Document Management Solution

Drive Efficiency with a Document Management Solution

Documents are the lifeblood of any organization today. Yet as the volume of files and data produced by businesses expands exponentially, the time spent managing documents can be an enormous drain on productivity.

The average employee spends 30% of their day searching for information1. When you add the time required for dealing with compliance, managing multiple versions, tracking documents workflows and keeping data secure, it’s easy to see how managing documents can become extraordinarily time-consuming. With the volume of data expected to increase to 163 zettabytes by 20252, the inefficiency caused by poor document management practices is bound to rise as well.

A superior document management solution like M-Files can help by making it easy to find any document in seconds and automating enterprise document management. With M-Files, you can increase the efficiency of your knowledge workers with a seamless document experience while strengthening collaboration, reducing risk, and enabling business continuity.

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Access the Information You Need Instantly

From creation to disposal, see how M-Files provides a smarter way to manage documents, emails, and all your content.

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Content Collaboration with Confidence

M-Files helps organizations reduce business risk and ensure compliance.

Connect Data Silos

M-Files connects data from multiple systems and repositories to provide a single view of all content, no matter where it is located. That means you no longer must worry about or remember where things are stored – you can find documents by simply focusing on what you’re looking for.

Tag It with Metadata

Files and documents are labeled with metadata – such as information about the project, customer, due date, or invoice number – that make it easy to find what you need. Once you’ve tagged a document with metadata, M-Files takes care of the rest.

Find Documents Faster

When searching for a file, just enter a bit of information about it in the M-Files search bar and you can locate the document within seconds.

Simplify Version Control

M-Files keeps one copy of each document, so you never have to worry about duplicates and whether you are working with the most recent version. M-Files also saves a version history every time you update, so you can easily roll back to an earlier version if necessary.

Improve Document Security

M-Files encrypts every document and provides dynamic permissions that help you keep tight control over who has access to every document.

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M-Files for Accounting Document Management

M-Files is an intelligent information management platform that can be easily configured to handle the specific needs of every accounting firm. With M-Files, workers can access information they need when they need it, no matter where it is stored or what application they’re using.

M-Files uses AI-powered technology to search for, analyze and tag documents no matter where they reside – in network storage, CRM systems, user devices or other applications, platforms or data repositories. Rather than requiring records to be migrated to a central location – a time-consuming, risky and costly project – M-Files connects these files without disturbing existing structures and provides a single view of all information within the company.

M-Files uses metadata tags to describe traits of documents such as what they contain, who created them and who needs to see them next. Workers don’t need to know where something is stored to find it – they just need to know what they are looking for. By entering information into the M-Files search bar, users can locate what they need in seconds.

How M-Files Document Management Solution Simplifies Workflow

Traditional document management workflow can be a complex and inefficient process. Workflows must ensure that every collaborator and stakeholder see each document and that approvals and signatures are obtained at the right time and in the right order.

With M-Files you can:

Automate Workflows

M-Files makes it easy to assign documents to colleagues, follow up automatically, and ensure that documents are reviewed and approved in accordance with company guidelines and compliance requirements. This automation streamlines processes and reduces manual effort.

Customize Workflows for People and Projects

M-Files provides a simple application to create workflows tailored to your specific needs. You can set up workflows for documents, employees, and projects, or even automate reminders and task due dates. As documents progress through the workflow, the metadata within them is automatically updated.

Create Searchable PDFs

M-Files uses Optical Character Recognition (OCR) to automatically scan and convert paper documents into digital files. These files can then be stored, organized, searched, and managed more easily, streamlining your transition to a paperless document management system.

Simplify Signatures

Speed up document workflows by allowing users to sign documents electronically. With M-Files, documents can be signed securely and auditable, from anywhere and on any device, helping you save time and ensure compliance.

Support Remote Work with M-Files

More employees today are working outside the traditional office setting. Whether it’s members of a mobile workforce or employees who are working from home, M-Files makes it easy for everyone to access the documents they need – no matter where they are working.

Access Documents Anywhere, Anytime

With M-Files’ document management solution, your employees can access any document from any location, no matter where the document is stored. This flexibility ensures that information is always at their fingertips, whether they are in the office or working remotely.

Stay Productive with Automated Tasks

Automated workflows enable remote workers to easily collaborate on documents and manage approvals and signatures. M-Files helps create a fully digital workplace, eliminating the need for physical handoffs of paper documents and boosting overall productivity.

Keep Documents Safe

M-Files enhances document security by encrypting sensitive files and allowing you to set permissions based on roles, groups, projects, document types, and other criteria that are relevant to your organization. This ensures that only authorized personnel can access and modify documents.

Benefits of Contract Management with M-Files

Rather than requiring your users to learn a new tool or adopt a new platform, M-Files’ document management solution lets everyone work with their preferred technology for using and managing files. M-Files integrates easily with most common line-of-business applications, as well as a variety of content repositories such as network folders, SharePoint and legacy enterprise content management solutions.

Microsoft 365

Apply your workflows from SharePoint, Teams and Outlook to enhance collaboration and governance.

eSignature tools

Whether you use DocuSign, Adobe Sign or another tool, M-Files lets you sign documents from anywhere to keep work on track.

Salesforce

M-Files makes it easy to connect documents with your Salesforce data.

Google Workspace

Manage documents efficiently and in alignment with rules and regulations while saving content from Google Workspace directly in M-Files.

How M-Files Enables Efficiency for Your Business

Faster Search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

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Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

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Easy Collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

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Streamlined Daily Work

Let M-Files suggest tags for your documents and add workflows for faster processing.

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Discover the Power of Artificial Intelligence Capabilities

Watch videos and access resources to learn how AI can transform your knowledge work with M-Files Aino.

Featured Resources

Unleashing AI potential with M-Files and Microsoft 365

The Smarter Way to Work with Automation and AI

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Why Choose M-Files?

M-Files is a next-generation intelligent information management platform that improves business productivity by enabling workers to find and use information more efficiently. Using AI-powered processes, M-Files connects all documents and information across every platform and repository, analyzing them to place them in context and automate information-driven business process management. With M-Files, users can access relevant, current and accurate information no matter where it is stored or in what format. M-Files simplifies legal contract management and accounting document management. M-Files enables thousands of organizations in more than 100 countries to manage their business information processes more efficiently and give their employees a smarter way to work.

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