Document lifecycle
Security resilience
Assigning mandatory reads
Documents & tags
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? | Can be done using PowerAutomate? |
| Requesting to create a new document | No | No | Yes |
| Adding or creating new documents in a document library | No | Yes | Yes |
| Reviewing existing documents (i.e. making changes to a doc) when there is no workflow associated with a document | No | Yes | No |
| Reviewing existing documents (i.e. making changes to a doc) when there is workflow associated with a document | No | Yes | Yes |
| Automate document workflow tasks such as approving document changes, requesting approval from a manager etc. | No | No | Yes |
| Changing the expiry date on a document | Yes | No | Yes |
| Adding or changing metadata properties of a document (e.g. document owner, tags, version number etc.) | No, except expiry date | Yes | No |
| Managing version numbers (note that there are two types of version numbers – for more information on this, see Understanding policy version numbers) | No | Yes | Yes |
| Rolling back to a previous version of a document | No | Yes | No |
| Archiving old documents that are no longer needed | No | Yes | Yes |
| Assigning a document for users to read and asking them to attest to having read it | Yes | No | No |
| Viewing reports and analytics on who has and who hasn’t attested to reading a document | Yes | No | 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 |
