SOP Management Software for SharePoint and Microsoft 365
Writing a clear SOP is half the job. The other half is getting the right people to read the current revision, and being able to prove they did. DocRead by Collaboris works natively in SharePoint Online, so your SOPs stay in the libraries you already use while DocRead handles distribution, reminders and acknowledgment records.
Why SOPs go unread
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A revision is saved to a library, but nobody is told it changed.
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Copies sent by email stay in inboxes long after the procedure is updated.
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Paper sign-off sheets are slow to chase and hard to produce at audit time.
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New starters join a team and nobody assigns them the procedures they need.
DocRead closes each of those gaps without moving your SOPs out of SharePoint.
How DocRead manages SOPs in SharePoint
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Publish a major version to distribute it
DocRead issues reading tasks only when a major version is published, so drafts and minor edits stay with your authors and reviewers until the SOP is approved.
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Assign each SOP to the people who use it
Target an SOP at individual users, security groups or Microsoft 365 groups. When someone joins one of those groups, DocRead's SmartMove feature creates their reading task automatically, so new starters and people changing roles are covered.
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Deadlines, reminders and escalation
Mark an SOP as required or recommended for each audience. Set a fixed due date or a number of days after assignment, and use recurring deadlines for procedures that must be re-acknowledged on a regular cycle. Automated reminders and escalation rules prompt users and their managers when an acknowledgment is overdue.
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Read first, then confirm
Readers must open the document before the confirmation option is enabled. Each confirmation records the date, time and document version, and DocRead generates a reading receipt as evidence.
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Check understanding
Add an optional quiz to an SOP so readers show they understood the procedure before they acknowledge it.
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Report on every SOP
Real-time dashboards show who has read each SOP, who is outstanding and who is overdue, by document and by library. Reports can be downloaded for audits and management reviews.
What happens when an SOP is revised?
Open reading tasks always point to the latest version, so anyone who hasn't finished reading sees the new revision. Completed tasks keep a record of the exact version that person confirmed. When a change means everyone must read the procedure again, reset the assignments and DocRead issues a new reading task to the whole audience, whether or not they completed the previous one.
Evidence for audits and inspections
Teams working to frameworks such as ISO 9001, or under FDA, OSHA or HIPAA requirements, need to show that staff have read the current procedure. DocRead's receipts and reports record who confirmed which version of each SOP, and when, inside your own Microsoft 365 environment.
DocRead has enabled us to see a massive efficiency improvement… we are now saving 2 to 3 weeks per policy on administration alone.
Frequently asked questions
Do my SOPs have to leave SharePoint?
No. DocRead works natively in SharePoint Online, so SOPs stay in your existing document libraries and readers open them there.
Do new employees get SOPs assigned automatically?
Yes, when the SOP is assigned to a group. SmartMove detects when someone joins a group in the audience, including nested groups, and creates their reading task.
Does DocRead work with SharePoint Server?
Yes. DocRead for SharePoint Server is available for on-premises SharePoint.
How is DocRead licensed?
DocRead is licensed by the number of users who can receive reading tasks.
See SOP management in DocRead
Book a walkthrough with the Collaboris team to see SOP distribution, tracking and reporting for your own procedures.