QualityRuns in Microsoft TeamsAvailablePower QMS
No more dead QM handbooks – QMS software right inside Microsoft Teams
ISO 9001 quality management natively in Microsoft Teams – with numerous AI features, process map and analytics.
All Features
… and much more. We continuously extend the app with new features.
Document control & approvals
23 featuresFrom creation through review and approval to revision-safe storage – including versions, relations and publishing.
Document control
Document list with filters by process, status, owner and document type, sortable columns, status badges (draft, review, approval, released, archived) and a properties sheet with validity, revision cycle and distribution.
In-app document preview
PDF preview with page navigation and zoom, embedded Office preview plus download or open directly in SharePoint – without leaving the Teams app.
Version history & audit trail
All major and minor versions with author, timestamp and comment; individual versions can be compared or restored.
Document relations
Link documents to each other – as basis for, depends on, replaces, references or applies together with. The inverse direction is calculated automatically, published documents show relations read-only, and linked documents can be opened directly.
Topic folders
Group documents and processes across process boundaries in shared topic folders – using manual selection or dynamic filters by document type, site, owner and title. Matching published documents are included automatically; open the document preview with the current published version or the linked process directly from the folder. Users with editing permission manage the folders centrally.
Release process & workflows
Multi-stage, configurable approvals for documents and processes with rejection including a mandatory comment, traceable status and custom mail templates per workflow step.
Bulk document upload
Upload multiple files into a process at once – with document type and publication format preset, sequential processing, progress indicator and a per-file result log. Ideal for migrating existing QM documents.
Full-text search across document content
Command search in the header plus a content search that queries indexed file content in SharePoint via Microsoft Graph – complemented by filters for type, department, site and status.
Translated document copies
Create translated copies of a draft in German, English, French or Italian with one click – as separate, versioned documents within the same process.
Stamping, number ranges & metadata
Branding and release stamps on documents, custom number ranges for document numbers plus a metadata crosscheck including schema diagnostics.
Manage links & references
Besides files, links to external content (e.g. intranet pages, forms, third-party systems) can be assigned to a process and managed like documents.
Your own document templates (Word & PowerPoint)
A dedicated “Templates” settings area stores docx and pptx templates in the SharePoint library “QMS Vorlagen”, defines a default template per usage and hands it to the AI document generator – so new documents always follow your corporate design.
Favourites & focus mode
Mark important documents and drafts as favourites and open them straight from a tile or filter; when a Teams notification opens the app, focus mode shows only the linked item – without navigation and banners.
Visio, Office and PDF publishing
Word, Excel, PowerPoint, Visio and PDF files are converted server-side into the selected publication format and stamped when released – Visio drawings included; password-protected PDFs are detected and rejected at upload.
Approval history with comments
Trace exactly who reviewed, approved or rejected when – with start comment, reasons and the step currently open.
Lock check before publishing
If a file is still open in Word, Excel or PowerPoint, Power QMS shows who is locking it and can publish automatically as soon as it is free.
Cancel publication
A running approval can be stopped from the three-dot menu: open tasks are removed and the document returns to draft.
Publishing as a locked major version
Approved documents are moved to the published library with header, footer and stamp and locked as a major version (e.g. 2.0); inactive documents get an “INACTIVE” watermark.
Responsible people at a glance
An info icon in “Approval & distribution” shows owner, reviewers and approver matching the number of workflow stages.
Bulk download
Download several selected documents as original files in one step.
Move documents between processes
Administrators reassign a document to another process in a few clicks. Any running approval is cancelled cleanly, the full version history is kept and the published version is only removed once the move has succeeded – so nothing gets lost.
Controlled document deletion
Administrators delete a document completely in one step: draft, published version including all versions and open tasks are removed together, with read-protection permissions lifted beforehand.
Emergency & offline package
Bundle all published documents into a ZIP at the push of a button – with folders by process, an offline overview page and an export log, in case SharePoint or Teams is ever unavailable.
Process management & BPMN
6 featuresProcess map, visual designer and BPMN exchange with other tools.
Process map & views
Management, core, support and regulatory processes in multiple views (map, list, status table); the main levels of the map are freely configurable.
Per-process permissions
Assign read and edit rights per process and allocate them to people or groups via the people picker.
Process templates & CSV import
Choose ready-made process templates (e.g. following the ISO structure) or import entire process maps via CSV – with a downloadable template, per-row validation, automatic numbering and assignment of process type, status and workflow.
Visual process designer (with and without AI)
Model processes directly on a BPMN canvas: add, connect, rename, retype or delete elements via drag and drop, zoom and work in full screen – every change is saved automatically. The designer works entirely without AI starting from a blank diagram; optionally the AI wizard proposes a diagram from a description that you then refine in the designer. Process steps can be linked to published QMS documents, and the export as image, PDF or BPMN uses the same model.
