Solu 365 Templates consolidates an organization’s document templates into a single, centralized service within the Microsoft 365 environment. The solution supports the consideration of document standards, metadata, and accessibility requirements, as well as centralized maintenance at the template level.

Document templates are a critical part of operations in public administration and several industries, for example. Decisions, statements, meeting memos, and official letters require structural consistency, correct metadata, and accessibility. However, decentralized management of templates causes uncertainty, manual work, and risks, for example, from a compliance perspective.

The Microsoft 365 environment offers a versatile platform for document management, but without a clear template service, the quality of documents remains the responsibility of individual users. Solu 365 Templates complements the Solu 365 package by bringing document templates into a managed, automated, and secure operating model.

Why document template management is critical

The Finnish national standard SFS 2487:2024 defines the structure, data areas, and metadata requirements of documents. At the same time, accessibility requirements, such as WCAG 2.1, require ensuring the correct reading order, screen reader compatibility, and alternative texts. A visual template alone is not enough.

The correctness of metadata affects archiving, information retrieval, and fulfilling the obligations of the Freedom of Information Act. Manually filled fields increase the risk of errors while burdening users. Inadequate version control, in turn, leads to situations where outdated templates are used.

Consistency is created with structure rather than instructions. Centralized document template management supports the application of uniform principles throughout the organization.

One centralized template service for the entire organization

Solu 365 Templates is a document template service that can be integrated into the Microsoft 365 environment, enabling centralized management, distribution, and automated use of templates.

The service enables you to build document templates according to your organization’s specifications, considering applicable standards, metadata structures, and accessibility principles.

Templates are created and maintained in Word, Excel, and PowerPoint applications. Users can save documents directly to Microsoft Teams, SharePoint, and OneDrive locations. Metadata can be filled in automatically, and the saved metadata can be directed to the correct library without manual selection.

Administrator tools enable centralized management, publishing, and versioning of templates. Updates can be made in a controlled manner, so that the organization always has an up-to-date document template.

Security and compliance on the organization’s terms

Solu 365 Templates is primarily implemented in the customer’s own Microsoft 365 environment. The data remains under the organization’s control, and documents are not transferred to external systems.

Palvelu tukee JIT 2025 -sopimusehtojen määritelmiä ohjelmistopalvelusta ja huomioi tietoturva- ja tietosuojavaatimukset, kuten GDPR:n, VAHTI-ohjeistukset ja JHS-suositukset. Vaihtoehtoisesti ratkaisu voidaan toteuttaa toimittajan hallinnoimassa Azure-ympäristössä asiakkaan tarpeiden mukaisesti.

The service supports the definitions of the JIT 2025 terms of service for software services, and also considers security and data protection requirements, such as GDPR, VAHTI guidelines, and JHS recommendations. Alternatively, the solution can be implemented in an Azure environment managed by the supplier, tailored to the customer’s needs.

Security is part of the service structure, not an additional feature.

Deployment without major system changes

Solu 365 Templates does not require the implementation of a new document system. The solution is built on top of the existing Microsoft 365 environment and utilizes the organization’s current working methods.

Implementation is lightweight and can be done in phases. The service includes training, documentation, and support. The organization can also outsource the maintenance and further development of the templates to Solu Digital experts, which helps reduce the internal load.

Deployment enables quick benefits without major change projects.

Part of the Solu 365 suite

Solu 365 Templates enables centralized management of document templates directly within the Microsoft 365 environment, where the organization’s documents are already created. The Solu 365 solution also includes the automatic creation of workgroups and projects, whereby new entities are created according to predefined policies.

Creating workgroups with Solu 365 automation provisions new Microsoft Teams workgroups and their associated SharePoint sites based on a ready-made template. At the same time, the necessary document libraries, folder structures, and permissions are created without manual work. The solution is particularly useful for the daily work of permanent teams and collaboration with an organization’s external stakeholders.

Creating projects with Solu 365 automation provides a ready-made and consistent structure for each new project and the basic resources associated with it. At the same time, a Planner Premium project with tasks, a Teams workspace, and the necessary document templates are created without manual creation work. The solution supports organizations that regularly start projects.

When team lifecycle management, project creation, and document templates work as a single entity, document structures and metadata remain consistent.

A unified template alone does not guarantee compliance with requirements, but it creates the conditions for an organization to systematically consider standards, metadata requirements, and accessibility principles when creating documents.

Managed structure supports compliance

The implementation of standards and accessibility requirements depends on practical work and the use of templates. Solu 365 Templates provides a structure and tools that can be used to include requirements at the template level and maintain them centrally.

A centralized template service also facilitates change management, as updates to templates can be published uniformly for use by the organization. This way, changes to standards, metadata structures, or accessibility requirements can be considered without users having to modify their own templates separately.

Centralized publishing, version control, and controlled distribution of templates reduce the risk of outdated or inconsistent templates being used in the organization. However, ultimate compliance with requirements arises when users utilize the defined templates and follow the organization’s guidelines.

Consistency comes from structure and approach

Document quality, accessibility, and metadata accuracy are not isolated technical features, but a part of an organization’s operating model. Solu 365 Templates brings document template management to a structural level, enabling requirements to be considered as part of normal Microsoft 365 work.

The service does not replace the organization’s responsibility for content or guidance, but it provides the tools and management framework to support requirements consistently.

Would you like to evaluate how your document template management can be centralized and integrated into your Microsoft 365 environment?

Contact us, and let’s discuss how Solu 365 Templates suits your organization’s needs.