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Microsoft Office 365 Updates October 2021

The latest Microsoft Office 365 Updates, October 2021

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  • What are the latest Microsoft Office 365 updates?
  • What’s new in Microsoft in October 2021?
  • How do I install the latest Microsoft updates?

With monthly Patch Tuesday updates and an extensive Roadmap, it can be difficult to keep track of what Microsoft Office 365 updates are on the way, work out how they will affect you, and what you need to do to make the most of your Microsoft investment.

We’ve pulled together the most important updates from the last few months to ensure you make the most of Microsoft’s ongoing developments.

Remember to follow us on LinkedIn, Facebook, Instagram and Twitter to be kept right up to date on all the updates and how we can help you make Microsoft work for your business.

Current Microsoft Office 365 updates:


Update: Teams templates to include Power Automate Templates

Current Status: Available

What does this mean for you? When you create a team, recommended flow templates will automatically appear for you to choose from. With Power Automate templates available, you’ll be able to speed up the process of setting up a team by automatically including relevant workflows.

Installation requirements: A selection of curated Power Automate flow templates will be available to you when you go to select Microsoft provided templates. Automation really is the future for Microsoft!


Update: Pilot and deploy Teams for frontline workers with the onboarding wizard

Current Status: Available

What does this mean for you? The FLW (Frontline worker) onboarding wizard speeds up the process of onboarding frontline workers by allowing admins to create teams and assign roles to up to 100 users at a time. Each role then receive a policy package which generates a tailored teams experience.

Installation requirements: Go to the left navigation of the MS 365 admin center, select Setup, Apps and email, and then click View under ‘Get your frontline workers up and running’, then click Get started when you’re ready to go. All it takes is assigning a team name, team owners and adding users to your team.

A sound onboarding process is key for a successful remote working environment. Book a FREE demo of our Mercury Digital Workplace product here.


Update: Present from PowerPoint to Teams and improve presentation capabilities

October 2021 Microsoft Office 365 Updates - Present PowerPoints directly in Teams image

Current Status: Available

Installation requirements: Look for the ‘Present in Teams’ button in PowerPoint when in a Teams call.

What does this mean for you? This stops you from needing to upload PowerPoints in Teams ahead of time or spend unnecessary time screen sharing and alternating between Tabs. It makes the process of preparing and delivering presentations in Teams simpler, faster, and hassle free. Read more about integration and the power of an intranet here.


Update: Left navigation updates in Teams Admin Center

Current Status: Available

What does this mean for you? The Left navigation bar now allows you to access more of the key settings and sections of Teams, making it easier for admins to manage, edit and maintain their Teams channels.

Installation requirements: As with many Microsoft Office 365 updates, this is applied automatically to the latest versions of the Teams app


Update: Share Feedback in mobile app

Current Status: Available

What does this mean for you? This updates means feedback for Microsoft 365 can be sent directly without the need for extra emails (great news seeing as the average employee receives over 120 emails a day!).

Installation requirements: Go to Settings, and select Help & Feedback.


Update: Teams meetings through Apple CarPlay

Current Status: Available

What does this mean for you? With Hybrid working a sign of the times, Microsoft are making it even easier for employees to work on the go by enabling you to join Teams Calls whilst commuting, on the school run, or running errands in the car. In doing so, they make it easier for work and home life to seamlessly merge, but perhaps run the risk of making 24/7 availability an expectation of remote working employees. The feature is available in audio format only and also allows you to use Voice Command to message other Teams contacts.

Installation requirements: Find the Teams icon on your Apple CarPlay Screen


Update: Press “Ctrl Spacebar” to Speak

Microsoft Office 365 updates 2021 Play Teams meetings on Car Play

Current Status: Available

What does this mean for you? It is now easier than ever to begin speaking in a meeting, without the need to use your mouse and unmute your Mic. This comes as Microsoft aim to improve collaboration across their platforms with Hybrid working very much a sign of the future to come.

Installation requirements: Simply press Ctrl + Spacebar and you’re ready to go (best to try it in an internal meeting though. We don’t want anymore embarrassing ‘your mic isn’t on’ mistakes at this stage in the remote working game!)


