Document management AI Powered

Take control of your plant's whole document set: current version, approval and expiry dates flagged before the auditor asks.

Every document knows when it expires, who approved it and which folder it is missing from. A shared folder knows none of that.

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Upload the procedure, approve its version and find it from the line, all in the same module

Four capabilities of the module, each on the screen that delivers it.

The folder opens from the same phone or tablet used to fill in the record: procedures, certificates, technical data sheets, equipment manuals and supplier files, organised in folders and searchable. The machine's code leads straight to its documentation.

The version that's uploaded comes in as pending and doesn't replace the current one until it's validated —or rejected—, with its name and date logged in the document's activity. Each document also carries its review and expiry dates, with a calendar view, its owner, its scope by plant and the people assigned to it.

Every document emails its owner before it expires —and again if it's already passed—. The alert arrives on its own, with no one having to check a spreadsheet of deadlines manually.

The record that applies the procedure carries it inside, the equipment's file holds its manual and certificates, and the incident cites the one that explains it: the same document, not a copy, so validating a new version changes it in all three at once.

The folder on the plant floor phone

The version that comes in pending and gets approved

The alert, before it expires

One document and three destinations

What this folder does that the server one does not

What sets this folder apart from the server one is not where the file sits: it is that the folder knows what should be inside it and in what state.

Required-document lists: you define per folder which documents it must hold, and the module warns when a list is short. The incomplete folder is spotted before the audit, not during it.

Expiry date and calendar: each document carries its own, and the module comes with month, week, day and agenda views, by expiry date or by modification date. A hundred due dates stop being a hundred dates in a spreadsheet.

Approved or pending: both states are visible in the list, and one filter gathers everything awaiting review into a single view. An unapproved document is not mistaken for a current one.

Next to the record that applies it: the procedure and the control report that carries it out live in the same system, reachable from the line tablet with the same login.

See records and audits →

A file per supplier: this same manager applied to the supplier — certificate, spec sheet and lab report — alongside the history of goods-in incidents.

The standard's documented information: IFS, BRCGS, ISO 9001 and FSSC 22000 all require a single version and document control. That is literally this module.

Frequently asked questions

How is it different from SharePoint or Drive?

A shared folder stores files and keeps their change history, and it does that well. What it does not do is know which documents should be in that folder, warn you that a certificate is expiring, tell an approved document from one awaiting approval, or sit next to the record that applies the procedure. That is what Solved's document manager adds.

Does it control versions?

Yes. Every document shows its version number, so whoever opens it knows which one they are looking at and there are never two copies going round with nobody sure which rules.

How are expiry dates controlled?

Each document has a review date and an expiry date, and the system emails its owner before it arrives —and again if it's already passed—. The module also has a calendar view —month, week, day and agenda— that can be sorted by expiry date or by modification date, plus a list of everything pending review. Tracking deadlines stops being a spreadsheet with a hundred dates.

What are required-document lists?

They are the list of documents a folder must hold. They are defined per folder and the module itself warns when a list is short, so the incomplete folder is spotted before the audit rather than during it.

Is this a real document management system or a file store?

A store keeps files. Here every document has a version number, an owner, a scope by plant, assigned people, tags, a review date and an expiry date, and a status that tells the approved apart from the pending. The version uploaded does not replace the current one until somebody approves it — or rejects it — and that act is recorded with their name and the date. That is document control.

Can we control who sees each document?

Every document has its owner, its scope — the plants it applies to — and the people assigned to it, so each team's list is their own and not the whole company's.

Is it a separate module?

Documents is a module of the system, with its own menu entry, and it is switched on like the rest. Supplier approval, on the other hand, is not a separate module: it is this same document manager applied to the supplier, alongside their goods-in incidents.

Do we have to reorganise all the documents to start?

No. The tree of folders and subfolders is built however suits you, so you can reproduce the one you already use and upload what is current. What changes is not the organisation: it is that each document now has a date, a status and an owner.

Talk to an industrial operations specialist

Common questions at this stage: migrating the documentation currently in force, and working alongside the corporate repository.