Publish
What people should be using
Approved documents are released with a deliberate Publish action, and their published state is visible. Search starts here for everyday readers.
Ulysses controlled document management softwareThe right document.
Every time.
Ulysses runs on SharePoint Online and Microsoft 365. It helps quality and operations teams find the current policy or procedure, move reviews and approvals forward, and manage every document from first draft to archive, in one connected workspace.
This is the real Ulysses home screen. Click anything to explore.
Trusted by the leaders
Organisations across Western Australia work with Monarch360, the team behind Ulysses.
The challenge
Which version is the right one?
Policies are revised. Procedures are copied, emailed and saved locally. Before long, people are working from documents nobody meant them to use.
- Old copies keep circulating after a change.
- Approvals wait in inboxes with no clear owner.
- Review dates pass without anyone noticing.
One workspace. Every step.
Ulysses connects search, review, approval, improvement tasks and lifecycle actions, so document owners can see what needs attention and everyone else can find what is current.
- Find
- Review
- Approve
- Improve
- Publish
- Archive
The basics
What is controlled document management?
Controlled document management makes sure people work from the current, approved version of the documents that matter: policies, procedures, forms and work instructions.
A controlled document has an owner, goes through review and approval before it is released, and is replaced or withdrawn in a managed way. A controlled document management system (CDMS) is the software that runs that process.
It is not the same as general document storage, which keeps files but does not govern them. Nor is it the same as an electronic document and records management system (EDRMS), which manages records across their whole life.
| Kind of system | What it is for | The question it answers |
|---|---|---|
| Document storage | Keeping and sharing files. | Where did we save it? |
| Controlled document management (CDMS) | Making sure people use the current, approved version. | Is this the right version, and who approved it? |
| Records management (EDRMS) | Managing records across their life, including retention and disposal. | How long must we keep this, and can we dispose of it? |
Ulysses is a CDMS. If your main need is records retention and disposal, see Monarch EDRMS from the same company. To see how Ulysses fits your platform and your documents, read about Ulysses on SharePoint Online or policy and procedure management.
Find
One search. Three repositories.
Search across Publish, Native and Archive from the Ulysses home page. Quick links take people straight to Policies, Procedures and their own group's documents, and new work starts from the same place.
- Search everything Publish, Native and Archive in one query.
- Policies and Procedures One click to the documents people use most.
- My Group Documents The content that belongs to your team.
- Create Document Start new work from the home page.
Orientation
Everything in its place.
Publish, Native and Archive each have their own area in the navigation, alongside dedicated dashboards for approvals, tasks and reporting. People always know where they are and where to go next.
- Repositories
- Publish, Native, Archive
- Dashboards
- Approval, Task, Report
- Home page
- My Tasks and My Approvals
Native
Where documents are worked on
The working library. Request reviews and approvals from the Ulysses actions menu, with version history alongside each document.
Archive
History, kept apart
Historical content has its own dedicated area, separate from the documents people rely on day to day, yet still there when you need to look back.
Create
Start right. Every time.
Create a document straight from the home page or the document library. Begin from a searchable template library organised by category, including HR, Finance and Technical, so policies, procedures and forms start the same way across the organisation.
Each document carries the details that matter for control: document type, document number, risk rating, requestor, reviewers and approvers.
More on templates and document detailsSearch templates
- All
- HR
- Finance
- Technical
- Document type
- Document number
- Risk rating
- Requestor
- Reviewers
- Approvers
Improve
Feedback becomes assigned work.
Assign tasks to improve a document and give each one a clear owner. Every task shows the linked document, who it is assigned to, who assigned it, its status and its due date.
- Overdue
- Pending
- In progress
- Not started
My Tasks and My Approvals sit on the home page. The Task Dashboard gives the complete view.
More on improvement tasksReview and approval
Decide together. Or in order.
Request a review or an approval from the document actions menu. Choose the approvers, add comments, then pick the route that suits the document.
Independently
All approvers are notified at the same time and respond independently.
In order
Approvers respond along a set route, one after another.
- Send for Approval
- Review Completed
- Approval Completed
The Approval Dashboard and My Approvals give every approver a clear queue.
Lifecycle
From first draft to final archive.
Create or update a document, request review, obtain approval and publish. When content changes or is withdrawn, use supersede or obsolete actions as part of your document-control process.
