For a full overview, please see our complete guide to policy management software.
Xoralia policy lifecycle management software enables users to efficiently and effectively manage and streamline their entire policy lifecycle, from policy upload, reviews and approval, through to assignment, attestation and tracking.
Documents can still be created in SharePoint and will appear in Xoralia. Xoralia adds simpler controls for who can create and upload, which templates they use, and whether a document must pass an authorised workflow before anyone else can see it.
Once a document is ready, it follows the workflow set for that library or folder. You can add as many review and approval stages as you need, with mandatory or optional recipients, and capture metadata for filtering, search and tagging.
Xoralia lets owners keep SharePoint's automatic version number and a second version they control themselves. Set an expiry on that manual version and the owner is notified to review the document before it lapses.
Owners and admins assign read tasks to users and groups. Assigned people get an email with the document, due date and whether the task is one-off or recurring.
Users open the document from the notification, read it, then tick to attest they have read and understood it. Assigned documents sit in one filtered list so people do not have to hunt for them.
When a document is assigned as a must-read, owners and admins can see who has attested and who has not.
User receives their read task notifications by email, but can also receive them via their Microsoft Teams account (when the Teams app is installed). The notification contains a default message, the name of the document, a direct link to the documents in Xoralia and a due date. Notifications are sent 30, 14, 7, 3, 1 and 0 days before the due date, a notification is sent the day after the read by date and every 7 days thereafter.
SharePoint can still be used and documents will appear in Xoralia. Xoralia adds control over who can create and upload: Document Administrators only, or existing owners too. New documents can use one or more templates, mandatory or optional, and owners can invite collaborators while drafting. When workflows are configured, documents land in a draft library and must be published through the authorised process, so unapproved documents never reach the wider organisation.
Workflow administrators can set multiple optional workflows per library or folder, or one mandatory workflow that every document must follow. Add as many review and approval stages as you need. Recipients can be mandatory or optional, and direct edits in Xoralia can be switched on or off. Metadata fields sit alongside the document for filtering, sorting, searching and tagging.
When version control is on in SharePoint, every small change creates a new version. Xoralia lets owners keep that automatic number and a second version they set themselves - a number, a date, or any text. When an expiry is set on the Xoralia version, the owner is notified ahead of time to review the document.
Click the document, then set the audience, read-by date and whether the assignment is recurring or one-off. The document must also have an expiry date. Assigned users receive an email telling them they have to read it.
The notification email includes a direct link to the document in Xoralia. Users read the contents, then tick the confirmation box to attest they have read and understood it. Assigned documents appear in one list with search and filters.
When a document is assigned as a must-read, owners and admins can view attestation status for that document, including who has read it and who has not.
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