SharePoint Quality Management System: Features, Setup & Benefits

Struggling with outdated spreadsheets, scattered documents, or non-compliant audit trails? Don’t worry, you can solve these challenges by opting for the SharePoint Quality Management System(QMS). In this guide, you’ll easily understand how to implement a quality management system SharePoint that supports ISO 9001 standards and enhances team collaboration. Let’s have a quick overview of what SharePoint QMS is.

What is a SharePoint Quality Management System?

A Quality Management System (QMS) in SharePoint is used to manage and control quality-related documentation, workflows, audits, CAPAs (Corrective and Preventive Actions), training records, and compliance procedures, all within Microsoft 365’s secure ecosystem.

Key Components of a SharePoint QMS

Here is the explanation of some common QMS components, i.e.

• Document Control: SOPs, manuals, templates
• Non-Conformance: Report and investigate quality issues
• CAPA: Track corrective/preventive actions
• Change Management: Manage procedural or policy updates
• Training Records: Track user training and certifications
• Audit Management: Manage and schedule audits

These are the main components used by organizations across the world. Next, we will learn the reasons why to opt for the quality management system SharePoint.

Why Use SharePoint Quality Management System?

There are various benefits to using QMS offered by SharePoint, and some of them are  listed below:

• With SharePoint, you can manage SOPs, policies, templates, and work instructions from a centralized location. 
• Leverage Power Automate to create custom workflows for document approvals, CAPA assignments, training requests, and more. 
• SharePoint supports compliance with standards such as:
• ISO 9001
• FDA 21 CFR Part 11
• GxP
• GMP
• HIPAA

You can read the Microsoft Dynamics 365 GxP Guidelines here.

• SharePoint integrates with:
  • Teams
  • Power BI
  • Outlook
  • Azure AD

• SharePoint reduces the need for expensive third-party QMS platforms.

How to Build a SharePoint QMS: Step-by-Step

Creating a QMS in SharePoint is a simple task. Here are the quick instructions to set up the SharePoint Quality Management System in minutes:

• Open SharePoint admin center > Create Site.
• Choose a Team Site or a Communication Site, and name it, e.g., QMS.
• Now, create separate document libraries.
• Configure each library with metadata columns such as Document Type, Owner, Revision Date, and Department.
• Configure Version Control & Approvals.
• Create SharePoint Lists for Quality Records for:
  • Non-Conformance Reports
  • Corrective/Preventive Actions
  • Risk Assessments
  • Internal Audits

• Automate Workflows with Power Automate(optional).
• Use prebuilt templates or create flows from scratch.
• Set Permissions and Access Control:
  • Quality Admins (Full Control)
  • Auditors (Read + Comments)
  • Employees (Read-Only)
• Now, customize the homepage with:
  • Quick links to libraries/lists
  • Power BI dashboard (if available) for audit/CAPA KPIs
  • Announcements & policies

• Test the QMS Functionality.
• Whenever everything is set, launch the quality management system SharePoint in phases (pilot > full rollout).

That’s all! Now, you can easily manage your critical data in the SharePoint QMS effectively.  

Is SharePoint Quality Management System Secure?

Yes. SharePoint Online offers:

• Microsoft 365 compliance (GDPR, ISO 27001, etc.)
• Multifactor authentication (MFA)
• Granular user permissions
• Audit trails and retention policies

Real-Life Use Case

A mid-sized pharmaceutical company replaced its legacy QMS with a SharePoint-based system. The results:

• 60% faster document approval cycles
• 35% reduction in audit prep time
• Real-time CAPA tracking across global sites
• ISO 9001 and FDA audit success

Best Practices for SharePoint QMS Success

Follow this checklist to maintain a quality management system SharePoint like a pro:

• Avoid over-customization that becomes hard to maintain
• Ensure stakeholder buy-in, especially from Quality, IT, and Compliance teams
• Use visual maps for clarity and training
• Audit your QMS annually for continuous improvement and addressing errors 

SharePoint vs Traditional QMS Software: A Comparison

Now, many users comaparing their QMS with SharePoint in their mind. So, we make this task easier for you, with this comparison table:

Feature	SharePoint-Based QMS	Traditional QMS Software
Customization	Highly customizable using Power Automate, Power Apps, Lists, etc.	Limited Customization
Cost	Often included in Microsoft 365 subscription	High license & maintenance fees
Integration	Microsoft 365 (Teams, Outlook, Power BI)	Require third-party integrations
Control & Ownership	Full control over design, data, and permissions	Vendor-managed environment with limited flexibility
User Adoption	Familiar interface for users already on Microsoft 365	Requires separate training
Support & Updates	Managed internally	Vendor-dependent updates

Bring it All Together!

A SharePoint Quality Management System helps organizations to collaborate, track, and meet compliance goals efficiently. Unfortunately, some users are unaware of SharePoint QMS. As SharePoint experts, this is our duty to educate users about the quality management system SharePoint, so that they can leverage the full potential of SharePoint. 

That’s why we created this step-by-step beginner’s guide, in which we explored what QMS is, its benefits, components, how to set up, best practices, real-life use case, and more. We guarantee that, after this discussion, you will have a clear understanding of the SharePoint Quality Management System.