Actually, that was the easiest part, as "Document Control" (4.2.4 and 4.2.5 in ISO13485) is almost an out-of-the-box feature. Page history (who wrote what when) is included. For Approval you need to use a plugin called Comala Document Management.
We have 300 employees and paying R$15 thousand per month is prohibitive just for the knowledge base system. For R$1500 a month (10 times less) I can get an awesome system that is both a Document System and a Business Process Management System which would allow me to created Automated Business Processes for all QMS needs, and have 25 users being able to log in simultaneously (and 300 users in total)It's free up to 10 users, so ideal for startups. Unless you want permissions (which you don't need initially, but at some point you do), you have to upgrade to the paid version. Indeed you pay per user and you want all employees to be users, but also that is affordable imho, especially if you compare it to the pricing model of dedicated eQMS platforms. Plus it eliminates the use of paper notebooks for meeting notes
Still, the greatest value comes from being your central knowledge-base, so your team saves a lot of time searching for internal information.
The choice is yours! I can't really remember why XWiki didn't work for us, I think we found Confluence easier and prettier?! Maybe at that time the GUI wasn't that good? And we had ~10 users, so we thought 5,75$/user/month is worth it.
This isn't unique to Wikis. Not matter what system you use, you either must have a very strict system to control paper copies, much of it training (dos and don'ts based) or you can't control at all.
