Open Intranet
Intranet Requirements
Your organisation
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Open Intranet · Intranet Requirements
1. Business objectives
The new intranet should provide a single, trusted place for communication, knowledge and daily employee services.
- Make important information easy to find without knowing where it is stored.
- Consolidate fragmented internal communication into one governed channel.
- Give employees access to current, trusted documents and remove obsolete duplicates.
- Connect knowledge currently spread across separate systems.
- Help employees identify the right colleague, team or expert quickly.
- Create one trusted source for company policies and procedures.
- Give new employees a consistent onboarding destination and clear starting point.
- Record acknowledgement of critical announcements when evidence is required.
- Prepare governed company knowledge for safe AI-assisted search and answers.
- Evaluate alternatives to the current SharePoint-based approach without losing required integrations.
- Reach employees who do not have a permanent company computer.
- Address additional business needs identified during discovery.
Open Intranet · Intranet Requirements
2. Users and locations
- Employees
- Locations
- Countries
Languages
- English
- German
- French
- Polish
- Spanish
- Italian
- Dutch
- Czech
- Ukrainian
- Arabic
Workforce
- Office workers
- Remote workers
- Frontline workers
- Factory or warehouse workers
- Field workers
Organisation structure
One companyA group with several companiesNot decided yet
Open Intranet · Intranet Requirements
3. Functional requirements
MUST
- F-01Company news
- F-02Department or location news
- F-03Announcements with read confirmation
- F-04Events and calendar
- F-05Notifications (email, push, in-app)
- F-06Knowledge base
- F-07Policies and procedures with versions
- F-08Full-text search across everything
- F-09AI assistant that answers from company content
- F-10FAQs
- F-11Employee directory with phone and email
- F-12Employee profiles
- F-13Organisation chart
- F-14Skills and expertise search
- F-15Document library with folders
- F-16Per-department document permissions
- F-17Document versioning
- F-18Document approval workflow
- F-19Internal forms and requests
- F-20Surveys and polls
- F-21Comments and reactions
- F-22Groups or communities
None selected
SHOULD
- F-01Company news
- F-02Department or location news
- F-03Announcements with read confirmation
- F-04Events and calendar
- F-05Notifications (email, push, in-app)
- F-06Knowledge base
- F-07Policies and procedures with versions
- F-08Full-text search across everything
- F-09AI assistant that answers from company content
- F-10FAQs
- F-11Employee directory with phone and email
- F-12Employee profiles
- F-13Organisation chart
- F-14Skills and expertise search
- F-15Document library with folders
- F-16Per-department document permissions
- F-17Document versioning
- F-18Document approval workflow
- F-19Internal forms and requests
- F-20Surveys and polls
- F-21Comments and reactions
- F-22Groups or communities
None selected
COULD
None selected
Open Intranet · Intranet Requirements
4. Integrations
Systems
- Microsoft 365
- Microsoft Entra ID
- Google Workspace
- Active Directory / LDAP
- HR system
- CRM
- ERP
- Jira
- Slack
- Microsoft Teams
- Other
Single sign-on
Yes, requiredNice to haveNoNot sure
HR data sync
Yes, full syncLogin onlyManual is fineNot sure
Open Intranet · Intranet Requirements
5. Security and hosting
Hosting
Vendor cloud is fineEU cloud requiredOur own cloud accountPrivate cloudOn-premise, our serversNot decided
Network access
YesInternal network or VPN onlyPublic for some, internal for the rest
Compliance
- GDPR
- ISO 27001
- SOC 2
- HIPAA
- Data residency
- Audit logs
- Third-party security audit
- None that I know of
Open Intranet · Intranet Requirements
6. Implementation
Target launch
As soon as possibleWithin 3 months3–6 months6–12 monthsMore than 12 monthsJust researching
Budget
Not yetUnder €25k€25–50k€50–100k€100k+Prefer not to say
Support model
We install and run it ourselvesHelp with setup, then we take overFully managed by the vendorNot sure yet
Content migration
YesOnly the most important contentNo, fresh startNot sure
Stakeholders
- HR
- Internal Communications
- IT
- Management
- Procurement
- Other
7. Vendor evaluation checklist
- Which of our MUST requirements are available out of the box?
- Which require configuration, and which require custom development?
- What is the total cost over three years, including support and upgrades?
- What is explicitly not included in the quoted price?
- Can we host this on our own infrastructure if we need to?
- What happens to our data and content if we leave?
- Who owns the code and the customisations we pay for?
- What is the response time for a critical failure?
- How are security patches delivered, and how often?
- Can we see a reference customer of our size in our sector?
This part is about us
Open Intranet match
0%
of your selected requirements are available in Open Intranet
Select at least one functional requirement to calculate a meaningful match.
0
available out of the box
0
need configuration
0
need an integration or custom development
0
not supported today