Tricostar Software Ltd

Outlook Integration for SharePoint, Teams and Office from Colligo

Best-in-class Outlook integration, email and document management tool gets the most from your SharePoint. Capture and classify emails and attachments right from Outlook or Teams, to SharePoint, with tools that let workers quickly save, search and share. Save and classify files into SharePoint right from Teams, Excel, Word and PowerPoint

Features

• File multiple emails & attachments to SharePoint, OneDrive, Teams, Hubsites
• Share as links on-the-go any time, from any device
• The add-in works on any device, iOS and Android
• Automatically extract metadata such as To & From, and Dates
• Prompt for labels to leverage SharePoint’s Advanced Data Governance features
• Search for SharePoint content within the same interface
• No plugins required - deployed through MS Azure Marketplace
• Automatic Email Filing available, utilising Bulk Copy
• Uses Machine Learning (ML) and Artificial Intelligence (AI) improving efficiency

Benefits

• Reduces wasted time and content sprawl across teams and organisation
• Strenghten knowledge management and collaboration
• A common user experience in browser, Outlook, Mobile or Teams
• Automatically extracts document and email metadata for quicker capture
• Performs conflict checks to avoid duplication
• Speeds up the process of filing by making auto-filing suggestions
• Reduces sprawl by mailing SharePoint content as secure links
• Leverages Microsoft 365 compliance capabilities like labels for governance
• Combine with Content Manager to give users more collaboration power
• Share links to files right from Microsoft Outlook or Teams

£0.92 to £10 a user a month

• 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 james.lawler@tricostar.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

930658956035932

Contact

James Lawler
0333 220 5081
james.lawler@tricostar.com

Service scope

• Software add-on or extension: Yes
• What software services is the service an extension to: Microsoft Outlook, Microsoft Office 365, Microsoft Teams, SharePoint Online and OneDrive
• Cloud deployment model: Private cloud
• Service constraints: Requires Microsoft 365
• System requirements:
  • Microsoft 365 SharePoint Online
  • Microsoft 365 Email (Exchange Online)
  • Outlook 365 Installed Client
  • Outlook Web interface
  • Outlook Mobile client

User support

• Email or online ticketing support: Yes, at extra cost
• Support response times: Subject to SLA agreed with client
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.1 A
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: Our standard support service provides for responses to bugs or system failure. We have a standard SLA which allows for a response from 1- 8 hours subject to severity. Our premium service is more wide ranging and operates to the same SLA. Our support service as standard operates between 9.00am to 5.30pm - UK business days and excludes public holidays and weekends. Standard is included in licence cost. Premium is based on numbers of users.
• Support available to third parties: No

Onboarding and offboarding

• Getting started: We provide (recorded) user training and support for future reference and onboarding. Additional documentation is available for reference online. Short YouTube training videos also exist online.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
  • Other
• Other documentation formats:
  • Online
  • Video
• End-of-contract data extraction: Not applicable as the app only processes and facilitates the movement of emails and documents across various apps in your Microsoft tenant. No data is stored or held by the app, at any time.
• End-of-contract process: Nothing happens - the service is no longer available.

Using the service

• Web browser interface: No
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
  • MacOS
  • Windows
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: Microsoft restrictions may change or disable certain Outlook features on mobile operating systems depending on their versions and operating systems level. However, the mobile add-in works the same as on desktop and web.
• Service interface: No
• User support accessibility: WCAG 2.1 AA or EN 301 549
• API: No
• Customisation available: Yes
• Description of customisation: Administrators can configure what the default options are and whata aspects of the add-in is available to users, depending on organisational requirements,

Scaling

• Independence of resources: Colligo uses Microsoft Cloud Infrastructure in Azure data centres in geographical region. These are scaled based on demand.

