Collaboris is a UK-based software company specializing in SharePoint governance, compliance, and data protection solutions. Known for its flagship product DocRead, Collaboris helps organizations manage mandatory document compliance and secure sensitive information within Microsoft SharePoint environments.
As companies increasingly rely on SharePoint for content management and collaboration, ensuring that employees acknowledge critical policies, training materials, or procedures becomes essential. Collaboris addresses this need by providing tools that enforce document readership, audit user actions, and enhance information governance within SharePoint and Microsoft 365.
With a strong focus on data compliance, Collaboris serves organizations across sectors such as healthcare, government, education, and finance.
Features
Collaboris offers a suite of specialized tools to support information governance, document compliance, and secure collaboration in SharePoint.
DocRead for SharePoint
DocRead allows organizations to assign mandatory documents—such as policies or procedures—to users or groups. Users must confirm that they have read and understood the content, and administrators can track acknowledgements through detailed reports.
DocSurvey
An extension of DocRead, DocSurvey enables organizations to verify user understanding through quizzes or assessments after reading assigned documents. This ensures not just compliance, but also comprehension.
Policy Management
Collaboris tools help organizations implement consistent policy management practices, including policy distribution, version control, and automated re-assignment of updated documents.
Audit and Compliance Tracking
Administrators can generate real-time reports showing which users have read required documents, when they did so, and which documents remain unread. This supports internal audits and regulatory compliance.
SharePoint Integration
All Collaboris products are built natively for SharePoint, ensuring seamless integration with existing libraries, workflows, and user permissions.
Microsoft 365 Compatibility
Collaboris tools are compatible with both SharePoint Server (on-premise) and Microsoft 365 (cloud), providing flexibility for hybrid or fully cloud-based organizations.
Granular Targeting
Documents can be assigned to specific users, groups, departments, or job roles, ensuring only the right people receive and acknowledge each document.
Email Notifications and Reminders
Users receive email alerts and reminders to read assigned documents, helping organizations achieve high compliance rates.
Multilingual Support
Collaboris tools support multiple languages, making them suitable for international organizations with diverse workforces.
Security and Access Control
Collaboris products leverage SharePoint’s built-in security and user roles, ensuring that sensitive documents are only visible to authorized users.
How It Works
Collaboris works by embedding its tools within the Microsoft SharePoint environment, using SharePoint’s existing structure for users, permissions, and document storage.
When an organization uploads a policy or procedure to SharePoint, administrators can use DocRead to assign it to selected users or groups. Users receive email notifications prompting them to read and acknowledge the document. The system tracks the acknowledgment date and stores a digital confirmation.
For additional validation, DocSurvey allows organizations to attach quizzes that users must pass to confirm their understanding. The results are logged and available in compliance reports.
All activities are managed within SharePoint’s familiar interface, with customizable dashboards and automated workflows that align with an organization’s compliance or governance strategy.
Administrators can access real-time reports, export data for audits, and automate reassignments when policies are updated or job roles change.
Use Cases
Collaboris tools support a wide range of use cases for organizations that rely on SharePoint for document sharing and internal communication.
Policy Acknowledgement
HR and compliance teams can ensure employees read and acknowledge key policies, such as health and safety, data privacy, or codes of conduct.
Training Confirmation
Learning and development departments use DocRead to confirm completion of training materials, onboarding guides, or SOPs.
Audit Readiness
Compliance officers can generate audit-ready reports showing who has read specific documents and when, supporting GDPR, HIPAA, ISO, or internal compliance standards.
Security Awareness
IT departments can distribute cybersecurity awareness training materials and track employee engagement with critical content.
Employee Certification
Organizations use DocSurvey to assess employee understanding of key documents, enabling certification of knowledge for regulated roles.
Document Version Control
When policies are updated, Collaboris ensures re-acknowledgement and provides an audit trail of all previous versions read by users.
Departmental Compliance
Different departments—such as finance, legal, or operations—can assign department-specific documents to only relevant personnel.
