M-Files Features
M-Files Features
EVERYTHING IN ONE PLACE
Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last? What if it didn’t matter? M-Files organizes everything in one centralized place based on what it is, so you never have to remember where it’s saved or which version is the right one.
Benefits
Find it fast
Search for and access files however you want – by client, project, date, status or other criteria. It's completely dynamic, which means you can organize and display information any way you want to. Say goodbye to static folder structures.
It's always up-to-date
In M-Files, you always know what is the latest version of the document. We also store the old versions for you automatically.
Just save it
Adding files and documents to the vault is simple. Just save the document and tell M-Files what type of content it is.
No more duplicates
With M-Files, the same document can be found many different ways. For instance, a document related to a customer and a project will show up based on the name of the customer, project, or both.
Saving to M-Files Demonstration
Watch this video and learn how you can quickly and easily save documents to M-Files while ensuring they can be easily discovered and accessed by others in your organization.
THE ONE AND ONLY VERSION
Want to make sure that no one modifies a document while you're editing it? Just check the document out in M-Files to protect it from any changes while you make updates. Checking it back in when you're done allows everyone to view your changes or make any future edits.
Benefits
Check it out
Check-in and check-out functions, so you can keep track when a file is being edited and who is making changes.
Track everything
View a change log of every version of the file that shows which user made edits, when they were made as well as other information about the lifecycle of the document.
Preserve old versions
Preservation of old versions and the ability to revert back to previous versions is built into M-Files.
Edit simultaneously
Multiple people can co-author a document at the same time. You can even invite external users to the co-authoring session.
Edit shared documents with zero hassles
M-Files simplifies document collaboration and editing. Checking out a document in M-Files protects it from being edited by someone else. When you're done editing, just check it back in and others can see any changes you've made. You can also view the history of changes made to a document with a right-click.
FIND THE RIGHT CONTENT INSTANTLY
Searching for (and finding) information in M-Files is simple and lightning fast. Search by document name, customer, document type, keyword, and more. M-Files even searches inside documents to make sure you can easily find anything you're looking for. And with efficient local caching, files open fast even with slow and unreliable network connections.
Benefits
Search with any keyword
Looking for a recent invoice or proposal? Just type the related information in to the search field and hit ENTER.
Relevant results appear first
M-Files automatically ranks search results to make sure the most relevant documents and information appear at the top of the list.
Search inside documents
M-Files features advanced search capabilities, so you can even search the contents of documents – not just titles and metadata.
No duplicates
Only the latest of every document is shown in the search results, so you'll never have to deal with confusing duplicates.
Searching in M-Files demonstration
Searching for (and finding) information in M-Files is simple and lightning fast. Search by document name, customer, document type, keyword, and more. Always locate the files and information you are looking for by searching the entire contents of documents.
DYNAMIC VIEWS
Dynamic views are virtual folders that organize information automatically. Everything in M-Files is organized by WHAT it is instead of WHERE it's stored, which enables you to manage and view documents and other items exactly how you want to.
Benefits
View everything exactly how you want to
No one knows how to organize your stuff better than you. Standard folder-based systems force you to conform to a pre-determined structure – one that might not work for you. M-Files allows you to view all of your documents and information in the way that's most natural and efficient for you.
Access views from any device
You're not always sitting in front of a computer. Most systems require you to be at the office to be productive. M-Files mobile apps for iOS and Android give you access to all of your custom views from any device you're using.
See how everything is connected
Every bit of information in M-Files is interconnected. Want to see other invoices from a certain customer or view a related customer's contact information? M-Files makes it easy to have a full 360-degree view of your entire business.
Create or modify views at any time
When using a standard folder structure to organize company files, you're stuck with the system that exists. In M-Files, you can easily create new views or modify existing dynamic views to meet your needs. Since views are simple filters that show you relevant files and information, you never have to worry about duplicates.
Video: Dynamic Views
M-Files Dynamic Views are virtual folders that allow users to access the information they need instantly. All information in M-Files is organized by WHAT it is instead of WHERE it's stored. We understand that different people organize content in different ways. That's why M-Files allows you to organize and view anything exactly how you want to. Check out the video below for more details about Dynamic Views.
