Organisations often deal with case files that follow a predictable, sometimes complex journey. For example, an HR grievance that moves from investigation to resolution; a client engagement with multiple stages and approvals; or a legal case requiring controlled access, versioning, and secure closure.
Managing these has always been challenging for many organisations because case files must be carefully structured, secured, and disposed of. Unfortunately, in many workplaces, case file management is still handled manually, creating unnecessary risks and inefficiencies for both users and administrators.
Even when organisations use out-of-the-box Microsoft 365 for collaboration, it doesn’t provide a structured way to manage case files. Teams and SharePoint make it easy to create workspaces and store documents, but questions quickly arise, such as:
- Who should have access to each file and when?
- How do we manage permissions as cases progress through stages?
- When should a file be archived or disposed of?
- How do we ensure compliance without adding unnecessary administrator overhead?
Without the right approach, organisations risk inefficiency, data sprawl, or worse, compliance breaches.
This is where Smart Case Files from iWorkplace comes in.
This is the fifth instalment of our iWorkplace Feature Focus series. The previous instalments tackled these apps and frameworks within iWorkplace that make it an outstanding solution for managing information and compliance in Microsoft 365:
- Smart Metadata – automates metadata application to files and folders.
- Smart Labels – automates retention and deletion labels.
- OneDrive Manager – helps control OneDrive overuse.
- Smart Records – automatic application of data classification and sensitivity labels.
Now back to Smart Case Files…
What is Smart Case Files?
Smart Case Files is an app in iWorkplace that provides a practical and intuitive way to manage case files in Microsoft 365. Unlike traditional approaches that require heavy administrator involvement or complex setups, Smart Case Files empowers local coordinators, not just IT admins, to create and update case files. This means the people closest to the work can manage the case lifecycle without compromising compliance or governance.
It helps organisations to:
- Delegate without risk.
Local coordinators can create and update case files without IT or administrator intervention. This saves time and ensures bottlenecks do not hold up business processes. - Manage the entire lifecycle.
Case files often undergo multiple stages, with different access needs from creation to closure. Smart Case Files allows you to manage these transitions seamlessly, including complex permission structures. - Built-in compliance.
Once a case file is closed, Smart Case Files can automatically trigger retention and disposal policies. This ensures you meet governance and regulatory requirements without additional manual work. - Simple, practical, and effective.
Unlike heavy, expensive case management systems, Smart Case Files works within your existing Microsoft 365 environment. It is practical, cost-effective, and intuitive for end users.
See it in action
Access the iWorkplace Resource Hub to see how Smart Case Files works:
Is your organisation struggling with manual case management, inconsistent compliance, or overburdened IT teams? Smart Case Files is worth exploring.
It offers a practical middle ground between basic Microsoft 365 functionality and costly enterprise case management systems, helping you save time, reduce risk, and empower your people. Alongside tools like Smart Metadata and Smart Provisioning, Smart Case Files give organisations confidence that their collaboration is productive, compliant, secure, and well-governed.
Visit this page to learn how iWorkplace can help you meet your organisation’s information protection and compliance requirements.
