Why document management software?
Seven key reasons to choose a document management system:
- Eliminate paper
M-Files allows you to store your data in an electronic format, making paper versions redundant. - Quick find
M-Files lets you find documents quickly and efficiently, even between different systems and other storage locations. - Maintaining document versions
Track all changes, see who edited content and easily roll back to an earlier version when needed. - Adding workflows to documents
Automate office work with workflows that support your business processes and let your employees focus on tasks that actually add value. - Location-independent document management
Forget the location of a document, folders become redundant because M-Files is all about 'what' and document and not where it is stored. - Metadata are the future
M-Files uses a metadata approach to document storage, which means unlimited possibilities in managing, securing and finding documents. - Documents available anytime, anywhere
With M-Files, you access all documents from the organisation on all screens and devices, even without the internet.
Document management software protects documents and controls access
In any business, you need to ensure that the right people have access to certain documents. Managing user and access rights in a traditional folder structure takes resources and requires manual work, especially when changes occur in the organisation.
The M-Files document management software offers a better and effortless way to manage access to documents.
Access rights in M-Files are dynamic and based on metadata. Rights can be based on various criteria, such as document type, the project or file it relates to or the status of the document. When changes occur within the organisation or departments, rights also change automatically. This way, documents are always available to the right people.
Find documents with document management software in no time at all
Saving documents so that your colleagues can find them can be a chore. It is impossible to know whether your colleague has saved the contract in the customer folder, project folder or agreements folder.
In M-Files, documents are always stored in the same vault and described with metadata attributes. Instead of selecting the folder, you just need to know what type of document you are saving and link it to the right client or project.
You can organise content by creating dynamic views that display documents and other information based on chosen criteria: by client, by project, by due date, by document type or by author, for example. The shortcut to your "Latest documents" allows you to find the documents you have worked on very quickly. Moreover, all content is indexed for full-text searching.
That makes M-Files the document management software that ensures you never spend time searching for documents again.
Always the latest and correct version thanks to a document management system
In a traditional folder-based environment, managing document versions can be an arduous task. One version resides in the network folder, one in your e-mail inbox, one on someone else's desktop and so on.
With the M-Files document management system, you always have a single up-to-date version of every document. Everyone works with the same version and the version history is automatically saved. So as soon as you find the document you need, you always know it is the latest and correct version.
Smart sharing and easy collaboration
With M-Files, collaborating and sharing documents with colleagues, partners, customers and other external parties is easy and efficient.
You can share a link to the file in M-Files without having to send an actual copy of the file, guaranteeing that everyone has access to that single, common version. These links can even be shared with external people who do not have M-Files.
Integrated collaboration tools, such as annotations, make co-authoring easy and efficient. And you can use any device, even mobile, to collaborate on documents.
Support for all document types
M-Files supports all document formats, ranging from Microsoft Office files to the most common image formats and AutoCAD files.
M-Files is also integrated with Microsoft Outlook, allowing you to store your business-critical emails and attachments for long-term retention.
Automate document workflows
Document management is typically a business enabler and not the core business itself. Therefore, it is useful to automate processes as much as possible to create extra time for employees.
The M-Files document management system ensures that you no longer have to bother with information, but that information actually starts working for you.
You can set up automatic workflows to support your business processes and let the system take care of the entire document management lifecycle.
Documents always on any device
Managing documents is not always easy during office hours.
M-Files works on any device, so you can use your mobile device to access and work with documents in network folders, for example. Unparalleled access to relevant information via M-Files provides flexibility in your business processes, even if you do not have an internet connection.
Manage documents like never before.