Update: Time Sensitive Emails in Play My Emails (PME)

Current Status: Available

What does this mean for you? Outlook Mobile will now prioritise emails it believes to be time sensitive by reading these to you first in Play My Emails (PME). This will ensure you don’t miss important opportunities, deadlines, changes etc. and that you’re always on top of the most important elements of your workload. What’s more, you can spend less time scrolling through your inbox and more time getting those important tasks ticked off.

Installation requirements: Ensure you have PME set up by going to Outlook Mobile Settings, Siri Shortcuts, Play my Emails, and then tap the red button to record your siri shortcut. For information on how PME works on Android devices, see here: Microsoft Outlook now supports Play My Emails on Android (androidpolice.com) (integrated link)


Update: Simplified Breakout Room assignment 

Current Status: Available

What does this mean for you? Breakout Rooms provided a great opportunity for including small group collaboration within large group calls when they were introduced in 2020. However, with presenters needing to individually assign participants to rooms, it resulted in a clunky experience on both ends. Now, with the ability to select multiple participants to add or remove from rooms, the process is much quicker and will allow more time to be spent on collaboration.

Installation requirements: Look out for the separate pop up in Teams after selecting ‘Assign Participants’


Update: Pin messages and participants

Microsoft updates pin messages and people in teams

Current Status: Available

What does this mean for you? Whilst the ability to pin specific chat conversations is not new for Teams, all participants can now pin and unpin specific messages to be highlighted at the top of the chat. This supports GIFs and images, but is recommended to be used for text based messages.

Installation requirements: Use the center of the room console to pin up to 9 participants at a time in a Teams meeting, and simple click the three dots next to the message you’d like to pin to see the options.


Update: Improved delivery for Live Events

Current Status: Available

What does this mean for you? Virtual events started with pub quizzes and friendly cocktail nights, but with the worldwide reach and reduced costs, they are a certain reality for the future. Microsoft Office 365 updates their systems in accordance with demand and they have responded to this new demand by allowing you to scale Teams Live Events to 100,000 attendees. You can work with eCDN support, Peer5, to optimise your live events AND you can restart events if you end them earlier than intended – no more panicking as you lose the audience you’ve spent weeks building up. This final feature is only available to the Producer of the Event. It’s safe to say, Microsoft see Virtual live events as a lasting result of the Pandemic that they can make the most of.

Installation requirements: To allow for the increase in attendees, you must engage the Microsoft LEAP team, and to benefit from Microsoft’s Peer5 acquisition you should get in contact with them or Microsoft directly. For Producers restarting a Live Event, simply click and select ‘Restart Event’.


What’s Coming next?

That’s the roundup of the recent Microsoft updates for October 2021, but with constant development and investment, a constant stream of updates will be coming your way throughout Autumn. Keeping up to date is the single best way to make the most of your Microsoft investment and ensure that your business processes are optimised. If you need support figuring out how to make Microsoft work for you, get in contact for a free Ask the Expert Session with one of our Office 365 experts.

Keep an eye on our social media accounts for information regarding the latest Microsoft Office 365 updates, but if you’re anything like us, you’ll want to be ahead of the game, so here’s a sneak preview of what to expect in the next few weeks:

Microsoft Office 365 updates coming soon:

OneDrive and SharePoint: Improved Move or Copy user experience

We’re refreshing the Move/Copy user experience in OneDrive and SharePoint to make it easier for you to choose where to move or copy your files and folders.

October 2021

Microsoft Search: Work Search Shortcut in Edge

To help users stay focused and find work results faster when searching from the Microsoft Edge address bar, Microsoft Search is adding the capability to create customized address bar shortcuts for your organization. With this feature, Edge users can type a shortcut keyword in address bar, then press the Tab key followed by their work query, they will see internal work results on Microsoft Search.

October

Microsoft Viva: Quiet time settings in Teams and Outlook

To help create better boundaries and protect your personal time, later this year Viva Insights will offer the ability to configure quiet time to silence mobile notifications from Outlook and Teams outside your working hours as well as provide personalized insights on how well you are disconnecting. You will also be able to set quiet time directly from Teams and Outlook mobile.


