A complete QMS, visual and under control
VisualQMS covers all of your quality work: procedures, training and standards, and every complaint, deviation, CAPA and audit, each linked to what it concerns and routed to the person responsible. Your process maps show how the work is done, with the approved procedure behind every activity.
Made and implemented by Solution Management, an authorised M‑Files reseller.
- Approved before use
- Start small, add modules later
- Cloud or your own servers
Runs on M‑Files, with process maps from Elements.cloud, and works with Microsoft 365
What you open when the auditor asks
VisualQMS is a complete quality management system on M‑Files. It is visual, so people find their way by seeing it: their own activity on the process map, a board of who has what, a standard clause by clause. And it is under control, so the auditor can rely on it: every procedure is approved before it is published, every version is kept, and every complaint, deviation, CAPA and audit is linked to what it concerns.
| Feature | VisualQMS | Folders, inboxes and spreadsheets |
|---|---|---|
| Which version is current? | The published version, opened from a list, a search or the activity on the process map | The copy in the shared folder, or the one someone e-mailed |
| What came of that complaint? | The complaint, linked to its non conformance, its CAPA and the procedure that was changed | An e-mail thread and a line in the CAPA log |
| Who has read the new procedure? | Training records created by your rule, with reminders and escalation to the manager | A spreadsheet someone remembers to update |
| Where is the evidence for this clause? | The requirement, with the documents, process activities and audits behind it listed | A day of digging before the visit |
| Which CAPAs are running late? | A board can show each CAPA's step, who carries it out and the deadline | Ask around |
What each person sees in VisualQMS
Each person works from views made for their role, and anyone can make their own to see things their way.
The procedure opens from the activity on the map
Your processes are drawn as maps, from the whole company down to a single job. Each activity shows who does it and opens its approved procedure, notes and videos, and a tag marks where a standard such as ISO 9001 applies. When a new version is published, the activity opens it from then on.
See who has each CAPA and when it is due
A board can show every CAPA in the step it has reached, with the person carrying it out and the deadline. That person gets reminders, and a CAPA that runs late is escalated. The same views work for change requests, recorded issues and the year's audits.
See whose training is still to do
A manager's overview can show the department's training at a glance: how many records are overdue, how the records split by state, who is in the department, and the overdue records with the document and the person each is for. Training is assigned by role, department, country or any other detail about the employee, and again when a new version is published, where the rule says so.
Read it, confirm it, and get back to work
Someone who opens VisualQMS a few times a year gets a portal beside their training record that spells out what to do, with the document one button away, and the record shows which version they confirmed.
Go through the standard clause by clause
Procedures and process activities are tagged with the requirements they relate to, so evidence is found by walking through the standard. Each requirement of your standard lists the documents, process activities and audits that answer it. You can work to several standards at once.
A complaint followed through to the changed procedure
A customer complains about a delivery. Here is how a case like that runs through VisualQMS.
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Recorded where it happened
Customer service
The complaint is registered against the activity on the process map and the procedure it concerns, and goes to the person responsible in quality.
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Investigated, with an owner
Quality manager
A non conformance is opened and linked to the complaint. Its CAPA names who approves it, who carries it out and by when. Reminders go out, and a late CAPA is escalated.
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The procedure changed, under control
Process owner
The author opens the procedure in Word straight from VisualQMS. Where your rules require it, a change request is approved first. The new version is reviewed and approved before it is published.
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Everyone works from the new version
The whole team
People see only the published version, the activity on the process map opens the new one from then on, and the people your training rule names read it and confirm.
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Easy to trace a year later
The auditor
A year later the complaint still shows its non conformance, its CAPA, the changed procedure and who confirmed they read it, each with a person and a date.
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One change, made once
The complaint, the CAPA, the procedure and the training records stay linked, so the answer to "what came of it" is one click away.
