ISO Manager 365

Process management

ISO Manager 365 is an application developed for organizations that need auditable, ISO-ready process management within Microsoft Teams, Outlook and SharePoint. It covers the lifecycle from process modeling and visual design to evidence-ready exports—so quality, environment, information security, and H&S teams can work where they already collaborate.

What you can do today

• Visual process design: Use process containers, nodes, parents, annotations, and edges to define how your processes work. Control structure with child processes (structural links that affect numbering) or soft links (non-structural links that do not affect numbering).
• Numbering logic (Prefix): A unique prefix is maintained for containers and nodes. Prefix calculation is configurable per container (including direction) and takes connectivity (edges) into account.
• Documents, your way: Add basic attachments or create attachment references to existing SharePoint/Microsoft Teams libraries to retain library capabilities (versioning, approvals, document numbering). Add link references for external URLs.
• Governed outputs: When a connected library enables controlled documents, export PDFs with a control string composed from library metadata (font family/size and placement are configurable).
• Traceability: Comments and revision tracking are built in. The summary view rolls up metadata, attachments, and links, with hover highlight and quick navigation to nodes.
• Security by design: Access leverages existing SharePoint/Teams permissions—users only see what they already have access to.
• Performance: Client-side caching accelerates navigation; optional long-term LocalStorage caching is available when content changes infrequently.

Free trial

• A free trial is available via Partner Center. During the trial, core features are accessible so you can model processes, manage metadata, add attachments/references, and export governed PDFs. Contact us for extended trials.

Limitations, conditions, and exceptions

• Field support: Most modern SharePoint fields are supported. Current in-app exceptions: URL, Image, Managed Metadata (planned).
• Controlled PDFs: Requires a connected library with the Controlled Document setting enabled; control strings are display-only (via column JSON) and not stored as list values.
• Permissions: Visibility for document references follows the source library’s permissions. Users without access will not see or modify those items.
• Teams Personal Tab: Reads settings from an existing app container; editing depends on the user’s underlying SharePoint permissions.

Included components (SPFx package)

• SharePoint Full Page (immersive experience)
• Teams Personal App (personal scope)
• Teams Tab (channel/site tab)
• List View Command Set (library command for controlled PDF export)

Get started & support

• Sign up / Free trial: info@utilo.se
• Contact us: https://utilo.se/help/
• Product website: https://utilo.se/

Key concepts (glossary)

• Process container — The canvas and data scope for a defined process. Holds nodes, parents, annotations, and edges.
• Node — A building block in a process. Nodes connect to parents and to other nodes via edges.
• Parent — A container/group for nodes. Moving the parent moves its contained nodes.
• Annotation — A text box within a process container.
• Edge — A connecting line between nodes (also influences numbering rules).
• Child process — A link from a node to another process container that does affect structure and prefix numbering.
• Soft link — A link from a node to another process container that does not affect structure or prefix numbering.
• Prefix — The unique numbering structure for process containers and nodes.
• Attachment — A file stored directly on a node or container (no revision tracking; simplest form).
• Attachment reference — A link to a document in a connected SharePoint/Teams library; preserves library capabilities (versioning, approvals, numbering). Visibility follows library permissions.
• Link reference — An external URL associated with a node or container.

Feature summary (by area)

1) Process design & authoring

• Define process components under Settings (parents, nodes, edges) and, if allowed, customize their styles.
• Add text to nodes, edges, and parents while designing the process.
• Connect nodes to other containers using child or soft links.
• Copy/Cut/Paste process objects within the same container or across containers.
• Manage container names in the side navigation (tab), including prefix settings (and calculation direction).
• Editing UX:
  

  Edit a process container via its tab → Edit.
  

  Edit a node by clicking it; if it’s a child/soft link, double click or use Process Summary navigation.

2) Search & navigation

• Search within a process via the Process tab. Admins can configure which fields are searchable; otherwise, search defaults to title only.
• The Process Summary tab rolls up key metadata, highlights nodes on hover/selection, supports quick navigation, editing, and lists all attachments/links for the node and container.
• Attachment Summary shows all unique documents for the container and its nodes.
• All changes update summaries and UI instantly.

3) Metadata & content types

• Each object (node and process container) has its own content type. Add fields to the corresponding list/content type to extend metadata.
• Most modern SharePoint fields are supported in app. Current exceptions: URL, Image, and Managed Metadata (planned).
• When a field is added to the list/content type, it becomes available in the app after a refresh.

4) Comments & revisions

• Comments on nodes/containers.
• Revision tracking for auditable change history and rollbacks.

5) Document handling

• Add documents to nodes/containers via drag and drop or Add.
• Add references via Add reference on a node/container. All connected libraries are listed; multi select is supported for quick assignment.
• For each document reference, optionally display selected library fields and the document’s revision history (choose fields in Settings).
• If Controlled Document is enabled for a library, export PDF with control string built from library metadata (configurable font size/family and placement).

6) Templates & library extensions

• When a library is connected, the app can extend it by adding required fields.
• If Controlled Document is enabled, a Command Set Extension is deployed to the library for SharePoint’s file list UI—allowing PDF export with control string directly from the library.
• The controlled document ID is injected via column JSON formatting (display only; not stored in list data).

7) Access & security

• No extra ACLs to manage: Access is dictated by existing SharePoint/Teams permissions on the process data list and document libraries.
• Users must have list access to open the app; edit rights on the list allow process editing.
• Document reference visibility strictly follows the library’s permissions. If a user lacks access, they won’t see or modify those references.

8) Performance & deployment surfaces

• Fast UI: API calls are locally cached; optional long term caching in LocalStorage can be enabled where content changes infrequently.
• Surfaces: Add to a Teams Tab or SharePoint page; storage and security are scoped to the host site. A Teams Personal Tab reads settings from an existing app container (read/edit per user rights). Container mode in Teams/SharePoint reads from other locations; a site selector appears when multiple locations exist and remembers the last choice locally.

Differentiators

• Native M365 governance: Uses your tenant’s security, audit, and data residency.
• Structural control: Distinct child vs. soft links ensure relationships are explicit without breaking numbering.
• Document truth: Reference libraries keep lifecycle features like versioning and document numbering intact.
• Operator speed: Copy/paste across containers, instant summaries, and caching for snappy navigation.