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Meet Ellen, our new Marketing Coordinator!

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Tell us a little bit about yourself! 

I’m Ellen, I’m 21 years old and have just graduated from the University of Nottingham studying English. I’m from Essex and my biggest goal is to be able to travel and meet as many people from around the world as possible. 

Give us some fun facts about you! 

I have a twin sister and three other siblings, so I have always been used to a busy and hectic lifestyle! Over the years I’ve tried numerous hobbies– netball, piano, clarinet, football (for a very brief and unsuccessful period of time), cricket, ballet, and musical theatre. My friends would describe me as crazily busy as I’m always piling projects onto my plate and am constantly in search of the next challenge or adventure! 

Give us three emojis to describe your first impressions of the team! 

The computer emoji because they’re all tech wizzes with a lot of knowledge about things I didn’t even know existed! The handshake emoji because even remotely everyone was very welcoming, and I can already tell they care about working together as a successful team. The T-shirt because I was very happy to hear that they take a relaxed and casual approach to workwear (particularly since on my first day it was 28 degrees!)

What will be your biggest challenge in your first few weeks?  

My biggest challenge will be settling into a full time remote working week as I’m so used to being out and about and seeing lots of people.  

Where did you hear about us and why did you choose us? 

This role was advertised on a recruitment agencies page at my university. I thought it would be so exciting to branch out and start working for a company working in a completely new field to me. I think working with ID will be great for me as I’ll be able to work alongside their current marketing strategist and eventually learn how to develop and implement successful marketing strategies of my own. 

shaping the it industry for women

Gosia Borzęcka: Shaping the IT industry for women

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We love to celebrate achievements here at Intelligent Decisioning, so when we have an opportunity to share accomplishments, we like to shout about it.

Congratulations to our Office 365 developer Gosia for gaining the Microsoft Most Valuable Professional award for the second time!

Not only is Gosia a technology expert who passionately shares her knowledge with the IT community, but she is also part of something very special – shaping the IT industry for women.

We are proud to have you on our team Gosia – keep up the amazing work!

Connect with Gosia on LinkedIn

Supporting women in tech

If you’re looking for more advice or resources regarding the IT industry then visit the women in tech website.

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Intelligent Decisioning becomes Cyber Essentials certified for another year

id become cyver essentials certified for another year
id become cyber essentials certified for another year

Intelligent Decisioning become Cyber Essentials certified for another year

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If there is one thing that we strive for here at Intelligent Decisioning its success. So when we achieve something great, we like to shout about it!

The Cyber Essentials certification not only demonstrates our knowledge and understanding around the most common cyber threats that face our society, but it means we demonstrate our commitment to cyber security.

So when we gained our Cyber Essentials certification for another year, we thought you would like to know!

But for those of you who are still not sure what Cyber Essentials is, we talk about it in more detail below.

What is Cyber Essentials?

Cyber Essentials is a government backed scheme that will help protect your organisation against common cyber attacks.

Cyber attacks come in all shapes and sizes, but the majority are very basic and are carried out by relatively unskilled individuals.

If you would like to learn more about Cyber Essentials click here.

Protecting our clients against cyber attacks

We take pride in the ability to protect our clients against cyber attacks and provide them with in-depth knowledge around cyber security. That’s why its important to us that we gain industry leading certifications so we can provide our clients with a bespoke service.

If you have any more questions regarding our Cyber Essentials certification feel free to email info@id-live.com.

free intranet software: introducing modern intranet

Free intranet software: introducing Modern intranet

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Free intranet software

If you’re a small business looking for free intranet software then we have the perfect product just for you. 

Introducing Modern Intranet by Intelligent Decisioning. The easy to use SharePoint intranet designed for collaboration and communication.

