Workflow automation features

Need more efficiency for document heavy processes? Even in this digital age, where paper documents might have already been transferred to digital format, true efficiency comes from workflow automation that supports business processes.

Make sure your processes are up to standard

Old, manual processes drag the productivity of your business down. It’s not enough to capture paper into PDFs — even though that is a start. You need to rethink your business processes and how you handle documents throughout their lifecycle. You can do all of this with M-Files workflow automation.

Workflow automation

Digitize Processes

Workflow automation enables you to model document, project or process lifecycles based on processes you run in the real world.

Assign with Ease

Workflows in M-Files enable you to give assignments to colleagues, follow-up automatically, and get documents reviewed and approved according to company guidelines. Metadata tags guide the workflow stages.

Automate Any Object

You can set up workflows for documents, employees, and projects.

Keep Everyone Up-To-Speed

Workflow automation can help regulated businesses to manage learning requirements. Or you can let workflows take care of reminders and due tasks.

Keep Track of Things

The metadata on the document in a workflow gets automatically updated as it moves along in the workflow from draft, to reviewed, commented, and finally approved.


Workflows are created in the M-Files Workflow engine, and you can easily create your own workflows with a simple application to suit your specific needs.

Convert paper into searchable PDFs


To get started with automating your document workflows, you need to have your documents in a digital format. Document scanning converts paper documents into digital files that can be stored, organized, searched, managed, and retrieved quickly, easily, and reliably.


With M-Files Optical Character Recognition (OCR) features you gain more control over business-critical documents and save time with the ability to search the content of digital documents rather than going through them manually. The review and approval processes become faster and additional workflow automation can drive efficiencies in document retention or deletion practices.

Searchable PDFs

Converting your files into searchable PDFs does not affect the outward appearance of the documents. Users still see the original scanned image, along with the actual image of the scanned file, M-Files stores the contents and metadata that are automatically generated in the scanning and OCR process, which can then be used when searching the file.

Compress and Convert

M-Files OCR also supports client-side OCR: you can simply drag and drop scanned images to M-Files Desktop and M-Files compresses the file size up to ten times and converts the documents to searchable PDFs.

Select industry-leading OCR features
  • Works directly with virtually any scanner or multifunction device

  • Convert paper or images to searchable PDFs eliminating inefficient manual reviews

  • Supports 137 languages for better recognition accuracy

  • Barcode recognition for automated document classification and routing processes

  • Supports zonal OCR for automating tasks like capturing index fields from forms and barcodes

Connect any number of devices

You can connect any number of multi-device peripherals and desktop scanners to your M-Files OCR system without having to purchase an M-Files OCR license for each scanner separately.

Integrate with what you have

The M-Files OCR extension interfaces with virtually any scanner or multifunction device, enabling scanning directly to your M-Files vault. This premier extension connects M-Files directly to network and desktop scanners and multifunction devices.

Sign electronically

Electronic signing can make your processes much faster, more secure, and more efficient. You can get documents signed from anywhere on Earth with any device in a secure and auditable way. The signed documents are immediately stored according to policy, with workflows supporting archival and retrieval rules. Signing electronically further eliminates the need for paper. With M-Files electronic signing features you can:

Speed up the signing process
Anyone can sign, even without an M-Files license
Verify the authenticity of the signature

Other integrations

M-Files integrates with several electronic signature tools.

Let’s show you M-Files in action



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