DMS versus QMS: Document Management vs Document Control There is an essential difference between document management (DMS) and document control (QMS) Document control is a more
QMS / Document Control SharePoint – Full flexibility in the quality management process
Our Document Control (QMS) software is based on SharePoint and Microsoft 365 and offers you a complete solution for document control. The software helps you manage your QM documents and integrates seamlessly with your M365 environment, including MS office and Outlook. So you can easily integrate your quality manual and process map and generate guided documents with workflow support. All QMS documents are stored in your own M365 tenant, giving you the freedom to integrate additional M365 services with the QMS—such as backup, data security, reporting, Power Apps, Copilot AI, Purview, MFA, AppSource, to name a few. The QMS Software for SharePoint can also be tailored by us to meet your specific needs.
New to the topic? Read the difference between document management and document control, see how it helps with NIS2 and risk management, or browse the complete end-user manual.
Benefits of QMS Software on SharePoint
The main benefits of Lialis QMS Software on SharePoint Online and M365:
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Microsoft 365
QMS work revolves around Word documents, making it logical to store them in SharePoint for perfect integration with MS Office 365. With M365 Cloud, you are at the forefront of IT, as Microsoft is a leader in office automation. Our QMS software is installed on your own M365 SharePoint Online tenant. The benefits are numerous:
Security
Integration
BackupAutomatic Backups: Your data is automatically backed up by Microsoft, so no more worries about data loss.Compliance
Audit Trail
Scalability
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Microsoft AI Copilot
When the organization is licensed for Microsoft 365 Copilot, they can fully integrate Copilot into their
Shareflex QMS solution. This enables users to seamlessly enhance productivity by utilizing advanced AI
capabilities directly within their Shareflex applications.
QM Cockpit
- Quick and easy access to relevant information from the QM portal
- Tree diagrams for processes, organisation charts etc.
- Integration of process maps
- Personalised favourites and filters
- Access to central documents
- Latest publications of documents
Document creation
- Simple document creation based on templates
- Use of existing document templates
- Automatic generation of document numbers
Process Map
- Dynamic navigation in processes and documents via graphical process map
- Review and approval of processes also via approval workflow
Workflows
- Standards-compliant document control
- Multi-stage and configurable approval process
- Recorded acknowledgement of published documents
- Expiry date monitoring, including document resubmission
- Automatic cumulative email notifications
- Proxy rules
- Change requests for documents
Notifications
- Daily, cumulative email notifications on approval tasks, published documents, change requests, invalid documents etc.
- Reminder function for open approval tasks at a definable interval
- Acknowledgement of published documents with reading confirmation
- Customisable and extensible email templates
- Freely definable intervals for sending emails
Permissions
- Individual permissions configurable via rules engine
- Subsequent updates of existing documents with admin functions
- Easy display of permissions
Document administration and audit trail
- Mapping of complete document lifecycle
- Complete history of all versions, workflows, tasks etc. of a document
- History of changes to a document
- Stable link to managed documents
- Use of easily customisable master data for document classification
- Ability to reorganise documents using admin jobs, e.g. when department names change
Analysis & Reporting
- Flexible reports on all metadata
- Excel export
- Graphical reports with Power BI
Archiving
- Full archiving of all document versions
- Archiving of review and approval information as well as workflow data
- Archiving of invalid and withdrawn documents
- Long-term secure storage with Microsoft 365 capabilities
- Ability to convert documents to PDF/A
See Shareflex Document Control in action
Shareflex Document Control runs inside SharePoint Online, so your team works in a familiar Microsoft 365 environment. A few screens from the end-user manual:
Why SharePoint alone is not enough for document control
SharePoint is a great place to store documents, but on its own it is not a document control system. Versioning and permissions are there; the controlled process around them is not. Shareflex adds exactly that layer – ready to use, without building it yourself in Power Automate.
| Requirement | SharePoint on its own | With Shareflex Document Control |
|---|---|---|
| Version history | Yes | Yes, plus a readable revision change log |
| Automatic document numbering | No – custom development needed | Yes, per document type |
| Multi-stage review & approval workflow | Build it yourself in Power Automate | Standard, configurable per document type |
| Separation of draft and released (valid) documents | Manual, via folders or views | Built in – users only see valid versions |
| Periodic review / “valid until” monitoring | No | Yes, with automatic reminders and resubmission |
| Read confirmation of published documents | No | Yes, registered per user |
| Change requests on documents | No | Yes |
| Audit trail of approvals and decisions | Limited to file versions | Full history of versions, workflows and tasks |
| Archiving of withdrawn / invalid documents | Manual | Automatic, optionally as PDF/A |
| Process map and QM cockpit | No | Yes – navigate your quality manual by process |
Want the full story? Read Document Management vs Document Control: what’s the difference?