For a limited time, we are offering our new Modern Intranet at no cost to help keep businesses connected during these uncertain times. Our Promotion includes:

● Utilises your existing Office 365 licence

● 1/2 day deployment

● 1/2 day online training

free intranet software: introducing Modern intranet

Modern Intranet Features

Modern Intranet is an easy to use, mobile friendly intranet that can be easily integrated into your existing Office 365 and includes all of the essential features that small businesses need to stay connected and to collaborate. These include:

● News articles

● Events

● Documents

● Personalisation

● Video Calling via Microsoft Teams

● Office 365 bookings

● Business automation via the Power Platform

What are the benefits of our free intranet software?

The workplace has evolved dramatically over the years, with more and more businesses shifting to a work from home type culture.

In a world where employees now work remotely, it’s important to have a tool to keep your company connected.

Read our blog post on five reasons why implementing an intranet would be beneficial to your business.

Ready to install your new intranet?

We feel that it’s important that businesses of all sizes have the correct tools in place to enhance communication and collaboration in the workplace. That’s why we have developed Modern intranet so we can support small businesses during these uncertain times.

If Modern Intranet is something that you feel could benefit your business fill out our contact form below. 

Remember, it’s free! For information regarding our other intranet products, visit the Mercury website or give us a call on +44 845 643 9726.

Read our case studies!

Find out more about how we have helped businesses grow, adapt and evolve with our specialist knowledge of SharePoint, Office 365 and the Microsoft Cloud.

introducing mercury analytics 2020

Introducing Mercury Analytics 2020

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If you want your intranet to perform to its optimum level then you need to include analytics as part of your strategy. 

Recent research suggests that 90% of intranets fail due to them being managed inefficiently and through businesses not being aware of intranet analytics. 

That’s why we have developed our new product Mercury Analytics 2020 so that you can get the most out of your intranet. 

Based on our original analytics product, Mercury Analytics 2020 brings a whole host of new features that improves the insight you can gain into your intranet usage.

Carry on reading to find out more!

Introducing Mercury analytics 2020

Mercury Analytics 2020

Our popular analytics product, bundled with Mercury, has been updated to include date slicers, document metrics and improvements to every dashboard in the pack. 

Our new and improved analytics feature now includes; 

● Cloud hosted in Azure

● User journey easy to identify

● User activity either named or anonymous

● Navigation metaphors in Mercury analysed in detail

● Document usage from geographical and intranet locations

● Custom reporting through Microsoft Power BI and Microsoft Excel

● Open format for your reporting tools

● Easily updatable to capture your specific information

How to use Mercury analytics to measure the effectiveness of your Mercury intranet

It is crucial that your company understands it’s Mercury analytics so that you can create a collaborative work environment and improve your company’s internal performance. 

Read our in-depth blog post on measuring the effectiveness of your Mercury intranet so that you can get the most out of Mercury Analytics 2020.

Request a Free Mercury Analytics 2020 Demo

Please use the form below to request a demo or chat with us about Mercury Analytics 2020 in more detail. We would love to learn more about your business and show you how our Mercury intranet and analytics can help improve your organisation.

Alternatively, if you would like more information regarding Mercury intranet and analytics visit the Mercury website.

Request Form

Fill out the contact form below to request your FREE Mercury Analytics demo.

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how to use intranet analytics to measure the effectiveness of Mercury intranet
how to use intranet analytics to measure the effectiveness of your intranet

How to use intranet analytics to measure the effectiveness of your Mercury intranet

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Measuring your intranet through analytics is a crucial part of your internet’s overall effectiveness and success.

According to research, 90% of intranets fail due to them being poorly managed and through businesses ignoring their intranet analytics. 

Therefore, it is crucial that you understand your intranet’s analytics so that you can create a productive work environment and improve your company’s internal performance.

In this blog post, we will show you how the Mercury analytics feature can be used to improve your organisation, including a list of key metrics that you can use to better understand your company’s internal performance. 

This blog post will cover; 

● What intranet analytics are

● Why you should measure intranet effectiveness

● How to measure intranet effectiveness

● 6 Key intranet metrics

how to use intranet analytics to measure the effectiveness of your Mercury intranet

What are intranet analytics?