- CreateStart from the home page, the library or a template.
- ReviewRequest review and turn feedback into tasks.
- ApproveIndependent or in-order approval.
- PublishRelease the approved document for use.
- Supersede or obsoleteReplace or withdraw it when things change.
- ArchiveKeep historical content in its own area.
Keep the terms clear
Obsolete means withdrawn from use. Superseded means replaced by another approved document or revision. Archive is where historical content is kept.
Reporting
See what needs attention.
The Report Dashboard brings document status, approval status and pending approvals together with a register that document owners and quality teams can filter, search and export.
01
The whole picture
Three charts across the top, the document register below. Everything a document owner needs to plan the week.
02
Status at a glance
Documents Status separates live and published, overdue or expired, and about to expire within three months. Approval Status shows approved, pending and rejected. Pending Approvals shows who is holding what.
03
Reviews, planned
See each document's number, type, risk rating, owner, published date and next review date. Switch between Expired and Upcoming Review, then filter, search and export the register.
Quality management
Built for disciplined document control.
Ulysses supports ISO 9001 document-control practices through review and approval workflows, document identification, ownership, review-date visibility and lifecycle actions.
- Identify
- Document number, type, owner, risk rating and review dates in the register.
- Authorise
- Review requests, approval requests and independent or in-order approval.
- Retrieve
- Central search across Publish, Native and Archive.
- Change
- Supersede and obsolete actions for replaced or withdrawn documents.
- Preserve
- A dedicated Archive area for historical content.
- Follow up
- Tasks, due dates, review dates and dashboards.
Effective compliance depends on your procedures, configuration and evidence. Software alone does not establish certification.
From Monarch360
Made by the team behind Monarch EDRMS and Apollo.
Ulysses is a Monarch360 product, made in Perth, Western Australia. It sits alongside Monarch EDRMS for records management and Apollo for meeting management, with its own focus on controlled documents.
Book a demo
See Ulysses with your own documents.
Bring a procedure your team revises often. We will walk through finding it, assigning an improvement, requesting review and approval, publishing the update and managing the outgoing version.
- Call(08) 9288 1726
- Emailinfo@monarch360.com.au
Questions, answered.
What is controlled document management software?
Software that makes sure people work from the current, approved version of policies, procedures and forms. Each document has an owner, goes through review and approval before release, and is replaced or withdrawn in a managed way. Ulysses is controlled document management software.
How is a controlled document system different from document storage or an EDRMS?
Document storage keeps and shares files. A controlled document management system governs which version is current and who approved it. An electronic document and records management system (EDRMS) manages records across their life, including retention and disposal. Ulysses is a controlled document management system; Monarch EDRMS, from the same company, is for records management.
What is Ulysses?
Ulysses is controlled document management software. It brings document search, review and approval requests, improvement tasks, lifecycle actions and reporting into one connected workspace.
Who is Ulysses for?
Quality and operations teams, document owners, authors, approvers and everyday readers who need to find the current version of a policy, procedure or form.
Where can people search for documents?
From the Ulysses home page, people can search across the Publish, Native and Archive areas, or use quick links to Policies, Procedures and My Group Documents.
How do approvals work?
Approval requests are started from the document actions menu. The requester chooses approvers, adds comments and selects either independent approval, where all approvers are notified at the same time, or in-order approval.
What is the difference between obsolete, superseded and archived?
In document control, an obsolete document has been withdrawn from use, a superseded document has been replaced by another approved document or revision, and archived describes where historical content is kept. Ulysses provides obsolete and supersede actions and a dedicated Archive area.
Does Ulysses make us ISO 9001 compliant?
No software establishes certification on its own. Ulysses supports ISO 9001 document-control practices through review and approval workflows, document identification, ownership, review-date visibility and lifecycle actions. Effective compliance depends on your procedures, configuration and evidence.
Does Ulysses work with Microsoft 365 and SharePoint?
Yes. Ulysses runs on SharePoint Online and Microsoft 365, so it needs a Microsoft 365 environment with SharePoint Online. Support is uncapped.
Who makes Ulysses?
Ulysses is a product of Monarch360 Pty Ltd in Perth, Western Australia, the company behind Monarch EDRMS and Apollo. Ulysses is a separate product with its own capabilities, which we will confirm with you during solution scoping.