For part two of our look at the M-Files file management interface that’s integrated directly into Windows Explorer, we’ll focus on another helpful feature, dynamic views. (for an introduction to the Explorer interface, see part 1 on the Windows Explorer interface).
When you use the standard Windows folder system to organize company files, you have to choose a logical structure and stick with it. For instance, you might create folders named according to client name. Inside that, you create subfolders for all the projects done for that customer. The problem is, sometimes employees might hear of a project name with which they’re unfamiliar, they have to know what the client is first in order to find content or save content. The more complex your folder structure gets, the more dependent you get on these kinds of pre-made “logical” categories.
Since M-Files document management is built on a database with objects such as documents and metadata or attributes such as keywords, knowledge of location no longer is required. Moreover, each employee can create their own logical scheme to organize the files they use through dynamic views.
Above you can see M-Files in Explorer showing all company content broken down by client. But by changing the view of the data, you can easily see everything by project.
Note that not only do you get a list of all projects, in M-Files you also get a display of important attributes, like project manager or client. While Windows folders constantly ask you to recall information in order to navigate file structures, M-Files gives extra database info to clarify. You can also switch to a view based on these other categories, like all projects headed by a particular project manager, or all the clients he or she handles.
Whether switching data views by clicking on category headers or simply querying the keywords in the search box, the M-Files interface is designed to give you command over your data – not to test your memory.