Intranet analytics are information resulting from the systematic analysis of data or statistics

They’re a set of metrics that can be used to measure the effectiveness of your intranet and pinpoint areas for improvement. 

Mercury intranet analytics allows you to identify key performance indicators (KPI’s) which can be used by your company to make smart and informed business decisions regarding projects and the future of your organisation.

Why should you measure your intranets effectiveness?

You should measure your intranets effectiveness through analytics so that you can gain an insight into what’s working and what isn’t. As Peter Ducker said ‘if you can’t measure it, you can’t improve it’.

If you’re not tracking and measuring the effectiveness of your intranet, how can you optimise its performance? 

The Mercury analytics feature has been developed with effectiveness in mind, and can help assist you with understanding your intranets performance. 

Since 2017 our analytics product has been shining a light into the darkest corners of our customers’ intranets, providing them with important insights into data which has helped them improve their intranets level of efficiency. 

But knowing which intranet metrics you need to monitor can often be a challenge. 

In the following section, we have made a list of the key intranet metrics you need to know in order to make your intranet a long-lasting success.

6 key intranet metrics everyone should know

Collecting intranet data may seem like a simple task, but knowing which data plays an important role in determining your intranet’s success can often be a challenge.  

The list below contains 6 key intranet metrics that you need to know in order to measure your intranet’s effectiveness. 

1) User Activity

User activity monitoring enables intranet admins to track and collect data on employee actions and behaviour when using your organisation’s intranet. 

Implementing activity tracking allows companies to be more efficient in tracking user intranet activities and can be used to ensure that information and resources are being utilised efficiently. 

User activity is central to our Mercury analytics feature and includes: 

● Number of page views

● Interaction with the navigation features

● News consumption

● Search usage

● Social interaction (likes, shares, etc.)

● Accessing of documents & other resources

intranet user activity analytics

2) User Journey

A user journey is a series of steps which represent how a user interacts with your intranet. 

Being able to map or show the steps that a user makes within your platform can help you better understand user behaviour and the decision making process. 

Understanding how users are interacting with your intranet can help you form decisions regarding the taxonomy of your intranet and how it can be developed to support the user decision making process and the interface they will need to accomplish their tasks. 

Mercury analytics can help you to understand the navigation and the page visits made by users in a single session which provides analysis of the click events across the App Bar, Mega Menu, Content Pages and Search.

intranet user journey analytics

3) News Consumption

News analysis lets the owners of the communications function understand the reach (the number of people who have seen your content) of the news that they’re creating. 

This is an important metric to know as it can make you aware of the optimal times to post your news content so that it stands the best chance of being seen by your audience. 

Our analytics feature will show you the best place to disseminate news and provide insights into your campaigns performance.

intranet news consumption analytics

4) Performance

When it comes to performance there are dozens of metrics that can be used to measure how your intranet pages are performing. 

That’s why the Mercury analytics feature only focuses on the key performance indicators that can help you make informed decisions regarding the improvement of your intranets page performance. 

The Mercury analytics feature will look at page load times across browsers and page types and will divide this by the locations that the pages are accessed from. 

It will show issues across browser types and locations, which can help you create suitable pages and content for all your employees regardless of location and device.

Intranet performance analytics

 5) Social

A social focused intranet gives your employees more ways to communicate and collaborate. 

Integrating social technology within your Mercury intranet allows for powerful search, multimedia creation and sharing capabilities which creates a more effective way of working. 

By introducing social elements to your intranet you provide a modern alternative to the traditional legacy intranet which was often devoid of social components such as comments, profiles, and the ability for anyone to share digital content.

Our Mercury analytics feature will provide key social metrics which can help you identify areas for campaign improvements.

intranet social analytics

 6) Documents

Documents are often the primary source of information for your employees to carry out their roles effectively. 

If your employees cannot easily and quickly find information they are going to waste time searching for them and then reproducing that content, leading to multiple copies of information which are then separate entities with their own separate update lifecycles.

With our Mercury analytics feature you can track what documents are being found and opened. 

