The document control software for your QM

Manage your knowledge in one place

Declare war on paper chaos and make a lasting contribution to the success of your company with digital document management software.

Manage all important company documents and thus existing knowledge and relevant information centrally in one place.

The web-based application enables access to all digital documents (e.g. the QM manual) at any time and from any location. A wide range of interfaces ensure fast and reliable data exchange.

Control documents in compliance with standards

With an automated approval and control process (document workflow), you define how a document is routed through your company. Employees can be assigned specific roles such as editor, reviewer or approver.

Which document type should follow which workflow? A procedural instruction or SOP follows a different control process than a form or checklist. The document control software enables freely configurable workflows to meet your needs and requirements according to the desired standards and regulations.

Any tasks that arise are automatically generated and distributed to the responsible processor. To check the validity of your documents, you can store corresponding resubmissions. This ensures that your documents are always up to date.

roXtra takes over the archiving

With roXtra's document control software, you can ensure that everyone is always working with the latest version of a document. While active documents are being revised, readers continue to see the previous revision status. Drafts are not visible to recipients and readers, so that only the released documents (e.g. work instructions) are available. This prevents the inadvertent use of outdated documents.

Efficient document control requires transparent and audit-proof management of all documents. Thanks to the automatic assignment of revision numbers, seamless traceability is guaranteed. Two revisions can be conveniently compared in a comparison view to quickly record changes. Obsolete versions are automatically updated in line with the audit (roXtra Audits) in a document history (archive).

Manage users systematically

User and rights management for web-based software is often one of the most error-prone processes. The faster a company and its IT landscape grow, the more difficult it becomes to manage users. Powerful document control software helps to control access to important documents and ensure that only authorized persons can make changes. With cross-system and efficient user management, you always have an overview and can easily define individual rights.

The interface connections to various identity providers such as Active Directory, Entra ID or Okta make it easy to transfer and maintain user master data from other systems, especially for systems with a large number of users. Define all access, editing and release rights individually and organize your users by area (e.g. by department, etc.).

Find QM documents quickly and easily

With the powerful, integrated full-text search, every user can find exactly the document they need straight away. The document control software from roXtra searches both the metadata and the content of the documents to which the employee has access rights.

Fast and reliable distribution

Once you have released a document after editing, you can inform all employees concerned of the changes. Documents can also be distributed immediately to specific recipients - for example, to new employees - at any time. The document control software ensures that these people automatically receive a read task in roXtra and by e-mail.

Once the recipient has taken note of the document, they can confirm this with a documented read confirmation. This allows you to track which recipient has already read the document at any time.

Organize your process landscape

Mapping business processes creates transparency: process maps provide an overview of all core elements and supporting processes and illustrate how they are linked to each other.

With the integrated flowchart designer, you can create transparent representations of your operational processes, organization charts, turtle models, etc. in no time at all. This allows you to easily structure and organize your business processes and make them accessible to everyone involved.

Store the associated documents from your roXtra system directly in the individual process steps. roXtra fields can also be integrated into the processes and are updated automatically. The Flowchart Designer thus provides additional support for standard-compliant QM documentation.

Are you looking for a tool to automate business processes? Get to know roXtra Processes get to know it!

Different file formats? No problem!

The roXtra software supports all common file formats - both open formats such as ODF (.odt, .ods, .odp) and proprietary formats such as Microsoft Office or PDF. This makes roXtra particularly flexible to use and enables seamless editing, versioning and integration of a wide range of document types into existing approval and workflow processes. Find out more about the integration of Libre Office in our blog post.