Introduction
Documentaal is a Microsoft-native document automation and governance platform designed for enterprises, governments, legal organizations, financial institutions and other regulated industries.
Unlike standalone SaaS tools, Documentaal:
- Stores documents inside your Microsoft 365 tenant
- Leverages Microsoft's identity, security and compliance stack
- Integrates directly with Word, Outlook, Excel, PowerPoint, Teams and SharePoint
- Connects to DMS, ERP, CRM and structured databases (SQL, SAP, AFAS, Oracle, Exact, etc.)
- Supports digital signing via PKI Signing and ValidSign
- Extends your existing Microsoft ecosystem instead of replacing it
This guide explains exactly how Documentaal works inside Microsoft 365, how it integrates with enterprise systems, and how it supports secure, compliant, large-scale document governance. See also our SharePoint Governance guide and explore the Microsoft Marketplace.
High-Level Architecture Overview
Documentaal's architecture consists of six unified layers:
Identity & Security Layer
Microsoft Entra ID / Azure AD
Governance & Storage Layer
SharePoint
Template Automation Engine
Documentaal Core
Microsoft 365 Application Integration Layer
Word, Outlook, Excel, PowerPoint, Teams
Enterprise Integration Layer
ERP / CRM / DMS / Databases
AI Validation & Compliance Layer
Safe, governance-first AI
These layers combine into a single ecosystem where documents are: correctly assembled, dynamically populated, validated, approved, digitally signed, filed, archived, and audit-ready — all without leaving the Microsoft environment.
Identity & Authentication
Microsoft Entra ID
Documentaal uses:
Features
- Azure AD / Entra ID Single Sign-On
- OAuth 2.0 authorization
- Microsoft Graph permissions
- Conditional Access
- Role-based access control
This ensures:
- No additional login
- No separate identity system
- All permissions come from Microsoft 365
- IT retains full governance
- Security policies apply automatically
- Zero trust alignment
Documentaal inherits your Microsoft security standards.
SharePoint as the Governance Backbone
Documentaal uses SharePoint Online for:
Documentaal never stores documents outside your tenant.
SharePoint provides:
- Enterprise-grade compliance
- Microsoft Purview compatibility
- ISO/NEN/GDPR alignment
- Complete auditability
SharePoint is the secure foundation on which all Documentaal governance runs.
Documentaal Template Automation Engine
The core engine handles all document logic:
Template Governance
- Centrally managed templates
- Mandatory fields
- Multi-language structures
- Clause management
- Conditional building blocks
- Approval workflows
- Change logs
- Version enforcement
Document Generation
- Merge data from external systems
- Apply conditions & business rules
- Enforce formatting & numbering
- Insert metadata automatically
- Generate both draft and final versions
Automatic Filing
- Correct SharePoint library
- Correct folder & naming conventions
- Metadata injection
- Auto-versioning
- Lifecycle tagging
Output Formats
- Word
- Email (Outlook body)
- Signing-ready PDF
This engine is Microsoft-native and requires no external storage or external rendering service.
Microsoft 365 Application Integrations
Word Integration
Documentaal extends Word with:
- A custom Documentaal Ribbon
- A dynamic sidebar
- Data-bound fields
- Protected legal blocks
- Conditional sections
- AI validation pane
- Automatic SharePoint filing
Word remains the primary environment for:
Users do not need to change their habits — Documentaal works inside the tools they already know.
Outlook Integration
Outlook supports:
- Standardized email templates
- Dynamic placeholders
- Mandatory compliance sections
- Automatic storage of sent emails
- Metadata-powered archiving
- PDF attachments automatically filed
Outlook becomes a fully governed communication channel.
Excel Integration
Documentaal can:
- Pull structured data from Excel
- Use spreadsheets as data sources
- Generate financial or operational documents
- Integrate calculations and tables
- Support reporting workflows
Perfect for:
PowerPoint Integration
Documentaal supports:
- Branded slide templates
- Data-driven slide generation
- Dynamic content blocks
- Consistent corporate design
- Automated report decks
Essential for:
Teams Integration
Teams enables:
- Document creation directly within channels
- Review and approval workflows
- Notifications from SharePoint / DMS
- Integration with Teams files (SharePoint backend)
Teams becomes a collaboration-first document hub with proper governance.
DMS Integrations (Legal & Enterprise)
Documentaal integrates with major DMS platforms:
Epona
Legal document & matter management.
iManage
Professional DMS for legal teams.
OpenText
Enterprise content management.
Hyarchis
AI-driven document intelligence & KYC for regulated sectors.
LegalSense
Legal practice management & document analysis.
LexisNexis
Legal research database integration.
These systems provide document context such as:
Documentaal ensures the governed creation, and the DMS manages the long-term repository.
ERP / CRM / HRM / Database Integrations
Documentaal connects to enterprise systems including:
SAP
Finance, HR, operations and supply chain.
Oracle
Enterprise data and process governance.
AFAS
HR, finance and workflow automation.
Exact Online
Financial data & reporting.
Microsoft SQL Server
Enterprise structured datasets.
OpenText / Hyarchis
Data & compliance sources.
These systems populate documents with:
Documentaal transforms structured data into governed documents — without manual input.
Digital Signing Integrations
Documentaal supports:
PKI Signing
For government, legal and regulated sectors requiring certificate-based signing.
ValidSign
Broad digital signing solution for enterprise use.
Signing workflow:
- 1Documentaal generates signing-ready PDF
- 2File is sent to the signing provider
- 3Signed document returns to SharePoint / DMS
- 4Lifecycle state updates automatically
Fully compliant with:
AI Validation & Compliance Layer
Documentaal uses AI to enhance governance — not to improvise content.
AI performs:
- Clause validation
- Structural consistency checks
- Formatting compliance
- Deviation detection
- Outdated content alerts
- Mandatory field checks
- Metadata validation
AI does not:
- ✕Draft legal text
- ✕Interpret regulations
- ✕Alter policies
- ✕Generate creative content
AI strengthens human governance without replacing human judgment.
Document Lifecycle & Compliance Management
Documentaal supports full lifecycle automation:
All lifecycle events remain inside SharePoint or the connected DMS.
Deployment & Administration
Deployment includes:
Documentaal fits seamlessly into existing enterprise architecture — no new shadow systems.
Enterprise Advantages
Documentaal turns Microsoft 365 into a fully governed document automation ecosystem.
Conclusion
Documentaal is the Microsoft-native platform that brings:
to every document an organization creates.
It completes Microsoft 365 — without changing how people work.