INSTANTLY FAMILIAR
M-Files integrates directly with the Windows Explorer interface – so there’s no learning curve. You can access the document repository just like a disk drive, and drag and drop files into and out of M-Files in seconds.
Benefits
Guarantee high user adoption
The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage documents, information and processes without having to consult a user manual. It's intuitive, accessible from all of the programs you use and it just works.
Access views from any device
You're not always sitting in front of a computer. Most systems require you to be at the office to be productive. M-Files mobile apps for iOS and Android give you access to all of your custom views from any device you're using.
You already know how to use M-Files
Learning a new system is usually a tough, time-consuming process. Since M-Files looks and feels so familiar, you don't have to deal with the frustration of learning how to use something foreign.
The same interface across platforms
Whether you're using a Windows PC, Mac or Web Access via a web browser, M-Files looks the same.
TIGHT OFFICE INTEGRATION
M-Files integrates tightly with Microsoft Office. Access data vaults with standard file commands such as Open and Save As.
Benefits
Save to M-Files from any program
M-Files acts just like a normal drive location, so you can easily save to your vault from any program – like Word, Excel or PowerPoint.
Smart folders in Microsoft Outlook
M-Files Smart Folders know exactly what documents are and who they are related to, so you don't have to manually save emails and attachments to the M-Files vault.
Built-in M-Files ribbon
The M-Files ribbon that's built in to Microsoft Office provides quick access to important functions within Microsoft Office programs. Easily open, save, check in or out and more by selecting the M-Files tab.
Outlook Integration in M-Files
M-Files is tightly integrated with Microsoft Outlook. Easily save emails and attachments directly to your M-Files vault. M-Files Smart Folders know exactly what documents are and who they are related to. Watch how M-Files and Microsoft Outlook help you get things done quickly.
Video: Dynamic Views
M-Files Dynamic Views are virtual folders that allow users to access the information they need instantly. All information in M-Files is organized by WHAT it is instead of WHERE it's stored. We understand that different people organize content in different ways. That's why M-Files allows you to organize and view anything exactly how you want to. Check out the video below for more details about Dynamic Views.
ACCESS M-FILES ANYWHERE
Sometimes work needs to get done when you're away from the office. M-Files allows you to access any document, anywhere, any time. Read more about our mobile access.
Benefits
Native Mobile Apps
With M-Files mobile apps, you can access M-Files repositories from iPhone, iPad and Android devices. Install the apps on your mobile device from the Apple App Store and Google Play.
eSign from a phone or tablet
M-Files Mobile enables businesses to maintain compliance outside of the office. The eSignature capability integrated into M-Files allows for regulated businesses to approve and monitor processes... even from a mobile device.
Scan documents and receipts
Take a photo of a document or receipt with your smartphone no matter where you are and save it to M-Files using the M-Files mobile app.
Review and approve from your mobile device
Manage and track business processes while you're away from the office. M-Files mobile apps allow you to review documents like contracts and invoices and approve everything from your smartphone or tablet.
Access critical information from anywhere.
M-Files Mobile makes your M-Files Vault (including documents and workflows) accessible anywhere... even away from the office. M-Files mobile apps are available for download from the Apple App Store and the Google Play.
ESIGNING
M-Files supports signing documents and objects with electronic and digital signatures.
Benefits
Stay compliant
M-Files fulfills the technical requirements for FDA 21 CFR Part 11 and EU GMP Annex 11.
Review and approve faster
Managing and tracking workflows like contract and invoice approvals requires a lot of time. M-Files frees up more hours in the day by automating processes like contract lifecycle management (CLM). Get notified when a document needs to be signed.
Eliminate unnecessary paper use
Electronic signatures replace the need to print and sign countless documents.
Sign from your mobile device
Sometimes work needs to get done when you're away from the office. M-Files allows you to sign documents – anywhere, any time.