Pricing
Collaboris does not list public pricing for its products. Instead, it provides customized quotes based on the organization’s SharePoint environment (on-premise or cloud), number of users, and required features.
Factors that influence pricing include:
Number of user licenses
Deployment type (SharePoint Online vs. SharePoint Server)
Selected modules (DocRead, DocSurvey, etc.)
Support and onboarding services
Organizations can request a demo or contact Collaboris directly for a tailored pricing proposal.
Strengths
Collaboris offers several key strengths for organizations looking to improve document compliance within SharePoint.
Native SharePoint Integration
Unlike external platforms, Collaboris is designed specifically for SharePoint, enabling smooth implementation without disrupting existing workflows.
Detailed Compliance Tracking
Organizations can prove compliance with regulatory standards by showing documented evidence of policy readership and employee acknowledgment.
Customizable and Scalable
Solutions can be customized for different departments, document types, and languages, making them suitable for global organizations.
Time and Cost Savings
By automating document compliance and reducing manual tracking, organizations save significant administrative time.
Multi-Platform Compatibility
Works with both Microsoft 365 and SharePoint Server, ensuring flexibility for all infrastructure setups.
Security and Access Controls
Built on top of SharePoint’s permission model, Collaboris tools offer strong data security and user control.
User-Friendly Interface
Employees interact with documents through a simple and intuitive interface, minimizing training requirements.
Drawbacks
While Collaboris offers a powerful solution for SharePoint governance, there are a few limitations to consider.
Limited to SharePoint
Collaboris tools only work within SharePoint environments, making them unsuitable for organizations using other document management systems.
No Free Version
There is no mention of a free or trial version on the website, which may hinder early-stage evaluation.
No Public Pricing
Lack of transparent pricing can be a barrier for smaller organizations or those evaluating multiple vendors.
Initial Setup Required
Although integration is smooth, proper configuration and onboarding may require time and technical support.
No Mobile App
While accessible via browser, Collaboris does not offer a dedicated mobile application, which may affect mobile-first teams.
Comparison with Other Tools
Collaboris competes with other policy management and compliance tools such as PowerDMS, MetaCompliance, and ConvergePoint.
PowerDMS offers broader policy lifecycle management but operates as a standalone system, whereas Collaboris integrates directly into SharePoint.
MetaCompliance provides phishing training and broader compliance tools but requires separate infrastructure.
ConvergePoint is another SharePoint-integrated platform with similar policy distribution features but is focused on enterprise-scale solutions.
Collaboris differentiates itself with a clear focus on document acknowledgment and compliance tracking within the Microsoft ecosystem. For organizations already using SharePoint, it offers a lightweight, focused, and efficient solution.
Customer Reviews and Testimonials
Collaboris showcases a number of testimonials from satisfied clients on its website, including universities, government bodies, and multinational corporations.
Clients consistently praise the platform’s:
Ease of integration into SharePoint
Strong reporting capabilities
Customization flexibility
Helpful customer support
Value for money in terms of compliance gains
For example, a university administrator highlighted how DocRead made it easy to track policy acknowledgments across multiple departments, reducing manual follow-ups. Another enterprise client cited improvements in audit readiness and employee engagement with mandatory reading.
Conclusion
Collaboris offers a powerful suite of governance tools built exclusively for Microsoft SharePoint environments. Its flagship product, DocRead, enables organizations to assign mandatory documents and ensure employees read and understand important policies, procedures, or training materials.
With features such as audit trails, version control, quizzes, and automated notifications, Collaboris simplifies compliance workflows and helps organizations meet internal and regulatory obligations. Its native SharePoint integration, scalability, and focus on usability make it a smart choice for businesses looking to enhance document governance without overhauling existing systems.
Although it lacks public pricing and mobile apps, the benefits in audit readiness, time savings, and compliance assurance make Collaboris a valuable investment for SharePoint-driven organizations.
