Raumaster
17 Years with M-Files Supports Raumaster’s Growth and Innovation
Highlights
- The latest information always available: one version in use, fewer errors, and smoother project work.
- Fast and streamlined processes: signatures, recruitment, and other workflows are handled electronically without paper and unnecessary manual work.
- Information found in seconds: metadata-based search makes everyday work more efficient.
- M-Files is a seamless part of the whole: integrations with the ERP system and Microsoft 365 unify operations across the entire group.
- M-Files Business Analysis provided a clear overview of the system’s current use and helped prioritize the next steps for development.
Use Case
Process Management
Project Information Management
Quality Management
Industry
Manufacturing
Country
Finland
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Company Introduction
Raumaster is a Finnish industrial company that supplies advanced material handling systems, particularly to the energy and forest industries. Founded in 1984, the company employs hundreds of professionals in Finland and Sweden, and its operations are built on strong technical expertise and long-term development. In addition to Raumaster Oy, the Raumaster Group includes the subsidiaries Raumaster Paper Oy and Raumaster AB, as well as the affiliated companies Ketjurauma Oy and AS Rauameister.
As Raumaster has grown over the years, its information management needs have expanded and diversified. To support both growth and global operations, the company has relied on M-Files as its intelligent information management platform already for 17 years.
In Raumaster's broad and multidisciplinary operating environment, effective information management is essential. M-Files has become an established and indispensable tool for almost every employee. “You could say that pretty much 100% of our office workers use M-Files. We use it for almost everything related to document management”, says Hanna Juntto, Business Solutions Engineer at Raumaster.
M-Files has been at the core of Raumaster’s information management since 2008, and the collaboration has deepened year after year. “It's an absolutely essential system for us. M-Files is involved in almost every part of the process in some way”, Hanna adds.
"We compared several systems, but M-Files stood out from the crowd. The system's interfaces were very good and enabled versatile integrations. In addition, M-Files was easier to implement than its competitors."
Hanna Juntto, Business Solutions Engineer, Raumaster
Key Challenges Before M-Files
Network Drives Slowed Down Work and Caused Versioning Problems
Before introducing M-Files, Raumaster relied on traditional network drives to manage its documents. As the organization expanded, this approach became increasingly difficult to maintain. Version control was limited, documents were hard to locate, and different teams could easily end up working on different versions of the same file.
"There were obviously problems with network drives, and version control, for example, was inadequate. Version control was one of the main reasons why M-Files was implemented", Hanna recalls.
Modernizing the Drawings Repository with M-Files
Initially, M-Files was acquired to replace the data management functions of Raumaster’s old archiving software, which was used to manage technical drawings. “We previously had our own archiving software for drawings, which was modernized with M-Files. In practice, we built our own system that used M-Files as a location for saving the files,” Hanna explains.
The transition was so seamless that many employees didn’t even realize they were using M-Files. “The employees used M-Files for the first couple of years without even knowing they were using it. his shows how well M-Files was embedded into the user interface of our own software", Hanna describes.
The M-Files Solution
M-Files was chosen because the platform offers versatile interfaces, strong integration capabilities, and straightforward implementation. "We compared several systems, but M-Files stood out from the crowd. The system's interfaces were very good and enabled versatile integrations. In addition, M-Files was easier to implement than its competitors", Hanna explains.
Streamlining Processes Across the Organization
Over the years, M-Files has grown from a drawing repository into a group-wide information management platform. Each of the five companies in the Raumaster Group has their own document vaults, and M-Files supports virtually all Raumaster's key business functions.
One of the most impactful solutions is the integration of M-Files with Raumaster's ERP system. This integration automatically provides documents with the correct metadata and enables the smooth transfer of information between systems. “A lot of information is imported from the ERP system and used in document metadata. In addition, the ERP provides direct access to documents related to the item in question", Hanna says.
Digitized Contract Management and Recruitment with M-Files Solutions
M-Files is also integrated with Visma Sign, enabling fast and fully digital signing of contracts. "Before, contracts were sent by email, printed, and scanned. Now the signing process is much faster and completely paperless", Hanna notes.
