Document Management

Manage documents with ease

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.

M-Files lets 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.

M-Files offers a better and more effortless way.

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 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, 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.

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.

Document Management Checklist

The reality is that we now live in an era where information enters a company in many different ways and forms.

Why not discover the intelligent approach to reducing paper in the organisation and take control of all content and data.

Download our document management checklist and find out if your organisation needs to adopt a document management strategy.