Controlled Document Manager

Take the hard work out of managing key organisational documents while maintaining strong governance and meeting compliance requirements.

Circle T's Controlled Document Manager streamlines end-to-end management and display of organisational documents including policies, procedures and work instructions. Content is initiated and authored in place ensuring a single source of truth. Authors and other contributors collaborate within the system, while approval workflows and review reminders ensure control. End users find and read documents from the centralized search page, or can use AI-driven Smart Ask to provide answers to suggested prompts or their own questions, across all documents or a single document. When integrated with the Circle T Intelligent Intranet, controlled documents are prioritized in Smart Search and displayed dynamically on topic pages.

Capabilities and benefits by user type

• Staff: Searchable and refinable catalogue, display of documents in relevant intranet pages and Smart Search. Users can also explore by topic or ask a question using AI-powered Smart Ask. Suggested questions can be targeted by role, location or work process. Answers are always generated based on up to date and approved content from within the Controlled Document Manager. No matter the entry point, documents display in a clean reading panel with context information and a feedback mechanism.

• Content managers: Automated creation from templates and guided setting of properties, just in time permission to support controlled collaboration, assigning of actions to request and record reviews and contributions. AI supports the authoring process providing insights, comparisons and recommendations. Documents follow a defined lifecycle with appropriate quality and approval steps, review reminders and escalation, change messaging and notifications

• Risk/compliance officers: Advanced audit reporting, exemption register and incorporation of controls and evidence of compliance

Built for Microsoft 365 and SharePoint Online, Policy Manager is modular - start with consumer features and AI for staff and add controls and governance as maturity grows, or deploy the full solution from the start. The result is consistent, discoverable policy content, lower risk, and measurable governance.