Product Overview of M-Files
M-Files is an AI-powered intelligent information management (IIM) solution designed to streamline and enhance the way organizations manage their documents and information. Here’s a comprehensive overview of what M-Files does and its key features.
What M-Files Does
M-Files connects and manages all documents and information across various platforms and repositories, providing a unified and contextual view of content. This solution is tailored to improve the productivity of knowledge workers, ensure seamless digital experiences, and enhance collaboration among workers, partners, and customers.
Key Features and Functionality
Intelligent Document Management
M-Files stores documents based on their content rather than their storage location. Documents are labeled with metadata such as customers, project numbers, users, due dates, and invoice numbers, making search and retrieval significantly easier and more intuitive.
Single View of Content
The platform integrates content from different archives and systems, including documents, emails, contracts, orders, and project information. This ensures that all relevant information is accessible from a single interface, regardless of where it is stored.
Real-Time Collaboration
M-Files enables multiple users to edit and view documents simultaneously in real-time. This feature, combined with automatic saving and version control, ensures that all changes are tracked and no work is lost. Users can collaborate internally and externally using tools like OneDrive and Office Online.
Version Control and Document History
The system maintains a history of changes to documents, allowing users to view previous versions and rollback to earlier versions if necessary. This ensures that only the latest and most accurate version of a document is used.
Secure Authoring and Permissions
M-Files implements strict permission controls and encryption to ensure that only authorized users have access to the content. This provides a secure environment for document creation and collaboration.
Fast and Intuitive Search
The platform offers powerful search capabilities that allow users to find documents based on both metadata and content. This functionality integrates seamlessly with various business systems to provide a unified source of truth.
Integration with Business Applications
M-Files integrates with popular business applications such as Microsoft Office, Microsoft Teams, Salesforce, ERPs, and CRMs. This integration allows users to manage documents using their favorite daily tools without switching between apps.
Automated Workflows and Task Management
The platform includes a workflow engine that allows organizations to create customized workflows to automate critical business processes. This helps in reducing project costs and meeting project expectations more efficiently.
Dynamic Views and Virtual Folders
M-Files uses virtual folders that group documents based on their metadata, allowing a single document to appear in multiple virtual folders without creating duplicate copies.
Case Management and Project Management
The solution is equipped to handle complex case management by managing all related content meaningfully. It also provides a complete view of project documents, enabling teams to focus on delivering value faster.
Security and Compliance
M-Files ensures document security through encryption and strict permission controls, making it easier to demonstrate regulatory compliance. The platform also detects and alerts users to duplicate content, ensuring data integrity.
Additional Capabilities
- M-Files Hubshare: An extranet solution that allows for the creation of secure, branded, and customizable portals to share data and content with clients, partners, and employees.
- M-Files Ment: Provides self-service tools for knowledge workers to release automated content and generate documents directly from third-party input in a secure and compliant way.
In summary, M-Files is a robust document management solution that enhances productivity, streamlines collaboration, and ensures the secure and efficient management of business-critical information across all aspects of an organization.