M-Files Mobile - eSigning Demonstration
M-Files Mobile enables businesses in highly regulated industries to maintain compliance outside of the office. The eSignature capability integrated into M-Files allows businesses sign documents with FDA 21 CFR Part 11 and Eudralex Vol 4 Annex 11 compliant electronic signatures.
AUTOMATED WORKFLOWS
M-Files automated workflows streamline common business processes (like contract approvals, controlled content, invoicing, etc.) so you can stay productive and ensure compliance. M-Files automatically monitors each step of the workflow process and sends a notification when there's something that needs to be handled. It's simple, quick, and built in to M-Files.
Benefits
Review and approve faster
Managing and tracking workflows like contract and invoice approvals requires a lot of time. M-Files frees up more hours in the day by automating processes like contract lifecycle management (CLM). Because M-Files knows who is responsible for every task along the way, notifications are sent automatically.
See the entire history of everything
All workflow steps are tracked in the version history of each file. Audit-proof your business while gaining full visibility into all of your important business processes.
Automate processes
Manually managing day-to-day processes isn't a good use of your time. M-Files automates workflows like verifying a new version of an SOP has been reviewed and approved by the management team before it's provided to employees. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Learning and development
Managing and tracking learning requirements and training tasks can be a huge task. M-Files allows training assignments to be created, completed and tracked seamlessly. From orientation to new skill development, ensuring employees are trained and prepared is vital for business success.
Automate business processes and boost productivity
Use M-Files Automated Workflows to streamline common business processes (like contract approvals, controlled content, invoicing, etc.), stay productive, and ensure compliance. Watch this video and discover how M-Files automatically monitors each step of the workflow process and sends a notification when there's something that needs to be handled. It's simple, quick, and built in to M-Files.
DOCUMENT TEMPLATES
Eliminate unnecessary recreation of documents with M-Files document templates. Quickly create a template that will fill in information automatically for commonly used documents.
Benefits
Stop recreating documents
70% of documents and files get recreated. M-Files keeps everything organized and makes sure there's only one up-to-date file, so you never have to remember which version is the right one.
Save time
M-Files pre-fills important document fields automatically based on information that's already in M-Files. You'll never have to manually enter a customer name, address, or date again.
Eliminate mistakes
Recreating documents can create compliance & legal issues because every contract, agreement, or legal document looks different. M-Files helps reduce the risk of unsatisfactory audits and regulatory non-compliance by organizing, recording and automating everything.
Make templates for almost anything
M-Files document templates are available for Word, Excel and PowerPoint documents.
Using Document Templates
Watch and learn how to quickly create a template that will fill in information automatically for commonly used contracts, agreements, and other documents.
AUTOMATIC PERMISSIONS
Metadata-driven permissions: a revolutionary approach providing unprecedented power and flexibility for user access control management.
Benefits
Permissions based on what something is instead of where it's stored
With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.
Secure content while making it accessible
It's important to keep your content safe while making sure everyone in your company has access to the files and information they need. Permissions are set automatically and dynamically in M-Files. Automate data security and accessibility for everyone.
Focus on the important stuff
Your time is precious. The last thing you need to worry about is spending time manually establishing employee access rights to company information. M-Files reduces the demands for IT involvement by enabling those closest to the business need to easily configure the system to meet their requirements.
Flexible organizational permissions
If there is a management or organization change, changing the supervisor of the employee in M-Files allows all related documents to become visible to the new supervisor.
Video: Automatic Permissions
Managing complex access control policies becomes overwhelming with the limitations of most systems. M-Files provides unlimited control over any type of content while keeping things simple. That's because permissions can be assigned based on what something is instead of where it's stored. Give control back to the responsible business manager while freeing up IT resources with Automatic Permissions from M-Files.
CO-AUTHORING
Simultaneously edit shared documents with co-authoring in M-Files. Check a document out in M-Files and send the co-authoring link to co-workers, work groups and external collaborators to seamlessly edit a single document.
Benefits
Share & collaborate securely
Sharing documents in M-Files is as easy as a right click. Multiple people can make changes to a document simultaneously and it's easy to see who is editing and what they're doing.
Work together without duplication
There's no need to create multiple copies of the same document because it's easy to work on the same file simultaneously.
