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Document Management (DMS)

Documents are the lifeblood of your organization, and fast access to the correct version of documents can be the difference between success and failure. M-Files document management enables the right people to access the right files instantly.

Benefits

Secure documents while making them accessible

It's important to keep your documents safe while making sure everyone in your company has access to the content they need. Permissions are set automatically and dynamically in M-Files. Automate document security and accessibility for everyone.

Find documents instantly

Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where a document is saved or which version is the right one.

One version of every document

What if everyone in your organization could always find the precise and up-to-date document they needed quickly? In M-Files, there’s only one version of every document. No matter what type of document is needed, it’s always current.

Sharing & collaboration

Sharing documents in M-Files is as easy as a right click. Whether you need to send someone a document or collaborate with colleagues, M-Files keeps everything streamlined and organized.

Saving to M-Files Demonstration

Watch this video and learn how you can quickly and easily save documents to M-Files while ensuring they can be easily discovered and accessed by others in your organization.

Daniel Maas, Owner - North Coast Refrigeration and Electric, Inc.

Daniel Maas

Owner | North Coast Refrigeration and Electric, Inc.

"We store all of our documents in M-Files. This includes our accounting documents, like accounts receivable, invoices, payables as well as our job information, such as orders, estimates and contracts. All project information, even photos of the work site, go into M-Files."

Enterprise Content Management (ECM)

Your business relies on fast access to up-to-date content to make smarter and faster decisions to stay ahead of the competition. From documents to images, videos, audio files and everything in between, M-Files eliminates content chaos by providing an easy to use solution that enables your employees to quickly locate the exact content they need.

Benefits

Find what you need instantly

Sometimes finding the right content when you need it seems impossible. Where was that file saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Guarantee high user adoption

The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage content and processes without having to crack a user manual. It's intuitive, accessible from all of the programs you use and it just works.

M-Files plays well with others

Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing CRM, ERP and other business systems so that every bit of content you need is in one place.

Automate workflows

Manually managing day-to-day processes isn't a good use of your time. M-Files automates operational workflows like invoice approvals. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Searching in M-Files demonstration

Searching for (and finding) information in M-Files is simple and lightning fast. Search by document name, customer, document type, keyword, and more. Always locate the files and information you are looking for by searching the entire contents of documents.

Henrik Lyder - Principal, Bentley Instruments

Henrik Lyder

Principal | Bentley Instruments

"Adopting a digital asset management system ensured our people could find the most current documents -- the most up-to-date designs, the most up-to-date instructions on how to build, and the most up-to-date manuals -- instantly, rather than having them rummage through a paper library or a chaotic PC folder system."

Enterprise Information Management (EIM)

Providing employees with quick access to up-to-date information that resides within your various internal business applications and databases is challenging. M-Files eliminates information silos and breaks down the barriers between your employees and their information. Structured data and unstructured content is freed from the confines of applications, platforms and information silos.

Benefits

M-Files plays well with others

Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing CRM, ERP and other business systems so that every bit of information you need is in one place.

Find the right information instantly

Sometimes finding the right information when you need it seems impossible. Where was that document saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing information based on what it is, so you never have to remember where it’s saved or which version is the right one.

Protect sensitive information

With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.

Access anything from any device

View documents and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Scan, access, review and approve documents no matter your location or mobile device.

Video: Dynamic Views

M-Files Dynamic Views are virtual folders that allow users to access the information they need instantly. All information in M-Files is organized by WHAT it is instead of WHERE it's stored. We understand that different people organize content in different ways. That's why M-Files allows you to organize and view anything exactly how you want to. Check out the video below for more details about Dynamic Views.

Rick Rambo, Computer Operations Manager - Booth & Associates

Rick Rambo

Computer Operations Manager | Booth & Associates

"Our engineers like the fact that now there is an ownership for the files, so when someone makes changes that version of the file would be tagged with their information. If something goes wrong, there is a paper trail. That accountability -- along with version history – the ability to recover previous versions – is comforting to a lot of people."

Quality and Compliance

Your company produces products with rigorous quality and compliance requirements, and adequately managing a company Quality system including standard operating procedures (approvals), training records, and keeping track of pending CAPAs can be daunting and resource-intensive. M-Files makes it easy to improve your quality management system, stay compliant and fly through audits with document and process management capabilities designed for organizations with strict quality and compliance needs.

Benefits

Reduce regulatory risk

Failure to comply with regulations is expensive and risky. From ISO 9001 to FDA 21 CFR Part 11, our job is to help you stay compliant. M-Files helps reduce the risk of non-compliance by organizing, recording and automating everything in your business.

