IDEAGEN TECHNOLOGY LIMITED

Ideagen PleaseReview

Secure document co-authoring, version control and redaction. Suitable for government contracts, reports, policies and tender documentation drafting. Teams of 200+ can review, co-author and redact the same document at the same time in real-time with complete control over the document's content and the process. Full audit trail for regulatory compliance.

Features

• Full document version control, document reconciliation and audit reporting
• Facilitates remote working, hybrid working and secure external document collaboration
• Support Multiple formats including Word, Excel, PowerPoint, PDF Images
• Real-time collaboration- Co-author, edit and review with your team
• Secure document access anywhere, anytime from multiple devices
• Total configurability of the permissions and capabilities of all contributors
• Automatic capture of comments, suggested changes and discussion thread
• Redactions to EU policy 70, achieving legal, security, privacy compliance
• Configurations for addressing conflicting changes when co-editing. Sync approved changes
• Review document management and document collaboration reports and metrics

Benefits

• Average time savings of 65% in content collaboration process
• Cut review costs by 35% by reducing document collaboration time
• Comply with regulatory and public sector standards
• Keep sensitive data secure - PPI redaction and PPD redaction
• Redact Commercially sensitive data (CCI) in co-author contracts
• Reduce document co-authoring conflicts, activity tracking, task workflows drive accountability
• Consolidate conflicting changes quickly and easily - secure file synchronisation
• Ensure contributors are focused on particular areas of a document
• Visibility and control over the review process for document owners
• Faster more efficient policy creation and proposal approval process

£1,017.50 an instance

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@ideagen.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

780110581884529

Contact

Sales Support
01629699100
g-cloud@ideagen.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: A variety of SaaS service levels are offered. For customers using the "Business Cloud" SaaS service (limited to 25 users), updates are pushed at pre-advised times. For other levels environment, maintenance patches and upgrades of the software are scheduled at a convenient time as agreed with the customer.
• System requirements:
  • PleaseReview is tested with latest version of Edge.
  • PleaseReview is tested with latest version of Chrome.
  • PleaseReview is tested with latest version of Firefox on PC.
  • PleaseReview is tested with latest version of Safari

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Ideagen operate on 4 Priority Levels; ; Urgent – P1; Example: System Outage; We aim to respond within 1 hour; We aim to provide a resolution plan within 4 hours; ; High – P2; Example: Critical Component Failure ; We aim to respond within 2 hours; We aim to provide a resolution plan within 8 hours; ; Normal – P3; Example: Problematic Behaviour; We aim to respond within 8 hours; We aim to provide a resolution plan within 24 hours; ; Low – P4; Example: Non-Critical Failure/Query ; We aim to respond within 12 hours ; We aim to provide a resolution plan within 48 hours
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 24 hours, 7 days a week
• Web chat support: No
• Onsite support: No
• Support levels: We have a dedicated Ideagen Support Team that operates a risk-based triage process in order to prioritise all support requests. This is based on the impact to end users and also the severity of the issue as defined by the customer reporting the issue. This risk assessment will produce a priority level. Software issues (e.g. bugs, defects) are reviewed and verified by Ideagen’s Test and QA Teams. Once reviewed, the issue is given a severity which controls the time of a fix. Support is provided as part of annual maintenance cost.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: The Please Review remote training is covered in 3 sessions; Reviewer, Power User and Administrator training. These training sessions cover all core functionality on the Please Review system. The training approach has been designed to incorporate all 3 key user levels that will utilise the Please Review system. ; ; In addition, the PleaseReview help menu provides access to the support site, where you will be able to access a range of support materials, including the user manuals, quick guides, training videos, and tutorials.
• Service documentation: Yes
• Documentation formats:
  • PDF
  • Other
• Other documentation formats: Word format is available if required.
• End-of-contract data extraction: This would be managed through a data extraction/export service via our Technical Services Division. This would be managed at no additional cost to the client through a data extraction/export service via our technical services division within 30 days after the effective date of termination.
• End-of-contract process: Where Ideagen hosts client data, upon request by the client within 30 days after the effective date of termination or expiration of the agreement. Ideagen will make the relevant client data available to the client for export or download. After that 30 day period Ideagen will have no obligation to maintain client data. ; ; Additionally, upon termination or expiry of the agreement, the customer is entitled to transfer assistance within the running notice period and until up to 14 days after the termination of the agreement. This service comes at no additional cost to the customer.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Documents can be reviewed, co-authored and redacted across all devices. The review experience is identical, regardless of device. If working offline (requires an installation on and is therefore limited to the Microsoft Windows platform), all proposed changes and comments can be uploaded into PleaseReview once online.
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: The PleaseReview interfaces primarily facilitate review activities on documents rendered and stored in the system securely. Additional interfaces are provided for the configuration and administration of the software, user management, and review management.
• Accessibility standards: None or don’t know
• Description of accessibility: The up-coming rewrite of the user interface will be written to WCAG 2.1 AA standards
• Accessibility testing: We have done keyboard navigation test
• API: Yes
• What users can and can't do using the API: Depending on the service level and cost options, PleaseReview can be used standalone or integrated with a Document Management System using one of the available system connectors. Additionally, it is possible, using our API's for an organisation to connect their own systems to PleaseReview. There are three main points of connection, initiating a review, entering a review and completing the review.; ; Usually when integrating PleaseReview with another system, this would include the checking out/reserving of documents when initiating the review and the checking in of a new version of the document(s) when the review is complete.
• API documentation: Yes
• API documentation formats: PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: There are a number of settings and behaviours in PleaseReview which can be configured by the client application administrator. These include the review interface, review permissions and behaviour, user preferences, system administration, email templates and password policies. PleaseReview has a workgroup structure which allows for all of these settings to be configured globally, with the option to allow alternative settings at a workgroup and/or review level.

