to apply managed metadata and tagging across your live document libraries. This makes policy search easier, keeps document names cleaner, and ensures consistent classification.
Typically, your Microsoft 365 Global Administrator manages the Term Store. If you’d prefer your policy team to manage tags directly, you can instead use custom metadata columns – in which case you can skip this step and jump straight to Step 6.
Create custom metadata for tags
If you are not using the SharePoint Term Store, set up custom metadata columns (a choice field column type) and create tags that classify your documents. The Tags column then needs to be mapped with Xoralia in each of the library settings to provide filtering and search without requiring Term Store administration.
Apply tags to documents
Once your tags or metadata are created, apply them to your documents initially in SharePoint. Tagging makes it easier for users to classify, filter, and find policies quickly in Xoralia.
Restrict general reader permissions
Set restricted-view (general reader) access for everyone in live libraries which allows them to read-only and not to download or edit documents. This protects live policy documents from unintended changes and supports compliance and security requirements.
Verify document owners and reader permissions
Ensure every policy has a clear owner and that the right people have access. Set permissions at the library level where possible to grant temporary edit rights to the live library only to those uploading and tagging documents ahead of go-live.
Launch
Well done on completing these foundation activities – your Xoralia setup is now in a strong position to support a successful rollout.
Next, you’ll start planning for go-live. The following actions focus on internal communication, training your users, decommissioning old or duplicate content, and choosing how end users will access Xoralia.
These steps are also designed for you to work through at your own pace, with your Customer Success Manager available to support you and help ensure a smooth and confident launch.
Prepare internal communications
Draft launch communications so staff understand how to use Xoralia. Include a timeline and rollout steps for clarity. Clear communication ensures early adoption and ease of use. If you also use Lightspeed365, features such as the page tour and alerts function, can further support your rollout.
Schedule internal training sessions
Provide short training or quick-reference guides to help users adopt Xoralia effectively. Focus on the essentials so staff feel confident without being overwhelmed.
Decommission old policy site/system (if applicable)
During the transition, restrict access to your old policy management solution to avoid confusion. If content is in SharePoint, limit permissions to M365 admins only. This ensures users always find the most up-to-date policies using Xoralia.
Linking documents
Linked documents let you directly associate related policies and content so owners stay informed about changes that may affect their own documents. By linking documents together, you’ll receive notifications when a linked document is updated, deleted, expires, or when a new version is published.
End users will also see linked documents grouped together, making it easier to move between related information. If you have documents that are related but not directly connected, and still need to stay aligned for updates, explore Collections in Phase 2.
(Optional) Install the Xoralia Microsoft Teams app
Add the Xoralia app to Microsoft Teams for seamless access on desktop and mobile. Provides the same functionality for admins, document owners, and end users directly within Teams, enabling policies to be delivered and accessed in the heart of Microsoft Teams where employees are already working day-to-day.
(Optional) Install the Xoralia webparts for SharePoint
Deploy a suite of 17 webparts onto SharePoint Communication sites (e.g., your corporate intranet homepage). These webparts make it easy for employees to find policies, check which ones they must read, and quickly access them directly from SharePoint pages. They also support document owners and reviewers by surfacing items they need to approve, review, or manage — helping keep policy lifecycle tasks visible and on track.
(Optional) Build a Landing Page Using Xoralia Webparts
Use the installed webparts to design a dedicated landing page (or enhance your existing communications site). This creates a central hub for employees, improving visibility, access, and engagement with policies. If you need help setting up or aligning with your intranet design, please reach out to your Customer Success Manager to discuss the support options.
Next steps
Now that you’ve completed all the actions and steps in this first phase, your next step is to meet with your Customer Success Manager for a Go-Live Review Call.
During this session, you’ll walk through the Go-Live Checklist together to confirm that all required setup tasks are complete and that you’re fully prepared for a successful launch.
You can review the checklist in advance using the link below: View the Go-Live Checklist
Your check-in call should already be scheduled, but if you haven’t received a calendar invite, please contact your Customer Success Manager to confirm the time.