How to maximize an M-Files Ment pilot project

A pilot is a project that allows an organization to assess whether a piece of software matches that business’ requirements by adopting the technology for one particular use case and measuring its success. It tends to be a precursor for a wider roll out of the technology and aims to evaluate a use case before investing time and resources into a more extensive change project.

Key benefits

A pilot gives the business an understanding of:
• The process required to adopt the technology,
• How training will be carried out to users,
• The process of bug resolution and support,
• How the technology will be maintained,
• Issues that may arise so lessons can be retained for future use cases.

M-Files Ment pilot

M-Files Ment offers pilots for those customers looking to get a subscription but want to make sure that it fulfills their requirements before they do so. It’s quite common for our customers to take a 1-2 month pilot so that the business and their users can get up to speed in a quick amount of time, while simultaneously benefiting from M-Files Ment support and leadership in successfully delivering the customer’s first few templates. By the time the pilot has been completed, the customer should be in a position to springboard into a more extensive roll out.

Components of the M-Files Ment pilot

These are some key considerations surrounding the M-Files Ment pilot:


Each customer will have a different view as to what they are hoping to achieve by adopting M-Files Ment – broadly split by what type of organization they are (be it in-house or law firm) and whether they are using it for internal efficiency or a more streamlined client-facing process.

Either way, we’ll work with the customer to understand what they want to achieve by adopting M-Files Ment, and will determine some success metrics so that they can easily determine the success of the pilot.

Here are some examples of pilots we have completed in the past:
• Implementation of employment agreements within a law firm so the firm could draft them quicker and provide a better service to their clients;
• Implementation of Widgets (links to automated templates) so that the customer could provide subscriptions through a paywall on their website;
• Automation of NDAs and SCCs in-house so that non-legal users could have the ability to generate these themselves with limited legal team support.


This is likely to be dependent primarily on the objective, but also on the capacity and engagement of people within the customer’s organization. We aim for completion of the pilot within four weeks—allowing a larger springboard into automating future use cases and ultimately getting value as quickly as possible.

Our main aim is to bring people within the customer’s business together to allow easy adoption of M-Files Ment, and to allow users to generate live documents in the quickest possible time. It goes without saying that, in order for this to happen within as little as four weeks, it will require limited delays from the customer throughout—for example, finalizing legal precedents, getting approvals, etc.


At the end of the pilot, the customer should:
• Have up to three templates automated and ready to use (providing return on investment immediately after the pilot);
• Have provided the relevant users with access to the automated templates;
• Understand how to automate templates themselves—allowing the customer to scale document automation themselves with limited support;
• Be ready to launch M-Files Ment with other use cases within the organization;
• Understand what M-Files Ment support is available and how it can be utilized.


The pilot is an M-Files Ment managed project which contains key stakeholders from the customer. It should contain all those stakeholders that the implementation will affect for the use case being implemented. It may also be beneficial to onboard others within the organization that the M-Files Ment implementation is likely to affect in the future so they can also gain from the pilot experience.
With any technology pilot or implementation, it’s important that those involved are engaged and ready to deliver change within the organization. Lack of engagement is likely to mean that the pilot will have limited success on adoption. However, given that M-Files Ment pilots are so short, at four weeks, we don’t foresee this being an issue.


There’s a cost to the pilot program, but it’s likely to be more affordable than any other pilot of a similar product out there. The cost is worth it—it will provide return on investment in the quickest possible time and inject energy into the rollout of M-Files Ment within the customer’s business, which can be utilized for further use cases.

If the pilot is aiming to launch a subscription document generation service, then the cost of the pilot is likely to be offset by subsequent revenue brought in through subscriptions.

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