Is your team wasting valuable time searching for information? Are manual compliance and information management processes making it harder for users to do the right thing? What if you could automate these tasks and make compliance effortless?
Discover how iWorkplace can help you scale content management and compliance quickly and easily. Whether you're a large enterprise needing a full-scale content management system (CMS) or a small to mid-sized business looking for a modern digital workspace without the complexity or cost of a full CMS rollout, we have the perfect solution for you!
Benefits of managing information with iWorkplace
Stay compliant
Auto-apply metadata by hierarchy for easy filing and retrieval.
Ensure data security
Protect information with data loss prevention, sensitivity labels, and risk controls.
Simplified user experience
Streamlined and intuitive information access and management across systems.
Save on costs
Reusable design patterns and low-cost Microsoft 365 licenses reduce ongoing costs.
Highly scalable
Supports organisations from 100 or 10,000+ users.
Confidently meet local Australian regulations
Protect sensitive information and meet Australian data privacy laws with built-in tools you already own.
iWorkplace for Microsoft 365 helps organisations achieve compliance with the following data handling regulations:
- Australian Privacy Act 1988.
- NSW State Records Act.
- Public Record Office Victoria.
- Public Records Act 2023 (Queensland).
- AS ISO 1 Records Management.
- Western Australia Freedom of Information Act 1992.
- HB 171_2003 Guidelines for the Management of IT Evidence.
- Electronic Transactions Act.
- National Archives.
Find the iWorkplace that’s right for you !
iWorkplace for Microsoft 365
ENTERPRISE (>200)
Comprehensive information management, collaboration, and compliance solutions for large enterprises.
iWorkplace Elements
SMBs (50-200)
Mix and match elements to suit your small to mid-sized business’ modern digital workplace needs and budget.
iWorkplace for Microsoft 365
iWorkplace is a set of frameworks and tools that runs in Microsoft 365 and is designed to help you achieve your information protection and compliance requirements at scale in an easier, more cost-effective, and user-friendly way. It combines familiar Microsoft 365 tools and services like SharePoint, Teams, and Purview into a cohesive, user-friendly app and reusable framework.
iWorkplace for Microsoft 365 enables organisations to:
- Achieve practical information protection and compliance at scale.
- Unify information management, protection, and collaboration in one solution.
- Manage digital workspaces the smarter way.
Balance collaboration and control
iWorkplace IPC helps you to understand organisational risks, enforce retention and disposal policies, and gives the option to leverage Microsoft 365 E5 capabilities to safeguard sensitive content. With global metadata management, risk-based reviews, and action planning, you can stay informed at every step. OneDrive monitoring and deletion monitoring across SharePoint, Teams, and OneDrive ensures transparency and control.
Apps and Frameworks that deliver this functionality:
Smart Records
Set up retention and disposal rules that span document libraries. It also supports adoption monitoring and bulk actions like copying, moving files, and uploading metadata or retention labels for efficient information governance.
Smart Labels
Automate the application of retention and deletion labels within Microsoft 365. This ensures that files are protected from day one and disposed of on schedule, enabling scalable compliance with minimal effort.
Learn more
OneDrive Manager
Control OneDrive overuse for content management by discovering files, monitoring storage and taking action where necessary to mitigate content silos and information risks proactively.
Learn moreSimplify user experience
Improve user experience and productivity with only one place to go to manage information, collaborate on documents, and file things for compliance.
Utilise familiar Microsoft 365 tools that your users already use and love, such as SharePoint and Teams, to increase user adoption.
Features like shared document libraries, co-authoring, and real-time communication allow teams to collaborate anytime and anywhere.
Make compliance easy for users with auto-tagging of documents when filed.
Conveniently and securely access information from anywhere, on any device.
Automate content governance
Leveraging automation tools like iWorkplace can streamline content management, enforce information governance, and allow organisations to focus on higher-value tasks.
iWorkplace streamlines SharePoint site creation with reusable templates and enables automatic file classification, which improves searchability and ensures consistency. It also allows the creation of a self-service workspace with seamless integration into Microsoft Teams.
Its built-in Microsoft 365 security enforces retention policies, sensitivity labels, and access controls, while managed guest access enables secure collaboration. Additionally, case files—such as personnel records, job assets, and meeting notes—can be updated without admin rights, ensuring efficiency and security.
