Document Management

Managing business documents across Microsoft 365 can quickly become complex—especially when policies, SOPs, and other controlled content are scattered across Teams, SharePoint, and OneDrive. Omnia provides powerful intranet document management features that centralize content, streamline governance, and improve findability—without adding complexity for users or administrators.

Whether you're managing personal notes, team collaboration files, or enterprise-wide controlled documents, Omnia’s intranet document management capabilities help standardize practices, reduce duplication, and ensure employees always access the latest, trusted version—right from within the intranet experience.

Learn about Omnia’s document management features below – and check screenshots in the image gallery above. 

Standardize how business-critical content is created, reviewed, and published: Define custom document types with templates, versioning, approval flows, and retention rules tailored to your organization’s needs. As part of Omnia’s intranet document management capabilities, these features ensure that policies, SOPs, and compliance files follow a structured lifecycle—from creation through review, publishing, and archiving. 

Apply document rules consistently across SharePoint, Teams, and your intranet: Omnia extends Microsoft 365 by embedding governance and lifecycle control directly into everyday tools. These document management features ensure your intranet delivers consistent, governed access across SharePoint team sites, Microsoft Teams, and Omnia apps—enhancing usability and compliance at scale. 

Make it easy for content owners to do the right thing: With Omnia’s step-by-step wizards, authors and document owners are guided through each stage of document creation. As part of Omnia’s intranet document management capabilities, this ensures content quality, metadata accuracy, and policy compliance—without requiring expert knowledge or additional training. 

Reduce manual effort with traceable approval and review processes: Automate workflows for feedback, approvals, and scheduled reviews with Omnia’s powerful intranet document management features. All actions are logged for audit trails and compliance, helping teams stay accountable—without manual tracking or email reminders. 

Deliver the right documents to the right people at the right time: With Omnia’s intranet document management capabilities, you can publish approved documents—such as policies, checklists, or guidelines—to selected audiences based on location, department, or role. Employees always access the most relevant, current, and trusted version of content through your intranet. 

Surface documents where people work—not just in a library: This is one of Omnia’s most valuable intranet document management features—automatically surfacing content in relevant locations like project sites, business unit pages, or document centers. Intelligent metadata makes documents accessible in context, enhancing user experience and adoption. 

Support document quality with real-world input from users: As part of Omnia’s document management capabilities, employees can provide feedback on published documents, flag outdated information, and suggest improvements. This fosters continuous improvement while helping content owners maintain high standards for document accuracy and compliance.

Want to dive deeper into intranet document management? Explore these expert resources for strategies, examples, and hands-on guidance:

✔ Blog Post: Managing Business Documents: Planning Microsoft 365 Solutions.

Learn how to tackle document sprawl and version confusion with proven Microsoft 365 document management solutions. This post outlines real-world challenges and how to plan an effective business document management model for your organization.

✔ Downloadable Guide: How to Manage Controlled Documents in Microsoft 365.

This practical Microsoft 365 document management guide provides step-by-step advice for structuring and governing controlled content in SharePoint. Discover best practices for approval workflows, metadata, versioning, and document lifecycle management.

✔ Live Webinar: Strategies for Effective Document Management in Microsoft 365.

Join this popular session to explore intranet document management strategies that improve control, compliance, and findability. Learn how organizations use SharePoint, Microsoft 365, and Omnia to manage documents across teams and departments.