Shareflex^® Quality Documents

Document Control with SharePoint and Microsoft 365

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

✯ Create, distribute and provide QM documents easily
✯ Integration of QM manual and process map
✯ Auditing and archiving

The user interface of Shareflex Quality Documents, the software for document control with SharePoint and Microsoft 365.

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.

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The Shareflex® Quality Documents home screen with cockpit, favourites and saved filters.

An interactive process map integrated into Shareflex Quality Documents.

The interface for editing a controlled QM document in Shareflex Quality Documents with document preview.

Editing mask for the workflow action ‘content check’ in a document file in Shareflex Quality Documents.

The search mask of Shareflex Quality Documents, the software for document control with SharePoint and Microsoft 365.

A QM dashboard with evaluations and reports on the status of controlled documents in Shareflex Quality Documents, the software for document control with SharePoint and Microsoft 365.

‘It is now clear that documents are only stored in one place in SharePoint, and this is managed by the Portal Systems tool. It is absolutely clear what is up-to-date, we can distribute links and end up in exactly the right document, and that has already helped us a lot.’

Richard PircherHead of Corporate Development at Getzner Textil AG

Read Customer Success Story "Getzner"

‘We had a very informative discussion with a reference customer of Portal Systems and, after a test installation, decided to introduce ‘Shareflex Quality Documents’ at NEUMAN and ESSER. A project framework was defined, and the system was gradually set up in weekly meetings.’

Thomas KlokeHead of IT at NEUMAN and ESSER

Read Customer Success Story ’NEUMAN & ESSER’

QM Cockpit Create documents Process Map Workflows Notifi-cations Permissions Audit trail Office Integration Analysis & Reporting Archiving

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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

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Document creation

✓ Simple document creation based on templates
✓ Multilingual document management
✓ Use of existing document templates
✓ Automatic generation of document numbers

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Process Map

✓ Dynamic navigation in processes and documents via graphical process map
✓ Review and approval of processes also via approval workflow

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Workflows

✓ Standards-compliant document control
✓ Multi-stage and configurable approval process
✓ Recorded acknowledgement of published documents
✓ Expiry date monitoring, including document resubmission
✓ Change requests for documents
✓ Automatic cumulative email notifications
✓ Absence management
✓ Proxy rules
✓ Training workflow

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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

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Permissions

✓ Individual permissions configurable via rules engine
✓ Subsequent updates of existing documents with admin functions
✓ Easy display of permissions

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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

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Office Integration

Automated transfer of metadata to documents in the following formats:

✓ Microsoft Word
✓ Microsoft Excel

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Analysis & Reporting

✓ Flexible reports on all metadata
✓ Excel export
✓ Graphical reports with Power BI

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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

Download Product Guide "Shareflex Quality Documents"

These and many other companies already manage and control their documents with Shareflex^® Quality Documents

Discover Shareflex Quality Documents now

Would you like to experience Shareflex Quality Documents first hand? Book your personal live demo now! Our Shareflex experts will tell you everything you need to know about contract management with SharePoint and Microsoft 365. In about 60 minutes, individually and directly demonstrated on a live system by our Shareflex experts.

Book free Live Demo "Shareflex Quality Documents" now!