M-Files Document/ Content Management System

M-Files enterprise information management solutions are disrupting the ECM market by eliminating information silos and providing quick and easy access to the right content from any core business system and device. M-Files achieves higher levels of user adoption resulting in faster ROI with a uniquely intuitive approach to ECM that is based on managing information by “what” it is versus “where” it’s stored. With flexible on premise, cloud and hybrid deployment options, M-Files places the power of ECM in the hands of the business user and reduces demands on IT by enabling those closest to the business need to access and control content based on their requirements.

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M-Files Document Management System (DMS) is simple to install and learn, reliable, powerful and secure – without breaking your budget. It also improves workflow, increases information reuse, eliminates redundancy, securely control content, and avoid conflicts and data loss – all in a single document management solution that integrates with Windows Explorer.

M-Files supports a wide range of compliance needs, including:

  • ISO 9000/9001 and GMP in manufacturing
  • Regulations such as FDA 21 CFR Part 11 and EU GMP Annex 11 affecting pharmaceutical, medical device and biotech companies
  • HIPAA and related privacy requirements in the medical field
  • Sarbanes-Oxley in the accounting and financial services space

M-Files DMS Features and Benefits:

  • Fast search – both “full text” file contents and metadata“>metadata
  • Secure, metadata-driven user access permissions
  • Check-in/check-out with audit trail
  • Version management
  • Workflow with email notifications
  • Fast offline use and remote/mobile access
  • Support for scanned paper documents and email
  • Web interface
  • Robust interface for connecting to external databases such as an enterprise CRM or ERP system
  • Rich scripting capabilities and a complete Application Programming Interface (API).

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 M-Files Quality Management System (QMS) ensures your quality processes and policies are being followed with M-Files QMS – the practical solution to compliant document management. M-Files QMS 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.

M-Files QMS Features & Benefits:
Improve your quality procedures with a comprehensive set of features that assist with:

  • Quality standards such as ISO 9001“>ISO 9001
  • CE marking or labeling
  • Compliance with FDA 21 CFR Part 11 and EU GMP Annex 11
  • Audits associated with all of the above

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 M-Files Enterprise Asset Management (EAM) helps you collect technical data from plants and suppliers to a centralized repository and collaboration platform. Our solution portfolio consists of five agile products that address different data management purposes such as plant maintenance and Master Data Management (MDM).

Top EAM Industry Uses:

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M-Files Master Data Management (MDM) implementation facilitates higher quality data and improved decision support leading to more efficient and effective maintenance processes.

M-Files MDM Features & Benefits:

  • More efficient use of existing systems
  • Higher user adoption
  • Better Master Data quality
  • Faster access to data“>data
  • More efficient work management

M-Files enables the collection of technical data, both internally and from partners, using simple forms that anyone can use without training. Employees and partners access the system via a familiar and efficient native Windows client that supports caching and offline access for improved performance and reliability, even in low bandwidth environments, or with no network or Internet connection at all, such as when working remotely or during a network outage or system failure. Users access the system just like My Documents or My Computer, but faster and more secure. The system can be also accessed via standard Web browsers or mobile devices, such as smartphones and tablets with support for the most popular platforms, including iOS, Android and Windows Phone.

The Back-Office Vault has been built with SME’s in mind and offers solutions that work across all types of businesses operating in all vertical markets. The pre-configured environment helps smaller companies quickly implement the solution and quickly gain value.

The following m-files benefits are included in the Back-Office Vault:

  • Access All Your Information Instantly M-Files Back Office provides a single point of access to content and information stored in your existing systems and content repositories. Using M-Files your staff can store, access, organize, edit, share and process content faster and more effectively.
  • Organize and Contextualize Content, Assisted by AIM-Files applies artificial intelligence to help your staff classify content and information in a uniform approach, improving your organization’s ability to organize and process information efficiently.
  • Go Paperless – Optical Character Recognition (OCR) converts different types of documents, like scanned paper, PDF files or images captured by digital camera into editable and searchable data.
  • Sign Documents Electronically – DocuSign software is integrated with M-Files enabling you to sign and approve electronic documents using the highest security standards, then send documents through pre-defined workflows.
  • Fast and Flexible Deployment – In addition to pre-configured workflows and user groups, M-Files offers on-premise, in the cloud or hybrid deployment options. Cloud vault storage is included, making you instantly cloud-ready.
  • Scales with Your Business Growth – Simply add more licenses as your business grows and change configurations to meet your shifting business needs.


Most AP processes are overrun with paper that must be collected, categorized, copied, routed, processed, signed and filed. By eliminating manual processes, your team will have greater control over cash flow and can then focus on strategy and analysis for positive bottom line impact.

With M-Files, all related documents will be automatically managed and stored, meaning that all information is digitalized and can be accessed in intuitive ways. M-Files solution enables AP departments to see a return on investment (ROI) rather quickly by delivering efficiencies in the following areas:

  • Transition to Paper-Free (or Paper Light) – An automated AP solution slashes costs associated with the “paper chase” by digitizing invoices and routing them through a more efficient approval cycle.
  • Eradicate Manual Tasks – Most of these tasks can be performed through automation, freeing up staff to perform more strategic activities.
  • Achieve Instant AccessM-Files system allows you to view your invoice data in context. Clients can easily retrieve all the documents (invoices, etc.) and other information to provide a holistic view of the account status.
  • Diminish Exceptions and Discrepancies – Automation allows the client to enjoy the dramatically reduced of manual resolution. Digitized invoices, packing slips, photos and other discrepancy documentation is easy to share with suppliers by just sending them a link.