Scaling

• Independence of resources: Using a virtual scalable infrastructure in the Microsoft Azure cloud, we control and monitor resources to ensure that performance is maintained across the system.

Analytics

• Service usage metrics: Yes
• Metrics types: An administrator has access to a number of reports, including licencing and usage reports at a system level.; ; At a review level, the reconciliation report includes summary information on which participants accessed the review, their status, summary comments and a count of comments made.
• Reporting types: Regular reports

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations:
  • United Kingdom
  • European Economic Area (EEA)
  • Other locations
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Encryption of all physical media
  • Other
• Other data at rest protection approach: The virtual hard disks (VHD) are encrypted using the industry-standard AES-256 algorithm.
• Data sanitisation process: Yes
• Data sanitisation type: Deleted data can’t be directly accessed
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

• Data export approach: Within PleaseReview, a review owner uploads a document for review. During the review process all invited participants have the opportunity to comment and propose changes, which can be accepted or closed by the review Owner or any authors in the review. At the end of the review, the review owner can download the document with comments in its original format (Word, Excel and PDF) or for other formats a comprehensive report. Additionally, the review owner can download the reconciliation report in a number of formats, this is an audit trail of all review activity.
• Data export formats: Other
• Other data export formats:
  • Microsoft Word
  • Microsoft Excel
• Data import formats: Other
• Other data import formats:
  • Microsoft Word
  • Microsoft Excel
  • PowerPoint
  • PDF
  • Text
  • Various image file formats
  • Plain text files
  • Various software code modules