Apps that support the above functionality:
Smart Provisioning
Automated site and team creation, including self-service capabilities, allows workspaces to be generated and updated based on configurations in a SharePoint list. New site collections or teams are established using a specified template, and additional, conditional actions are applied during or after creation.
Smart Metadata
The app enables automatic metadata assignment based on the folder or subfolder name where a file is stored. When used with the Smart Labels app, it allows retention labels to be automatically set at the folder level, enabling a library to apply multiple retention rules automatically.
Learn more
Smart Case Files
Local coordinators can create and update case files without requiring administrator rights with this app. This includes managing the entire lifecycle of a case file, even those with complex permissions and stages. Additionally, once a case file is closed, it can trigger retention and disposal processes.
Teams Framework
Prevent various Teams sites from spiralling out of control. allow convenient self-service requests for new Teams sites from users with pre-set templates, compliance and metadata settings baked in, and easily navigable and searchable in SharePoint. Empower users to create new Teams they need to get work done without constant IT intervention.
Smart Guest Management
The app empowers users to collaborate and connect with external guests, offering visibility and control over guest access within your organisation. It saves you time with the automated process. All you need to do is approve or reject guest access; the rest is handled for you.
iWorkplace Elements
Built from the same proven apps and frameworks as iWorkplace for Microsoft 365, iWorkplace Elements is designed for small to medium-sized businesses looking to modernise their content management processes and improve information security quickly.
iWorkplace Elements delivers a robust and compliant document management solution for the areas that matter most to your business—your policies, procedures, personnel files, contract files, and more—within days, not months, and at a fraction of the cost.
Download brochureMix and match these elements to get started with building your digital core based on your current
business needs and budget:
Essentials + Preview
Essentials boosts your Microsoft 365 platform with seamless communication, intelligent document management, and effortless automation. No long deployments. No complexity. Just instant productivity. With expert-backed support and a self-deployable solution, your team can build a modern digital workplace in days—not months.
Controlled Documents
Disorganised policies and procedures create risks, inefficiencies, and compliance headaches. With iWorkplace Elements Controlled Documents, you can ensure your critical documents remain approved, protected, and accessible. With automated publishing, version control, audit logging, archiving, and proactive notifications, you can stay compliant and in control—without the chaos.
Search
Every lost document, every duplicated effort, every moment spent digging through disorganised files slows your business down. What if finding the right information was effortless? With iWorkplace Elements directory and search, you get powerful, metadata-driven search capabilities tailored to your content. Leveraging taxonomy, it transforms chaotic file storage into an intuitive, efficient experience—so your team spends less time searching and more time doing.
Employee Files
Managing personally identifiable information isn’t just about organisation—it’s about protection, compliance, and trust. Are your employee records truly secure or just stored away? With iWorkplace Elements Employee Files, you can confidently store, retrieve, and collaborate on employee records while ensuring they remain protected, compliant, and easily accessible.
Contract Management
Missed deadlines, lost agreements, and compliance risks can cost your business more than just time. With iWorkplace Elements Contract Management, you can streamline the entire contract lifecycle, ensuring agreements are secure, organised, and always compliant.
CASE STUDY
Energy & Water Ombudsman NSW
iWorkplace for Microsoft 365 enabled EWON to automate content classification, facilitated workspace and Teams provisioning, and enhanced content findability. This empowered EWON with a better user experience, simplified administration, and content governance.
“iWorkplace gave our management team and the Board peace of mind knowing that our content is well governed and compliant.”
“We have saved a lot of time in the review process because collaboration can happen in real-time thanks to the automated processes introduced by iWorkplace.”
David Kneeshaw | General Manager for Finance and Corporate Services
Energy & Water Ombudsman NSW (EWON)
Experts in Information Management and Compliance
We have made it our mission to make 'convenience and compliance' in information management achievable for every Australian organisation with iWorkplace. We believe it should be easy and safe for your users to find, manage, and share the information they need wherever they are while still protecting your data, simplifying administration, and staying compliant.
Many commercial, not-for-profit, and government organisations across ANZ use iWorkplace, and they choose to work with Professional Advantage for these reasons:
- Tailored approach. We design and enable your digital workplace according to your unique identity, needs, and culture. We do this through deployment accelerators, app enhancements, user-centric design, and governance automation, all achieved through 20+ years of experience and development.
