Spaarke Platform Functional Specification 2026

Introduction

The Spaarke platform has been designed to provide companies, professional services firms, and operations teams the tools they need to manage documents, matters, and AI-driven analysis across the full range of business activities. Purpose built for document-intensive workflows, the platform combines secure document storage, intelligent analysis, and configurable workspaces that streamline the complexities typically experienced with traditional document management and matter management systems. Spaarke allows for easy access to the documents, records, and AI-powered insights needed for informed decision making.

Built on the Microsoft Power Platform and SharePoint Embedded, users work in a familiar software environment including direct integration to Power Apps, Power Automate, Power BI, Microsoft 365, Outlook/Exchange, Teams, and SharePoint—plus Microsoft Azure enterprise-class architecture that ensures 24×7 access, performance, data integrity, and security protections. The platform is easily extended through Microsoft's Power Platform™ tools allowing for custom processes, analytics, and other capabilities.

The core modules include:

Workspaces (Legal, Corporate, External)
Document Management
Document Intelligence
AI Playbooks
Conversational AI Assistant
Matter and Project Management
Smart Task Management
Client and External Portal
Self-Service Registration
Microsoft 365 Integration
Microsoft Teams Integration
Microsoft Power BI for reporting and analytics
Microsoft SharePoint Embedded for document storage
Microsoft Azure cloud infrastructure

Workspaces

The Workspaces module is the organizing concept at the heart of the Spaarke platform. Each workspace brings together the documents, records, conversations, tasks, and AI activities for a specific matter, project, or engagement, providing a single point of access for the team members who need to work together. Workspaces are role-aware, security-trimmed, and configured for the type of work being performed.

Key features of Workspaces include:

Workspace Types

Legal Operations Workspace tailored for matter management and legal document analysis
Corporate Workspace for project, transaction, and general business document collaboration
External Workspace for clients, counterparties, and outside contributors
Configurable layouts allow each workspace type to surface the most relevant sections

Workspace Home

Single landing page with documents, tasks, recent activity, and key updates
Latest Updates feed with consolidated emails, comments, and system events
To Do list with due-date tracking and priority badges
Documents grid with quick filters, search, and inline preview
Count badges show outstanding items at a glance

Workspace Configuration

Workspace Layout Wizard lets administrators customize sections and ordering
Themes and branding align workspace appearance with organizational identity
Section visibility controlled by user role and permissions
New workspace types can be defined without custom development

Membership and Access

Internal team members granted role-based access (owner, contributor, reader)
External members invited through the Client Portal with scoped permissions
Permission inheritance from parent records (matter, project, account)
Audit trail of access grants and removals

One-click access from workspace home to any related record
Breadcrumb navigation across nested workspaces and records
Universal Quick Create for adding records without leaving the workspace
Embedded grids and forms eliminate context switching

Document Management

The Document Management module supports the end-to-end lifecycle of business documents, from upload and classification through analysis, sharing, and archival. Built on Microsoft SharePoint Embedded, Spaarke provides secure, scalable storage with the rich metadata and relationship tracking required for legal, transactional, and compliance work.

Key features of Document Management include:

Document Upload

Multi-file Document Upload Wizard with drag-and-drop and folder support
Required metadata captured at point of upload through configurable profiles
Bulk upload with per-file metadata override
Inbound email attachment ingestion through Outlook integration
Automatic content extraction and full-text indexing on upload

Document Profiles

Structured metadata profiles by document type (contract, invoice, filing, memo, etc.)
AI-assisted metadata extraction populates fields automatically
Profile fields drive search, filtering, and reporting across the platform
Configurable profiles support new document types without custom development

Document Relationships

Documents link to matters, projects, contacts, and other documents
Document Relationship Viewer presents related documents as a navigable graph
Related Document Count badges show linked items at a glance
Versioning, supersession, and parent/child relationships tracked

Document Viewer

Native preview of Office documents, PDFs, images, and email files
Side-by-side viewing with AI analysis output and metadata
Inline annotations and reading state preserved
One-click open in Microsoft 365 desktop or web

Find Similar

Semantic similarity search identifies documents with related content
Hybrid search combines keyword, vector, and semantic ranking
Find Similar Wizard supports both document lookup and ad-hoc file upload
Results scoped by workspace, matter, or organization

Document Storage and Security

All files stored in Microsoft SharePoint Embedded with encryption at rest and in transit
Access controlled through Microsoft Entra ID with conditional access policies
Document checkout and version history fully tracked
Tenant isolation guarantees no cross-customer data exposure

Document Intelligence

The Document Intelligence module provides AI-powered analysis, extraction, and classification across the document portfolio. Spaarke's AI Tool Framework offers a configurable library of analysis tools that operate on individual documents, document sets, or entire workspaces, with results streamed in real time and persisted for future reference.