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: The SLA provides a 99. 7% uptime guarantee. ; If the Monthly Uptime Percentage falls below 99.7% for any given month, you may be eligible for the following Service Credit:; ; Monthly Uptime Percentage Service Credit; < 99.7% 10%; < 99.5% 20%; ; If Ideagen fails to meet the minimum Monthly Uptime Percentage described above for a Service, you may submit a claim for a Service Credit;; ; Client must submit a claim to customer support at Ideagen that includes: (i) a detailed description of the Incident; (ii) information regarding the duration of the Downtime; (iii) the number and location(s) of affected Users (if applicable); and (iv) descriptions of your attempts to resolve the Incident at the time of occurrence.
• Approach to resilience: Leveraging the highly resilient nature of the Microsoft Azure cloud infrastructure, extensive fault tolerance technologies are used with no single point of failure. Detailed information is available on request.
• Outage reporting: Automated active monitoring system and alerts are in place. If an outage is detected, Ideagen's cloud operations team will be automatically alerted, and clients will be informed via email or telephone depending on the severity.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: The authentication type depends on client needs. PleaseReview Ideagen Hosted Solution supports native authentication (unique username and password), Active Directory Integration (Windows integrated authentication using NTLM or Kerberos), and SAML2 for SSO (Okta, Azure, ADFS and ForgeRock).
• Access restrictions in management interfaces and support channels: Ideagen have product specific as well as corporate access control policies that are assessed as part of our ISO accreditations. Ideagen operate on a least privilege basis. Access to servers containing client data is subject to individuals demonstrating an appropriate need via an access request form that only when approved grants access via a token sent to the requesters email address. Only the requester can authenticate for a predefined amount of time. Even Ideagen "privileged" users in our cloud operations team are subject to the access control process described in the above statement.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: United Registrar of Systems
• ISO/IEC 27001 accreditation date: 12/12/2023
• What the ISO/IEC 27001 doesn’t cover: All applied
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: Yes
• Who accredited the PCI DSS certification: Self validated by Blue Snap
• PCI DSS accreditation date: 10/04/2024
• What the PCI DSS doesn’t cover: Ideagen use a system called Blue Snap to process all credit card payments.
• Cyber essentials: Yes
• Cyber essentials plus: Yes
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Ideagen follow and are externally audited against the ISO27001 Information Security Management Standard. Ideagen are happy to share an overview of our policies through our Ideagen Information Security Overview document and also provide our ISO 27001 Certificate and Statement of Applicability. Furthermore, information on our approach to GDPR can be found via the following link: https://www.ideagen.com/data-protection-policy

Operational security

• Configuration and change management standard: Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
• Configuration and change management approach: All changes are subject to Ideagen's change management policies and procedures that are audited as part of our ISO certifications. Risk is measured and appropriate mitigations defined as part of the change approval process. Each change is properly assessed to ensure that operational risk is reduced and measures are in place for back-out plans should an issue occur. Any high-risk change must be authorised by a senior manager. Development adheres to a documented SDLC, from Design to Code to Test through to Release. Development and Test strategies consider security aspects in both application and deployment activities.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Ideagen undertake ‘at least’ monthly internally managed vulnerability scans using industry standard tools, in addition to internal vulnerability and penetration tests on the application from a development perspective as per Ideagen's SDLC. Ideagen commission an annual externally managed penetration test, which includes the infrastructure and application. Findings from each assessment are reviewed, risk ranked, and assigned to the responsible team for remediation in accordance with their classification. A penetration test is carried out by an external provider, results can be shared upon receipt of a signed NDA. Policies on penetration testing, vulnerability and patch management are on available request.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Ideagen have a managed SIEM that collates events from a large number of sources (E.g. next gen end point EDR, Network OS etc). There are UEBA tools in use that also feed into the SIEM and raise alerts. Alerts are raised with the Cloud Operations Team. There is 24 hour, 365 days a year monitoring in place. Time to respond is based on severity of issue, issues go through a risk-based triage process and are classified as a Priority 1 to Priority 4 based on the impact to end users and also the severity/urgency of the issue.
• Incident management type: Supplier-defined controls
• Incident management approach: We have in place a Cyber Security Operations Centre consisting of dedicated team members, responsible for managing, investigating and resolving all areas relating to information security, and report to the Global Head of Cyber Security. We also have a Cyber Emergency Response Team made up from domain experts across the Ideagen business, the members of the CERT would change dynamically to respond to different incidents. The CERT is responsible for working alongside the SOC, extending the technical triage, investigation, resolution and communications. Ideagen staff are required and encouraged to report identified information security events and weaknesses.

