Chat with your DMS lets you ask plain-language questions about the documents in your quality management system and get direct, sourced answers — without having to know which document or folder to look in.
Instead of manually browsing through PDFs and Word files, you type up your question, and the system searches through the documents you have access to, then returns an answer grounded in that content, along with links to the source documents it used.
Access is granted with the Compliance Intelligence Solver and the ''Enable AI Features'' must be checked in Application Settings (under management).
Module permissions > Chat with your DMS is also used to ensure the right people have the correct access.
The tool will only read documents the user has read acces too.
In This Article:
Getting Started
You can access the tool by
-
Selecting the search icon in the navigation menu
- In the Search overlay - select the AI Icon
- This will open the Chat with your DMS Function
- Proceed to type your question into the input field - press Enter or select the Send button.
Asking a Question
Type your question in plain language — the same way you would ask a colleague. The system works best with specific, operational questions.
Good questions to ask
- Questions about specific processes or procedures: “What are the steps for releasing a finished batch?”
- Questions about roles and responsibilities: “Who is responsible for approving supplier changes?”
- Questions about requirements or standards: “What does our quality manual say about document retention?”
- Questions about corrective or preventive actions: “Is there a standard for documenting corrective actions?”
What to avoid
- Questions that require real-time data or system records — the chat searches within documents, not live operational data.
- Very broad questions like “Tell me everything about quality” — narrower questions return more useful answers.
Understand the Answer
Every answer Chat with your DMS gives is generated directly from the content of documents you have access to — it doesn't draw on outside knowledge, live system data, or information outside the DMS.
Treat the answer as a starting point that points you to the right place, not as the final word.
If the system cannot find relevant content in the documents you have access to, it should tell you so rather than guessing:
I could not find a reliable answer in the DMS documents you have access to.
If you see this message, the information may not yet be captured in the DMS. In that case, contact your DMS administrator.
Good to Note
❗AI-generated answers may be inaccurate. Always validate important information against the source documents before acting on it. ❗
In the current version 09/09/2026:
- Each session starts fresh. You cannot continue a conversation from a previous session.
- The chat searches within PDF and Word documents only.
- The chat searches only though the documentation you have read permissions for.
- Answers should be based entirely on document content. The system does not have access to live operational data, tasks, or records.
You spoke - we heard! - Planned improvements:- Ability to continue the conversation from one and done question
- Direct linking to documents