Analytics

• Service usage metrics: Yes
• Metrics types: No of Active Users, No of Recent Active Users, No of Available User Licenses (by type)
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Reseller providing extra support
• Organisation whose services are being resold: Licences, Training and Support

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Up to Security Clearance (SC)

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 SSAE-16 / ISAE 3402
  • Other
• Other data at rest protection approach: https://azure.microsoft.com/en-us/blog/security-privacy-compliance-update-availability-of-ssae-16-isae-3402-attestation/
• 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: Not Applicable
• Data export formats: Other
• Other data export formats: Not Applicable
• Data import formats: Other
• Other data import formats: Accounts can be added from an AD Group (Entra ID)

Data-in-transit protection

• Data protection between buyer and supplier networks:
  • TLS (version 1.2 or above)
  • Other
• Other protection between networks: Colligo infrastructure is based around standard Microsoft Azure components, services and permission models. Communication both internally within service and externally to customer are encrypted based on negotiated TLS for data in transit protection to the Azure environment.
• Data protection within supplier network:
  • TLS (version 1.2 or above)
  • Other
• Other protection within supplier network: Colligo is implemented using Microsoft best practices and design components while using their standard patterns. Colligo makes use of Microsoft standard user permissions, approvals, Azure AD and component services which abide by those permissions and restrictions. Standard Microsoft APIs and their related TLS communications methods are used to access Office 365 services on behalf of the user.

Availability and resilience

• Guaranteed availability: Colligo is deemed a non-critical business ease of use application. It’s failure is not considered to have high business impact to trading or continued function and so no committed SLA with compensation is provided for, however Colligo's architecture is such that it is highly available scalable web service running on standard Microsoft Azure components.
• Approach to resilience: Available on request
• Outage reporting: Via support portal and email alerts.

Identity and authentication

• User authentication needed: Yes
• User authentication: Username or password
• Access restrictions in management interfaces and support channels: Yes, using a minimum viable permission model.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • 2-factor authentication
  • Other
• Description of management access authentication: Office 365

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Less than 1 month

Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: QMS
• ISO/IEC 27001 accreditation date: 24/04/2019
• What the ISO/IEC 27001 doesn’t cover: Nothing
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Cyber essentials plus: No
• 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: Scheduled reviews of security controls and reporting within the team and to management of results. Security Director ensures all policies are followed and regular training given to team members

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: Undisclosed
• Vulnerability management type: Undisclosed
• Vulnerability management approach: • Security patch management takes the highest priority. ; • Colligo is a Microsoft Partner and subscribes to all security reporting and bulletins related to the Azure components that Colligo Utilises.; • Security patches are deployed as and when needed at the highest priority after completing regression testing and validation testing using both an automated and manual test flow. Colligo use standard Azure services which are updated and upgraded under Microsoft control.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: Available on request
• Incident management type: Supplier-defined controls
• Incident management approach: Incident management is by the following workflow: 1. Detection and recording 2. Classification, initial support and communication to management & client 3. Investigation and initial diagnosis and communication to management & client 4. Resolution and Recovery and communication to management & client 5. Escalation if not resolved and communication to management & client 6. 7. Closure once incident has been deemed to have been resolved and communication to management & client

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Tackling economic inequality
  • Equal opportunity
  • Wellbeing

  Fighting climate change

  Before and throughout Covid we have been able to deliver new systems to new and existing clients fully remotely and without incurring any travel, thus reducing greenhouse gas emissions to virtually zero in the delivery of contracts.

  Covid-19 recovery

  We have taken a permanent position not to reopen offices as all staff prefer the flexibility of working from home as well as reducing the risk of any further Covid infection whilst travelling and attending a workplace. All staff are part of our corporate private physical and mental Health scheme and regular individual reviews are carried out with all staff re their physical and mental well-being. Before and throughout Covid we have been able to deliver new systems to new and existing clients fully remotely, thus reducing Covid risks to staff and clients.

  Tackling economic inequality

  Annually we take 1 or more apprentices form local colleges who have an aptitude for IT but have been trained in industries where opportunities have been reduced because of Covid and/or the economy. All our staff undergo regular industry training and attain product-specific certifications over and above those required for the products we deliver. Our product focus is specific and by necessity, our supply chain is short and small. Microsoft provides all relevant underlying software, hardware, and hosting requirements and in conjunction with our support team and trusted 3rd party partners all security needs. Our product has been at the forefront of functionality to provide greater efficiency and return on investment for our clients and throughout Covid have introduced even more innovation to speed up delivery and modernisation.

  Equal opportunity

  In our small workforce equal opportunity is part of our philosophy all are encouraged regardless of their gender, race, or skills to attain the best they can in all aspects of their role.

  Wellbeing

  All staff are part of our corporate private physical and mental health scheme and regular individual reviews are carried out with all staff regarding their physical and mental well-being.

Pricing

• Price: £0.92 to £10 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Free trial available available on request.

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 james.lawler@tricostar.com. Tell them what format you need. It will help if you say what assistive technology you use.