Document Management

5 Indicators on why you need a Document Management System.

  • Have you wasted time searching for documents and information? – Our AI-powered search gives you the results you need in seconds.
  • Have your staff mishandled Documents causing unwanted issues? – Full document history and auditing mean total transparency into access/editing/deletion.
  • Can you access documents from wherever you are? – No matter where you are, we’ve got you covered with our Desktop, Tablet, Mobile and Web Application.
  • Do you have expensive manual approvals? – We provide powerful, customised tools for document workflows and digital signatures.
  • Is your information secure and compliant? – We can help you to comply with industry standards such as ISO 9001. We also prevent unauthorized access and ensure physical safety of your information.
  • Do you have a centralised store for company documents and intellectual property? – Browse information from multiple locations all in one place. Reduce your business operational risk by Automating document archiving and disposal.

If you answer yes to one these questions, then you need our help, If you said yes to multiple then you really need to talk with us....We can help you!

Instant Benefits of document management

  1. Reduce paper – a document management system allows you to store your data in an electronic format – Learn how to realize a paperless office
  2. Find your content more easily – with a proper DMS, you can find documents quickly and efficiently, even across different systems and repositories
  3. Keep track of document versions – keep track of all changes, see who has edited the content, and easily roll back to an earlier version when necessary
  4. Add workflows to your content – automate office work with workflows that support your business processes and let your employees focus on more value-adding tasks
  5. Find content based on what it is rather than where it is stored – M-Files document management is metadata driven, which means you no longer need to worry about where information is stored
Download the 10 Must Read Tips for Selecting a Document Management System

M-Files - The Best Document Management System

A next-generation intelligent information management platform that is Easy and Efficient

 Document management is seldom the core business of an organization. Yet, employees spend a lot of time managing and controlling documents. This is time and energy that could be spent on the core business instead. 

We Can help you automate document management in an easy and efficient way so that information starts working for you rather than vice versa.

Protect your documents and ensure access

In any business, you need to make sure that the right people and the right people only, have access to certain documents. Managing user and access rights in a traditional folder-based structure takes resources and requires manual work, particularly when there are changes in the organization.

Access rights in M-Files are dynamic and based on metadata. Rights can be based on any number of criteria, like document type, the project or case it relates to, or the workflows state. When changes occur within the organization or workgroups, the permissions automatically change as well. Documents are always available to the right people.

These automated role-based user rights let your IT department focus on supporting the business rather than manually updating users’ access rights.

Find the right document when you need it

Filing the documents so that your colleagues can find them can be a hassle. It is impossible to know if your colleague saved the contract in the customer folder, project folder, or to the agreements folder.

In M-Files DMS documents are always saved to the vault repository and described with metadata attributes. Instead of selecting the folder, you just need to know the type of the document you are saving and tag it to the right customer or project.

You can organize content by creating dynamic views that list the documents and other information based on any criteria: by customer, by project, by expiration date, by document type, or by author, for example. The shortcut to your “Latest documents” allows you to find the documents you’ve been working with very quickly. Additionally, all content is indexed for full-text search.

Work with the current, latest version always

In a traditional folder-based set-up, managing document versions can be a real pain. One version is in the network folder, one is in your email inbox, one is on someone else’s desktop, and so forth.

With M-Files document management system, you always have one single current version of any document. Everyone works with the same version and the version history is automatically saved. So, once you find the document you need, you always know it’s the latest version. Learn more about M-Files document version control.

Collaborate and share efficiently

With M-Files, collaboration and sharing information with colleagues, partners, customers and other external parties is easy and efficient.

You can share a link to the file in M-Files without sending an actual copy of the file, which guarantees everyone has access to the one, common version. These links can even be shared with external people who don’t have M-Files.

Integrated collaboration tools, such as annotations, make co-authoring easy and efficient. And you can use any device, even mobile, to collaborate on documents.

Support for all types of documents - even email

M-Files supports all documents formats, ranging from Microsoft Office files to the most common image formats and AutoCAD files.

M-Files is also integrated with Microsoft Outlook, which allows you to store your business-critical emails and attachments for long-term preservation.

Automate document management workflows

Document management is typically a business enabler, not the core business itself. Therefore, it is beneficial to automate it as much as possible to let employees work with something profitable.

M-Files document management system allows you to stop working for information and rather, puts information to work for you.

You can set up automatic workflows to support your business processes and let the system take care of the whole document management life cycle.

Access documents anytime, anywhere, and with any device

The need to access and manage documents doesn’t always come conveniently during office hours.

M-Files works with any device, allowing you to access and work with documents in e.g. network folders using your mobile device. Having unprecedented access to relevant information through M‑Files offers agility throughout your business processes, even if you’re offline.

Automate document management workflows

Document management is typically a business enabler, not the core business itself. Therefore, it is beneficial to automate it as much as possible to let employees work with something profitable.

M-Files document management system allows you to stop working for information and rather, puts information to work for you.

You can set up automatic workflows to support your business processes and let the system take care of the whole document management life cycle.

Read our case study with machinemonitor®
“Searching for documents is exceptionally simple and users can set up their favourites so they can access the documents they need instantly on a daily basis. People say they can’t imagine life without it now and they don’t even remember the old folder structure. That’s a testament to how powerful and user-friendly this solution is.”
Barbara Moulton
Sales & Marketing Manager - machinemonitor®

Recognition by Industry Analysts

M-Files Recognized as a Visionary in 2019 Gartner Magic Quadrant for Content Services Platforms

M-Files recognized as a Visionary in Gartner’s Magic Quadrant for Content Services Platforms based on the company’s unique intelligent information management solutions, global execution and business growth.

M-Files Named Top Rated Enterprise Content Management Software by End-Users on TrustRadius

AI-powered, intelligent information management solution receives highest vendor scores for performance and product scalability.
Read our reviews on TrustRadius.

2019 Nucleus Research Technology Value Matrix for Enterprise Content Management

M-Files is ranked as a “Leader” in the 2019 Nucleus Research Technology Value Matrix for Enterprise Content Management (ECM). This marks the sixth consecutive year that M-Files has achieved “Leader” status, and the company continues to strengthen this position with strong technology, user-centric functionalty and robust usability.

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