Document Control with SharePoint and Microsoft 365

Shareflex Quality Documents helps you organise and control your Quality Management documents.

Flexible, secure and transparent.

Shareflex^® Quality Documents – Full flexibility in the quality management process

Shareflex Quality Documents 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 Integrated Management System (IMS). So you can easily integrate your quality manual and process map and generate guided documents with workflow support. The integration of a complaint management system that is already in place in your company is also possible without any problems.

See for yourself

Introduction and overview

This product video (German version only) starts with a general overview of Shareflex Quality Documents, the solution for document control based on 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:

Watch Product Video "Shareflex Quality Documents" (German version)

A small selection of our customers

A large number of leading companies are embarking on their digital journey with Shareflex Solutions from Portal Systems. These companies (and many more) already rely on digital document control with Shareflex Quality Documents and Microsoft 365:

Free Online Demo

Would you like to learn more about Shareflex Quality Documents? Then book your personal Live Demo right now! The presentation will tell you everything you need to know about document control with Microsoft SharePoint and Shareflex. In about 60 minutes, individually and directly demonstrated on a live system by our Shareflex experts.

Book Live Demo

Key features and functions at a glance

QM Cockpit

➀ Quick and clear access to relevant information from the QM portal

➁ Tree diagrams for processes, organisational charts, etc.

➂ Integration of process maps

➃ Personalised favourites and filters

➄ Access to central documents

➅ The most recent publications of documents

Document creation

➀ Easy document creation based on templates

➁ Make use of existing document templates

➂ Automatic document number generation

Office Integration

Automated transfer of metadata to documents in the following formats:

➀ Microsoft Word

➁ Microsoft Excel

Workflows

➀ Standards-compliant document control

➁ Multi-level and configurable approval process

➂ Recorded notice of published documents

➃ Monitoring of validity period, including resubmission of documents

➄ Automatic cumulative email notifications

➅ Substitution rules

➆ Amendments to documents

Permissions

➀ Individual permissions configurable using ruleset

➁ Subsequent updating of existing documents with administrative functions

➂ A simple way to view permissions

Notifications

➀ Daily, cumulative email notifications on release tasks, published documents, change requests, invalid documents etc.

➁ Reminder function for outstanding release tasks at a definable interval

➂ Confirmation of published documents with read receipt

➃ Customisable and extensible email templates

➄ Freely definable intervals for sending emails

Document administration and audit trail

➀ Mapping of the complete document lifecycle

➁ Complete history of all the versions, workflows, tasks, etc. associated with a document

➂ History of changes to a document

➃ Stable link to managed documents

➄ Use of master data that is easy to customise for the classification of documents

➅ Reorganisation of documents with admin jobs possible, e.g. in the event of a change of department name

Archiving

➀ Full archiving

– of all document versions

– including the test and release information

– of the workflow information

– of invalid and withdrawn documents

➁ Secure long-term storage with Microsoft 365 features

➂ Ability to convert documents to PDF/A

Process Map

➀ Dynamic navigation of processes and documents through a graphical process map

➁ Review and approval of processes, including approval workflow

Reporting

➀ Flexible reporting on all metadata

➁ Excel export

➂ Graphical reporting with Power BI

The user interface of Shareflex^® Quality Documents

Get a first impression of Shareflex Quality Documents’ user-friendly interface. It can quickly become very complex and confusing to manage and control QM documents. That is why we provide users with an interface that is as intuitive and clear as possible for their daily work. Because user acceptance is the key to successful software adoption. And that applies to document management as much as it does to any other business application.