Share with external parties
M-Files uses Microsoft OneDrive to securely share all kind of files with third parties that don't have access to your M-Files vault.
Co-author on mobile devices
Want to make changes to a document on your iPad? M-Files co-authoring supports Microsoft Office Online, so you can make edits from smartphones and tablets.
Simplified real-time document collaboration
In this video, discover how M-Files facilitates co-authoring by leveraging Microsoft OneDrive and Office. This allows both internal employees and external users to access and modify the same document simultaneously.
TAKE IT OFFLINE
Accessing important information and documents no matter where you are is vital. M-Files offline availability allows you to view, edit and save documents even without access to WiFi or a network connection.
Benefits
Stop copying files to your desktop
Once you've copied files to your desktop, remembering to move the documents you've updated back to the company server is a challenge. M-Files offline availability updates files you've made changes to automatically.
No more sync errors
One approach is to synchronize certain network folders for offline access.That can be a slow and error-prone process and if the document you need wasn't saved to a certain folder, you're out of luck. M-Files knows exactly which content you need on the go based on WHAT it is instead of WHERE it's saved.
Only the stuff you need
You don't need everything available for offline use. Dynamically choose which content you need offline (like all documents related to a certain customer or project) and M-Files makes sure it's available.
Offline in mobile
M-Files Mobile apps support offline use too: synchronize the key documents on your iPad before a long flight, or file the receipts in offline mode. We’ll synchronize your changes automatically when you connect to WiFi again.
Offline Availability in M-Files
Dynamically choose which content you need offline and M-Files makes sure it's available to you.
SCAN, CAPTURE AND OCR
Process paper documents and make them discoverable in M-Files with M-Files OCR add-ons.
Benefits
High-Speed Scanning
Scan up to 10,000 pages per computer per day. Compatible with Twain scanners and MFPs, and supports scanning from network folders.
Data Extraction and Document Indexing
Extract data from scanned documents via OCR, barcodes, patch codes and ICR (intelligent character recognition) and use validation rules to improve accuracy.
Document Classification
Classify scanned files automatically based on document layout. M-Files can also process batch scan jobs and separate batches into logical documents.
Export
Export scanned documents directly to a cloud or on-premises M-Files vault with metadata and use the full brevity of the M-Files feature set, such as automatic permissions, notifications, and workflow to further streamline your processes.
M-Files Desktop Scanning
Learn how M-Files can help you to automate your paper-based processes. M-Files works with any USB scanner, so compatibility is never an issue. Just scan, store and let M-Files do the rest.
ANNOTATIONS AND REDLINING
Annotations and redlining capabilities enable any M-Files user to add comments to a document without modifying the original file.
Benefits
Every bit of feedback in one place
See all annotations and comments at once, or view each bit of feedback individually.
Print documents with annotations
Want to see all of the annotations and redlining on a hard copy of the document. M-Files supports printing documents with annotations.
Supports most file types
Use annotations and redlining in M-Files on PDF files, Word documents, Excel spreadsheets, PowerPoint presentations and Visio drawings.
See every previous annotation
M-Files automatically saves every annotation so you can see the entire history of a file quickly and easily.
Annotations & Redlining Demonstration
Watch and discover how annotations and redlining in M-Files allows any M-Files user to add comments to a document without modifying the original file. See all annotations and comments at once, or view each bit of feedback individually. Use annotations and redlining in M-Files on PDF files, Word documents, Excel spreadsheets, PowerPoint presentations and Visio drawings.
QUALITY MANAGEMENT AND REGULATORY COMPLIANCE
Tracking quality and compliance processes and verifying completion can be extremely time consuming. Maintain regulatory compliance and ensure product quality consistency with M-Files.
Benefits
Disseminate up-to-date policies and procedures
What if everyone in your organization could find the right information quickly? In M-Files, there’s only one version of every document. No matter what type of quality document is needed, it’s always current.
Keep track of critical tasks
You’ve identified something that needs to be changed and created a new procedure. That’s great. But how do you verify that the correction was implemented? M-Files keeps track of all required activities and assignments to make sure your fix is being implemented.
