QM-Pilot 4.0 delivers a comprehensive update featuring a completely redesigned user interface, modern technology, new functionality across multiple modules, and numerous improvements for everyday use.
New Features
General (Cross-Module)
New User Interface (UI)
Completely redesigned user interface
Separate tiles for View and Edit have been removed
New module entry page
Depending on user permissions, a toggle switch is available to switch between View and Edit mode
More consistent and modern user experience throughout the system
Clearer and more intuitive navigation
AI Chat in QM-Pilot (Optional Module)
Intelligent Search Across QM Content
Search across processes, documents, and risks
Relevant information is identified and summarized in a clear and understandable way
Responsibilities and relationships between content are automatically recognized
Multilingual Support
Questions can be asked in multiple languages
Answers are provided in the language of the request
Language switching within the same conversation is supported
Context-Aware Assistance
Explain existing processes
Generate suggestions for process improvements
Identify potential risks in existing processes
Generate recommendations for actions and controls
Compliance & Data Protection Support
Summarize documents
Provide guidance on obligations and responsibilities
Generate checklists
Create sample email templates
Support for Using the System
Step-by-step guidance
Explanations of roles and permissions
Assistance with navigating the system
Structured Responses
Lists
Checklists
Summaries
Clearly structured text
Dark Mode
New dark mode for the user interface
More comfortable working experience in low-light environments
Reduced eye strain during extended use
Modern appearance
Personalized display depending on individual working preferences
New Dashboard Tile: My Content
New dashboard tile for personal content
Displays My Processes, My Documents, and My Risks
Available within individual modules or as a consolidated overview across all modules
Faster access to personally relevant information
Direct access to personal work items
Favorites in the Header
Favorites are now directly accessible via the star icon in the header
One-click access
Faster navigation to frequently used content
Improved usability
Quick access without navigating through additional menus
Notification Center
Notifications sent by email are also available directly within QM-Pilot and as desktop notifications
Accessible via the notification bell in the header
Central overview of all notifications
Faster processing of pending tasks
Reduced dependence on email as the only communication channel
Quick Access to Pending Read Confirmations
Outstanding read confirmations are directly accessible via an icon in the header
Immediate overview of content awaiting confirmation
Faster follow-up
Improved transparency for users
Simplified access to pending obligations
Maximized Task View Across All Modules
Maximizing the task view now displays tasks from the entire QM-Pilot system
No longer limited to the currently opened module
Cross-module overview of all open tasks
Improved prioritization
Better work organization
Enhanced Feedback Display in the Dashboard
Feedback is now displayed separately for each module
Easier assignment of feedback to the relevant functional area
Expanded information when the feedback tile is opened
More details available directly within the dashboard
Faster overview of open and relevant feedback
Automatic Number Suggestions
Automatic numbering can be enabled for content
Simplified management of numbering schemes
Reduced manual data entry
More consistent structure
Supports standardized naming conventions
Automatic Number Assignment Based on Database ID
Numbers are automatically generated based on the database ID
Ensures unique and consistent numbering
Assigned numbers can no longer be edited manually
New Metadata Field: Multi-Select
New metadata field with multi-select dropdown functionality
No additional text field required
Simplified data entry
Clearer selection options
More consistent data structure
Improved reporting capabilities
Guided Product Tour
Interactive guided tour introducing new users to the key system functions step by step
User Authentication
Support for OpenID-based authentication (e.g., Microsoft Entra ID)
Extended LDAP / Entra ID integration with automatic user synchronization
Optional automatic archiving or deletion of inactive or unauthorized users
Extended Active Directory integration using SCIM
Multi-Factor Authentication (MFA)
New multi-factor authentication for user login
Additional protection against unauthorized access
Enhanced security
Supports modern security requirements
Strengthens overall system security
Technical Enhancements
New Swagger-based REST API for easy integration with external systems
Improved and more reliable execution of recurring tasks (e.g., email notifications and user synchronization) through a centralized task management service combined with the QM-Pilot Windows Service
Modern technology stack with a clear separation of frontend and API based on .NET Core and React for improved security and future scalability
Modern multi-tenant architecture for efficient, scalable, and maintainable operation of multiple customer environments
New maintenance tool for installation, migration from Version 3.x, and application/database updates
Configurable Home Page
Home page can be customized individually
Flexible layout and content configuration
Extended Employee Replacement
Employee replacement can now be performed across all modules and all content
Hide All Modules
All modules can now be hidden individually for users with view-only permissions via role configuration
This allows organizations to restrict read-only access to selected modules as required
Process Management
New Process Editors
New process modeling capabilities
New Flowchart process editor
New BPMN editor
Modernized editor design
Faster and easier process modeling
Improved user guidance during process design
More efficient creation and maintenance of processes
BPMN Import and Export
Export BPMN process models
Import BPMN process models
Simplified exchange of process models
Improved collaboration with external BPMN tools
Faster adoption of existing process models
Copy Elements Between Processes
Process elements can be copied from one process into another directly within the process editor
Faster modeling of similar or related processes
Reduced duplicate work
Easier reuse of existing process components
Direct Links in the Process Editor
External links can now be added directly when inserting a document
The linked content no longer needs to be created in the Document Management module first
Direct integration of external resources into process flows
Greater flexibility when designing process steps