Traceability and transparency for pending tasks

Non-conformances and audit findings can be extremely costly and risky if you don't know where problems exist. M-Files enables you to keep track of the assigned actions, per audit, department, workflow state or any other defined property.  With this ability to have real-time information regarding CAPA states or other related documentation updates, preparation time for audits is diminished, communication is improved and corrective actions are not forgotten.

Automate quality processes

You’re a control freak and that’s a good thing. Get detailed information from the system view and reports, escalate pending actions and get instant notifications about any changes automatically. Stay on top of the assigned document learning tasks and issue actions to mitigate identified risks. Meanwhile, every action is stored to an audit trail. M-Files automates quality workflows like change control, CAPAs and training. That means you can ensure consistency while M-Files verifies that everyone is following procedures.

Disseminate up-to-date policies and procedures

What if everyone in your organization could find the right information quickly? In M-Files, there’s only one version of every document. No matter what type of quality or compliance document is needed, it’s always current.

Annotations & Redlining Demonstration

Watch and discover how annotations and redlining in M-Files allows any M-Files user to add comments to a document without modifying the original file. See all annotations and comments at once, or view each bit of feedback individually. Use annotations and redlining in M-Files on PDF files, Word documents, Excel spreadsheets, PowerPoint presentations and Visio drawings.

Tyler Lassen

IT Specialist | Idaho Milk Products

“Our company is audited throughout the year, from customers conducting quality assurance inspections to our quarterly financial audits -- and with M-Files, we spend far less time administrating audits than we did before."

Contract Lifecycle Management (CLM)

Manually managing contracts is very time and resource-intensive. M-Files streamlines contract management processes by helping you keep your contracts organized and ensuring the right people always have fast access to the right version of any contract from any place or from any device.

Benefits

Review and approve contracts faster

Managing and tracking contract workflows requires a lot of time. M-Files frees up more hours in the day by automating processes like contract lifecycle management (CLM). Because M-Files knows who is responsible for every task along the way, notifications are sent automatically.

Replace paper-based processes

M-Files replaces the inefficient, error-prone, paper-based processes still used by many businesses. M-Files off¬ers a unique approach for storing and dynamically organizing contracts and contract-related information by attributes, such as parties, type of contract, life cycle state, owner, effective date, etc.

Protect sensitive data

With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.

Access anything from any device

View contracts and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve contracts no matter your location or mobile device.

Automate business processes and boost productivity

Use M-Files Automated Workflows to streamline common business processes (like contract approvals, controlled content, invoicing, etc.), stay productive, and ensure compliance. Watch this video and discover how M-Files automatically monitors each step of the workflow process and sends a notification when there's something that needs to be handled. It's simple, quick, and built in to M-Files.

Invoice Processing

Ensuring invoices are paid in a timely manner helps you maintain good relationships with your suppliers and vendors. M-Files enables you to automate and track the review and approval of invoices as well as other financial business processes.

Benefits

Automate workflows

Manually managing day-to-day processes isn't a good use of your time. M-Files automates operational workflows like invoice approvals. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Protect sensitive data

With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.

Access anything from any device

View invoices and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve invoices no matter your location or mobile device.

M-Files plays well with others

Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing accounting, CRM, ERP and other business systems so that every bit of information you need is in one place.

Access critical information from anywhere.

M-Files Mobile makes your M-Files Vault (including documents and workflows) accessible anywhere... even away from the office. M-Files mobile apps are available for download from the Apple App Store, Google Play and the Windows Store.

Jeff Miller

Controller | AmeriTex Machine and Fab

"With its superior search and workflow capabilities and the ability to create relationships between invoices and purchase orders, we found M-Files to be the ideal system for bringing greater accuracy and timeliness to our invoice processing procedures."

project Management

Planning, organizing and managing project resources and processes can be daunting and overwhelming. With M-Files, it’s easy to define simple rules for content visibility, task deadlines and ownership – which is why project management is one of the most prevalent M-Files customer use cases.

Benefits

Everything in one place

Sometimes finding the right project document when you need it seems impossible. Where was that contract saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Team management

Staying on top of everything during the entire life cycle of a project is difficult. M-Files gives you quick access to the information you need to manage your project team.