Document analytics lets the owners of the documents understand who is finding and reading their documents. This is an important metric to know as it can make you aware of the optimal times to post your news content so that it stands the best chance of being seen by your audience. 

As a further extension to our Mercury Analytics offering, we also provide our docCentrum product which provides document owners with the ability to task staff with optional and mandatory reads of important company information. The tasks are fully tracked and reported on, providing you with an audit trail of who has completed their tasks and who hasn’t and provides an overview of company standards compliance.

Intranet analytics document

Ready to adopt your new Analytics Dashboards?

We hope you enjoyed learning how analytics can measure the effectiveness of your intranet. We strongly believe that our Mercury intranet and analytics feature would be a very valuable asset to your business.

Get in touch with us to speak to a friendly member of our team. 

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office 365 document management: introducing docCentrum
SharePoint intranet examples 2020: introducing mercury intranet

SharePoint Intranet Examples 2020: Introducing Mercury Intranet

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When it comes to the word ‘intranet’ many of us are often left confused, especially when the word ‘SharePoint’ is chucked into the mix.  

To help clear this confusion, we have put together a list of Mercury intranet examples to showcase its capabilities and how it can benefit your business. 

In this article we will cover;

● Benefits of an intranet

● What an intranet should include

● Example of a good intranet

Mercury intranet examples

Carry on reading below to learn more about Mercury intranets.

SharePoint intranet examples 2020:  introducing Mercury Intranet

What are the benefits of an intranet?

Intranets have revolutionised the workplace, providing a virtual community where employees can exchange information, manage projects and communicate.

Intranets are a tool that many companies are adopting and are a great way to increase productivity in the workplace.

There are many benefits that an intranet can bring to your organisation including the top 5 that we have put together in our blog post.

But what should an intranet include?

In the following section we discuss the key components of a good intranet.

What should an intranet include?

An intranet should include features that connect employees, support their activities and provide a place where they can find essential company information.

Every intranet will be unique depending on its purpose, however, the essential elements that any intranet should include are; employee directory, news, communities and a communication feature. 

What is an example of a good intranet?

Examples of intranets can come in many shapes and forms. 

However, an example of a good intranet should be one that enables two way communication, keeps employees engaged and provides a “one stop shop” for everything your employees need throughout their working day.

To showcase the benefits that an intranet can bring to your organisation, we have included some great examples of Mercury intranets

Intranet Examples: Mercury Intranet

Mercury is a modern easy to use intranet that sits within your Microsoft SharePoint online which is part of your Microsoft Office 365 environment.

Over the years, Mercury intranet has helped many businesses grow and adapt to a modern way of working and has enhanced employee collaboration and communication within the workplace. 

But without much knowledge or exposure to intranets, it is probably hard to picture what an intranet looks like and how it can be used to optimise your business. 

Luckily for you, we have compiled a list of Mercury intranet examples so that you can see how a Mercury intranet, based in SharePoint Online, can benefit your business. 

Home Page

One of the most important attributes of any intranet is it’s homepage, and it’s important to understand how this can work to optimise the workplace. 

Once you recognise the power of an intranet homepage, you will begin to learn how many uses you will find for it. 

Our Mercury intranet has been developed with key intranet features in mind, and provides attributes which aim to enhance collaboration and communication. These include; people directory, news & updates, multi-step wizard, calendar and much more! 

There is no ‘one size fits all’ approach when it comes to an intranet, that’s why Mercury lets you customise your intranet to suit your business and pick features that you wish to incorporate.  

Intranet homepage example

People Directory

The people directory is another important and frequently used feature of every intranet. It’s an essential tool that is used by organisations to connect employees across the business and to encourage teams to work in a more collaborative way.  

As people are the most essential asset in any organisation, it’s important to supply them with the correct tools to help them work better (and smarter). 

Mercury intranet allows employees to do just that with its people directory feature which helps staff easily locate, connect and collaborate with employees across the business.

Intranet people directory

News & Updates

The effects of poor communication can be costly to a business and is often the result of an inability to communicate company values to a team.

Sharing company news is an essential part of maintaining employee engagement and should be used as a way to keep your employees on the same page about your business. 

