iWorkplace: Information Management and Compliance Solution
Apps and frameworks in Microsoft 365 that help deliver a consistent workspace and comprehensive approach to information protection and compliance.
Is your team wasting valuable time searching for information? Are manual compliance and information management processes making it harder for users to do the right thing? What if you could automate these tasks and make compliance effortless?
Discover how iWorkplace can help you scale information management and compliance quickly and easily. Whether you're a large enterprise needing a full-scale content management system (CMS) or a small to mid-sized business looking for a modern digital workspace without the complexity or cost of a full CMS rollout, we have the perfect solution for you!
Business benefits of managing information with iWorkplace
Stay compliant.
Auto-apply metadata by hierarchy for easy filing and retrieval.
Ensure data security.
Protect information with data loss prevention, sensitivity labels, and risk controls.
Simplified user experience.
Streamlined and intuitive information access and management across systems.
Save on costs.
Reusable design patterns and low-cost Microsoft 365 licenses reduce ongoing costs.
Highly scalable.
Supports organisations from 100 or 10,000+ users.
Find the iWorkplace that’s right for you !
ENTERPRISE (>200)
iWorkplace for Microsoft 365
Comprehensive information management, collaboration, and compliance solutions for large enterprises.
SMBs (50-200)
iWorkplace Elements
Mix and match elements to suit your small to mid-sized business’ modern digital workplace needs and budget.
iWorkplace for Microsoft 365
iWorkplace is a set of frameworks and tools that runs in Microsoft 365 and is designed to help you achieve your information protection and compliance requirements at scale in an easier, more cost-effective, and user-friendly way. It combines familiar Microsoft 365 tools and services like SharePoint, Teams, and Purview into a cohesive, user-friendly app and reusable framework.
iWorkplace for Microsoft 365 enables organisations to:
- Achieve practical information protection and compliance at scale.
- Unify information management, protection, and collaboration in one solution.
- Manage digital workspaces the smarter way.
Balance collaboration and control.
Achieve practical information protection and compliance (IPC) at scale
iWorkplace IPC helps you to understand organisational risks, enforce retention and disposal policies, and gives the option to leverage Microsoft 365 E5 capabilities to safeguard sensitive content. With global metadata management, risk-based reviews, and action planning, you can stay informed at every step. OneDrive monitoring and deletion monitoring across SharePoint, Teams, and OneDrive ensures transparency and control.
See on-demand demosApps and Frameworks that deliver this functionality:
Smart Records
Set up retention and disposal rules that span document libraries. It also supports adoption monitoring and bulk actions like copying, moving files, and uploading metadata or retention labels for efficient information governance.
Smart Labels
Automate the application of retention and deletion labels within Microsoft 365. This ensures that files are protected from day one and disposed of on schedule, enabling scalable compliance with minimal effort.
Learn more
OneDrive Manager
Control OneDrive overuse for content management by discovering files, monitoring storage and taking action where necessary to mitigate content silos and information risks proactively.
Learn more
Simplify user experience
Unify information management, protection, and collaboration in one solution.
- Improve user experience and productivity with only one place to go to manage information, collaborate on documents, and file things for compliance.
- Utilise familiar Microsoft 365 tools that your users already use and love, such as SharePoint and Teams, to increase user adoption.
- Features like shared document libraries, co-authoring, and real-time communication allow teams to collaborate anytime and anywhere.
- Make compliance easy for users with auto-tagging of documents when filed.
- Conveniently and securely access information from anywhere, on any device.
Automate content governance
Manage digital workspaces the smarter way.
Leveraging automation tools like iWorkplace can streamline content management, enforce information governance, and allow organisations to focus on higher-value tasks. iWorkplace streamlines SharePoint site creation with reusable templates and enables automatic file classification, which improves searchability and ensures consistency. It also allows the creation of a self-service workspace with seamless integration into Microsoft Teams. Its built-in Microsoft 365 security enforces retention policies, sensitivity labels, and access controls, while managed guest access enables secure collaboration. Additionally, case files—such as personnel records, job assets, and meeting notes—can be updated without admin rights, ensuring efficiency and security.
See on-demand demosApps that support the above functionality:
Smart Provisioning
Automated site and team creation, including self-service capabilities, allows workspaces to be generated and updated based on configurations in a SharePoint list. New site collections or teams are established using a specified template, and additional, conditional actions are applied during or after creation.
Smart Metadata
The app enables automatic metadata assignment based on the folder or subfolder name where a file is stored.
When used with the Smart Labels app, it allows retention labels to be automatically set at the folder level, enabling a library to apply multiple retention rules automatically. Learn more
Smart Case Files
Local coordinators can create and update case files without requiring administrator rights with this app.
This includes managing the entire lifecycle of a case file, even those with complex permissions and stages. Additionally, once a case file is closed, it can trigger retention and disposal processes.
