M-Files enables organizations to more effectively organize and manage all types of content that is relevant to their business - not just documents. Non-document objects such as customers, accounts, contacts, projects, cases, equipment and literally any other "thing" that a company needs to organize, process and/or track can be managed in M-Files. Non-document objects in M-Files include the same control features as documents such as version history, metadata-driven permissions, check-out/check-out, workflow and commenting.
M-Files enables organizations to manage their structured data and unstructured content residing in different business systems from a single unified platform. Metadata serves as the "bridge" that connects a company's structured data (data residing in CRM, ERP or other database applications) with its unstructured content (documents, images, videos, media files).
M-Files not only provides fast and precise access to structured data and unstructured content, but it intelligently links content and context. M-Files provides a 360 degree view of the relationships that exist among all objects (structured data and unstructured content).
For example, a non-document object in M-Files for a project will show project team members, all documents associated with the project, tasks and assignments, and any other information associated with that project.
Many organizations have separate systems in place for managing their front end business operations (manufacturing, engineering, construction, etc.) and their back office processes (accounting, legal, HR, etc.).
The proliferation of multiple systems for managing the front and back office presents numerous challenges for businesses, such as the increased cost of maintaining several solutions, ensuring employees are adequately trained on all systems, and perhaps most importantly, the inability to effectively integrate these systems so that relevant content and data are intelligently linked together (i.e., supplier invoices within the accounting system are linked to the construction project documentation in the ERP application).
With M-Files, organizations can consolidate their internal business systems and leverage one solution to manage their front office and back office information and processes. By reducing the number of internal systems they rely on, companies can reduce costs, improve the learnability and consistency of use by employees and ensure that all relevant information is always accessible by the right people at all times.
M-Files enables organizations to leverage one system for a broad range of front and back office operations, while also providing the deep level of use case-specific functionality to effectively manage more complex processes and information management requirements.
An increasing number of employees are using consumer file sharing solutions to collaborate with business partners, contractors, temporary staff and contacts in other companies. However, employee use of these solutions is often unregulated, uncontrolled and lack the necessary security controls, workflow management and robust ECM functionality many businesses require.
Unauthorized employee use of file sharing solutions represent a serious security and non-compliance risk because employees can store and share documents with third parties completely out of an organization’s control. Given an organization’s responsibility to protect its information assets, unregulated use of file sharing solutions represent a significant and growing security threat.
How M-Files solves this problem
M-Files is the only system that combines the functionality and benefits of an enterprise-class ECM solution with the ease of use, transparency and collaboration benefits of file sharing and sync solutions. Think of M-Files as “where Dropbox meets Documentum.”
With M-Files, employees can easily share information and collaborate with external partners, while organizations can ensure they retain control over their information assets. M-Files integrates with Microsoft OneDrive, which enables users to share and collaborate on content with others that do not have direct access to M-Files, such as customers, partners and contractors.
Files shared via OneDrive are accessible through essentially any device, including PCs, smart phones, tablets and Macs. The collaboration and information sharing capabilities of M-Files improves productivity and enhances the decision making process while also ensuring business content is strictly controlled and protected.
More than basic file sharing, M-Files provides co-authoring capabilities that enable multiple users to edit the same file simultaneously in a controlled manner. In addition, check-in/check-out and versioning features prevent data loss when changes are overwritten and confusion associated with multiple outdated versions.
Role-based and metadata-based security controls ensure that access to specific files is restricted only to those who are authorized to view and/or edit them.