Key features of Document Intelligence include:

Streaming AI Analysis

Token-by-token streaming output for immediate feedback during analysis
Working document captures intermediate results and is preserved for review
Long-running analyses complete in the background and notify on completion
Cancel and re-run controls keep users in command of the process

Extraction and Classification

Configurable extraction tools pull structured data from invoices, contracts, and filings
Classification tools tag documents by type, topic, jurisdiction, and confidentiality
Generic Analysis Handler powers most tools through configuration rather than code
Extracted data flows into searchable fields and downstream workflows

Summarization

Single-document and batch summarization through the Summarize Files Wizard
Summary length, audience, and focus configurable per request
Summaries saved to the document profile for future retrieval
Multi-document summaries roll up findings across an entire workspace

Semantic Search

Natural language queries return ranked document results across the corpus
Hybrid retrieval combines BM25 keyword, vector embedding, and semantic ranking
Security trimming ensures users only see results they are authorized to view
Results include passage-level highlights and citations

AI Metadata Extractor

Inline control extracts metadata directly into form fields
Supports both single-field and full-profile extraction modes
Confidence scores and source citations support human review
Extraction templates configurable per document type

AI Playbooks

The AI Playbooks module provides a visual, node-based environment for designing and executing multi-step AI workflows. Playbooks combine AI analysis, conditional logic, data updates, notifications, and outputs into reusable processes that codify how an organization handles specific document types, matters, or recurring activities.

Key features of AI Playbooks include:

Visual Playbook Builder

Drag-and-drop canvas for assembling playbook nodes and connections
Node library includes AI analysis, conditions, data updates, email, tasks, and outputs
Parameter and variable management at each step
Versioning and publication workflow for playbook governance

Playbook Library

Catalog of published playbooks discoverable by users
Categories organize playbooks by department, document type, or use case
Configurable visibility controls who can see and run each playbook
Usage analytics track adoption and outcomes

AI Builder Agent

Conversational interface to construct and modify playbooks through natural language
Agentic loop interprets user intent and assembles canvas nodes automatically
Generated playbooks reviewed and refined before publication
Accelerates onboarding for non-technical playbook authors

Scope System (JSON Prompt Schema)

Reusable Actions, Skills, Knowledge, and Tools standardize AI prompts
Knowledge units provide retrieval-augmented context to playbooks
Skills define instruction fragments that combine into Actions
Tools encapsulate LLM operations with structured inputs and outputs

Execution and Scheduling

Playbooks run on demand, on a schedule, or in response to events
Background scheduler executes notification-driven runs at scale
Execution history and logs preserved for audit and troubleshooting
Failed runs route to a dead-letter queue for review and replay

Conversational AI Assistant

The Conversational AI Assistant provides an in-workspace chat experience that brings AI capabilities directly into the user's daily workflow. The assistant operates with full awareness of the active workspace, document context, and available playbooks, allowing users to ask questions, run analysis, and take actions through natural language.

Key features of the Conversational AI Assistant include:

In-Workspace Chat

Persistent chat pane available throughout the workspace
Multi-turn dialog with full conversation history
Context-aware responses grounded in the active matter, project, or document
Citations link back to source documents and records

Tool and Playbook Execution

Assistant can invoke configured tools and playbooks during a conversation
Structured outputs feed directly into records, tasks, or documents
Confirmation prompts gate any action that modifies data
Execution results presented inline and saved to the conversation transcript

Document Q&A

Ask questions across one document, a set of documents, or the entire workspace
Retrieval-augmented responses cite the specific passages used
Follow-up questions build on prior context without re-uploading content
Long documents handled through automated chunking and ranking

Personalization

Assistant adapts tone and depth to user role and preferences
Saved prompts and shortcuts speed common requests
Cross-session memory preserves context for ongoing engagements

Matter and Project Management

The Matter and Project Management module provides structured intake, tracking, and lifecycle management for legal matters, corporate projects, and other business engagements. Guided wizards capture the information required to launch a new engagement, and configurable record templates ensure consistency across the organization.

