Process management

ISO Manager 365 is an application developed for organizations that need auditable, ISO-ready process management within Microsoft Teams, Outlook and SharePoint. It covers the lifecycle from process modeling and visual design to evidence-ready exports—so quality, environment, information security, and H&S teams can work where they already collaborate.

What you can do today

Visual process design: Use process containers, nodes, parents, annotations, and edges to define how your processes work. Control structure with child processes (structural links that affect numbering) or soft links (non-structural links that do not affect numbering).

Numbering logic (Prefix): A unique prefix is maintained for containers and nodes. Prefix calculation is configurable per container (including direction) and takes connectivity (edges) into account.

Documents, your way: Add basic attachments or create attachment references to existing SharePoint/Microsoft Teams libraries to retain library capabilities (versioning, approvals, document numbering). Add link references for external URLs.

Governed outputs: When a connected library enables controlled documents, export PDFs with a control string composed from library metadata (font family/size and placement are configurable).

Traceability: Comments and revision tracking are built in. The summary view rolls up metadata, attachments, and links, with hover highlight and quick navigation to nodes.

Security by design: Access leverages existing SharePoint/Teams permissions—users only see what they already have access to.

Performance: Client-side caching accelerates navigation; optional long-term LocalStorage caching is available when content changes infrequently.

Free trial

A free trial is available via Partner Center. During the trial, core features are accessible so you can model processes, manage metadata, add attachments/references, and export governed PDFs. Contact us for extended trials.

Limitations, conditions, and exceptions

Field support: Most modern SharePoint fields are supported. Current in-app exceptions: URL, Image, Managed Metadata (planned).

Controlled PDFs: Requires a connected library with the Controlled Document setting enabled; control strings are display-only (via column JSON) and not stored as list values.

Permissions: Visibility for document references follows the source library’s permissions. Users without access will not see or modify those items.

Teams Personal Tab: Reads settings from an existing app container; editing depends on the user’s underlying SharePoint permissions.

Included components (SPFx package)

SharePoint Full Page (immersive experience)

Teams Personal App (personal scope)

Teams Tab (channel/site tab)

List View Command Set (library command for controlled PDF export)

Get started & support

Sign up / Free trial: info@utilo.se

Contact us: https://utilo.se/help/

Product website: https://utilo.se/

Key concepts (glossary)

Process container — The canvas and data scope for a defined process. Holds nodes, parents, annotations, and edges.

Node — A building block in a process. Nodes connect to parents and to other nodes via edges.

Parent — A container/group for nodes. Moving the parent moves its contained nodes.

Annotation — A text box within a process container.

Edge — A connecting line between nodes (also influences numbering rules).

Child process — A link from a node to another process container that does affect structure and prefix numbering.

Soft link — A link from a node to another process container that does not affect structure or prefix numbering.

Prefix — The unique numbering structure for process containers and nodes.

Attachment — A file stored directly on a node or container (no revision tracking; simplest form).

Attachment reference — A link to a document in a connected SharePoint/Teams library; preserves library capabilities (versioning, approvals, numbering). Visibility follows library permissions.

Link reference — An external URL associated with a node or container.

Feature summary (by area)

1) Process design & authoring

Define process components under Settings (parents, nodes, edges) and, if allowed, customize their styles.

Add text to nodes, edges, and parents while designing the process.

Connect nodes to other containers using child or soft links.

Copy/Cut/Paste process objects within the same container or across containers.

Manage container names in the side navigation (tab), including prefix settings (and calculation direction).

Editing UX:
Edit a process container via its tab → Edit.
Edit a node by clicking it; if it’s a child/soft link, double click or use Process Summary navigation.

2) Search & navigation

Search within a process via the Process tab. Admins can configure which fields are searchable; otherwise, search defaults to title only.

The Process Summary tab rolls up key metadata, highlights nodes on hover/selection, supports quick navigation, editing, and lists all attachments/links for the node and container.

Attachment Summary shows all unique documents for the container and its nodes.

All changes update summaries and UI instantly.

3) Metadata & content types

Each object (node and process container) has its own content type. Add fields to the corresponding list/content type to extend metadata.

Most modern SharePoint fields are supported in app. Current exceptions: URL, Image, and Managed Metadata (planned).

When a field is added to the list/content type, it becomes available in the app after a refresh.

4) Comments & revisions

Comments on nodes/containers.

Revision tracking for auditable change history and rollbacks.

5) Document handling

Add documents to nodes/containers via drag and drop or Add.

Add references via Add reference on a node/container. All connected libraries are listed; multi select is supported for quick assignment.

For each document reference, optionally display selected library fields and the document’s revision history (choose fields in Settings).

If Controlled Document is enabled for a library, export PDF with control string built from library metadata (configurable font size/family and placement).

6) Templates & library extensions

When a library is connected, the app can extend it by adding required fields.

If Controlled Document is enabled, a Command Set Extension is deployed to the library for SharePoint’s file list UI—allowing PDF export with control string directly from the library.

The controlled document ID is injected via column JSON formatting (display only; not stored in list data).

7) Access & security

No extra ACLs to manage: Access is dictated by existing SharePoint/Teams permissions on the process data list and document libraries.

Users must have list access to open the app; edit rights on the list allow process editing.

Document reference visibility strictly follows the library’s permissions. If a user lacks access, they won’t see or modify those references.

8) Performance & deployment surfaces

Fast UI: API calls are locally cached; optional long term caching in LocalStorage can be enabled where content changes infrequently.

Surfaces: Add to a Teams Tab or SharePoint page; storage and security are scoped to the host site. A Teams Personal Tab reads settings from an existing app container (read/edit per user rights). Container mode in Teams/SharePoint reads from other locations; a site selector appears when multiple locations exist and remembers the last choice locally.

Differentiators

Native M365 governance: Uses your tenant’s security, audit, and data residency.

Structural control: Distinct child vs. soft links ensure relationships are explicit without breaking numbering.

Document truth: Reference libraries keep lifecycle features like versioning and document numbering intact.

Operator speed: Copy/paste across containers, instant summaries, and caching for snappy navigation.

ISO Manager 365

by Utilo AB