Recruitment processes have also been automated: applications submitted via the company’s website are automatically transferred to the M-Files HR vault. "M-Files also automatically sends emails to applicants. This solution works really well for us", says Hanna.
Microsoft 365 integrations play an important role as well. “Microsoft Teams is actively used in project teams, and Microsoft Outlook connectivity is currently being updated to a newer version”, Hanna explains.
In addition, Raumaster has recently implemented the M-Files Hubshare portal for receiving quality documents from subcontractors. “Previously, documents were sent by email to a specific address, but now they come directly to M-Files”, Hanna says.
M-Files Business Analysis Took Development to the Next Level
In 2025, Raumaster conducted an M-Files Business Analysis to assess the current state of the system and identify development needs, as the company's business and information management requirements had changed over a long period of use. “This was very thorough and useful work. It was important to see which metadata structures and processes really serve us and what could be eliminated or updated”, Hanna says.
The assessment was carried out in collaboration with M-Files experts, using actual usage data, interviews, and system architecture reviews. “It was good to get an outside perspective—someone who looks at the big picture and notices things that we ourselves may no longer notice after long-term use”, Hanna describes.
In addition to the technical findings, the analysis provided Raumaster with valuable insights into how the development of M-Files and user support can be organized even more effectively to support the company’s growth.
The assessment highlighted opportunities to strengthen coordination around development, ensure that documentation and ownership practices evolve with the business, and increase transparency into how the system is further developed. The analysis also confirmed that Raumaster’s broad user base and strong internal expertise form an excellent foundation for the long-term use of the system. Harmonizing training practices and improving access to learning materials were identified as ways to support users even better as M-Files continues to expand and evolve.
Clear Recommendations for Further Development
The analysis gave Raumaster a clearer picture of which parts of the system are used effectively, and which would benefit from updates. "We have so many use cases that it was important to stop and look at what is actually being used and what has been left behind", Hanna explains.
The result was a list of concrete development opportunities. “One significant finding was that the model of access control and user rights could be simplified,” Hanna mentions. “Another important thing was to identify old technical components in use that should be replaced with more modern solutions.”
The evaluation also offered valuable data to support decision-making. “This gave us a good basis for prioritizing the next areas for development. We have a lot of our own projects going on, so it was useful to get an outside perspective on what would bring the most value”, Hanna says.
“I think it was important to note that even though we know the M-Files well as a system, its use is so widespread that none of us can see everything. This analysis helped us understand our own use better”, Hanna summarizes.
The Results
Transparency, Efficiency and Speed with M-Files
M-Files has become one of the cornerstones of Raumaster’s business. "Raumaster's core business process document management is handled in M-Files," Hanna notes. "The fact that everyone has access to the same up-to-date documents is really important for the company."
Improved version management is one of the biggest benefits. “M-Files always has only one valid version, so we know that the information we are using is always up to date. This facilitates collaboration and reduces errors,” Hanna says.
Information retrieval has also improved significantly. "What I like most about M-Files is its metadata-based approach and search functions—I can find the information I need quickly and easily", says Hanna. “In addition, the fact that the system can be customized for so many different uses makes it a truly versatile tool for us.”
Long-term Partnership Enables Continuous Development
Raumaster uses M-Files not only for information management but also as a platform for continuous development. "We try to do as much as possible ourselves, but, when necessary, we contact our own M-Files consultant. This has worked well", Hanna says.
The company’s long-standing collaboration with M-Files has enabled significant digitalization and transformation of information management. Raumaster has moved from fragmented network drives to a unified and intelligent system that supports both day-to-day work and strategic decision-making.
“M-Files is an essential tool for us. The system supports our business at all levels and is constantly evolving with us”, Hanna concludes.
"M-Files is an essential tool for us. The system supports our business at all levels and is constantly evolving with us."
Hanna Juntto, Business Solutions Engineer, Raumaster
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