How automated policy management benefits your business
- Dan Hawtrey
Policy management is an important area for many organisations, particularly those in highly regulated industries. It reduces risk, enables decision making, ensures you have robust reporting processes in place, drives efficiency, reduces accidents and more. It also helps maintain accountability and makes it easier to demonstrate compliance during internal or external audits.
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 It only takes one out-of-date policy in circulation to create risks with a range of potential negative outcomes.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?
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
AppSource review
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
-
Central policy library
-
Search and filter tools
-
Mandatory read policies with attestations
-
Quizzes
-
Notifications and alerts
-
Employee dashboard
-
Line manager dashboard
-
Works on mobile, in Teams and SharePoint
-
New policy creation workflows
-
Policy update workflows
-
Review and approval gates
-
Policy version history
-
Compliance dashboard
-
Audit trail
-
Full reporting
And last but not least:
-
Professional implementation service and support
-
Evergreen software – frequent updates and improvements
-
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.
AppSource review
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
