Documents & forms

Shows the controlled quality documents. Everyone sees the valid editions and acknowledges reading; authorised people submit drafts for review, review, approve with a valid-from date, or withdraw. Versions with control workflow, read status and use in processes are visible in the document.

Creates a controlled document as a draft and maintains content and master data: type, number, owner, periodic review, process, distribution (everyone, companies, departments, job titles, people), read requirement and standard clauses.

Import: pasted text or a text file is classified into clauses with your own short titles and clause numbers, each clause with a maturity level from 0 to 4 and a justification, plus a list of gaps. Interview: guided questions per document type; the answers produce a document draft. Both can be adopted as a new document with the status Draft.

Creates a variant of a main document for a site or company (a separate draft document with the content of the valid edition). The main document lists its variants; the variant shows a notice as soon as the main document has a newer approval. With “Distribution only”, only people in the distribution, those responsible and managers see the document (list, view, API).

Reads the valid edition of a document aloud with the browser’s speech output, in the language of the user interface.

For a controlled document, explains what is new, removed or different in the displayed version compared with the previous one – briefly summarised by the AI, with the differences calculated by KMU | base itself. Helpful before confirming that you have read it; “Comprehension questions with AI” › “Generate questions” creates matching questions.

A document can require a quiz (comprehension check) and training before it takes effect. The quiz then appears before “Read”; the read acknowledgement is only possible once the quiz is passed and the training completed. On approval, the people on the distribution list are registered for the e-learning training.

Generates questions with answer options from the displayed edition of a document. Questions, answers and the pass mark can be checked and changed; “Set as comprehension check” saves the quiz and requires it before the read acknowledgement from then on.

Fill in active QMS forms (e.g. equipment check, control sheet). Depending on the answers, they automatically trigger a report, an action or an email. Entries remain stored as evidence.

Designs a form with fields (text, number, date, selection, multiple selection, Yes/No) and actions that, on submission, trigger a report, action or email depending on the answer.

From a description, the AI suggests the fields of a form (text, number, date, selection, yes/no). The suggestion is checked against the form rules and opens the form designer prefilled; saving only happens there.

Planned changes to the management system, with reason, effects, resources and affected processes and documents, go through review and approval; implementation actions follow.

Records a change request as a draft with description, reason, effects, resources, affected processes and documents, and planned date.

Collects knowledge as pages with categories and versions. New pages are drafts, go through “Submit for review” and are then approved; glossary terms in the text show their definition on hover. Pages can be commented on and given reactions. Knowledge articles from closed reports show where they came from.

Lists terms with definition and synonyms, searchable and exportable as CSV. The terms are automatically highlighted and explained in the wiki, in the valid edition of documents and in process descriptions.

Work list of translations of document editions, processes and wiki pages in German, French, Italian and English. Flow: open, in progress, under review, approved; only a person other than the translator may approve. If the source has a newer edition, the translation becomes “outdated”. Anyone reading a document sees the approved translation in their language with a notice and can show the original.