Key features of Matter and Project Management include:

Create Matter Wizard

Step-by-step creation of legal matters with required and optional metadata
Client, parties, and contact linkage captured during creation
Matter type drives field visibility and downstream workflow
Initial document upload and folder structure configured at creation
Created matter immediately available as a fully provisioned workspace

Create Project Wizard

Equivalent guided creation flow for corporate projects and transactions
Project type, business unit, and stakeholders captured up front
Budget, timeline, and milestones set at creation
Auto-association with related records (account, opportunity, deal)

Create Event and Create Todo

Lightweight wizards for adding events, deadlines, and tasks to a workspace
Priority, due date, and assignee captured in a single step
Events appear in the Smart Task Kanban and calendar views
Optional reminders and notifications

Create Work Assignment

Standalone wizard for assigning work to internal or external counsel
Captures scope, budget, deadline, and instructions
Routes to the assignee through email and portal notification
Tracks acceptance, status updates, and completion

Record Card Shell

Reusable card layout for matter, project, and engagement summary views
Headline status, owner, dates, and key counts visible at a glance
One-click drill-through to the full record or workspace
Consistent presentation across grids, dashboards, and search results

Smart Task Management

The Smart Task Management module provides a unified view of work across matters, projects, and workspaces. Tasks are organized in interactive Kanban boards, calendar views, and prioritized lists, ensuring that team members always know what is due and what is most important.

Key features of Smart Task Management include:

Smart Todo Kanban

Drag-and-drop board organizes tasks by status, priority, or assignee
Task cards show due date, owner, related record, and progress
In-place editing of task fields without opening a separate form
Filters by workspace, owner, priority, and tag

Consolidated due-date view across all of a user's workspaces
Color-coded urgency for overdue, today, and upcoming items
One-click navigation to the underlying task or event
Configurable lookback and lookahead windows

Calendar View

Calendar presentation of events, deadlines, and tasks
Filter by event type, owner, or workspace
Integration with Outlook calendars for personal scheduling
Drag-to-reschedule for due-date adjustments

Notifications and Reminders

Email and in-app notifications for assignments, status changes, and due dates
Configurable per-user notification preferences
Microsoft Teams notifications keep the team aligned in real time

Client and External Portal

The Client and External Portal provides clients, counterparties, outside counsel, and other external contributors a direct, secure path to the workspaces and documents they need. Built on Microsoft Power Pages and Entra External ID, the portal delivers a focused, easy-to-use experience without exposing internal systems.

Key features of the Client and External Portal include:

External Workspace Home

Tailored landing page with the user's accessible matters, projects, or events
Document upload with metadata capture
Task list and notifications scoped to the external user's role
Configurable branding aligned to the host organization

Secure document upload, download, and preview
Versioning and audit trail visible to both internal and external parties
Permission-trimmed views ensure each user sees only what is authorized
Watermarking and download restrictions for sensitive documents

Playbook Library Access

External users can run playbooks made available to them
Output documents and analysis returned to the workspace
Permission model prevents external users from modifying playbook definitions

Conversation and Comments

Threaded comments on documents, tasks, and records
@-mentions notify both internal and external participants
Conversation history preserved for the life of the engagement

External User Authentication

Microsoft Entra External ID for secure, federated sign-in
Multi-factor authentication enforced by policy
Self-service password reset and account recovery
Session timeout and conditional access aligned with organizational standards

Self-Service Registration

The Self-Service Registration module allows external users to request access to the platform through a guided sign-up flow, with structured approval and automated provisioning. The module reduces administrative overhead while preserving control over who is granted access.

Key features of Self-Service Registration include:

Registration Form

Branded sign-up form captures organization, role, and access purpose
Email verification confirms identity before submission proceeds
Configurable required fields support different access scenarios

Approval Workflow

Submitted requests routed to designated approvers
Approver dashboard with side-by-side request review and decision controls
Email and portal notifications keep requesters informed of status
Audit trail of all decisions and rationale

Automated Provisioning

Approved users automatically provisioned in Entra External ID
Workspace and record permissions assigned per request type
Welcome email with sign-in instructions sent on activation
Account deactivation and removal flows for offboarding

Microsoft 365 Integration

Spaarke is deeply integrated with Microsoft 365, allowing users to work with documents and records through the familiar Office, Outlook, and Teams environments without losing the context, security, and metadata captured in the platform.

Key features of Microsoft 365 Integration include:

Office Document Integration

Open documents directly in Word, Excel, and PowerPoint desktop or web
Save back to Spaarke with full metadata and version retention
Co-authoring and commenting through native Office capabilities
Sensitivity labels honored across the platform

Outlook Integration

Save emails and attachments to Spaarke from the Outlook ribbon
Email content classified and routed to the correct workspace automatically
Inbound email attachment processing for routine document intake
Calendar integration for events, deadlines, and meetings

Microsoft Power Automate

Trigger flows from Spaarke events for custom automation
Connector library exposes Spaarke records and operations to flows
Run playbooks and Spaarke tools as Power Automate actions

Microsoft Teams Integration

Workspace summary cards and notifications delivered into Teams channels
Document sharing from Spaarke directly into a Teams conversation
Embedded apps allow access to workspaces and chat without leaving Teams
Online meetings link to the matter, project, or event under discussion

Reporting and Analytics

The Spaarke platform enables robust reporting and analysis providing users deep insights into their workspaces, documents, and AI activity. Built on Microsoft's industry leading tools, users can leverage Excel, SQL Reporting Services, and Power BI to create, access, and share information across their teams.

