Archo · Common Data Environment (CDE)
A project collaboration platform where every party exchanges correspondence, submittals, RFIs and design approvals on one controlled record, inside your own Microsoft 365.
Each party works in its own private space, nothing can be edited or deleted once it's sent, and you can bring in as many users and external parties as the project needs.
Built for Owners · Consultants · Contractors · Suppliers
Archo by Digitize Flow
One Platform. Four Modules. Take What You Need.
Owner
Private space
Consultant
Private space
Contractor
Private space
Supplier
Private space
Project Record · Tower B
One shared recordNC/OWN/LTR/007
Approval of revised site layout
Owner Delta Consultants
SD/ABC/021
Shop drawing · Level 3 slab
ABC Contracting Delta Consultants
MS/GSS/012
Rebar material submittal
Gulf Steel Supply ABC Contracting
The Challenge
Owners, consultants, contractors and suppliers exchange thousands of letters, drawings and approvals. When each party works from its own inbox and folders, nobody shares the same version of the truth, until a deadline is missed or a claim needs evidence.
Letters between owner, consultant and contractors spread across email and WhatsApp, with no official record.
Each company keeps its own copies and registers, and nobody agrees which revision is current.
Nobody can say which shop drawing is with whom, or how long it has been waiting.
Contractual response windows pass unnoticed until they turn into claims.
Proving who sent what, and when, takes days, and records can be changed after the fact.
The real cost isn't paperwork.
It's delay, rework and contractual exposure on every project.
Who Uses Archo
A common data environment (CDE) is the single, shared source of information for a project. Archo gives every party one place to correspond, submit, review and approve, whoever runs the project.
Require every consultant and contractor to work through one platform, and own the complete project record from day one.
Manage the project on the owner's behalf, and require every contractor and subcontractor to correspond and submit through it.
Start with Document Control so nothing gets lost, and run your review and approval workflows through Submissions.
Whoever hosts Archo brings everyone else in. Any other party joins as a secure Microsoft 365 guest, with no license needed, and works only in its own private space.
Meet Archo
Start with the module you need most and add the rest as you grow. Combined, they work as one system.
The official, numbered record of every project document and letter.
Learn moreA secure portal where owners, consultants, contractors and suppliers exchange correspondence, instead of email.
Learn moreMaterial, shop drawing, RFI and inspection submittals, moving between the parties through your own workflow.
Learn moreDesign packages planned, reviewed by every department, and tracked planned vs actual.
Learn moreDesign phase
Design Approval
Packages approved stage by stage, department by department.
Construction phase
Submissions
Submittals between the parties, reviewed and coded.
Communication Channel
Every letter with every party, on one formal channel.
Document Control is the official, numbered record underneath it all: every document filed against its project, company and contract.
Pick the category and company, then type the contract number. Done once.
Choose the type and its form opens. Fill it in and upload the file.
Archo creates the folder, files the document and issues its number.
Internal and external parties are notified the moment it's saved.
Automatic Reference Numbering
Unique and sequential, with no duplicates and no gaps. The pattern follows your own documentation standard, set by your administrators.
People fields on the form name your internal recipients, and email fields name external parties. Administrators design reusable email templates once and tie each one to an action: add, edit, upload or delete.
Outgoing Letter saved
NC/CON/ABC/OL/027
Internal team
New letter for your review
Open in Archo
External party
Letter from Tower B project
OL-027.pdf
Tower-B-Structural.dwg · syncing via OneDrive
Owners, consultants, contractors, suppliers and authorities exchange every letter and message on one record, tied to the project.
Delta Consultants
Official LetterComments on Method Statement MS-07
ABC Contracting
MessageRequest for site access, Gate 3
Gulf Steel Supply
MessageUpdated delivery schedule
Nothing can be edited, recalled or deleted once sent. A correction goes out as a new message.
Senders see who has read their message, and who has formally acknowledged it.
Your team discusses any item privately. External parties never see it.
Official letters join a registration queue and get their reference number when filed.
Generate an official copy carrying a verification QR code.
Sends, opens, downloads, filings and denied access attempts are all recorded.
Materials approved before procurement
Drawings reviewed before fabrication
Technical questions answered on record
Work methods approved before work starts
Site inspections requested and recorded
Non-conformances raised and closed out
Submit, review through your stages, return a code, then close or resubmit. Review codes are configurable to your company's standard.
