Unique Features of M-Files Intelligent Document Management
Zia Consulting works with M-Files, a global leader in information management, to bring their clients an innovative, streamlined, and metadata-driven document management platform. This allows customers to easily find, share, manage, and secure documents and information. Their easy-to-use content repository provides a cohesive and unified way to create workflows that automate processes like contract management, invoice management, Standard Operating Procedures (SOPs), and quality documents. All of the main functionality can be found on one screen, further reducing confusion in this user-friendly environment. This blog covers some of the unique features of M-Files.
Metadata-driven document management system
M-Files uses intelligent metadata instead of a metadata-driven document management system. This simplifies the storage and retrieval of vast amounts of information by categorizing information according to ‘what’ it is rather than ‘where’ it is stored.
This approach breaks down silos across different applications and systems. It facilitates end-to-end automation that enhances the customer experience. M-Files provides instant access to all content with search or dynamic views instead of relying on the traditional folder-based method. It is simple, dynamic, and flexible, while ensuring regulatory compliance.
Customized metadata cards allow users to include the required or optional fields that are most important to an individual or the entire company. Including Information like the case number, document name, and the people who have access makes it easier to find documents later. Data associated with a document can automatically trigger a workflow rather than requiring the user to do it manually.
Automated Workflows
M-Files automates document-intensive processes with custom workflows. This provides an accurate and efficient way to move documents to the correct workflow stage of the document lifecycle. At the completion of each stage, M-Files updates the metadata and sends notifications and alerts to the appropriate individual when an action is required.
Users can create custom workflows to suit specific needs and assign tasks to individuals within the company. M-Files will automatically follow up, issue notifications and alerts, and ensure the workflows are proceeding at the correct pace. Integration with common eSignature technology allows users to sign documents from anywhere using a mobile phone or tablet.
Unified Information View
Views are locations in which the documents and other objects are listed based on the metadata they contain. Similar to grouping files into a folder, a view is a group of documents categorized by the users personal settings. For example, a view can include “documents getting released this week” or any number of other parameters specific to your company’s needs. Unlike folder storage, the metadata associated with a document can be stored in multiple places (i.e., views). This makes it easy to navigate by eliminating the need for multiple copies of a document.
Each user can have their own custom views, or favorites, that are unique to them. A good example of this is “owned by me”. Alternatively, the whole company can group certain documents together as company wide presets. Document permissions can be granted based on job title or rank, and also shared externally via a link.
M-Files has the ability to integrate multiple content management systems into one unified view. This kind of federation allows users to access and manage information stored anywhere without the need for data migration. M-Files unified experience allows users to view and edit information within a familiar M-Files Desktop, M-Files Web, and M-Files Mobile interfaces, regardless of where it resides.
Vaults
A vault is a digital repository where documents and other content are stored, managed, and tracked. It is where all the data within M-Files is kept, and it allows for operations like content replication, handling in multiple languages, and connecting to external databases. An M-Files vault is a central component of the system that enables the management of document lifecycles, compliance, and efficient document retrieval.
Regardless of its physical location, users are able to see the document vault as a directory on their own computer’s M-Files drive. This is analogous to using a local hard drive. System administrators can create, copy, back up, restore, and perform other maintenance tasks that ensure the smooth operation of the document management system.
Grace Korniczky, Solutions Engineer at Zia Consulting shared, “A major benefit to M-Files is the user-friendly environment. Because a company can set up the environment on their own, they don’t always need Zia to change features or make updates. All they need to have is an understanding of their specific document architecture. Zia provides additional resources to smaller teams, or teams that want to move quickly. That way they get the help they need, without having to enable people from smaller teams.”
Use Cases
Many struggle with failing folder structures. M-Files Intelligent Document Management makes it easy to find documents, save documents in multiple folders, and provide access to only those that need specific information. There are a number of use cases, such as limiting permissions to supervisors, offering specific options for metadata setup, matching employees to their teammates and supervisors within an environment, and keeping documents well organized and documented. Zia can help you set up a more efficient file system that makes content easy to access and gives your company the ability to benefit from workflows that are intuitive and customized to your needs.
Why Zia
Zia Consulting is a systems integrator that works with M-Files to provide an information management software platform that improves business performance by helping you find and use information more effectively. Zia Consulting’s architects organize your vaults by finding the best solution for your specific requirements. You can avoid the arduous process of trial and error by allowing our experts to customize your setup in the most user-friendly and efficient way. From there, you can easily create your own views after becoming accustomed to the system.
Don’t continue to use a standard Document Management System (DMS). M-Files can help you unify systems, data, and content across your organization without disrupting existing systems and processes, or requiring a data migration. Contact us today to learn more about how we can help.