BPMN process import from other tools
Take over existing process models as a BPMN 2.0 file – for example from Bizagi Modeler, Camunda, Signavio or Visio. On import the file is cleaned up and rewritten to the standard so the diagram opens directly in the process designer, where it can be refined, linked to documents and exported again as image, PDF or BPMN. The file name is suggested as the process name.
Clickable links & exports in the process designer
Link process elements to documents, other processes or web addresses via right-click; export as PDF, Word, PowerPoint, SVG or PNG with space reserved for the stamp.
AI & smart assistants
13 featuresOptional AI features that take over routine work – each can be switched on and off any time.
AI version comparison
Select two versions and have the content changes summarised automatically – the result serves as a review aid and can be reused.
AI process wizard & BPMN flowcharts
Optionally the AI wizard turns a description into a BPMN flow model with lanes and start, task, decision, sub-process and end nodes; the result is refined in the visual process designer and rendered as a flowchart with responsibilities and linked documents.
AI report generator
Template-based QMS reports written by AI as a management summary including recommended actions, ready for print and export.
AI document summary
At the click of a button the AI summarises a document into key statements, responsibilities and review points – in the interface language (DE/EN/FR/IT) and right in the document view.
AI compliance check
Checks a document draft like an ISO 9001 auditor: the AI reads the content, matches it against the existing document and process catalogue and returns an overall assessment, impacted documents and processes (with reasoning and confidence), improvement suggestions and gaps – e.g. missing responsibilities, review intervals, referenced documents or approval details. Every finding is rated high/medium/low and can be exported as a PDF.
AI assistant
Chat assistant in the header answering questions about documents, processes and tasks based on your own data – including sources and deep links to the content (e.g. “Which documents expire in the next 90 days?”).
AI control & data protection
All AI features can be enabled or disabled centrally or individually. Processing happens server-side and only the data of the respective call is transmitted – no permanent storage and no training on your data; a data protection notice must be confirmed before activation.
AI gap analysis against standards
Upload a standard document – the AI extracts its requirements into a norm catalogue and then matches your documents and processes clause by clause. The result is a coverage matrix with fulfilment level, supporting documents and open gaps; analyses are stored and can be repeated.
AI document generator
Upload an existing template, describe the content in free text – the AI creates a new document in your familiar structure as Word or PDF and files it straight into the selected process as a draft.
Transparent, testable AI provider
Settings show which AI provider processes the data, in which region and under which agreement – including a connection test and the option to switch AI off entirely.
Saved AI definitions for processes & documents
Process and document descriptions are stored as reusable definitions: adjust them any time, regenerate the flowchart and file the results as PPTX, Word or PDF directly in the selected process – including language, diagram type (swimlanes) and last generation timestamp.
Norm catalogue from your own standards
Upload standards as PDF or Word: the AI extracts the clause structure and only that structure is stored – not the licensed standard text. Stored norms are then available for repeatable gap analyses with a selectable process scope and optional inclusion of drafts.
AI quota in the licence tab
The fair-use allowance (500 weighted AI actions per user per year as a company pool) is always visible; additional quotas can be added.
Employees & evidence
10 featuresTasks, read confirmations, forms and QR access at the workplace – so the QMS reaches everyday work.
Tasks & read receipts
Reviews, approvals and read receipts with due dates and detail view; recipients are managed through reusable distribution groups. Inside the read receipt the AI can show a short “What's new?” summary with two to three bullet points on the changes in the new version – so employees confirm in seconds without comparing the whole document.
Feedback & improvement suggestions
Employees report remarks directly on a document; the feedback overview bundles all entries with status, recipient and reply – so practical feedback is handled traceably.
Notifications & reminders
Tenant-wide channels for in-app, Teams and mail notifications including a custom sender address, configurable lead time for due reviews, automatic task reminders and test sending.
QR code in the document footer
On release a QR code is stamped into the document footer: scan it – for example with a phone on the shop floor – and the currently valid version of the document opens straight away in the preview.
QR poster for the workplace
Turn any released document or form into a printable, laminatable A4 sign at the click of a button – with logo, title, document number, version and a large QR code. The code always points to the currently valid version – ideal for machines, workstations and shop-floor walls.
Deputies during absences
Record absences with a period and a deputy. Open and new tasks such as approvals, reviews and read confirmations are automatically routed to the deputy during that time – nothing gets stuck, and everything stays traceable.
Read confirmation reports & manual requests
See per document and version who has confirmed and who is still pending – filterable and exportable as evidence for your audit. Read confirmations can also be requested manually at any time, e.g. for new employees, individual people or entire distribution groups.