The Mercury news & updates feature allows your business to bring corporate, departmental and function news to the centre of your intranet so that your employees never miss an update!

news and updates intranet feature

Document Center

To increase communication and collaboration, information needs to be managed efficiently. 

That’s why Mercury intranet can be integrated with our additional product docCentrum. 

docCentrum has a built in, fully secured, document management capability built upon SharePoint online and SharePoint On-Premises, and allows the standardisation of document creation, storage, retention and access processes across your organisation

It also works as a compliance tool, to help your organisation simplify the management of important legal documents.  

To learn more about the features and benefits of our document center, visit our Mercury intranet website.

intranet document center docCentrum

Want to learn more about Mercury intranet?

If you would like to learn more about Mercury intranet and how it can benefit your business visit the Mercury website or drop us an email info@id-live.com.

office 365 document management: introducing doccentrum

Office 365 Document Management: Introducing docCentrum

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Compliance is becoming an ever more important facet of a company’s digital footprint.  

That’s why we have developed a digital workplace solution to help your organisation simplify the management of important organisational documents. 

docCentrum compliance and onboarding toolkit allows you to keep your employees compliant with training and HR related policies and provides a safe and secure place to store these documents. 

In this article, we have listed the key components of docCentrum and reasons why it’s functionality can benefit your organisation’s compliance process. 

The article will cover;

● Document management explained

● Document management for compliance

● Introduction to docCentrum

● Document management

● Document review 

● Test, Track & Review 

If you want to learn more about docCentrum document management, compliance & onboarding, continue reading below.

Office 365 document management: introducing doccentrum

What is a document management system?

Document Management Systems are an electronic place to store all of your documents. 

They can provide many benefits to your organisation including; 

● Faster document retrieval through searches

● The ability to more readily and easily protect documents

● The ability to restrict access or set role level permissions

● Improved data retention

● The ability to back up documents

● Access to documents from multiple locations simultaneously

● The ability to have an audit trail of documents accessed

● The ability to cross-reference documents and query data

● Greater ability to provide data security

Document management for compliance

Compliance is becoming an ever more important component of a company’s digital footprint, so it’s important to do all you can to ensure you’re meeting regulatory compliance in your organisation. 

Compliance is particularly important if you are an ISO accredited company with an accreditation such as ISO9001, ISO27001.

Document Management Systems can be used to store a range of different document types such as Microsoft Word, Excel documents, along with other typical document formats such as Adobe PDF.

A good Document Management System provides automated processes to collaborate on document creation and maintenance and to publish documents to the wider audience, according to their identity.

A Document Management System supports multiple identities, with each user having their own identity. Access to the documents in the Document Management Systems is strictly according to the access levels given to that identity.

Inbuilt audit within the Document Management Systems trails allow organizations and their customers to have assurances around access to data. It helps everyone sleep better at night when they know that there is a log of who accessed, modified, moved, or deleted records. Audit trails help safeguard the integrity of the information and the processes around data access. 

Document management solutions: docCentrum

Intelligent Decisioning have developed a document management solution – docCentrum, to help your organisation simplify the management of your company’s important documents, and sits within Microsoft SharePoint Online which is a part of a Microsoft Office 365 environment.

The docCentrum compliance and onboarding toolkit allows you to keep your employees compliant with training and HR related policies and provides a safe and secure place to store these documents. 

docCentrum can remind your document controllers that document reviews are necessary and issues tasks to ensure that the reviews are carried out in a timely manner.

Below, we have listed the key components of docCenterum and how it can provide a solution to organisational compliance.

Document Management

docCentrum provides a starter kit for enterprise document management with an extendable secure publishing and storage of documents providing a “single source of the truth” for all important assets.  

It allows the standardisation of document creation, storage, retention and access processes across the organisation. 

Some of its key features and capabilities are as follows: 

● Store the “Single Source of the Truth” for corporate documents quality controlled through an ISO compliant Information Architecture in multilingual sites  

● Keep the process for creating, collaborating, reviewing and publishing documents consistent across all areas of the business 

● Automated publishing from the Working Documents area to create or replace new Published Documents reduces inefficiencies in Document Publishing 

● Access to documents is controlled through a permission based security model built to your organisational needs.  