Automate quality processes
Your company depends on you to keep things under control. You need to ensure specific procedures are followed, but you shouldn’t have to manually manage day-to-day processes. M-Files automates quality workflows like change control, CAPAs and training. That means you can ensure consistency while M-Files verifies that everyone is following procedures.
Reduce regulatory risk
Failing to comply with standards and regulations is expensive and risky. From ISO 9001 to FDA 21 CFR Part 11, our job is to help you stay compliant. M-Files helps reduce the risk of unsatisfactory audits and regulatory non-conformance by organizing, recording and automating everything in your business.
ENTERPRISE-GRADE SECURITY FOR ALL ORGANIZATIONS
Data security must be a priority for you whether you use M-Files in the cloud or run it on your premises. We take your privacy and data protection seriously and help you to ensure your content is not compromised. M-Files can also help you in fulfilling the technical requirements of several industry standards and regulations. Read about the enterprise-grade security features for more information.
Benefits
Extensive security features for your protection
M-Files is built with security in mind. We provide a comprehensive security feature set that covers automatic access control settings for content, audit trails, multi-factor authentication, encryption, key management, data-loss prevention, and more.
Easily control access to content
M-Files offers metadata-driven access and user rights with automatic permissions. Access rights of a document follow the organization structure or roles defined, and different permission levels can be set automatically.
Certified reliability
M-Files' cloud operations are certified for ISO 27001:2013 international information security management standard that regulates the approach to managing sensitive company information and associated risks. Additionally, our Quality Management system is ISO 9001:2015 certified.
High availability and fast recovery
M-Files is hosted on Microsoft Azure, giving you the benefit of Microsoft's scalable and reliable cloud-based platform and geographically distributed data centers. M-Files can also be run on-premises on common virtualization platforms. All content changes are automatically versioned and you can always roll back to recover from unintended changes. Moreover, standard users cannot destroy data in M-Files permanently, and the solution supports multiple fast disaster recovery features.
ILLUMINATE BUSINESS-CRITICAL DATA FROM DARK DATA
The amount of data organizations need to manage can be overwhelming. Trying to manage this data manually inefficient. It's important to identify business-critical data from the clutter and manage these records well. It's equally important to ensure that non-business critical data is stored so that it is secured and accessible via search. M-Files leverages artificial intelligence to crawl through connected data repositories and find and further flag key documents with metadata properties. This allows you to further process that data using advanced workflow capabilities.
Benefits
Find relevant information
Find critical files from connected network folders, SharePoint, or other repositories like Documentum. You can configure crawling rules per repository to find, for example, all documents containing sensitive personally identifiable information (PII).
Manage sensitive information
Process identified information with workflows that for example, ensure that misfiled documents are moved to a more appropriate or secure medium.
Tag sensitive information
Using metadata, tag documents that for instance, include sensitive information or are related to a particular project or case.
Improve Regulatory Compliance
Identifying sensitive information and business critical records can help your organization achieve better compliance with regulations, such as GDPR.
Get in Touch
Get in touch today and explore project options
SHARING AND SOCIAL ECM
Sharing documents in M-Files is as easy as a right click. Whether you need to send a document to someone outside of your company or collaborate with colleagues, M-Files keeps everything streamlined and organized.
Benefits
No more email attachments
Send a direct link to any document in the M-Files vault so that no matter how many different people are viewing and editing, it's always the same up-to-date file.
Automatic Permissions
M-Files uses role-based and metadata-based security to automatically enable and restrict access to certain documents so that the right people see the right information.
Share content with external contacts
Share content securely with third-party contractors directly from M-Files.
Co-Authoring
Multiple people can edit the same file simultaneously without having to worry about version issues or duplication. In addition to other M-Files users, external contacts that don't have access to M-Files directly can still participate in co-authoring!
Document sharing made simple.
If you’re approach to file sharing involves attaching files to emails and sending multiple versions across your organization, there’s a better way. Instead, you can share documents via M-Files by creating simple hyperlinks directly to documents in your document vault.