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Ideagen prioritises environmental responsibility, holding ISO14001:2015 accreditation since 2015 in the UK, monitoring energy usage, and complying with ESOS regulations. We report our carbon footprint annually through the Directors' Report in accordance with Streamline Energy and Carbon Reporting (SERC) mandates.; In our software strategy, we emphasize social responsibility by transitioning products to sustainable operations like Amazon and Microsoft Cloud, aligning with their commitment to carbon footprint reduction and Corporate Social Responsibility.; We're actively pursuing our Net Zero Commitment Project, focusing on three main areas: sourcing renewable electricity, reducing travel, and engaging suppliers to lower emissions through stringent criteria and preference for those with carbon reduction targets. Ideagen pledges to reduce absolute scope 1 and 2 GHG emissions by 90% by FY2030 and scope 3 GHG emissions by 51.6% per million GBP value added from an FY2022 base year.; All Ideagen employees currently have remote work options, contributing to reduced carbon footprint. Our community efforts include educating local schools on responsible business and engaging students in environmental initiatives.; Moreover, we're guided by ISO 26000 to enhance socially responsible behavior, recognizing the importance and benefits of such practices in today's evolving landscape.

  Covid-19 recovery

  Early and decisive actions were taken by senior management to focused on protecting team members, supporting our customers and positioning for the future.; As a software development company most of staff were already set up to work from home, and the remaining measures were quickly put in place to also work from home. Daily communication by line managers and between team members was encouraged and support and relevant measures put in place for those not able to work from home.; Social dialogue was maintained through online language, Yoga and Dance classes. Healthcare sessions e.g., Health Heart by British Heart Foundation are offered. Online meet up with other departments encouraged not just for work but through ‘coffee and chat’ sessions and book clubs.

  Equal opportunity

  The company upholds equal opportunities for all, irrespective of age, disability, gender, marital status, pregnancy, race, religion, sex, or sexual orientation, in all aspects including recruitment, pay, and training. A Diversity, Equity, and Inclusion (DE&I) advisor was appointed in 2024, with a new strategy set for launch. A dedicated learning & development function exists within the people team, with a substantial budget allocated for talent development, offering apprenticeships from various levels to degrees for all age groups.; Ideagen collaborates with Nottingham Forest Community Trust for the Think Big Community program, targeting disadvantaged youth, promoting tech industry careers, with provisions for SEND and mainstream learning. Fifty Think Big Ambassadors, including those with disabilities, share career experiences. Partnerships with Autism East Midlands and Nethergate Academy aim to enhance employment prospects for neurodiverse individuals.; As a Cornerstone Employer, Ideagen is part of a national network supporting local skills strategies, emphasizing inclusivity and support for individuals with special needs. The Ideagen Women in Tech program at Nottingham Girls Academy has been ongoing since 2019, contributing to gender diversity in the tech industry.

  Wellbeing

  Ideagen offers a global wellbeing engagement plan of activity available for all employees to access either virtually or in person. This ranges from social clubs and exercise groups to health and wellbeing workshops, covering the four pillars of Financial, emotional, social and physical wellbeing. ; ; Ideagen has a number of trained Mental Health Champions in our larger locations globally to support employees. Ideagen have enhanced their AXA Health policy to include Mental Health and Counselling support. ; There is a wellbeing room available for employee usage at the head office in UK and in the Kuala Lumper office.; Ideagen have a Wellbeing hub on their Intranet that offers education, advice support and resource in line with the Be Well strategy and communication plan.; ; Ideagen offer flexible working and working from home / hybrid working patterns. ; Community is important, and all regions have a charity partner. Employees are encouraged to get involved with fundraising activities, and Ideagen also offer 5 days paid volunteering leave per year for all employees, so they can support the causes that matter in their local communities.; ; Employees are regularly surveyed to find out how they feel about every aspect of their life at Ideagen from office to line manager and career prospects, and engagement is measured using the nationally recognized eNPS system. There is a robust recognition scheme in place to encourage employees to recognize the great work and behaviours their peers display. This scheme offers monetary and non-monetary forms of recognition.

Pricing

• Price: £1,017.50 an instance
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: 2-week cloud hosted trial available on request. Limited to 20 users . See service definition document for further details

Service documents

• Pricing document

  PDF

• Skills Framework for the Information Age rate card

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@ideagen.com. Tell them what format you need. It will help if you say what assistive technology you use.