● Keep compliance with Quality Standards though metadata and review processes allowing you to easily add new document types through the building of a hierarchy of SharePoint Content Types

intranet document management system docCentrum

Test, Track & Review

docCentrum offers a simple and intuitive process for users to keep track of their reading assignments, including a clear confirmation process for users to explicitly acknowledge that they have read and understood the document training or other asset being tracked. 

Compliance

Compliance (or acting according to a set of rules) is a fact of doing business. Ensuring your employees are compliant across training, policies and employee handbooks is an organisational nightmare! 

docCentrum eases this pain by creating time limited tasks to users and alerting them via email. 

It offers a simple and intuitive process for users to keep track of their reading assignments, by providing a clear confirmation process for users to explicitly acknowledge that they have read and understood the document. 

● Receipts are generated to confirm whether a user has or has not completed a reading task

● Creates time limited reading tasks to users, alerting them via email to keep employees informed

● Integrates seamlessly via SPFx web parts meaning that Tasks can be assigned in real time

Document compliance system

Recorder

As a part of the docCentrum product, Recorder allows your organisation to track user interaction with corporate assets for audit purposes (e.g. updates to policy, procedures, employee handbooks, annual training etc.) allowing employers to track, test and trace employee tasks. 

Some of the key benefits are;  

● Consolidates all of a staff members mandatory and recommended reads into one easy-to-find place 

● Mandatory or recommended reads delivered immediately to staff members via their intranet, mobile device and document centre views

● Read receipts are stored indefinitely for every acknowledgement and are accessible through Power BI and Excel

JML

The “Joiners/Leavers/Movers” (JML) process is one that should be applied in all organisations.  

The JML module in docCentrum allows the delivery of auditable tasks at the right time to the right person. 

Its key features include; 

● Send packs of documents, news, content, knowledge and video for new employees to work through when they join the company 

● Role based setup that allows for targeting of specific types of employees or areas of the business 

● Create bespoke packages or tasks to deliver to employees in various stages of their life with your company

● Ability to customise tasks to specific roles and mix and match to get the right tasks for the right person first time

● Have an auditable view of an employees progress through their tasks 

● Support multiple areas of the business as they onboard employees, suppliers, franchisees etc

● Task enable recurring actions such as annual training

Quiz

The quiz feature in docCentrum enables you to test your employees’ understanding of a recently assigned task by creating quizzes that can be attached to the end of a test.  

The quiz features enables your company to;

● Quiz users on the documents they have been sent to read where tasks are not considered complete until the Quiz is complete 

● Multiple choice questions, free text questions and many more types are supported

● Simple easy to use Quiz designer allows custom quizzes to be assigned to any task

● Quiz results can be analysed in the Administration module to review the effectiveness of the questions

docCentrum quiz feature

Document Review

Document review is a set of tools, views and workflows that allows document owners, approvers or controllers to manage the review process to keep documents current and compliant.  

Some of the benefits of document review include; 

● Allows document owners, approvers or controllers a visual indication of the review process

● The ability to review, edit and re-publish controlled documents from a single place

● Automated email reminders for documents approaching and past a review date

● Ability to auto publish documents at review date if content has not changed

● Visual dashboards are available across the whole document lifecycle with configurable reviews initially set at 30,60 & 90 day reminders

● Power Automate flows to control the start and end of review periods

Document review in a document management system

Bringing it all together

The compliance wheel below demonstrates how document management, compliance and administration all work together to provide a full suite of tools that will complement those available in the security and compliance centre.

compliance wheel

Ready to adopt your new Document Management and Compliance Process? 

We hope you enjoyed this blog post! We would love to show you how docCentrum will benefit your organisation. We offer free demonstrations of the docCentrum capability and how it will help you get control of your documents so get in touch  with us now and speak to one our Document Management System specialists about our compliance solutions. Alternatively, give us a call +44 845 643 9726 or email  info@id-live.com.

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