Task management

Manually managing day-to-day project tasks isn't a good use of your time. M-Files automates operational project tasks like notifying team members of upcoming deadlines and deliverables, review and approval processes, publishing and more. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Supplier management

Managing relationships with your project suppliers requires strategic planning and the ability to monitor and track all interactions with the companies that supply goods and services for your project. M-Files helps create closer, more collaborative relationships with key suppliers by managing all of your information and providing quick access to it from anywhere, even right from your ERP or CRM.

Brett Bonenberger, CIO - BSA LifeStructures

Brett Bonenberger

CIO | BSA LifeStructures

"With M-Files, there were not any hoops to jump through. There were no programming changes or custom applications to be created. Once our staff saw their documents in M-Files, it just clicked. We are seeing people creating their own views to find files quickly beyond the default views we set up for each project."

Human Resources

From recruitment and training to performance appraisals, payroll and benefits, effectively managing your employees enables you to retain talent and maximize operational knowledge. M-Files manages and tracks all employee and HR and employee-related information and tasks to keep your business running smoothly.

Benefits

Learning and development

It's important that everyone in your organization is up to speed with regard to HR policies. M-Files allows training assignments to be created, completed and tracked seamlessly. From orientation to new skill development, ensuring employees are trained and prepared is vital for success.

Everything in one place

Sometimes finding the right HR document when you need it seems impossible. Where was that annual staff review document saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Protect sensitive data

With M-Files, protecting sensitive HR information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.

Automate workflows

Manually managing day-to-day processes isn't a good use of your time. M-Files automates operational workflows like capturing and circulating applications and resumes, onboarding new employees, and conducting performance reviews. That means you can ensure consistency while M-Files verifies that all steps in your business processes are followed.

Video: Automatic Permissions

Managing complex access control policies becomes overwhelming with the limitations of most systems. M-Files provides unlimited control over any type of content while keeping things simple. That's because permissions can be assigned based on what something is instead of where it's stored. Give control back to the responsible business manager while freeing up IT resources with Automatic Permissions from M-Files.

Mike Hardy

Accounting Director | Orion Associates

“The task assignment and automatic notification capabilities in M-Files have enabled us to streamline our HUMAN RESOURCES AND BENEFITS MANAGEMENT processes. For instance, certain benefits are available to an individual after they have been employed with us for a specific duration, and we've set up automatic notifications for our HR staff in M-Files to ensure that benefits are provided to a new employee at the appropriate time.”

Records Management

Controlling and governing your company's records throughout their entire life-cycle is critical to ensure compliance with legal and operational obligations. With M-Files, information governance is a snap -- you can easily manage records from the point at which they are conceived to their eventual archival and possible disposal. 

Benefits

Lifecycle management

From record creation throughout the entire lifecycle including use, maintenance, final archival and permanent destruction, M-Files makes it easy to ensure your records management defined retention times and procedures follow your information governance policies.

Find what you need instantly

Sometimes finding the right record when you need it seems impossible. Where was that file saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Access anything from any device

Access any type of electronic record and manage related processes, from birth certificates and tax filings to corporate documents and training records, as well as everything in between on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and sign off on records no matter your location or mobile device.

Protect sensitive data

With M-Files, protecting confidential records while making them accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and even automatically converting documents to protected records, if needed.

Stephen Smith, Environmental Medicine Practitioner - Northwest Healthcare & Wellness Center

Stephen Smith

Environmental Medicine Practitioner | Northwest Healthcare & Wellness Center

"M-Files makes my office so much more efficient. I have all my records and handouts at my fingertips, which I can print off while the patient is sitting there."

Training

Manually managing staff learning requirements, training certifications from internal and external sources and other training tasks is a time consuming process. M-Files automates training-related activities and workflows and enables you to easily manage course lists and materials, as well as record, track and report on training.

Benefits

Learning and evidence of compliance

It's important that everyone in your organization is up to speed with regard to processes, procedures and policies. M-Files allows training assignments to be created, completed and tracked seamlessly. From orientation to new skill development, ensuring employees are trained and prepared is vital for success.

Automate training processes

Manually managing day-to-day processes isn't a good use of your time. M-Files automates training-related workflows like ensuring that the entire shop floor staff has read updated process instructions. Ensure consistency while M-Files helps you verifiy that your business processes are followed.

Disseminate up-to-date policies and procedures

What if everyone in your organization could find the right information quickly? In M-Files, there’s only one version of every document. No matter what type of quality or compliance document is needed, it’s always current.

Guarantee high user adoption

One of the biggest challenges of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage training documents, information and processes without having to crack a user manual. It's intuitive, integrates with many standard business systems and it just works.