We all know that contracts give a huge impact on the client’s revenue and compliance. M-Files Contract Management is a purpose-built, cloud solution for the creation, review and approval of contracts to drive consistency, transparency and accountability. M-Files provides a true metadata-driven architecture, including secure metadata-driven access permissions and metadata-driven archiving.

To add on, M-Files also supports version control, as well as integrated support for paper contract scanning and OCR to create searchable PDFs. Clients experience benefits of:

  • Increase Productivity – Ensuring that you renew contracts and agreements with your customers before your competitors can get their feet in the door can have a huge impact on your business.
  • Paperless – Replace bulky filing cabinets and inefficient manual paper processes with automated scanning, tagging and workflow. This helps to minimize storage space usage for paper-based documents.
  • Control Access to Documents – M-Files gives you permission-based access by role and by metadata so that access can be controlled on an individual basis or by groups such as ‘Read Only’ or ‘Everyone’ and more. M-Files also supports Microsoft Active Directory.


R&D team members are the prophets of profit. You help determine the future of your organization’s products, processes and services. Whether designing innovative new technologies or running clinical trials. M-Files automates processes while giving you instant access to all the information you need so you can focus on innovating.

  • Find the Right Documents Faster – Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved or which version is the right one.
  • Project Management – Managing everything during the entire life cycle of a project is complex and it’s not optional. Whether you’re managing product development, prototyping new concepts or doing fundamental research, M-Files gives you quick access to the information you need to manage all your projects and your team.
  • Bug and Improvement Tracking – Improving your product, processes or business ensures that your customers are happy. M-Files simplifies the process of reporting problems and tracking the progress of solutions.
  • Clinical Trials – Capture and manage clinical trial data while ensuring compliance with regulatory guidelines like FDA 21 CFR Part 11. M-Files automates trial-related processes so you can spend less time auditing and more time analyzing results.


You’re in charge of making sure customers are happy before, during and after their purchase. That means you have to provide the right service and support as quickly, accurately and courteously as possible. Doing that is difficult if you don’t have the information you need at your fingertips. M-Files provides instant access to the documents and data that will help you achieve true customer satisfaction.

  • Find the Right Documents to Help Your Customers – Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last? M-Files eliminates the chaos of traditional folders by organizing content based on what it is. Hence you never have to remember where it’s saved or which version is the right one.
  • Bug and Improvement Tracking – M-Files simplifies the process of reporting problems and tracking the progress of solutions. Improving your business operations is essential to make your customers happy.
  • Sharing and Collaboration – 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.
  • Secure Everything – M-Files manages permissions automatically and dynamically, ensuring data security while maintaining accessibility for everyone.

Building and retaining your internal organization is essential in any business. M-Files HR supports the entire employee lifecycle, investing to efficiently and consistently manage and optimize this most important asset is money well spent. The benefits of using M-Files for human resource are:

  • Hiring and Onboarding – Automated assignments and completion tracking for providing and collecting important information and forms related to benefits, building security and common office tasks. Such as filling out expense reports and requesting time off. This gives more comprehensive standard operating procedures and business processes, making the onboarding process smooth and efficient.
  • Employee Records Management – M-Files HR acts as a central repository for all the information about the people that power your company. Employee contact information, government security and tax documents and forms, employment contracts, performance appraisals, as well as any other key employee information and records can be stored, accessed and retained to fulfil legal requirements and make your job easier
  • Performance Appraisal, Learning and Development – M-Files HR can standardize and automate the recurring and often tedious process of conducting regular performance appraisals, as well as managing and tracking ongoing learning and training requirements and tasks.
  • Protect Sensitive Personal Data – M-Files helps in protecting sensitive employee information while making it accessible to specific people in the organization. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.



A sales and marketing department is all about being creative and efficient to generate sales for the organization. You bring the money in! The last thing that all you should be worried about is when you can’t find the right information at the right time especially when closing a deal. Even worse, is when you found the document or information that you need, but you are uncertain on which current draft is the latest version.

How do you go about this? M-Files makes sure you always have that one, always up-to-date file, and your client’s information to keep your company and numbers growing. Clients experience benefits of:

  • Finding What You Need Instantly – Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last? What if it didn’t matter? M-Files eliminates the chaos of traditional folders by organizing content based on what it is, so you never have to remember where it’s saved, or which version is the right one.
  • Collateral Management – In Marketing, few things are more frustrating than finding out you’ve been working with an outdated version of a document. M-Files can notify you when marketing collateral is updated, and even when it hasn’t been reviewed in a while. That way you can stay on top of all of the great content you’re creating without having to worry about it.
  • CRM – Keep track of every bit of information about your customers and prospects. From documents (like proposals, emails and invoices) to orders and contact details, M-Files maximizes your investment in CRM. Use another CRM system? M-Files connects to the leading CRM systems to make sure all of your information is in one place.
  • Expense Reporting – In Sales, no one likes scanning a bunch of expense receipts after a sales trip. In M-Files, filing all your expenses is simple. Take a photo of your receipt with your smartphone while you’re on the trip, save it to M-Files using the M-Files mobile app and the expense reporting process is started automatically.
  • M-Files Plays Well with Others – Communication is the key to any relationship and your business software is no exception. M-Files talks to your other systems so you can find what you need from wherever you are. We integrate tightly with existing CRM, ERP and other business systems so that every bit of information you need is in one place.
  • Sharing and Collaboration – 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.

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