M-Files Under the Hood: Word Documents

Posted on July 23, 2009 under Uncategorized by

Just talking about document management, things can get pretty abstract.  For those who haven’t yet experienced how the M-Files interface seamlessly operates inside Microsoft Windows, here are a few visual aids to show how easy it is to save and retrieve any kind of document.

Let’s start out in Word.  Normally, employees would go to Save As… in the File menu.  With M-Files employees can use the standard File Open, Save, Save as, etc, commands and select the M-drive.

There are actually many ways users can bring up M-files controls in Word; on the specialized icon bar, in the M-Files menu, or through normal Save and Open commands in the file menu.  All these new features appear in Word and Excel once you install M-Files into Windows.

M-Files Microsoft Word interface

In addition to the familiar “open” and “save” commands, the M-Files menu provides a quick shortcut to the “check-in” and “check-out” icons.  Like a library, only one person can check out a document from your server at a time, thus keeping version control over your files and avoiding one person overwriting the changes of another.  Once you’ve made your changes to the document, you simply check it back in for others to use.

Since this is a new document that has not yet been stored in M-Files, your employees just press “save to M-Files” right on the top bar.

M-Files Word interface toolbar

Instead of finding a file path for your doc, you just save it to the M-Files vault.  In routine workflow, employees will save to the same vault every time.  If your employees are used to having a folder file structure, they can easily create a custom view of the M-Files vault and arrange the hierarchies and subdivisions according to individual preference.  The beauty of M-Files is that your documents are stored in a searchable database, not actually in a folder structure, so these custom views don’t affect where items are saved at all.  

As noted above, you can also access M-Files with the standard File commands.  For instance, with the standard Office Button menu in the latest version of Word (or the File menu in previous versions of Word) your employees will find Open from M-Files and Save to M-Files as shown below:
 

M-Files vault document management system

Users complete the process by naming of the document and adding appropriate category tags.  Ask your M-Files representative on how to set up automatic tags or drop-down options:

Word document management systems interface

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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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