ISO 9001 document control: how Shareflex supports clause 7.5
ISO 9001:2015 clause 7.5 (documented information) describes what an organisation must do to create, update and control its documents and records. This is how Shareflex Document Control supports each requirement. The same controls also help with ISO 27001 and the document-control side of NIS2 risk management.
| ISO 9001 requirement (clause 7.5) | How Shareflex supports it |
|---|---|
| Identification and description – title, date, author, reference number (7.5.2) | Automatic document numbers and mandatory metadata per document type |
| Appropriate format (7.5.2) | Documents created from Office templates; optional conversion to PDF / PDF/A |
| Review and approval for suitability and adequacy (7.5.2) | Configurable multi-stage review and approval workflow |
| Available and suitable for use where and when needed (7.5.3.1) | QM cockpit, process map and full-text search show only the current valid version |
| Adequately protected (7.5.3.1) | Rule-based permissions, Microsoft 365 security, MFA and backup |
| Distribution, access, retrieval and use (7.5.3.2) | Notifications on publication and registered read confirmation |
| Control of changes – version control (7.5.3.2) | Change requests, revision numbers, version history and change log |
| Retention and disposition (7.5.3.2) | Periodic review dates, automatic archiving of withdrawn documents |
| Retained information protected from unintended alteration (7.5.3.2) | Released versions are locked; full audit trail of every workflow step |
Shareflex supports your ISO processes; certification itself is always granted by your certification body.
Who uses Shareflex Document Control?
Manufacturing & engineeringWork instructions, procedures, specifications and certificates under strict revision control.
Healthcare & life sciencesProtocols and quality documents that must always be current, approved and traceable.
Public sectorPolicies and procedures managed securely in the organisation’s own Microsoft 365 environment.
Finance & professional servicesControlled policies and compliance workflows – see our J-SOX workflow example.
Trusted by 300+ organisations. Shareflex is developed by Portal Systems AG and used by more than 300 organisations. Lialis customers include Mitsubishi Motors Europe, Sonoco – a packaging manufacturer with 20,000 employees in 33 countries, where Shareflex replaced 10 complex legacy IBM applications – and the Municipality of Opwijk.
“The Shareflex RichPoint Library app allowed us to replace several legacy apps. Additionally, Lialis built a custom Pricing Approval app for us using Shareflex.”Mitsubishi Motors Europe
Pricing
Shareflex Document Control is a SaaS solution that runs in your own Microsoft 365 tenant. Pricing is based on the solution type and the number of users – with no distinction between read-only and content-creating users – and the software is invoiced annually. Ask us for a quote, or try it first.
QMS Document Control SharePoint demo
This demo will give you a detailed introduction of SharePoint Document Control QMS, the solution for quality management / document control on the basis of Microsoft 365 and SharePoint. We show you the main features and give you a first impression of the software’s user-friendly interface. But it’s best to see for yourself!
QMS SharePoint – Important articles selected for you
Risk management, cybersecurity, document management, NIS2, how do these relate? Cybercrime worldwide and in the Netherlands. The NIS2 (Network and Information Security) directive aims to ensure cybersecurity
What is Shareflex QMS? Shareflex QMS (Quality Management System) is a SharePoint-based solution for managing controlled documents, processes, and workflows. It provides version control, metadata-driven document
End User Manual Document Control Link to the product page for Document Control Software SharePoint. Shareflex Quality Documents SharePoint is a pre-configured, ready-to-use Microsoft 365 SharePoint
Frequently asked questions
Is SharePoint on its own enough for ISO 9001 document control?
SharePoint offers storage, versioning and permissions, but not the controlled process ISO 9001 expects: document numbering, review and approval workflows, periodic review dates, read confirmation and an audit trail of decisions. You can build these yourself with Power Automate, or use Shareflex Document Control, which provides them ready to use on top of SharePoint Online.
Where are our quality documents stored?
All documents and data are stored in your own Microsoft 365 tenant, in SharePoint Online. Lialis does not store your documents elsewhere, and you keep all Microsoft 365 features such as backup, MFA, encryption and Purview.
What happens to our documents if we stop using Shareflex?
Your data stays in your own SharePoint environment and remains available to view and export. Only the creation of new controlled documents through Shareflex stops.
Which licences do we need?
You need Microsoft 365 with SharePoint Online, plus a Shareflex Document Control subscription. Microsoft 365 Copilot is optional and licensed separately from Microsoft.
Is the software available in English and Dutch?
Yes. Shareflex Document Control is ready to use in English and Dutch.
Can it be tailored to our quality processes?
Yes. Document types, metadata, workflows and forms are configurable, and Lialis can tailor the solution further to your specific requirements.
Does Shareflex help with NIS2 and ISO 27001?
Shareflex covers the document-control part: controlled policies and procedures, approvals, read confirmation and a full audit trail. Read more in our article on NIS2, risk management and document management.