Form designer (with and without AI)
Create custom input and review forms without code: configure fields, sections, required information, help text and status logic in the designer and assign the form directly to a process or document. The designer works manually from a blank form; optionally AI proposes suitable fields, validation rules and structure from a description for you to refine.
Automatic review tasks
Based on the review interval, a task is created automatically for the document owner ahead of the next review.
Personal notification settings
Each person decides per event (task assigned, approved, rejected …) whether to receive Teams or email notices.
Analytics & reports
8 featuresKey figures, clickable charts and ready-made report templates for audits and management review.
Dashboard & tiles
Configurable tiles for my open tasks, documents in review and approval, overdue reviews, open read receipts, newly released documents and processes in progress – each tile jumps straight into the filtered list.
Analytics
Key figures for released, in-review, draft and rejected documents plus charts on documents by status and type, pending approvals per owner, top processes, approvals over time and document age structure.
Report templates with your own focus
Reusable report templates with a freely worded question and selectable scope (documents, drafts, processes, tasks, statistics) – e.g. management review, audit preparation or open-task lists, exportable as PDF.
Clickable analytics
Every key figure and chart segment is linked: clicking “in review”, a process or an age bucket opens the filtered document or task list directly.
Configurable dashboard tiles
Administrators compose the start page themselves: create tiles, define metric, icon, colour, target view and order, show them per role and translate the labels.
Excel export of lists
Document, process and task lists as well as analytics can be exported as CSV – Excel-ready for audit evidence and further processing.
RACI responsibility matrix
Automatically builds a RACI matrix from processes and published documents (process owner, approver, reviewer, distribution group) – filterable and exportable as CSV.
Sortable tables with hit count
All columns can be sorted with one click; filters show the number of hits.
Platform, security & administration
17 featuresMicrosoft Teams, your own SharePoint, roles and settings – operated in your own tenant.
Microsoft Teams integration
Use as a Teams tab with single sign-on, deep links to documents and tasks plus notifications – the app automatically detects whether it runs in Teams or in a browser.
Multilingual with AI translation
Interface in German, English, French and Italian; process names and custom text snippets are translatable – optionally with AI translation suggestions.
News, profile & help
News page, personal profile with language and sign-in status plus a help area with quickstart and FAQ on setup, roles, workflow, publishing, reminders, translation, search and trial.
SharePoint governance & inherited columns
Inherited columns of the document libraries are monitored; locked fields in the upload form, schema diagnostics, error log and capacity overview keep operations clean.
Users, roles & licences
Role-based permissions, user management and licence or seat management including trial phase directly in the app.
Own SharePoint & guided setup
All data resides in SharePoint lists of your own tenant; connection, structure, seed data and notifications are set up step by step in the app's onboarding.
Teams channel tabs with process deep link
When adding the app as a Teams channel tab you can additionally pick a specific process (with search), the sub-view (overview or drafts) and the tab name – the tab then opens that process directly, expands the process tree and scrolls to it.
Configuration backup & restore
The entire configuration (process structure, workflows, tiles, translations, settings) can be exported to a file and re-imported – additively or replacing, ideal for test and production environments.
Role matrix & area access
Per role you control which areas (dashboard, documents, processes, tasks, analytics, reports, gap analysis, settings) are visible and who may create, edit or only read.
Guided setup with progress
Setup runs in small, completable steps with a progress bar; the status is stored per tenant and site and restored after a reload – lists and columns are created automatically.
Configurable list columns & required fields
Define per view which columns appear in which order, and control per field whether it is mandatory at draft stage or only for release.
Manage and import multilingual master data
Maintain choice values such as document types, departments or sites centrally, translate them into DE/EN/FR/IT and import them from SharePoint – including a sync of the related choice columns.
Flexible process structure for multiple standards
Pick your standards with a click – ISO 9001, 14001, 45001, ISO/IEC 27001, ISO/IEC 42001 and more. Thanks to the ISO Harmonized Structure (clauses 4–10), context, leadership, risks & opportunities, objectives, audits and management review are maintained once and mapped to every selected standard – integrated or per standard.
Document import wizard for migrations
Read in entire folder structures, assign them to processes and document types and transfer them to SharePoint – either as drafts with approval workflow or as immediately valid legacy documents keeping their version. Includes name clean-up, duplicate rule, removal of old headers/footers and a CSV log.
Customisable workflow emails
Workflow notification texts can be customised with placeholders (e.g. document title, process) and checked in a preview.
System status with traffic lights
Connection, licence, AI quota, errors of the last 24 hours and storage level at a glance.
Clean-up & diagnostic tools for admins
Find duplicate and orphaned tasks, cross-check metadata, audit columns and remove obsolete processes in a controlled way.
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