Shop Drawing · Level 3 slab
SD-014 · Rev 2
Outlook · Review requested
Review deadlines with automatic reminders.
Reviewers act directly from Outlook.
Every action on a submittal, in order.
Print a submittal or export any list.
Structure every design as phase, brief, work package and stage, with a planned date at every level.
Builds the project structure, picks stages from a master list, sets planned dates and assigns the reviewing departments.
Uploads briefs and design packages, answers reviewers' comments and submits new versions.
Review in parallel, each with its own checklist and review duration, with a backup reviewer.
FYI departments stay informed on every stage without holding up the review.
No review bottlenecks
When a department's review period expires, the Design Team can approve on its behalf. The decision is recorded and visible to everyone. Departments see each other's comments on the same stage, and automatic reminders go out before each review deadline.
68%
Completion
7
Delayed items
84%
On-time reviews
Average delay by department
Visibility & Reporting
Search inside documents with Microsoft Search, with results always trimmed to each user's access, plus saved views and one-click Excel export.
Soon, your team will simply ask. The Archo AI Assistant will answer questions about your documents and project data, and take action on the user's behalf, all grounded in your own content.
An optional add-on, available inside Archo and in Microsoft Teams.
Ask about the content of any letter or attachment, and get a short summary of long documents.
"Which Tower B submittals are overdue?" Get answers from your registers in plain language.
Ask the assistant to do the work, such as sending a reminder to reviewers, and it carries it out for you.
Convert scanned incoming letters and non-searchable PDFs into searchable text.
Categorize correspondence by its content and fill in metadata fields automatically.
Find documents by what they are about, not only by the exact words they contain.
Which Tower B submittals are overdue?
2 submittals are past their review deadline:
SD-014 Rev 2
Project manager · 2 days late
MS-07 Rev 1
Delta Consultants · 1 day late
Send a reminder to both reviewers?
لخّص آخر خطاب من الاستشاري.
يطلب الاستشاري تعديل مخطط الواجهات وإعادة تقديمه خلال 7 أيام.
Want early access?
The AI Assistant is in the final stages of development. Tell us about your projects and we'll keep you posted.
Register Your InterestSecurity & Governance
A user can be a Viewer on one project and a Document Controller on another.
Verify anyone's effective access and export the full permission matrix.
User, action, time and IP for every significant action, exportable for audits.
A new revision is issued as a new version, and every earlier version stays on record.
Correspondence and documents can't be edited or deleted after they are sent, by anyone.
Each company sees only its own items, never other parties' correspondence, internal notes or admin screens.
Technology
Storage, metadata, versions and permissions
Single sign-on and secure guest access for external parties
Notifications and approvals straight from email
Reliable upload of large drawings and files
Full-text search across documents and metadata
The whole of Archo, inside the app your team already uses
Why Archo
Owner, consultant, contractors and suppliers work from the same letters, submittals and decisions.
Parallel reviews, reminders and approval straight from email.
Records locked once sent, with acknowledgements, timestamps and a complete audit trail.
Forms, workflows and numbering set by your own administrators.
Runs inside Microsoft 365 with no new infrastructure and no extra licenses.
Start with the modules you need and add more at any time, with unlimited users and parties on every project.
Archo vs. the Alternatives
Most projects run on email and shared folders, a separate cloud platform, or a custom-built system. Here's how Archo stands apart.
| Criteria | Archo | Email & shared folders | Separate cloud platforms | Custom-built systems |
|---|---|---|---|---|
| Every party on one shared record | Owner, consultant, contractors, suppliers | Each party keeps its own copy | Yes | Usually internal only |
| Records locked once sent | Can't be edited or deleted | Easily edited or deleted | Yes | Depends on the build |
| Formal channel with external parties | Built in, with acknowledgements | Email only | Yes | Must be built |
| Submittal review codes and deadlines | Configurable to your standard | Tracked in spreadsheets | Yes | Must be built |
| Runs inside Microsoft 365 & Teams | Natively | Partly | Separate platform | Depends on the build |
| Data stays in your tenant | Always | Scattered across inboxes | Stored in the vendor's cloud | Usually |
| Configured without code | By your own administrators | — | Often needs the vendor | Requires developers |
| Unlimited users and parties | Yes, on every project | — | Often limited by user licenses | Depends on the build |
Archo
Email & shared folders
Separate cloud platforms
Custom-built systems
Industries
If your project brings together internal and external parties exchanging documents, correspondence and approvals, Archo fits it.
