M-Files Under the Hood: Setting Up a Workflow

Posted on February 21, 2010 under Uncategorized by

M-Files electronic document management software provides a powerful workflow capability for managing common business processes and handling all documents involved.  M-Files also sends automated notifications to stakeholders who must take action when a process reaches a certain state.

Workflows are amazingly easy to set up inside M-Files and can provide you with a bird’s-eye view to monitor work progress throughout your organization.

You can put as many steps as you need to in your workflow, but let’s look at a single-step workflow as an example. Say your company manager needs to review and approve engineering drawings before submittal.  In M-Files, key terms or metadata have probably already been assigned to categorize the file for searches. Usually these key terms consist of familiar descriptive information like project number, client name, and document type, in this case “drawing.”  Creating a workflow simply means adding an extra key-term field which indicates the state in the workflow.  You can easily set this requirement for all new documents saved under the “drawing” document class.

For the single-step process (in other words, one with two states) drawings can either be 1) listed for review or  2) be approved.

You can add new states as you want as your workflow design evolves.  In this box, you could add another state option — “mailed to client” — for example.

Office efficiency improves dramatically when employees don’t have to wonder what work has been completed.  Managers can perform a search query looking for all drawings awaiting approval and instantly find an accurate list of outstanding review documents from employees across the company.

Find out more about the M-Files Workflow Feature in the PDF M-Files User’s Guide.

Try out workflow and all the other document control features free, with M-Files Express.

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M-Files dynamic content management solutions are revolutionizing the ECM market by transforming how businesses manage, secure and share information with a unique metadata-powered approach that organizes and processes content based on what it is, rather than where it resides. Thousands of businesses in over 100 countries use M-Files on-premise, in the cloud or in hybrid environments to improve productivity and quality, and to ensure compliance with industry regulations and standards, including companies such as SAS, Elekta and EADS.

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