Documentaal + SharePoint Integration
Creating governed, compliant and consistent documents inside Microsoft 365.
SharePoint is at the heart of every Microsoft 365 organisation. Documentaal builds on this foundation by ensuring that every document created in Word, Outlook or Teams enters SharePoint already governed, validated and compliant — from the moment it is generated.
Documentaal is not a DMS.
It is the automation and creation layer, while SharePoint is the governance and storage layer.
Together, they form the simplest, safest and most consistent way to create documents inside Microsoft 365.
How Documentaal Integrates with SharePoint
User Layer
Word / Outlook / Teams
Documentaal Engine
Template + Metadata + Validation
SharePoint Filing Layer
Auto-filing • Naming • Content Types
Governance & Metadata
Versioning • Retention • Compliance
1. Why SharePoint is the ideal foundation for Documentaal
SharePoint provides:
- Secure storage inside the customer's Microsoft tenant
- Enterprise-wide metadata and content types
- Version control
- Audit trails
- Retention and disposition policies
- Microsoft Purview compliance
- Seamless access in Word, Outlook and Teams
Documentaal enhances these by ensuring:
- Templates are controlled
- Content is validated
- Metadata is complete
- Documents are standardised
- Filing is automatic
- Compliance is built in
- Errors are prevented at creation
This removes the biggest source of document chaos: uncontrolled creation.
2. How Documentaal works with SharePoint
Documentaal integrates with SharePoint at four key levels:
1. Template Storage
All templates live in governed SharePoint libraries with:
- • Major/minor versions
- • Controlled permissions
- • Publishing workflows
- • Multi-language sets
2. Document Generation
Users create documents in Word, Outlook or Teams. Documentaal assembles:
- • The correct template
- • Approved content blocks
- • Conditional elements
- • AI-based consistency checks
3. Metadata Injection
Documentaal applies:
- • Document type & sensitivity
- • Case/client number
- • Department & retention class
- • Any ERP/CRM/DMS data
4. Governed Filing
Documents are stored automatically in:
- • The correct site & library
- • With correct naming convention
- • With complete metadata
- • Using the correct content type
Users do not choose where the document goes — Documentaal does it for them.
3. What Documentaal adds on top of SharePoint
SharePoint governs storage. Documentaal governs creation.
Documentaal enforces:
- • Template usage
- • Correct content blocks
- • Metadata completeness
- • Naming conventions
- • Location rules
- • Structured document assembly
- • Conditional logic
- • Legal/compliance constraints
Documentaal prevents:
- • Outdated templates
- • Inconsistent formatting
- • Missing or wrong metadata
- • Manual file placement
- • Unapproved blocks
- • Content deviations
Documentaal turns governed creation into the default.
4. Example: Document Creation Flow
User selects document type
Word, Outlook or Teams.
Documentaal assembles the document
Correct structure, blocks, metadata and conditions.
Metadata injected automatically
From SharePoint, CRM/ERP, or user input.
Auto-filing into SharePoint
Correct library, correct type, correct permissions.
SharePoint governs the lifecycle
Versioning → auditing → retention → policy enforcement.
5. Governance benefits
With Documentaal + SharePoint:
IT benefits
- • No extra storage system
- • Uses existing SharePoint governance
- • Supports Zero Trust and Purview
- • No shadow IT
- • No external data transfers
Legal & compliance
- • Consistent wording
- • Approved clauses only
- • Correct retention class
- • Metadata-rich output
- • Fully auditable
End-user benefits
- • No searching for templates
- • Everything done automatically
- • No more manual filing
- • Consistent documents
- • Less risk, less time
6. SharePoint architecture recommendations
Documentaal works best with a clean SharePoint structure:
Recommended layout
Template Library
Governed, versioned, restricted.
Draft Library
Temporary working area (optional).
Final Documents Library
Correct metadata, content types & naming.
(Optional) Archive Handoff Library
If using iManage, Hyarchis or OpenText.
Documentaal does not replace a DMS — it ensures the right document goes into it.
7. Power Automate + Documentaal + SharePoint
Document creation workflows become powerful when combining:
Documentaal
Automation + Creation
SharePoint
Governance + Storage
Power Automate
Workflow Orchestration
Examples:
8. When to use SharePoint only, and when to involve a DMS
Use SharePoint as:
- • Primary storage
- • Governance layer
- • Lifecycle manager
- • Metadata authority
Use Documentaal as:
- • Automation engine
- • Creation framework
- • Validation layer
Use a DMS as:
(iManage, Epona, Hyarchis, OpenText)
- • Long-term archive
- • Matter/case repository
- • Advanced retrieval system
Documentaal helps organisations create governed documents — it does not try to replace DMS systems.
9. Summary
Documentaal + SharePoint is the fastest, cleanest and safest way for organisations to create documents inside Microsoft 365.
Documentaal
handles creation
SharePoint
handles governance
Your DMS
handles archiving (optional)
Together, they deliver:
All inside the Microsoft 365 environment your organisation already uses.
Related Articles
Ready to bring governed document creation to SharePoint?
Documentaal ensures every document enters SharePoint already validated, compliant and correctly filed.
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