Prevail Bank builds bank-wide document management on Xoralia

By Lisa Rickman, Project & Account Manager

Prevail Bank is a community bank based in Medford, Wisconsin, with around 130 employees. Before Xoralia, the bank's procedures, policies, reference guides, videos and forms were stored in a platform that struggled to separate document ownership from the intended audience. Document owners could publish updates without collaboration or approval. The platform was also HTML-based also made content formatting and editing cumbersome and limited Prevail Bank’s ability to establish the document governance it wanted.

Instead, Xoralia gave Prevail Bank one governed home for that content inside the bank’s own Microsoft 365 tenant. Over 900 pieces of content were moved into structured, permission controlled libraries in SharePoint, with mandatory, multi-level review and approval workflows. These day-to-day procedures, policies, customer facing regulatory documentation, and reference guides now have both keyword and AI searches layered on top for easy searchability for the end-users.

Document owners still own their content directly. What changed however, is the governance around it: every update now runs through a workflow built for their own team, not one generic process applied everywhere.

Prevail Bank's goal was to put in place and maintain full department-by-department procedure documentation: every process a member of staff needs to follow, written in enough detail that a newly trained employee could complete it with minimal questions. Formal policies sit alongside everyday procedures, sensitive back-office documentation, documents confidential to a single department, and customer-facing documentation - each with its own audience and its own level of access.

The bank's previous document management platform could not support that cleanly. It sent notifications when a document was due for review, but document owners could publish their own updates without anyone else reviewing them first, so changes reached staff before other document owners had a chance to propose updates of their own. Prevail Bank weighed its incumbent document management platform against ConvergePoint, SharePoint Policy Manager, native (standalone) SharePoint, and Xoralia, mapping each option against the features that mattered most and what they would cost. Xoralia came out the clear winner: the document management functionality Prevail Bank needed.

Onboarding began with a structured handover from the Xoralia sales team to the implementation team and a kickoff session. The team then ran a discovery call to understand Prevail Bank's existing document structure and used it to recommend the best way to organize libraries within SharePoint, before installing Xoralia into Prevail Bank's Microsoft 365 tenant. Rather than a standard implementation, the team delivered one tailored to Prevail Bank’s use case. This meant Xoralia capabilities were put live in a specific order: document structure first, then review and approval workflows, then SharePoint audience-tailored pages including AI search, with attestation to follow. Even the training was adjusted to suit their particular needs.

Document owners and end-users received dedicated training once that workflow-based process was ready to use, and Xoralia's web parts, including AI search, were shared and set up for Prevail Bank's SharePoint intranet. Prevail Bank kept its previous platform available in parallel for 30 days after implementation to have a back-up while end-users were adjusting to the new platform. Once live, the relationship moved from implementation into ongoing support, the same team that now handles account calls, enhancement requests and day to day questions.

When asked what Prevail Bank would lose if Xoralia disappeared tomorrow, Amanda Jordan did not hesitate: the approval workflows, document owner notifications, and AI search. The documents would still exist in SharePoint, but they would be harder to find, and the update process would have to be rebuilt.

That is not a hypothetical Prevail Bank is waiting to test. Document owners across the bank are already putting their first documents through the new update workflow, understandably careful the first few times, and the process becomes second nature quickly once someone has been through it a handful of times. The bank rates its overall experience with Xoralia as good, rates onboarding and ongoing support as excellent, and says it is very likely to recommend Xoralia to others.

None of that lands as well without the relationship behind it. Our team has turned Prevail Bank's own suggestions into confirmed product roadmap items, and fixed reported issues, such as metadata tags not carrying through an update workflow, the same day they were found. Amanda Jordan has said that level of responsiveness makes her feel like a valued client, even though Prevail Bank is not Xoralia's largest customer. For a bank documenting procedures across every department, that kind of partnership matters as much as the platform itself.

See more of what document owners can build with Xoralia's web parts in Xoralia web parts in action.