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Implemented with you

Up and running, one module at a time

Move your quality system over in stages. Start with your documents, and add CAPA, audits or risk management when you're ready, each set up for your organisation. We implement it with you, often remotely.

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Made and implemented by Solution Management, an authorised M‑Files reseller.

Three screens of VisualQMS: the company's process landscape with its strategic, core and supporting processes, the Governance Documents view with the published procedures, and a person's training record with the portal that spells out the steps
The All Training Records view in M-Files with a person's training record opened beside it: the record's details, the published document and the three numbered instructions in its portal
Your documents lead the way

Publish a procedure, and the right people read it

Authors open a procedure in Word straight from VisualQMS. Once it is approved, the approval date, approver and version number are written into it for them. When it is published and your training rules say who must read it, those people are asked to read and confirm it, and a portal beside their training record can spell out each step. If someone misses the deadline, their manager is told.

At a pace that suits you

Five steps from where you are today to VisualQMS

  1. Set it up around your organisation

    The modules come pre-configured, so we start from a working set-up. You tell us your departments, regions and roles, and who should review and approve your documents. The approval flow can be used as it comes, or we adjust it.

  2. Bring your documents over

    You pick what comes over, and when, and tidy up what needs it. Documents can keep their old numbers, and their details can be filled in from an Excel template. Large collections can be imported automatically. If you work to ISO 9001 or another standard, its requirements come in too, usually from a file, and your documents are tagged with the ones they meet.

  3. Your documents go live

    The approved procedures are published, and people find the current version in VisualQMS. Where your training rules say who must read a procedure, those people get a task to read and confirm it.

  4. Let the process maps grow

    For the process maps, a rough top level is enough to begin. Your process owners map their areas, typically in workshops with us, where your team learns the notation and the web tool. Detail follows while people use the maps.

  5. Add modules when you're ready

    CAPA, non conformances, internal audits or risk management can join at the start or later. Each is set up for your organisation and linked to what is already there.

Plan your first stage with us

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Your part and ours

Your people know the work. We set up the system.

Your part

  • Name your departments, regions and roles, and make sure each person's role and manager are known, from Entra or Active Directory or kept in VisualQMS.
  • Decide who approves your documents, and who must read which ones (your training rules).
  • Choose which documents come over; their owners tidy up any that need it.
  • For the process maps, give your process owners time for the workshops.
  • Choose where it runs: M‑Files Cloud, hosted, your own cloud or your own servers.

Our part

  • Deliver the licences: M‑Files, VisualQMS, and Elements.cloud for the process maps.
  • Set up the modules for your organisation, starting from modules that come pre-configured.
  • Set up the approval flow and the training rules with you.
  • Help bring your documents over with the migration tools.
  • Run the mapping workshops.
  • Tailor what needs tailoring.
  • Support you in your daily work after go-live.

Our help implementing it is on the same quote as the licences. What the quote covers

Still choosing a QMS, or already on M‑Files?

Talk to us either way. Our help while you choose a QMS is free of charge, and if you already use M‑Files and want a QMS, we'll talk it through with you. Write with your question, and we answer the same working day.

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Questions about implementation

How long does implementation take?
You set the pace. Controlled documents usually come first, so people are editing and approving in the new system early. The other modules follow at the start or later, or you set up the full system in one go. Every module comes pre-configured, so the work is fitting it to your organisation; a module is built from scratch only for something only you do. Four things decide how long it takes: which modules you start with; whether you include the process maps, and how far you take them; how many documents you move in before go-live, and how much tidying they need; and how much you want tailored. Book a demo, and we'll go through your scope with you.
Can we migrate our existing documents?
Yes. VisualQMS comes with tools for migrating existing documentation. You can reuse your existing document numbering and add metadata in bulk with Excel migration templates. Documents can be uploaded by hand, or imported automatically when there are many of them. Documents on file shares or in SharePoint Online can also be found from M‑Files where they are, and moved in later. In M‑Files Cloud, file shares are reached through M‑Files Ground Link. How people find the documents you haven't moved
Can we keep our own templates and processes?
Yes. Your templates go through review and approval like any controlled document, so only approved templates are used. Each new document records which template version it came from, and when it is next revised, VisualQMS checks whether a newer template is needed. The approval flow works as it comes, or we adjust it: extra steps, parallel or one-after-another reviews, and whether one approver is enough or all must sign.
How does it connect to Microsoft 365 and Entra?
Authorised people click edit, and the document opens in Word, Excel or PowerPoint without being downloaded and uploaded by hand. Once a document is approved, the approval date, approver and version number are filled in inside it. If your roles and employee details are kept in Entra, its groups and the details you choose are synchronised to VisualQMS. Training rules use them, so training follows people when they change role. Roles can also be kept in VisualQMS itself.
What do you need from our IT team?
Users, roles and managers can come from Entra or a local Active Directory, which also adds new users to VisualQMS automatically, or they can be kept in VisualQMS. VisualQMS runs in M‑Files Cloud, hosted, in your own cloud or on your own servers, and we implement it with you wherever it runs.
Who does the configuration work?
We do, with you. We set up the pre-configured modules for your organisation and tailor them where you need it. Your people name the departments and roles, decide who approves and who must read, and choose which documents come over. We often implement remotely, across time zones.
What happens after go-live?
We support you in your daily work. Inside VisualQMS, each document carries a next review date, for example 36 months after publication, and its review starts automatically as that date comes close.
Will it disrupt how we work today?
You can roll it out in stages. Start with the documents that matter most, and add detail and modules over time. For the process maps, a first version at a high level is enough.