What You Don't Know about Document Management, But Should - M-Files

Editor's Notes

• #2: Thank you for joining us for a presentation about the M-Files Dynamic Content Management system.
• #6: At a high-level, we see the market consisting of alternatives that are, either very light on actual ECM features, and as a result are easy to use or familiar. This includes using standard Windows folders, or systems like Box or Dropbox. On the other end of the spectrum are ECM systems that have extremely deep feature sets, but they are also extremely complicated and expensive. M-Files spans these two worlds, delivering a rich set of ECM features with an easy and familiar UI. And it does this with a uniquely differentiated solution.
• #7: The problems with most Enterprise Content Management systems are: A complex the user interface Getting everyone in the organization to use the system Accessing information that is locked in various systems like CRM & ERP Heavily relying on IT to manage permissions, workflows, sharing, and more
• #8: M-Files solves these common shortcomings with: A simple, instantly familiar interface Extremely high user adoption rates Integration with numerous 3rd party business software solutions An easy-to-use platform that gives control back to those who know their business best
• #9: Over 97% of our users say M-Files helps them find information more quickly and easily. And there's almost no learning curve because if you know how to use Windows, you know how to use M-Files.
• #10: What if you could access content at any time from any device? Not just documents, but live information from all of your systems (like CRM & ERP).
• #11: Business needs change quickly, which means you don't have time for lengthy IT projects. M-Files gives control back to business managers instead of relying on IT.
• #12: What if you never had to choose where to save a document again?
• #13: M-Files efficiently organizes information and documents and makes that content easy to find and share. One of the things that makes M-Files so unique is our approach to storing and organizing content. Everything stored in M-Files is organized by what it is instead of determining where to save it in a traditional folder structure. Only a few details need to be entered when saving documents to M-Files (Document Class, Customer, etc.). Once M-Files knows what something is, it's much easier to find and access it later. Instead of spending time trying to figure out where a document was saved, find it in an instant in M-Files and move on with your day.
• #14: The key to M-Files lies in how it uses the information about a file or object (metadata) to streamline your daily workflow. For example, think about the iPhone. You don't store music in folders on your phone… you just open up the Music app and it's there: organized automatically. By Playlist, Artist, Genre, Album, etc. The iPhone intelligently presents your music content to you in a natural, efficient way. A method that gives you the flexibility of organizing, grouping and accessing content exactly the way you want to. That's what M-Files does for all of your documents and information.
• #15: Everything stored in M-Files is organized by what it is instead of determining where to save it in a traditional folder structure. Easily finding the documents and information you need saves a lot of time and eliminates confusion. Because M-Files is driven by metadata, managing permissions is simple, dynamic and promotes increased security. Sharing documents in M-Files is as easy as a right click. Whether you need to send someone a document or collaborate with colleagues, M-Files keeps everything streamlined and organized. From audit trails to mandatory workflows, M-Files makes meeting strict quality and compliance standards for highly regulated businesses simple and painless.
• #17: As an ECM vendor M-Files has had the opportunity to participate in thousands of deployments of ECM technology in a variety of industries. A key part of these engagement is related to integration with existing enterprise systems such as ERP and CRM. What we have found is that the effectiveness of an information management solution is heavily impacted by its ability to bridge the gap between unstructured content and the structured data in systems, such as ERP and CRM. These enterprise systems drive core business processes which often require access to unstructured content that resides in another repository. For instance, a proposal for a specific customer, or an invoice or contract for specific vendor. M-Files is able to manage "non-document" information objects that are core to the business in the same way that it manages other unstructured content.
• #18: M-Files supports integration with numerous 3rd party business applications: Microsoft Dynamics Microsoft SharePoint Microsoft Office Salesforce NetSuite ConnectWise Autotask Autodesk (AutoCAD & Revit) Kofax Express PSIGEN These integrations provide both cloud-based and on-premises solutions that enable users to easily tag (or attach) documents to CRM or ERP records such as accounts, vendors, leads, contacts, opportunities and invoices. Once tagged, it’s simple and fast to locate any important customer-related document directly from the external interface, or within M-Files’ familiar Windows interface.
• #19: The M-Files reporting module provides useful insight about your documents, business processes and other important company information. Easy to understand reports and dashboards can improve your management decisions by providing business intelligence on important metrics related to sales processes, completed and in-process projects, the size and state of proposals, order volumes, employee training and certifications, compliance audit findings and deviations, and so much more. The M-Files Reporting module also has the ability to display external content in M-Files, such as data from CRM and ERP systems. For example, you could show the latest sales and production figures, in addition to analyzing your document approval processes all in the same interface.
• #20: M-Files makes it easy for businesses to improve their quality management systems and meet certification requirements with document and process management capabilities designed for organizations with strict quality and compliance needs. Ensuring adherence to quality processes and policies is a must for highly regulated industries like Pharmaceutical & Life Sciences, Healthcare, Aviation, Mining, Petrochemical, Food Production and more. Manage audits and inspections efficiently with a comprehensive time-stamped log, audit trail and version history. Enforce mandatory workflows to ensure business process compliance. Sign documents electronically within M-Files. Manage and monitor all access permissions.