so:control is
1. Collaborate
All users are enabled to collaborate on your documents in place. No checking in or checking out. Read more ⟶
Utilise the SharePoint platform with all the out-of-the box functionality that you are familiar with. The same way you collaborate in SharePoint is fully supported. so:control allows you to collaborate on current versions of documents and makes sure everything is controlled.
2. Review
Integrated lifecycle management, features automated periodic review processes and task management. Read more ⟶
so:control’s review process supports most scenarios, with configuration options to meet specific needs. The published document remains available, while your team reviews your documents, as working documents.
3. Approve
Workflow automation enables review and approval tasks to be undertaken automatically. Read more ⟶
so:control doesn’t rely on an external workflow engine. All workflows are metadata driven, keeping your documents where they belong – safely in SharePoint. so:control workflows are configurable to meet your requirements, so you can hit the ground running with a controlled publishing lifecycle on day one.
4. Publish
Audience targeting ensures that the right audience has the right access to your critical documents. Read more ⟶
Once a controlled document is reviewed and approved, the document is published as an identical copy to your working document. so:control also allows all users to submit feedback on any published document, making sure that insights from your team are always available.
Ensure your controlled document process aligns with your quality system
As a single source of truth, a document control system is one of the most critical tools for ensuring compliance with organisational policies, procedures, forms and other essential quality processes.
Whatever quality standards your organisation adheres to, so:control will reduce risk and increase efficiency by enabling smarter processes for the collaboration, review, approval and publication of all your important policies, procedures, forms and quality documents.
Leverage your Microsoft investment
Thousands of organisations, like yours, use Microsoft SharePoint to manage documents, collaborate on content, communicate within project teams, and automate work processes. It is the ideal document management solution that offers a flexible and scaleable platform to arrange and control your documents, allowing you to collaborate on creation, editing and more.
That’s why SharePoint Online was the platform selected to underpin so:control’s modern Document Management System (DMS).
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Everything you need
Rapid and affordable deployment
Rapid and affordable deployment in only 2 weeks. Find out more about our implementation timeline.
Single Source of Truth (SSOT)
Your critical documents are secure in a central repository. You determine who can access certain documents.
Access to the documents you need, when you need them
Identity and access management practices ensure (only) the right people have the right access to your controlled documents at the right time.
Support for your quality processes
Control the collaboration, review, approval and publication of all your important policies, procedures, forms and quality documents.
Always audit ready
Real-time interrogation of your document lifecycles ensures a snapshot of your documents is always available.
Built-in document lifecycle management
Integrated lifecycle management, with automated periodic review processes and task management ensures no document is left behind.
Document collaboration and templating
Collaborate on your documents in one place – no checking in or checking out. Your templating process can also sit within so:control.
Change management
Manage change more effectively and slash administration overhead by automating document reviews and approvals.
Version control
Support for the archiving and retrieval of prior versions of documents which have been edited.
User permissions
Audience targeting allows administrators to set individual user permissions and ensure end-users can only access the latest approved and published versions.
Teams + mobile functionality
A purpose built, truly mobile friendly, Microsoft Teams application, as well as utilising the SharePoint out-of-the-box mobile capabilities.
Detailed insights and reporting
Close the loop by generating compliance-ready reports with rich data visualisations that can be instantly communicated to your compliance stakeholders.
Support for multiple document types
Word, Excel, PowerPoint or PDF files – if SharePoint supports it, so does so:control (and more).
Easy to use
Our user interface is intuitive and targeted, with easy filters, search and help tools to make your entire team’s experience simple and productive.
Configurable to meet your needs
Microsoft Teams and Office 365 intergation
Maximise the return on your investment, by leveraging SharePoint Online as your controlled document management platform.
Implementation
you covered
Choose the option that works for you
Whether your business needs a light document management solution you can trust, or a fully governed, enterprise solution, so:control has you covered.
Or contact us for an enterprise wide licensing model for your entire business.
| Features | Standard | Premium | Enterprise |
|---|---|---|---|
| Send document for approval |  | | |
| Custom security settings | | | |
| Multiple approvers | | | |
| Custom document status | | | |
| Custom steps and stages | | | |
| Reassign tasks | | | |
| Automatic Publishing of approved document | | | |
| Custom homepage for document management system | | | |
| Quick links to frequently searched documents/ document types | | | |
| Ability to provide feedback on published documents | | | |
| Mark documents as favourites | | | |
| Notifications to document controllers / authors / owners / reviewers as a document progresses through its lifecycle management | | | |
| Progress Dashboard with an overview of all the documents, tasks, feedback | | | |
| Word content automation: automatically add information, such as document properties, to Word document footer before publishing | | | |
| Convert the Word document to PDF before publishing | | | |
| Preview of documents before publishing | | | |
| Handle large number of files (>5000) and folder support | | ||
| Paging and folder navigation support | | ||
| Custom steps and stages for review lifecycle | | | |
Frequently Asked Questions
What is included in an annual licence?
so:control is a SaaS, rapid deployment, affordable enterprise grade DMS with many of the features of a much more expensive alternative (including SharePoint Online configurations). Access to so:control, including product releases and enhancements, form part of the annual licence.
SaaS licensing ensures you will always have access to the latest features and fixes as they become available. Each licence is for one instance of so:control, rather than the number of users, resulting in savings.
What is the cost of so:control?
Who will implement so:control in our environment?
What is the minimum term for a licence?
What do we do if we don’t use Microsoft SharePoint Online?
Please contact us, for a no obligation demonstration, and to see which model suits you best.
Case study
Wannon Water were looking for an easy and user-friendly method of controlling their key company wide controlled documents.
Chat to us today to see how we can help you too.
