Workflow automation

Increase efficiency with document workflow automation

Many documents are part of business-critical workflows that are prone to inefficiencies, errors, and bottlenecks. Companies frequently put a great deal of effort into making these workflows faster, more consistent, and more efficient.

Automation can solve many of the document workflow challenges that businesses face. As part of a paperless document management system, workflow automation can replace manual, error-prone processes to execute workflows in a more seamless and efficient manner while freeing employees to focus on more high-value tasks.

As a leading intelligent information management platform, M-Files provides all the tools you need for document workflow automation and business process management. From getting documents to the right people at the right time to automatically following up with reminders and due dates, M-Files enables business process automation that can deliver significant benefits in efficiency, accuracy, and compliance.

Need more efficiency for document heavy processes?

See how M-Files enables true efficiency with workflow automation that supports business processes.

How workflow automation streamlines tasks

Document workflows may involve many steps. From creating a document based on a template to editing and annotating it, getting approvals from various departments, and getting it signed, a typical workflow features many areas where automation can improve efficiency and ensure documents are handled consistently.


In an automated workflow, documents can be automatically created based on templates and some input from a user.


As documents move through each stage of a workflow, an automated solution can ensure that files are sent to the right people in the right order to comply with company policies and regulatory requirements.


A workflow automation solution can contact individuals when their action or participation is required, and then follow up with reminders. Such a solution can also alert managers or team leaders when there are issues in the process.


In an automated workflow, files are automatically retained or destroyed according to company policy.

M-Files: document management with built-in workflow automation

M-Files’ intelligent information management platform improves business performance by helping people use information more effectively. M-Files also automates critical business processes and ensures that documents are secured and controlled.

M-Files uses metadata as a way of organizing documents and managing workflow automation. Metadata is pertinent information about a document that is attached to a file. Metadata can include details like client names and project numbers along with a description of what the document is about, who created it, what workflow it’s part of, and what step must be completed next.

M-Files creates connections to documents throughout an organization, across every platform and repository, using metadata to place the file in context. As a result, companies don’t need to migrate documents to a central repository. Instead, documents can remain in whatever system or platform they were created. That means workers don’t need to remember where a file was stored – they can find the documents they need by simply typing a few words of description in the M-Files search bar. And by providing a single and comprehensive view of all documents throughout the organization, M-Files breaks down the data silos between business systems to allow companies to benefit from connections between all structured and unstructured data.

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See how M-Files can help streamline your organization with workflow automation.

What you can do with M-Files

M-Files provides all the tools needed to create and manage automated document workflows.

Design custom workflows

The M-Files Workflow engine is a simple application that makes it easy to create custom workflows to suit specific needs and use cases.

Automate any object

Establish automated workflows for documents, employees, and projects.

Communicate with colleagues

Workflows enables managers to give assignments to colleagues, follow-up automatically, and get documents reviewed and approved in compliance with company guidelines and regulatory requirements.

Digitize manual processes

M-Files’ workflow automation lets you model document, project, or process lifecycles based on real-world, manual processes.

Manage the workflow process

The metadata on a document is automatically updated as the file moves through each step of the process.

Integrate M-Files with other platforms and tools

M-Files is a highly configurable platform that integrates easily with existing technology stacks. M-Files Application Programming Interfaces (APIs) enable the platform to communicate easily with other systems so that information from existing platforms is easily available through M-Files. M-Files offers standard integrations to line-of-business solutions, legacy ECM platforms, and other archives. Employees can even use the tools they are most familiar with such as Microsoft Teams or Salesforce as the starting point for accessing and managing documents through 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.


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

Easy collaboration

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

Streamlined daily work

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

Why automate workflow with M-Files?

M-Files makes it possible for workers to get the information they need, exactly when they need it. That means less time spent looking for documents and more time using them to move the business forward.

Remote workers and work-from-home employees can use mobile devices to access documents or to scan a document on the go and save it instantly to M-Files. They can even sign documents on a phone or table with M-File’s eSignature technology.

For administrators, M-Files simplifies the task of managing, securing, and organizing vast amounts of documents. Dynamic access rights simplify security permissions. Regular automatic updates allow the IT staff to focus on supporting the business rather than managing patches and maintenance. And with the ability to deploy M-Files in the cloud, on premises, or as a hybrid solution, companies can customize their M-Files deployment to best meet their needs.

From accounting document management and legal document management to enterprise content management for a broad array of other industries, M-Files is the choice of thousands of organizations around the globe.


What is workflow automation?

Workflow automation is the task of turning a series of manual tasks into a workflow that can be automatically carried out by a technology, usually an application such as business process management software (BPM software).

What are the benefits of workflow automation?

Workflow automation can help make certain processes more efficient, accurate, and speedy while freeing employees to do more high-value work. Workflow automation can also improve compliance by ensuring that processes are completed as required by company policy or regulations.

What is document management?

Document management is the task of organizing, storing, securing, and managing the retention of documents within a business. Many organizations are turning to document management systems to help manage a growing and overwhelming volume of documents and business content.

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