Teams Framework
Prevent various Teams sites from spiralling out of control. allow convenient self-service requests for new Teams sites from users with pre-set templates, compliance and metadata settings baked in, and easily navigable and searchable in SharePoint.
Empower users to create new Teams they need to get work done without constant IT intervention.
Smart Guest Management
The app empowers users to collaborate and connect with external guests, offering visibility and control over guest access within your organisation.
It saves you time with the automated process. All you need to do is approve or reject guest access; the rest is handled for you.
iWorkplace Elements
Built from the same proven apps and frameworks as iWorkplace for Microsoft 365, iWorkplace Elements is designed for small to medium-sized businesses looking to modernise their content management processes and improve information security quickly.
iWorkplace Elements delivers a robust and compliant document management solution for the areas that matter most to your business—your policies, procedures, personnel files, contract files, and more—within days, not months, and at a fraction of the cost. Mix and match these elements to get started with building your digital core based on your current business needs and budget:
- Essentials + Preview – This is your core Microsoft 365 digital workplace, taxonomy, self-service framework, and Preview environment.
- Controlled Documents – Streamline and secure your policies, procedures, and other controlled documents.
- Search – Find the information you need quickly and easily with iWorkplace Elements directory and search.
- Employee Files – Secure, manage, and collaborate on sensitive employee records.
- Contract Management – Streamline your contract management lifecycle with iWorkplace Elements Contract Management.
Essentials + Preview
Essentials boosts your Microsoft 365 platform with seamless communication, intelligent document management, and effortless automation. No long deployments. No complexity. Just instant productivity. With expert-backed support and a self-deployable solution, your team can build a modern digital workplace in days—not months.
Controlled Documents
Disorganised policies and procedures create risks, inefficiencies, and compliance headaches.
With iWorkplace Elements Controlled Documents, you can ensure your critical documents remain approved, protected, and accessible. With automated publishing, version control, audit logging, archiving, and proactive notifications, you can stay compliant and in control—without the chaos.
Search
Every lost document, every duplicated effort, every moment spent digging through disorganised files slows your business down. What if finding the right information was effortless?
With iWorkplace Elements directory and search, you get powerful, metadata-driven search capabilities tailored to your content. Leveraging taxonomy, it transforms chaotic file storage into an intuitive, efficient experience—so your team spends less time searching and more time doing.
Employee Files
Managing personally identifiable information isn’t just about organisation—it’s about protection, compliance, and trust. Are your employee records truly secure or just stored away?
With iWorkplace Elements Employee Files, you can confidently store, retrieve, and collaborate on employee records while ensuring they remain protected, compliant, and easily accessible.
Contract Management
Missed deadlines, lost agreements, and compliance risks can cost your business more than just time.
With iWorkplace Elements Contract Management, you can streamline the entire contract lifecycle, ensuring agreements are secure, organised, and always compliant.
CASE STUDY
Energy & Water Ombudsman NSW
iWorkplace for Microsoft 365 enabled EWON to automate content classification, facilitated workspace and Teams provisioning, and enhanced content findability. This empowered EWON with a better user experience, simplified administration, and content governance.
“iWorkplace gave our management team and the Board peace of mind knowing that our content is well governed and compliant.”
“We have saved a lot of time in the review process because collaboration can happen in real-time thanks to the automated processes introduced by iWorkplace.”
David Kneeshaw | General Manager for Finance and Corporate Services
Energy & Water Ombudsman NSW (EWON)
Experts in Information Management and Compliance
We have made it our mission to make 'convenience and compliance' in information management achievable for every Australian organisation with iWorkplace. We believe it should be easy and safe for your users to find, manage, and share the information they need wherever they are while still protecting your data, simplifying administration, and staying compliant.
Many commercial, not-for-profit, and government organisations across ANZ use iWorkplace, and they choose to work with Professional Advantage for these reasons:
- Tailored approach. We design and enable your digital workplace according to your unique identity, needs, and culture. We do this through deployment accelerators, app enhancements, user-centric design, and governance automation, all achieved through 20+ years of experience and development.
- Strong record of success. Ask around the industry and you’ll find that we have a long history of successfully digitally transforming commercial, not-for-profit, and government organisations, large or small.
- Microsoft focus. We have deep experience delivering solutions using the Microsoft technology stack and work exclusively with complementing solutions to ensure you get the most from your Microsoft investments.
- Industry experts. Our team includes several of the best SharePoint and Microsoft 365 consultants and industry experts in Sydney, Melbourne, Brisbane, and Perth, responsible for our 90+ consistently high net promoter score and 9.7 years average client tenure.
Professional Advantage has earned a Microsoft Solutions Partner designation for proficiency in Modern Work, Security, Business Applications, Data & AI Azure, Infrastructure Azure, and Digital & App Innovation Azure.
Request a demo, quote, or further information
Get in touch with our team to discuss your information management and compliance requirements or request a demo, quote, or further information. We’d love to hear from you!
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