Main problem
Version chaos right before the audit
The question is not whether a file exists somewhere. The question is whether everyone has the same valid version at the decisive moment and can prove the approval.
qmBase Document Management
Do more than control documents - make relationships visible
qmBase brings calm to document control: current versions, clear approvals, visible ownership and a QM system that holds together in the audit.
Daily challenge
Uncertainty starts long before the audit begins
Document management rarely fails because documents are missing. It fails because people are not fully sure which version is valid, who approved it and whether the change actually reached the right people.
Approvals disappear into emails
Later, nobody is completely sure what was actually decided.
Nobody knows who is affected by a change
Changes create follow-up questions instead of clarity.
How the app works
One interface for documents, status and evidence
The product view is the central explanation: searching, structuring, editing, approving and tracing happen where the document is embedded in the QM system.
Find
Find documents faster
Find documents faster instead of searching folders.
Structure
Work with tags and status
Structure remains visible even when documents are connected.
Revise
Prepare changes in a controlled way
New versions emerge inside the workflow.
Approve
Document approvals
Responsibility and decisions remain visible.
Prove
Keep changes traceable
History and audit trail are created along the way.
Connect
Link documents with audits and actions
Documents remain part of the QM system.
Not just a document, part of a system
Documents are not isolated information
Documents exist in the context of the company and provide context for further information. In qmBase, a document is not just a file in a folder. It is always connected with related information.
Relationships stay traceable
Customer context, product, risk, audit and training remain visible on the document instead of being collected shortly before the audit.
Information appears where it matters
Teams find documents through the context they actually work in.
Document
Specification
Customer
Product
Risk
Evidence provided
Audit
Mandatory training
Training
qmBase Story 09
On the drives
"The current version is somewhere on the drive."
"Which drive?"
"That is exactly the question."
Less folder searching. More clarity.
Structure instead of folders
Organize documents instead of filing them away
qmBase organizes different document types in one place and makes them easy to find again through their professional context.
Order across different document types
Text, BPMN, Word, Markdown and PDF organized centrally.
Work with your own templates
Custom templates create consistent documentation.
Find documents instead of searching
Content-based classification makes documents visible where teams look for them.
Document structure
Central document view
Filtered and structured the way you need it.
Tags connect content
Tags connect documents with departments, ISO clauses and more.
Process map as orientation
This entry point helps everyone find what they need.
Approval and versioning
When documents change
Changes must not disappear into email inboxes. qmBase guides the new version into a controlled, valid instruction and ensures that the right people work with it.
Controlled and binding
Clear ownership and approvals turn a change into a valid instruction.
Reach the right people
After publication, affected people are informed automatically and work with the valid version.
Status change
A draft becomes a binding instruction
Draftvalid
1
Prepare change
Incoming goods inspection plan
Status
DraftOwner
M. Schneider
Changed on
May 2, 2024, 09:12
2
Approve and publish
Approved by
A. Vogt - May 2, 2024 T. Becker - May 2, 2024
Published on
May 2, 2024, 10:28
New versionVersion 2.1.0 is now valid
3
Inform affected people
Read confirmations
Published on
May 2, 2024, 10:28
Notified
automatically
Acknowledged
22 / 24
Evidence instead of assumptions
What remains traceable later
In an audit, it is not enough that a document exists. What matters is whether you can see which instruction was valid, who made the decision and which evidence emerged from the working process.
What changed remains visible
The version comparison shows which content was added, removed or adjusted between two versions.
Audit questions can be answered
Which version was valid, what changed and which steps were documented: the answer stays with the document.
Traceability
History of the process description
Content
↕
99
10103\. Process steps
11-1. **Requirements analysis:** Clarify customer needs, check feasibility and record required quantities/services.
11+1. **Requirements analysis:** Clarify customer needs, check available budget, check feasibility and required quantities/services.
12122. **Calculation:** Determine unit prices, quantities and total under current cost rates.
13133. **Document creation:** Create the offer with all mandatory information.
Version comparison: changes remain visible line by line.
Confident in the audit
“qmBase has made our quality management much more efficient and transparent. Central document management makes audit preparation and execution significantly easier.”
Elena Herzenberg-Ulrich
Management·Elemaster Germany GmbH
Bring calm to your document control
See in a demo how qmBase turns documents, approvals, changes and evidence into a clearly connected QM system.