Softcat navigates its way to improved content management with Copilot
Project at a Glance
Softcat transformed its internal content management by creating a single, trusted platform powered by Microsoft Copilot. By replacing a complex third-party system and consolidating content into an accessible SharePoint based library, Softcat improved accuracy, reduced costs, and enabled teams to quickly find up to date collateral that supports sales, bids and customer conversations.
service professionals contributing expertise across the business
of delivering leading-edge IT solutions
Challenge
Softcat’s Sales and Bid teams needed a reliable way to access accurate, up to date information across thousands of evolving solutions. Their existing third-party content platform was costly, difficult to use and failed to capture critical documentation. Multiple content versions created confusion, undermined trust in the system, and made it hard to maintain a single source of truth. Softcat required a more efficient, secure and accurate method of managing content at scale.
Critical Success Factors:
1
Modern CMS replacement
Replace legacy, third party content management solution.
2
Simpler access to information
Reduce the complexity associated with accessing relevant, up-to-date information.
3
Easy‑to‑manage content platform
Provide a platform capable of being simply and efficiently populated with relevant solutions collateral.
Solution
Softcat rebuilt its content management approach using SharePoint and Microsoft Copilot. This created a single, searchable internal library where all collateral is centralised, validated and kept on-brand. Copilot’s AI driven search ensures users only access approved, UpToDate content and can quickly retrieve case studies, certifications or industry specific information. Softcat also developed tailored Copilot prompts, metadata standards and training resources to ensure consistently accurate search results and improve the user experience across the business.
- Leveraging Microsoft Copilot Studio to create a bespoke search function
- Extensive groundwork to define ‘good’ content and accurate meta tagging to ensure relevant search results
- Knowledge-sharing across the wider business to gain added value from Copilot investment
Results
The new Copilot enhanced library provides a trusted, easy to navigate platform that saves teams valuable time and reduces operational costs. Users can confidently access relevant, approved collateral that supports more effective sales and bid responses. Improved metadata, structured search and ongoing lifecycle checks ensure information stays accurate, while inhouse ownership eliminates previous third-party fees. The solution now underpins stronger collaboration, more efficient workflows, and a significantly improved return on Softcat’s Copilot investment.
- Copilot used to create a reliable, trusted document management system
- Improved security and reduced cost through developing and implementing an in-house system
- Facilitates more effective knowledge and information sharing across the business
Deploying Copilot in this way meant we could improve document control, gain increased value from our significant Copilot investment, and develop valuable insight and skills around an AI application used by many existing and prospective clients.
Lauren Tiller
Senior Communications Manager