Product · Features

Every feature, mapped to the stage it serves

docs365.ai covers the full lifecycle of a controlled document — from the template that creates it to the archive that preserves it. Each feature below is grouped by the lifecycle stage it supports, so you can see exactly where it fits.

Create Approve Publish Govern Across the lifecycle

Stage 1 · Create

Authoring — with the controls baked in

Every document starts from a controlled template, carries the metadata that makes it findable, and picks up a unique protocol code the moment it's created. Co-authoring in Word Online keeps collaboration real-time without losing the audit trail.

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Stage 1 · Create

Create

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  • Document templates

    Every document starts from a controlled, approved template — consistency baked in from the first keystroke.

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  • Protocol numbering

    Unique, permanent IDs on every document — the identifier that makes your library audit-ready.

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  • Custom metadata

    Every document carries the attributes your organization cares about — searchable, filterable, governable.

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  • Real-time co-authoring

    Multiple editors in Word Online at the same time — with every edit, comment, and @mention captured for audit.

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Stage 2 · Approve

Sequential approval, evidence-ready

Named approvers, in order, with role-based routing. Fixed pre- and post-flow approvers for roles that must always sign off. PAdES e-signature via the DocuSign integration when signatures must be cryptographically bound.

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Stage 2 · Approve

Approve

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  • Sequential approval

    Named approvers, in defined order, with role-based routing — every step logged, every version tied to the approvals that produced it.

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  • Fixed approvers

    Mandatory pre- and post-flow approvers per document type — the roles that must always sign off, captured automatically every time.

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  • DocuSign e-signature integration

    PAdES signatures — simple and advanced — cryptographically bound to the approved PDF, inside the same approval flow.

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Stage 3 · Publish

From approved to distributed — automatically

Word becomes immutable PDF the moment approval completes. Distribution-list email goes out to the right audience. Read-receipts (a separately purchased sister product) add acknowledgment tracking when documented awareness is required.

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Stage 3 · Publish

Publish

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  • PDF publication

    Word becomes immutable PDF the moment approval completes — automatically, without a human deciding.

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  • Distribution-list notification

    The right people learn about the document the moment it's published — automatically, with the link to the approved PDF.

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  • Read-receipts

    Confirm exactly who has read each policy — acknowledgment tracked, evidence captured.

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Stage 4 · Govern

The long game — versioning, audit, and review

Complete audit log on every document. Full version history, revertible to any prior state. Expiration reminders that prompt active review. Superseded versions archived, not deleted. Power BI dashboards aggregate the governance picture.

See the govern stage
Stage 4 · Govern

Govern

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  • Audit log

    Every action, every approval, every version — captured against a named user, accessible in 30 seconds.

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  • Versioning

    Minor versions while drafting, major versions at publication — every state preserved, every version recoverable.

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  • Expiration reminders

    Every document carries an expiration date; the owner is reminded before it hits — review, revise, or retire, on cadence.

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  • Archiving

    Superseded and retired documents leave the active view but stay part of the permanent record — retrievable for every future audit.

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  • Power BI reporting

    The aggregate view — approvals, expirations, review cadence, and governance discipline in one dashboard.

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  • Govern — end-to-end

    See how these features work together across the govern stage.

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Cross-cutting

The formats and foundations

Word, PowerPoint, Excel, and PDF — each with the lifecycle behaviors that make sense for the format. Everything inside the Microsoft 365 tenant you already trust.

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Cross-cutting

Across the lifecycle

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Cross-cutting

File-format support

Word as the first-class authoring format; PowerPoint, Excel, and PDF all fully governed through the lifecycle.

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