DocRead by Collaboris
DocRead: policy acknowledgment software for SharePoint and Microsoft 365
Publishing a policy is easy. Proving that the right people read it is harder. DocRead is policy management software that runs inside the SharePoint you already use. It assigns each policy to the people who need it, reminds them until they acknowledge it and gives you time-stamped records you can hand to an auditor.
The free trial is for SharePoint Server 2019 and 2016. For Microsoft 365, book a demo.
Used by
- Colonial Pipeline
- North Wales Police
- Fiji Airways
- Wipro
- Enstar Group
- Age Partnership
The product
What is DocRead policy acknowledgment software?
DocRead is policy acknowledgment software from Collaboris that runs natively inside SharePoint. Your policies stay in the libraries your staff already use. DocRead adds assignment, deadlines, reminders, escalation, quizzes and tracked acknowledgment on top, then records every step as audit evidence.
1
Policies stay where they are
No document migration and no second system. DocRead works with the libraries, groups and permissions you already manage.
2
Every reader gets followed up
Readers get an email with a direct link and a due date. DocRead sends reminders and escalates overdue tasks to managers or the compliance team.
3
Every sign-off becomes evidence
Each assignment and acknowledgment is time-stamped, so you can show an auditor who accepted which version, and when.
Collaboris began in 2007 as a Microsoft SharePoint consultancy and released DocRead in 2011. Looking for the wider policy lifecycle? See our policy and procedure management software page.
Why isn’t SharePoint on its own enough to prove a policy was read?
SharePoint is a good home for policies. Document libraries give you permissions, version history and one place to publish. Microsoft 365 also gives you ways to see who opened a file. None of them records that a named person read and accepted a specific version.
Built in
SharePoint Viewers
Shows the names of people who viewed a file or page on its file card, once a site owner turns the feature on. It shows views, not acceptance.
Built in
Microsoft Purview audit log
Records file-access events across SharePoint and OneDrive. Admins can search it in the Purview portal or with PowerShell. It shows that a file was accessed, not that a person read and accepted it.
Do it yourself
Power Automate, Forms and Lists
Some teams build their own sign-off process with these tools. That can work for a handful of policies. It gets harder to maintain as policies, audiences and audit requests grow.
What DocRead adds
- Assign a policy to a defined group
- Set a deadline
- Send reminders
- Escalate overdue readers
- Test understanding with a quiz
- Report who acknowledged which version
How does DocRead track policy acknowledgment?
Book a demo-
Target the right people
Choose a document in your SharePoint library and assign it to SharePoint groups or Microsoft Entra ID groups. When someone joins a tracked group, DocRead gives them the required reading automatically.
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Set a deadline and let DocRead follow up
Readers get an email with a direct link and a due date. DocRead sends reminders and escalates overdue tasks to managers or the compliance team.
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Check understanding
Readers confirm they have read the document without leaving Microsoft 365. Add a quiz with a pass mark and retry limit when you need proof that people understood the policy.
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Report
Live dashboards show who has acknowledged each policy and who is still outstanding. Every assignment and acknowledgment is time-stamped, and you can export the records for auditors.
Which DocRead edition do I need?
Cloud
DocRead for Microsoft 365
Runs in SharePoint Online in your Microsoft 365 tenant. Policies stay in your existing document libraries, with the permissions and version control you already have.
Explore DocRead for Microsoft 365 →On-premises
DocRead for SharePoint Server
For organizations that run SharePoint Server 2019 (classic and modern) or 2016 on-premises. Try it free for 30 days with 50 user licenses.
Explore DocRead for SharePoint Server →Add-on
DocSurvey
Quizzes, surveys and forms you link to documents or videos. Set a pass rate so a reading task is complete only when the reader passes.
Explore DocSurvey →Who uses DocRead to prove policy acknowledgment?
- HR
- Send handbooks and policy updates to the right employees, and give new hires their required reading on day one.
- Compliance and risk
- Show auditors and regulators who acknowledged which policy, and when, without rebuilding spreadsheets.
- Quality and ISO
- Send controlled procedures to the people who use them and keep a record that each person read the current version.
- Information security
- Roll out acceptable-use and security policies to every user, with reminders until everyone has signed off.
- SharePoint and Microsoft 365 admins
- DocRead works with the libraries, groups and permissions you already manage, so policies don't move to another system.
Trusted in regulated industries
- Energy
- Colonial Pipeline
- Pharmaceuticals and healthcare
- Peregrine Pharmaceuticals
- Five Star Senior Living
- Financial services
- Enstar Group
- Age Partnership
- Public sector
- North Wales Police
- Transport
- Fiji Airways
DocRead has enabled us to see a massive efficiency improvement... we are now saving 2 to 3 weeks per policy on administration alone.
I am so impressed by the support team at Collaboris. They are always fast to respond to my support requests and are very helpful.
What do buyers ask about DocRead?
Something else on your mind? Talk to us.
Does DocRead work with SharePoint Online and Microsoft 365?
Yes. DocRead for Microsoft 365 runs in SharePoint Online. DocRead for SharePoint Server supports SharePoint Server 2019 (classic and modern) and 2016.
How is DocRead different from a SharePoint document library?
A library stores and versions your policies. DocRead adds assignments, deadlines, reminders, escalation, quizzes and acknowledgment reports on top of that library. Your documents stay where they are.
Can we target policies by department or role?
Yes. Assign policies to SharePoint groups or Microsoft Entra ID groups, so people receive only the policies that apply to them.
What happens when someone new joins?
When a user is added to a group that DocRead tracks, DocRead assigns them every required document for that group.
Can we test whether people understood a policy?
Yes. Create quizzes with your own pass marks and retry limits. Readers can acknowledge the document only after they pass.
What records does DocRead keep for audits?
Every assignment and acknowledgment is logged with a date and time. You can view the records on dashboards or export them for auditors.
How long does setup take?
Most organizations launch their first policy cycle within days. There is no document migration, because DocRead uses the libraries and groups you already have.
How is DocRead licensed?
Pricing depends on the edition and the number of people who receive policies. For SharePoint Server, one user license covers one person however many policies they receive. Request a quote for either edition.
Ready to see DocRead in your own SharePoint?
Book a demo and we'll show you how DocRead would handle your policies, groups and reporting. Prefer to test it yourself? Download the 30-day trial for SharePoint Server.