Faster integration of web content and external resources
Direct Links in Metadata
Direct hyperlinks can now also be stored within metadata fields
No prior registration in the Document Management module is required
Increased flexibility when capturing additional information
Faster access to external references
Risk Management
New Module: Risk & Opportunity Management
The Risk Management module has been expanded to include opportunities
In addition to risks, opportunities can now be managed within the same module
Users can choose whether an entry is created as:
Risk
Opportunity
Opportunity fields can be configured independently from risk fields
A dedicated opportunity matrix is available
More flexible use of the module
Better support for quality standards and strategic management requirements
Enhanced Action Management
Actions can now be linked to multiple risks
Actions can also be copied
Improved management of related activities
Reduced duplicate data entry
Better overview of risk-related actions
Traffic Light Status for Risks & Opportunities
New traffic light indicator within the Risk Management module
Status is displayed directly within the risk structure
Status indicators:
Green – All controls have been completed
Orange – One control is still outstanding
Red – Multiple controls are still outstanding
Benefits:
Faster overview of processing status
Improved prioritization of pending activities
Combined Risk & Opportunity Matrix at Folder Level
All risks and opportunities within a folder are displayed together in a single matrix
Better overall view of the organization's risk and opportunity landscape
Faster assessment of higher-level relationships
Supports prioritization and management at a strategic level
Matrix expanded to a 10 × 10 layout
Risk Links
Risks can now be displayed multiple times within the risk structure
This concept is referred to as a Risk Link
Only the original risk record needs to be maintained
Changes to the original are automatically reflected in every linked occurrence
Eliminates duplicate maintenance
Improves representation of cross-functional risks
Gross and Net Risk Display in the Risk Matrix
Both gross risk and net risk can now be displayed within the risk matrix
Improved transparency regarding the effectiveness of implemented actions
Direct comparison between the initial and the mitigated risk situation
Supports evaluation of control effectiveness
Organization Management
Anonymous Organization Chart
Organization charts can be anonymized at the click of a button
Employees are hidden, allowing the chart to be exported for general use
Default Tile Color
A default tile color can be configured for organization charts
Enables alignment with the organization's corporate design
Display Order of Name and Organizational Unit
The display order of employee names and organizational units on organization chart tiles can now be configured
Audit Management
File Uploads in Audit Checklists
Audit checklist responses can now include file attachments for each individual question or requirement
Findings can therefore be documented not only in text form but also with supporting evidence
Improved traceability and documentation of audit results
Multilingual Descriptions for Audit Types
A description or definition can be maintained for each audit type in the configuration
Descriptions can now be stored in multiple languages
Improved support for multilingual organizations
Extended Audit Frequency
Audit frequency options have been extended to include a 4-year interval
New Root Cause Analysis Field for Audit Actions
Audit actions now include a dedicated field for documenting root cause analysis
This is a predefined standard field within QM-Pilot
Supports structured corrective action management
Auditor Role Permission
A new role permission is available to authorize users as auditors within the Audit Management module
Incident & Action Management
Print Version of Incidents and Actions
Incident reports and actions can now be exported as PDF documents, including all recorded information
Simplifies documentation, archiving, and sharing
Anonymous Incident Reporting by Incident Type
It can now be configured individually for each incident type whether anonymous reporting is permitted
Greater flexibility for confidential reporting processes
Open Incidents in Personal Tasks
Open incident reports are now automatically displayed in the responsible person's task list
Improved visibility and follow-up of outstanding incidents
Publishing Incident Reports
In addition to actions, incident reports can now also be published in View Mode
Publication is controlled using a dedicated Publish flag
Publication respects group-based permissions
Improvements
Enhanced Reminder Function
Reminder notifications for reviews and revision tasks have been extended
In addition to the initial reminder, a second reminder can now be configured
Improved tracking of outstanding tasks
Reduced risk of overdue reviews being overlooked
Extended Task Display in the Dashboard
Draft items can now also be displayed in the dashboard task overview (configurable)
Applies to:
Process Management
Document Management
Risk Management
More comprehensive overview of ongoing work
Earlier visibility of relevant tasks
Improved Employee Replacement
Employee replacement now also includes actions from all modules
More complete transfer of responsibilities
Reduced risk of unfinished tasks being overlooked during personnel changes
Improved traceability when responsibilities are reassigned
Customizable Table View
Column widths can now be adjusted in all tables
User preferences are automatically saved
More personalized workspace
Improved readability depending on content
Enhanced usability in day-to-day work
Improved Display of Actions and Controls
The presentation of actions has been enhanced
The presentation of controls has been enhanced
Better overview
Faster orientation
Easier processing and follow-up
Archived Content
Archived content, such as master data and documents, is no longer displayed in selection lists within the Process Editor or metadata fields
Cleaner and more relevant selection lists
Modernized Landscape Views
The visual presentation of landscape views has been modernized
Applies to:
Process Management
Document Management
Risk Management
Benefits:
Modern visual appearance
Improved clarity
More intuitive navigation
Contemporary user experience
Optimized Search Function
Multilingual word stemming for more accurate search results
Improved relevance ranking of search results
Enhanced result display, including parent folder structures
Easier navigation and orientation within search results
Organization Management Improvements
Zoom Slider
A new zoom slider has been added to the edge of the organization chart
Provides easier and more intuitive zooming when navigating large organizational structures