What's New in Omnia - September 2025

This update is strongly driven by customer feedback. Earlier this year, we committed to listening more closely and delivering solutions that reflect real-world scenarios. The new features in this release are a direct result of that promise—and a step forward in making Omnia even better at supporting the way your organisation works. 

The conversation doesn't end here. We'll continue it together at the Omnia Conference 2025, where customers, experts, and our team will meet in Stockholm this November to explore these updates in action, share experiences, and shape what's next for Omnia. 

Let's take a closer look at what's new. 

When we introduced semantic search in Omnia 7.8, it marked a significant step forward in helping employees find information faster. In this September release, we're taking it further—making it easier to configure and more effective for real-world scenarios. 

What’s new in Semantic Search?  

✔ Topic-specific search agents: Admins can now set up focused agents, such as a Travel agent that only answers from approved travel information, or a Product agent that draws on technical, marketing, and web content in a product catalogue. 

✔ AI-powered, contextual answers: Employees can ask in natural language ("Something happened on my corporate trip—what should I do now?"). Omnia returns a short, AI-generated summary with links to the exact pages and documents used, so people can explore further. 

This represents a shift from browsing to getting direct answers, and it builds trust because every AI summary is backed by references. We're continuing to improve setup and controls (including more fine-grained security trimming) so you can expand agents with confidence.

Image 1: AI-Powered Semantic Search - Find answers instantly with AI-powered semantic search—contextual, trustworthy, and backed by references

The new block gallery makes it easy to reuse layouts and keep your intranet consistent. Instead of configuring the same block repeatedly, admins can now save a setup once as a template and make it available everywhere. 

Research shows that internal communication consistency not only builds credibility, but it boosts trust, engagement, and organisational alignment. To learn more, check out this blog post: 9 Strategies to Improve Internal Communication.

What’s new?

✔ Create template blocks with titles, descriptions, and icons so everyone uses the same formats.

✔ Use the new block picker that only shows approved templates—keeping things simple for editors.

✔ Reuse blocks across sites and teams so every page feels part of the same intranet.

For example, you can set up a document roll-up to display only officially published documents with the right filters and columns. Save it as a template, and editors can drop it into any page in seconds. They can still fine-tune settings if needed, while employees always see consistent information presentation.

This feature is fully backward compatible, so you can switch to the new block gallery picker whenever you're ready. 

Image 2: Block Gallery - Keep pages consistent with reusable block templates—making publishing faster, easier, and more aligned

Outdated information is one of the biggest reasons employees lose trust in an intranet. The new page review and suspend feature helps organisations stay on top of content lifecycle management. 

What you can do now: 

✔ Send automatic reminders to page owners when a review is due.

✔ Show notification banners to employees, e.g. “This page may be out of date.”

✔ Suspend pages that haven’t been updated—hiding them from search or replacing them with a message that guides users elsewhere.

Image 3: Page Review & Suspend - Stay on top of content freshness with automated page reviews, notifications, and suspension options.

Large organisations often manage thousands of pages, and content ownership can shift quickly when roles change. The new page bulk update feature makes it easy to transfer responsibility at scale.  

✔ Reassign multiple pages in one step when an editor leaves or moves to a new role.

✔ Retag content quickly to ensure it remains aligned with the right teams or owners.

For example, when a project manager responsible for dozens of process documents moves on, administrators can transfer all pages to the new owner in a single action instead of manually reassigning each one. This reduces risk, ensures continuity, and prevents important content from becoming orphaned. 

Image 4: Page Bulk Update - Reassign or retag multiple pages in one step—streamlining content ownership and reducing risk.

For global organisations, multilingual content is essential. This update brings important improvements to Omnia’s variations system, giving teams stronger governance and greater confidence. 

New improvements: 

✔ Permission controls that define who can update translations versus original content. 

✔ Improved compare tool to see what changed and keep translations up to date. 

Take a corporate HR policy as an example: headquarters authors the English version, while local offices manage translations into French and German. With the new controls, local teams can update their translations without risking accidental edits to the master version—ensuring consistency across languages and regions.  

Image 5: Variations Improvements - Strengthen multilingual governance with improved translation controls and comparison tools.

We're already preparing the next release of Omnia. Version 7.10 will introduce new tools that focus on governance, accessibility, and data-driven improvements. These upcoming features are designed to give you even more control while making your intranet easier and safer to use.

Highlights in development:

✔ In-page accessibility checker: Preview pages with built-in accessibility checks that flag errors, warnings, and improvement opportunities, helping ensure your intranet meets accessibility standards and is usable for everyone.

✔ New SharePoint list roll-up block: Display structured data, such as supplier lists or project registers, directly within Omnia, making it easier for employees to view and interact with information without leaving the intranet.

✔ Update-only author role: Give subject matter experts the ability to update content on specific pages without changing site structure-perfect for scenarios where multiple contributors share responsibility for content accuracy.

✔ Improved content deletion workflow: Introduce stricter approval processes for deleting sensitive content, reducing the risk of accidental data loss and ensuring governance standards are upheld.

✔ New search statistics export: Export detailed data on search queries and user behaviour, providing insights into what employees are looking for and how you can improve findability.

Together, these upcoming capabilities will help organisations strengthen governance, support inclusivity, and make more informed decisions about intranet content and structure. 

With every release, our mission remains the same: to turn enterprise-grade requirements into engaging digital experiences that deliver measurable results. These September updates are another step forward—shaped by your feedback, built for your daily work, and designed for long-term success. 

Take action: Explore the release notes, join us at the Omnia Conference 2025, and keep sharing your feedback. Remember, your local CSM is always ready to support you in getting the most out of Omnia—we're here to help whenever you need us.