- Strong record of success. Ask around the industry and you’ll find that we have a long history of successfully digitally transforming commercial, not-for-profit, and government organisations, large or small.
- Microsoft focus. We have deep experience delivering solutions using the Microsoft technology stack and work exclusively with complementing solutions to ensure you get the most from your Microsoft investments.
- Industry experts. Our team includes several of the best SharePoint and Microsoft 365 consultants and industry experts in Sydney, Melbourne, Brisbane, and Perth, responsible for our 90+ consistently high net promoter score and 9.7 years average client tenure.
Professional Advantage has earned a Microsoft Solutions Partner designation for proficiency in Modern Work, Business Applications, Data & AI Azure.
Request a demo, quote, or further information
Get in touch with our team to discuss your information management and compliance requirements or request a demo, quote, or further information. We’d love to hear from you!
Top Frequently Asked Questions
Below are the top FAQs about iWorkplace, but you can find the complete list here.
What is iWorkplace?
iWorkplace is an information management and compliance solution that runs on Microsoft 365 and helps compliance-focused organisations meet their information regulatory obligations at scale, ensuring their organisation is up to Australian data privacy and information standards.
It unifies practical information management and compliance with collaboration to help you achieve your data protection and compliance requirements at scale easier, more cost-effectively, and in a more user-friendly way. iWorkplace utilises Microsoft 365 collaboration and content management platforms that your users already use and love, such as Teams and SharePoint, and leverages Microsoft 365’s built-in robust security capabilities, such as data loss prevention, sensitivity labels, and retention policies.
Developed by Information Leadership in New Zealand, Professional Advantage is the exclusive partner implementor of iWorkplace in Australia.
Access our iWorkplace Resource Hub for more information, or contact us to learn more.
What data protection standards does iWorkplace comply with?
iWorkplace for Microsoft 365 helps your organisation comply with several data protection standards such as, but not limited to:
- Australian Privacy Act (APP).
Governs the collection, use, disclosure, and storage of personal data, emphasising the need for secure and responsible records management practices.
- Australian Consumer Law (ACL).
Provisions related to consumer data protection and ensure that consumers' rights are protected when dealing with businesses.
- Government Information Public Access (GIPA).
Grants the public the right to access government information, promoting transparency and accountability in government operations.
- General Data Protection Regulation (GDPR).
Ensures data privacy by regulating how personal data is collected, processed, and protected by organisations.
- Australian Prudential Regulation Authority (APRA).
Financial regulator, supervising banks, insurers, superannuation funds, and credit unions to ensure stability, safety, and compliance.
- Australian Health Practitioner Regulation Agency (AHPRA).
Oversees the registration and regulation of healthcare practitioners in Australia to ensure they meet professional standards and protect public safety.
- Australian Securities and Investment Commission.
Australia's financial watchdog, regulating financial markets and services to ensure fairness, transparency, and consumer protection.
- Therapeutic Goods Administration (TGA).
Regulates and monitors therapeutic products in Australia to ensure their safety, quality, and efficacy, including pharmaceuticals and medical devices.
What Microsoft 365 license do I need to run iWorkplace?
Microsoft 365 E1 license is already sufficient to run iWorkplace which makes it a cost-effective solution for many large enterprises. There is also a cost-effective annual subscription to the iWorkplace apps.
What is the difference between the information management and compliance capabilities of Microsoft 365 E3, E5, Purview, and iWorkplace?
Microsoft 365, E3 and E5 provide various tools through the Purview solutions to assist with content management, sensitivity, and compliance but there will be greater efforts required to establish effective compliance and a significant ongoing systems management overhead without the ongoing benefits delivered by the iWorkplace tools and frameworks.
iWorkplace will ensure compliance, improve the user experience, aid in adoption, provide better integration with Microsoft Teams, enhance reporting capabilities and more. All while still working within the Microsoft 365 apps like SharePoint and Teams.
Not quite ready yet?
We understand that the software selection process takes time and research, so to help you in your journey, we have selected free resources for you to access.
Brochure
Find the answers to the most frequently asked questions about iWorkplace.
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