Document Control (QMS) for SharePoint M365

Organise and control your Quality Management documents.

  • Ready to use professional QMS solution.
  • Supports ISO 9001 / 27001 standards.
  • Auditing and archiving.

QMS / Document Control SharePoint – Full flexibility in the quality management process

Our Documents 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.

Benefits of QMS Software on SharePoint

The main benefits of Lialis QMS Software on SharePoint Online and M365:
  • All your QMS data is securely stored in your own M365 tenant in the M365 cloud.
  • Full integration with MS Office (Word/Outlook) without storing files on local PCs or network drives.
  • All M365 features are available, such as backup, MFA, document encryption—everything from the Microsoft cloud.
  • Copilot AI can be optionally purchased from Microsoft for €330 per user per year.
  • Single sign-on for MS Office, Outlook, and the SharePoint QMS Software.
  • Complete version history of all data, including viewing, restoring, and downloading old versions.
  • If you terminate the SaaS contract with Lialis, all your data remains available on your SharePoint and can still be viewed and exported. However, you will not be able to create QMS documents.

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

  • Advanced Security: Your data is protected with the latest security measures from Microsoft.
  • Full Control: You have complete control over your own data and who has access.
  • Local Storage is a Thing of the Past: Storing files on your PC is a thing of the past.

Integration

  • Seamless Integration: Perfect integration with Microsoft Word and other M365 applications for a smooth workflow.
  • Easy Access: Work anywhere and anytime using just a browser, with no additional software installations.
  • Support for Many M365 Features: All M365 features you wish to utilize are automatically supported, including Syntex, backup, Purview, Copilot, Power BI, MFA, Entra ID, and more.

Backup

Automatic Backups: Your data is automatically backed up by Microsoft, so no more worries about data loss.

Compliance

  • Compliance: Meets the highest standards for privacy and compliance, allowing you to work with confidence.

Audit Trail

  • Complete Insight: Full visibility into all changes to cases and documents, ensuring transparency and accountability.

Scalability

  • Scalability: Easily adapts to your growing needs without complex infrastructure.

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

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

Microsoft Copilot Shareflex – Chatbot All Shareflex ECM solutions include a document preview pane located on the right side of the screen, as illustrated in the

Introduction Link to the product page for Document Control Software SharePoint. Shareflex Quality Documents SharePoint is a pre-configured, ready-to-use Microsoft 365 SharePoint Online Quality Document Management

Purpose of Shareflex Shareflex is a platform created by Portal Systems  that enhances Microsoft 365 and SharePoint Online with the ability to deliver business solutions with

Shareflex Outlook

Shareflex Outlook Shareflex Outlook is a powerful Outlook add-in designed to enhance your Microsoft Outlook experience by seamlessly integrating with Shareflex’s Enterprise Content Management (ECM) solutions.

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Any questions? I will be happy to answer them personally!