Questions & Answers
About Archo
Archo is a common data environment (CDE) and project collaboration platform built on SharePoint and Microsoft 365. It connects owners, consultants, contractors and suppliers on one controlled project record, across four modules: Document Control, Communication Channel, Submissions and Design Approval.
Yes. A common data environment is the single, shared source of information for a project. In Archo, every party exchanges correspondence, submittals and approvals on one record, each party works in its own private space, and nothing can be edited or deleted once it's sent. It runs inside your own Microsoft 365 rather than on a separate vendor cloud.
Usually the project owner, who can require every consultant and contractor to work through it. Where the owner leaves project management to the consultant, the consultant hosts Archo and requires contractors and subcontractors to use it. Contractors also use Archo on their own, starting with Document Control to organize their documents and Submissions to run their review workflows.
No. Archo fits any project where many internal and external parties exchange documents, correspondence and approvals, including engineering, real estate development, infrastructure, energy, oil and gas, and government projects.
Licensing & Users
No. All four Archo modules run on your existing Microsoft 365 licenses. Additional licensing is only needed if you enable the optional AI Assistant, which runs on Microsoft Copilot Studio and Power Automate capacity.
No. Any number of your employees and external parties can work on a project in Archo.
Yes. Archo is modular by design. Start with the module you need most, such as Document Control, and add the Communication Channel, Submissions or Design Approval at any time. Combined, they work as one system.
External Parties
No. Whoever hosts Archo invites the other parties, whether owner, consultant, contractor or supplier, as secure Microsoft 365 guests using their own email address. They don't need a Microsoft 365 license.
Only its own private space: its own correspondence and items, on the projects and contracts it is invited to. Parties never see each other's items, internal notes or admin screens.
Yes. When a document is saved in Document Control, external parties named on the form receive the document itself as a PDF attachment by email, with no system access needed.
Security & Data
All Archo data stays inside your own Microsoft 365 tenant, in SharePoint. It is protected by your existing security, compliance and retention policies and is never stored on an external cloud.
Yes. Archo keeps an audit log of every significant action, with the user, action, time and IP address, and it can be exported for audits. Sends, opens, downloads, filings and denied access attempts are all recorded.
No. Once sent, correspondence and documents can't be edited, recalled or deleted by anyone. A correction goes out as a new item and the original stays on record, so your record holds up in a dispute.
Using Archo
Material submittals, shop drawings, RFIs, method statements, inspection requests and NCRs. Each type has its own form, and your review stages, routing and review codes are configured to your company's standard.
Yes. Archo issues unique, sequential reference numbers with no duplicates and no gaps, following a pattern your administrators set, for example area, category, company, document type and sequence.
No. Administrators build the hierarchy, document types, forms, numbering and review stages themselves, with no development.
Yes. Archo can be opened and used from Microsoft Teams.
Yes. Your team can use Archo on their phones through the Microsoft Teams and SharePoint mobile apps, and reviewers can act on submittals directly from Outlook.
The Archo interface is in English, and it fully supports Arabic content, so you can write letters, fill in forms and search documents in Arabic.
Yes. Heavy drawings and AutoCAD files sync through OneDrive and drop into place automatically.
Use the live registers with filters and saved views, or search inside documents with Microsoft Search. Results are always trimmed to each user's access.
AI Assistant Coming soon
An upcoming AI assistant, coming soon to Archo and Microsoft Teams. Users will be able to ask about the content of their documents, query project data in plain language, and have the assistant take actions on their behalf. It can also digitize scanned letters, classify correspondence and fill in metadata automatically.
The AI Assistant will be a separate, optional add-on. Archo works fully without it, and you can add it at any time once it is available.
Yes. The AI Assistant is built on Microsoft Copilot Studio, so it requires Copilot Studio licensing and Power Automate capacity, paid directly to Microsoft. We help you choose the right licensing option for your usage.
No. The assistant respects each user's existing permissions. Users only ever get answers based on documents they are already allowed to open.
The AI Assistant is in the final stages of development. Contact us to learn more or to register your interest in early access.
Implementation & Training
Our team deploys Archo in your Microsoft 365 tenant and configures it with you, then takes it through testing, training, user acceptance testing and go-live. The timeline depends on the modules you choose and the scope of your projects.
Yes. We train your administrators and document controllers to manage Archo independently, from adding projects and contracts to configuring document types, forms and review stages.
A live demo shaped around your projects, your parties and your approval process.