Standard Operating Procedures (SOP)

Standard Operating Procedures (SOPs) provide your employees with a reference to common business practices, activities and tasks. Ensure your workforce has access to only the most current SOP versions and ensure the appropriate individuals have read them with M-Files.

Benefits

Learning and development

It's important that everyone in your organization is up to speed with regard to standards, policies and procedures. M-Files allows SOP review assignments to be created, completed and tracked seamlessly.

Find what you need instantly

Sometimes finding the right SOP when you need it seems impossible. Where was that file saved?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Automate processes

Manually managing day-to-day processes isn't a good use of your time. M-Files automates workflows like document control and approval. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Access anything from any device

View SOPs and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve SOPs no matter your location or mobile device.

M-Files Mobile - eSigning Demonstration

M-Files Mobile enables businesses in highly regulated industries to maintain compliance outside of the office. The eSignature capability integrated into M-Files allows businesses sign documents with FDA 21 CFR Part 11 and Eudralex Vol 4 Annex 11 compliant electronic signatures.

Corrective and Preventive Actions (CAPA)

Thoroughly remedying a manufacturing issue or nonconformance by initiating a corrective and preventative action (CAPA) is critical for ensuring high quality and staying compliant. M-Files enables you to organize and manage all quality-related documents (like SOPs) and associated processes, such as CAPAs.

Benefits

Automate processes

Manually managing day-to-day processes isn't a good use of your time. M-Files automates workflows like confirming every action related to a CAPA has been completed. That means you can ensure consistency by verifying that every step in your business process is followed.

Better Visibility

It's important that relevant QA personnel in your organization can view and monitor all actions related to a CAPA. M-Files allows for a full 360 degree view of all actions and documentation related to a CAPA so that QA personnel have every bit of information they need.

M-Files plays well with others

Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing CRM, ERP and other business systems so that every bit of information you need is in one place.

Access anything from any device

View and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Participate in CAPA-related workflow actions no matter your location or mobile device.

Accounting Management

The day-to-day operations of your business rely heavily on efficiently managing and processing accounting documents like invoices, receipts, purchase orders, financial statements and tax documents. M-Files lets you take control of accounting documentation, helping you increase performance and competitiveness while improving operational efficiency and avoiding risk.

Benefits

Find what you need instantly

Sometimes finding the right accounting documentation when you need it seems impossible. Where was that file saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

Protect sensitive data

With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.

Automate accounting processes

Manually managing day-to-day processes isn't a good use of your time. M-Files automates accounting-related workflows like routing a purchase order for approval, processing an invoice and reviewing and filing tax or regulatory documentation. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Expense reporting from any device

Manage expense reporting processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Scan, save and submit receipts for approval no matter your location or mobile device.

Mobile Scanning Demonstration

Watch this video and learn how to scan documents (like expense receipts) directly to M-Files using the M-Files mobile app.

Daniel Maas, Owner - North Coast Refrigeration and Electric, Inc.

Daniel Maas

Owner | North Coast Refrigeration and Electric, Inc.

"We store all of our documents in M-Files. This includes our accounting documents, like accounts receivable, invoices, payables as well as our job information, such as orders, estimates and contracts. All project information, even photos of the work site, go into M-Files."

Sales and Marketing Automation

Your business relies on CRM software to stay in touch with customers, leads and other contacts. M-Files can integrate with your existing CRM system creating a seamless connection between your core sales automation platform and the critical content that your sales team needs to blow out the numbers. With M-Files, customer-related documents – such as proposals, presentations, contracts, purchase orders, invoices, quotes and emails, can be quickly located and accessed -- directly from the CRM of your choice.

Benefits

Guarantee high user adoption

The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Organize and manage vital sales and marketing documentation and related processes to ensure your sales team is at the top of their game without having to crack a user manual. It's intuitive, accessible from all of programs you use and it just works.

Everything in one place

Sometimes finding the right document when you need it seems impossible. Where was that customer proposal saved? Who edited it last?
What if it didn't matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.

M-Files plays well with others

Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing CRM, ERP and other business systems so that every bit of information you need is in one place.

Sharing and collaboration

Sharing documents in M-Files is as easy as a right click. Whether you need to send your customer a document or collaborate with colleagues, M-Files keeps everything streamlined and organized.

Paul Ellison, Vice President, Information Management - Fläkt Woods

Paul Ellison

Vice President, Information Management | Fläkt Woods

“With M-Files, we can instantly see the current stage of a particular workflow, we have a clear understanding of the design changes that have taken place, and we can see all of the interactions that have taken place with customers and suppliers.” 

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