Publishing and managing your business documents is at the heart of your intranet

Our extensive intranet document management application includes full access control, audit trail and version history. Further control is added by processes such as mandatory read and document approval. 

Ensure important documents are read by your colleagues 

Mandatory read is a useful feature that makes sure staff read certain key documents on your intranet. Document management notifies them of the document and asks users to confirm they have read this. As the document contributor you will see a report that shows who has and hasn’t read your document yet. This gives you documented evidence that content like policies and procedures have been read and allows you to chase up those who are yet to acknowledge.

Get document sign-off before your content is released 

The approval process can be used to allow an individual or a group to approve documents before they are released on your intranet. Using document approvals gives you the option of vetting content, particularly content that may be legally sensitive or may be subsequently released externally. Approvals can be made by an individual, a whole group or by just one of the members in a team depending on the needs of your business.

Quickly find relevant content with in-depth search options 

The document search looks within the content of your files to find your most relevant results. It looks at Meta information such as the document name, author,  category and even the folder name alongside the content to bring back your search results. It intelligently orders the results to make sure it shows the most relevant at the very top, helping you get to your content quickly.

Track and manage changes made to your documentation 

Revision control is a powerful way of managing changes to documents stored in  your intranet. Files can be checked in and out with minor or major revisions recorded in an audit trail of changes. Revision control keeps full copies of major changes to content so that they can be rolled back at a later date. Not only is this useful if you need to keep detailed records of changes to your files but provides a useful backup should you accidentally overwrite your document. 

Files and folders are only seen by those who have permission to access them 

Our intranet document management makes it easy for you to manage access to your documents and folders by giving permission to groups or individuals. If employee handbooks were different for office and manual workers access control could be used to show only the relevant handbook to each group. 

Your organisation’s files are stored in an intuitive folder structure

Engage’s document management allows your colleagues to store their documents in a folder structure chosen by the business or by your users. Each department can have their own set of folders only accessible to them as well as folders shared with the whole business. It’s all very flexible and can easily be changed to suit the way your business works.

Capable of managing millions of documents 

Our document management application has been tried and tested over many years in many different organisations; within both an intranet and an extranet environment and has managed millions of documents. As part of Engage it can be deployed over different time zones and multiple servers (it also works nicely in a single office too).

Your Engage intranet gives you the best of both worlds, integrating with SharePoint document libraries if needed with both Engage document management and SharePoint document integration enabled across different areas of your intranet if desired. 

Documents can be promoted from SharePoint and OneDrive repositories to Engage. This gives users who don’t have Microsoft 365 or SharePoint licences access to those documents easily via Engage.