Approved before anyone works from it
Authors open a procedure in Word, Excel or PowerPoint straight from VisualQMS, and the approval details are filled into the document. Each version is reviewed and approved before it is published, and documents are found by what they are, not where they are stored.
Start with your documents and add modules as you go
You don't have to use every module from day one. This is the usual order.
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Step 1: Documents first
Your existing procedures come over with their document numbers, and their details are filled in from Excel templates. Review and approval start working on them straight away, and training follows the rules you set.
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Step 2: Then the process maps
Draw the processes at a rough level first and add detail as you use them. We run the mapping workshops with you.
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Step 3: Add the modules you need
CAPA, complaints, non conformances, deviations, audits, change requests or risk, at the start or later. Each is pre-configured, set up for your organisation during implementation, and linked to what is already there.
A module for each kind of quality case
Each module runs its cases through its workflow, sends each task to the person responsible with reminders, and links the case to the procedure, the audit or the risk it concerns. See all modules →
Internal Audit Management
Know where every audit stands, with reminders for the people involved and observations tied to CAPA.
See the moduleIssue Management
Record an issue or a customer complaint, decide how each kind is handled, and keep it tied to the CAPA it leads to.
See the moduleCAPA Management
Corrective and preventive actions with a person responsible and a deadline, linked to the finding that started them.
See the moduleTraining Management
See who has read the new procedure. Assign training by role, department or any other employee detail, and the manager hears when it is overdue.
See the moduleChange Management
Change requests that say what changes and why, approved before a controlled document is edited.
See the moduleDeviation Management
Deviations handled the same way each time, and linked to CAPA.
See the moduleNon Conformance Management
Non conformances recorded in their own module, taken from registration to review and approval, and linked to the CAPAs that fix them.
See the moduleRisk Management
Risk assessments that follow your own method and stay linked to the CAPAs, changes and documents they concern.
See the module
AI that answers from your records
The AI assistant sits inside M‑Files, next to the record you have open, and answers from that record, the view you are in or the whole system. It works from what M‑Files knows about each record: its type, its workflow state, the people on it and its links. Every search, read and count runs as the person asking, so it reads only what they may see.
- Trace a case — Ask which CAPAs are linked to a non conformance, and what each one fixes.
- Count and chart — Count CAPAs or complaints by stage and show them as a chart.
- Changes only with your approval — Once an administrator switches changes on, it changes a record only after a person approves the preview.
- Where it runs — You choose: Scaleway, a European provider hosted in the EU, OpenAI, Azure AI Foundry, or a model on your own servers. With M‑Files on your servers too, your data then never leaves the company.
Works with Office, Teams, e-signing and your ERP
VisualQMS runs on M‑Files, which Gartner and Forrester recognise. Documents open from Office and Teams, e-mails are filed from Outlook, and signatures come back from your own DocuSign or Adobe Acrobat Sign subscription. Customers, products and suppliers come from your ERP or CRM, so nobody keeps them twice: M‑Files integrates with Microsoft Dynamics 365, SAP and Salesforce, and any system with an SQL database behind it can be connected.
DocuSign and Adobe Acrobat Sign
With your own subscription, send a document for signature, and the signed version comes back into M‑Files.
Co-authoring in OneDrive
Several people write in the same draft, and it returns to M‑Files as a new version.
Microsoft Entra
Training follows people when they change role.
ERP and CRM
Customers, products and suppliers from the system that already holds them.
Word, Excel and PowerPoint
Edit in Office, and the approval details are filled in for you.
Teams and Outlook
Open controlled documents from Teams, and file e-mails from Outlook into M‑Files.
Set up by the people who make it
Solution Management, in Copenhagen, makes VisualQMS and has implemented business process management solutions for more than ten years. One quote covers the software, and the same people implement VisualQMS with you, often remotely, and support you in daily use. It runs in M‑Files Cloud or on your own servers, and we have delivered it in automotive, life sciences and manufacturing.
- How long it takes — It depends on the modules you start with, whether you include the maps, and how many documents you bring over.
