M-FILES… CONTROLLING YOUR BUSINESS INFORMATION

The days of Document Management and Enterprise Content Management are over – it’s time for Intelligent Information Management.

DO YOU KNOW WHERE All THE DOCUMENTS ARE THAT ARE CRITICAL TO YOUR BUSINESS? Most companies have different types of content in different types of repositories. No matter where you store your information, our intelligent M-Files solution connects to all your data repositories. You can browse information from multiple locations based on what it is and see how it is related to other content.

HOW DO YOU FIND THEM NOW? If your company is like most, documents and content are stored in a growing number of different repositories— like email, network folders, SharePoint, CRM and ERP systems. It is hard to manage the abundance of data in these disconnected systems. M-Files will unify the user experience across these repositories and help users find the right data at the right time and in the right context.

HOW MANY OF YOUR EMPLOYEES KEEP DOCUMENTS IN THEIR PERSONAL CLOUD STORAGE?  Most employees keep some amount of business documents and info in their personal storage. They see it as a great way to access work-related data at home and on the road, and to collaborate with co-workers. Unfortunately, it is also a great way to make your confidential data insecure. And it is too scary to imagine what happens to all that info when an employee leaves your company.

HOW MANY DOCUMENTS ARE ON PERSONAL COMPUTERS? The trend towards Bring Your Own Device (BYOD) creates security challenges and also results in employees using those devices like they would at home, for personal use. It is much more common for malware to end up on a device. There can be wage and hour implications. Even storing documents and information on the company PC within someone’s workspace creates openings for security and data breaches.

WHO DO YOU RELY ON TO FIND YOUR BUSINESS DOCUMENTS? Most companies have no clear data classification levels. With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object – including assigning roles that give different levels of access to different users or user groups, such as managers.

WHAT HAPPENS IF YOU CAN’T FIND THEM? There aren’t many work experiences more frustrating than trying to locate a lost file you need. Does a business transaction have to wait? Do you fail a government audit? Do you miss billing for work done? Do you have to hope someone remembers all of the pertinent data to recreate a lost document? And what did it cost to look for and/or recreate it? M-Files document management software works by allowing you to find, share and store information in the easiest possible manner. With M-Files, all of your business’s documents are stored within an accessible document system, and they’re sorted according to their content, thanks to metadata. Employees can ind everything quickly by typing in a few words. Imagine a search engine strictly for your business’s documents.

IF A PERSONAL COMPUTER HARD DRIVE CRASHES, DO YOU LOOSE YOUR DOCUMENTS? Unless you have lots of extra cash to pay someone to try to retrieve data from a crashed drive… you have a problem. All data can be lost due to physical damage or logical damage on a hard drive. That document you need is probably gone. With M-Files, documents and information won’t be stored on individual computers. They’re all located inside one central system that anyone, from any computer in your business, can access.

DO YOU KNOW IF A DOCUMENT HAS BEEN REVIEWED AND THE WORKFLOW COMPLETED? Employees are human. That means they sometimes forget to take the little steps necessary to finish a project. For example, after completing a task for a client, they forget to email the invoice to the accounting department. M-Files is capable of automating these and other tasks, minimizing mistakes, and allowing employees to focus on their main priorities, instead of administrative tasks. The Workflow feature enables automating processes.

DO YOU HAVE A WAY TO MANAGE DOCUMENT REVISION HISTORY? Without an automated process to manage document revisions, you are simply hoping for the best. M-Files Document Version Controls ensures you always have access to the latest version of a document. It’s easy to see what has changed, who did it and when the change was made, so you don’t have to worry about out-of-date documents or manually sorting through multiple versions.

HOW ARE YOU MANAGING WORKFLOW WITH REMOTE WORKERS? Most likely, you are not managing remote workflows. The workflow engine in M-Files makes it easy to implement any business process with required steps, actions, and pre- and post-conditions. Many companies are facing an urgent new reality that requires a flexible working environment. Future-proof your business by enabling secure access to documents and information while minimizing risk.

HOW DO YOU TRANSFER DOCUMENTS WHILE SOCIAL DISTANCING WITHIN THE OFFICE? With M-Files there is never a need to hand deliver a document to another employee. The most elementary of all document management functions is the ability to access documents — to retrieve them  from wherever they may be stored. Increasingly, the transfer information to others within the office is solved by automated workflows. M-Files workflow automation helps you ensure consistency by verifying that every step in your business process is followed. Automated workflows streamline common business processes — like contract approvals, controlled content, and invoicing — so you can stay productive and ensure compliance.