SCINAPTIC COMMUNICATIONS PTY LTD

Ideagen OnePlace Solutions suite: Enterprise email and document management

The Ideagen OnePlace Solutions suite provides enterprise email and document management for better information management, governance records and compliance across the Microsoft 365 platform.
The solution provides Intelligent personalisation and automation capabilities to engage business users with systems delivered on the SharePoint and Microsoft 365 platform.

Features

• Save emails as true and accurate records to Microsoft 365
• Classify content on an automated basis
• Intelligent email automation filing
• Add context to records with metadata
• Sits within your existing MS 365 infrastructure
• Personalise business systems built on MS 365 platform
• Simplify & enrich SharePoint document management
• Personalise business systems built on the Microsoft 365 platform
• Deliver SharePoint within Outlook

Benefits

• Capture accurate records for better governance, and compliance
• Drive greater Microsoft 365 engagement through intelligent personalisation
• Minimise change for users through people working Outlook and Office
• Automate and streamline the capture of content for better access
• Add context to emails and documents to leverage information assets

£17,600 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

877239231615670

Contact

Sales Support
+44 (0) 1629 699 100
g-cloud@ideagen.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: MS365 / SharePoint
• Cloud deployment model: Public cloud
• Service constraints: OnePlace Desktop Suite:; Works only on Windows PC/Laptops (support SharePoint Servers, SharePoint Online, Exchange Servers and Exchange Online); ; OnePlaceMail App:; Work all Outlook for Windows/Mac/Web/Android/iOS (supports SharePoint Online and Exchange Online)
• System requirements:
  • SharePoint (SharePoint Online or SharePoint Server 2019/2016/2013)
  • Exchange (Exchange Online or Exchange Server 2019)
  • Windows 10/11 (32 & 64 bit) with Microsoft Office 365/2019/2016
  • Microsoft 365 (SharePoint and Exchange Online)
  • Outlook for Windows/Mac/Web/Android/iOS

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: Ideagen operate based 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: 9 to 5 (UK time), Monday to Friday
• 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: Every new Ideagen OnePlace Solutions customer is assigned a dedicated Account Manager who is the point of contact for all queries and questions that may arise. Within one week of procuring a subscription plan, the Account Management team will schedule an initial 30-minute on-boarding call with the designated onboarding contacts within the business. Within one month of on-boarding or as agreed with the customer, our Account Management team will hold a pre-agreed number of training sessions (based on licensed user count). During the on-boarding phase, the Account Manager will work with the customer to set targets for software deployment and training to the broader user base.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • Other
• Other documentation formats: In product (configuration settings)
• End-of-contract data extraction: All data (emails) is stored in locations and on technology owned by the customer in a readable format. Hence there is no need for extract when the contract ends.
• End-of-contract process: At the end of the contract there is no export of data required (since no customer data is persisted outside the customers tenant). Licensing within products will be enforced preventing users from being able to continue using the software. We recommend uninstalling any installed software from your environment and this point.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
  • Other
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: OnePlace Desktop Suite:; Not available on mobile; ; OnePlaceMail App:; Saving multiple email in one operation is not available on mobile devices
• Service interface: Yes
• User support accessibility: None or don’t know
• Description of service interface: Key features are accessed from within MS Outlook. There is a toolbar showing various actions plus screens that handle the filing of outbound email, email already in your inbox and for searching emails that have already been filed. The product is simple and aimed at being easy to implement and learn. The user interface reflects this desire for making tasks as simple as possible. This includes single click prompts to suggest filing locations based on intelligence. The solution increases the interface to a windows application for better document management and bringing custom features into Word, Excel, PowerPoint and Adobe Acrobat.
• Accessibility standards: None or don’t know
• Description of accessibility: Screens accept keyboard input and care is taken with colour contrast, size of fonts and design for clarity.
• Accessibility testing: We have not yet done this kind of testing.
• API: No
• Customisation available: Yes
• Description of customisation: End user settings customisation is available directly in product via settings screens. Enterprise wide the end user settings and a more extensive set of customisable settings can be controlled via an Administration Client with UX for all possible settings/configuration.

Scaling

• Independence of resources: Cloud services are scaled as required. The system is optimised to place minimal load on cloud services.

Analytics

• Service usage metrics: Yes
• Metrics types: We can provide number of active users in last 90-day period.
• Reporting types: Reports on request

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: Other locations
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: Less than once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v3.0
  • Physical access control, complying with SSAE-16 / ISAE 3402
  • Physical access control, complying with another standard
  • Encryption of all physical media
• 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: There is no data to export. Customer data may (in the case of the OnePlaceMail App) flow through our services but does not come to rest outside the customers environment. This means there is no data for the user to export.
• Data export formats: Other
• Data import formats: Other

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: Service components of the solutions are hosted in Microsoft Azure cloud using serverless offerings which benefit from high availability, redundancy and scalability. Microsoft is responsible for the reliability of the cloud platform, including its global network and data centres. We have designed our applications on top of this using practices based on the requirements of each workload (such as geo-redundant replication of data).
• Outage reporting: Active monitoring and alerts of anomalies in services are in place.

Identity and authentication

• User authentication needed: Yes
• User authentication: 2-factor authentication
• 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 restriction testing frequency: At least once a year
• Management access authentication: 2-factor authentication

Audit information for users

• Access to user activity audit information: You control when users can access audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: You control when users can access audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: Between 1 month and 6 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. ; 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: Ideagen have in place a Cyber Security Operations Centre consisting of dedicated team members, responsible for managing, investigating and resolving all areas relating to Cameron Dwyer, and report to the Chief Technical Officer. 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, reporting to the Chief Operating Officer. Ideagen staff are required and encouraged to report identified Cameron Dwyer 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 behaviour, 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 peer's display. This scheme offers monetary and non-monetary forms of recognition.

Pricing

• Price: £17,600 an instance
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: The Ideagen OnePlace Solutions suite of products has a free trial available for 30 days. We also offer free trials for customers in the instance where some departments are using the solution, and they are looking to expand usage within the business.

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.