Real-time reporting and analytics directly accessible in all formats
Dashboards provide rich infographics of workspace, task, and document metrics
AI usage and outcome reporting for governance and ROI measurement
Power BI enables sophisticated measures and cross-source analysis
Scheduled reports ensure awareness and visibility to important information
Specialized visuals for matter portfolios, document inventories, and task pipelines
Client and external user access through the Client Portal

SharePoint Embedded Document Storage

SharePoint Embedded provides the secure, scalable, enterprise-grade document storage layer beneath the Spaarke platform. Each workspace is backed by a dedicated SharePoint container with all the security, governance, and compliance capabilities of Microsoft 365, while remaining invisibly integrated into the Spaarke user experience.

Documents stored in dedicated containers per workspace, account, or matter
Encryption at rest and in transit, with customer-managed keys available
Full text search and indexing managed by the Microsoft 365 substrate
Conditional access, sensitivity labels, and data loss prevention policies enforced
Geographic data residency aligned with Microsoft 365 commitments
No additional infrastructure for customers to deploy or maintain

Background Processing and Orchestration

Long-running and high-volume operations are handled by a background processing layer that ensures user-facing experiences stay responsive while still completing intensive work reliably. AI analysis, document indexing, email ingestion, and bulk operations all flow through a managed job queue with retry, monitoring, and dead-letter handling.

Service Bus job queue handles asynchronous AI analysis, indexing, and ingestion
Document analysis, RAG indexing, and email processing scale independently
Failed jobs route to a dead-letter queue with replay and inspection tools
Embedding migration and vector backfill maintain search index health
Job-level monitoring and alerting integrated with Azure Monitor

Enterprise Grade Infrastructure with Microsoft Azure

Built on the industry's most highly rated enterprise-grade cloud computing platform: Microsoft Azure. The Spaarke platform is built to meet the availability and security demands of any organization, proven with certifications across the full range of infrastructure components, including Center for Internet Security (CIS) benchmarks, Cloud Security Alliance (CSA) STAR attestation, and the International Organization for Standardization (ISO) certifications. In addition, hosting site flexibility allows directed geo-location of infrastructure to ensure data privacy and governance regulation compliance.

CIS Microsoft Azure and Microsoft 365 Foundations Benchmarks
ISO/IEC 27001 Information Security Management Standards
ISO/IEC 27017 Code of Practice for Information Security Controls
ISO/IEC 27018 Code of Practice for Protecting Personal Data in the Cloud
ISO/IEC 27701 Privacy Information Management System (PIMS)
ISO 9001 Quality Management Systems Standards
Service Organization Controls (SOC) — SOC 1 and SOC 2
General Data Protection Regulation (GDPR) action plan and policy
Microsoft Entra ID and Entra External ID for authentication and access control
Azure Key Vault for secret and certificate management
Azure Monitor and Application Insights for observability and operational health

Getting Started

With the Spaarke platform, clients work in an efficient, easy-to-use environment that supports every aspect of their document and matter operations. All critical data, documents, and workflows are supported with world class technology that optimizes the accuracy, reliability, and efficiency of business processes.

All Spaarke clients are onboarded to the platform to gain the benefits of its capabilities. We start by importing the client's existing documents and records, either from their current systems or through provided spreadsheets and exports. The data goes through a structured review and verification process, ensuring metadata is consistent, relationships are preserved, and content is correctly indexed for search and AI analysis.

In addition to data onboarding, we configure the client's account including workspace types, document profiles, AI playbooks, and integration to Microsoft 365, Teams, and other enterprise systems. We work with the client to define reporting templates, dashboards, and notifications tailored to their organization.

Finally, we provide the client with both getting-started training and ongoing training to ensure the Spaarke platform delivers value and continues to support the client's evolving needs.

About Spaarke

Spaarke is the document and matter intelligence platform for organizations that work in documents. Built natively on Microsoft Power Platform, SharePoint Embedded, and Azure, Spaarke combines secure document management, AI-driven analysis, configurable workspaces, and external collaboration into a single, unified experience. With deep integration to Microsoft 365 and an extensible architecture, Spaarke helps legal, corporate, and professional services teams turn their documents into leverage.

Find more information at www.spaarke.com.