Automate Document Management Workflow
Optimize Your Document Workflow
Documents play a crucial role in every aspect of business operations, from research and proposals to contracts and invoices. The way an organization handles document management workflow can either speed up processes and improve business performance or create obstacles that hinder productivity and competitiveness. Many organizations face issues with their document management workflow, including mishandling documents and problems related to security and compliance. An ineffective workflow can negatively impact efficiency, customer relationships, and overall business progress. M-Files can provide assistance in this area.
With its cloud-based document management software (DMS), M-Files allows you to automate and customize workflows, ensuring that documents are directed to the right person at the right time, maximizing efficiency.
Enhanced Security In Document Sharing
M-Files provides enterprise-level security with strict control over who can access a file, guaranteeing the safety and privacy of documents and data.
Accelerate Your Time to Value
The document management workflow involves transferring information between employees at different stages of a business process. At each step, a document may need to be created, edited, reviewed, commented on, verified for accuracy, approved, or signed. With M-Files' cloud-based document management software (DMS), you can automate and customize workflows to ensure efficient document flow to the right person at the right time.
Mishandling
Human error often results in the inability to find documents, incorrect information being duplicated on multiple documents or documents that don’t follow the correct workflow.
Versioning Issues
When workers collaborate by emailing documents back and forth, the result is multiple copies of a document that are attached to long, cumbersome email threads. In these situations, it’s difficult to have certainty that the right person has the right version in the end.
Unsuccessful Searches
Knowledge workers may spend up to 30% of their day searching for documents they need to execute a specific workflow1.
Lack of Remote Access
As workforces become more mobile and as more employees work from home, lack of remote access to documents can slow down workflows and limit productivity.
Make Files Available Anywhere
Getting approvals and signatures in person on hard copies of documents is extraordinarily costly and time-consuming.
Security and Compliance Issues
With a growing number of employees using their own devices to execute workflows, documents and businesses are exposed to far more security issues and compliance problems.
Optimize Your Document Workflow
Efficient Client Collaboration
M-Files’ metadata tags also facilitate the automation of document management workflows and enhance business process management (BPM). Metadata guides documents through each workflow stage, automatically updating as they move from drafting to editing, reviewing, commenting, approving, or signing.
Seamless Vendor Paperwork Management
The M-Files Workflow engine is a user-friendly application that allows you to create custom workflows based on specific business processes. M-Files workflows can assign tasks to colleagues, follow up automatically, issue reminders, and ensure each workflow stage is executed according to company guidelines or regulatory requirements.
Enhanced Security in Document Sharing
M-Files provides enterprise-level security with strict control over who can access files, guaranteeing the safety and privacy of documents and data. This robust security framework ensures that sensitive information remains protected throughout the document management workflow.
Benefits of Document Management Workflow Automation
With M-Files’ document management tools and BPM software, the benefits of automated document workflows are profound.
Eliminate Human Error
Workflow automation ensures that routine business processes are executed consistently and accurately every time.
Ensure Regulatory Compliance
M-Files provides a full audit trail and electronic signatures to meet regulatory requirements like FDA 21 CFR Part 11.
Configure Workflows to Your Needs
M-Files offers customizable metadata attributes like "assigned to," "deadline," and "task completed" to fit specific workflow needs.
Simplify Workflow Communication
The participants within specific workflows are notified via email at each stage of any workflows they’re part of.
Work with Your Preferred Tools
The M-Files mobile app allows remote employees to manage workflows and obtain approvals efficiently, even with electronic signatures.
Features That Enable Digital Business Processes
Support for the Paperless Workplace
M-Files’ document scanning technology converts paper documents into digital files that can be stored, searched, organized, managed and retrieved quickly, easily and reliably.
Eliminate Human Errors, Typos, and Mistakes
M-Files captures information from other systems such as order numbers and customer details and completes metadata for documents before pushing them through their processes and workflows.
Automatic Notifications
M-Files can automatically deliver notifications based on specific events such as expiration dates and deadlines. M-Files will also assign tasks to team members when their input is needed.
Protect Documents From Unauthorized Access
M-Files’ dynamic permissions let you control who accesses documents and information at every stage of a workflow.
The Right Workflow for Each Document
When a new document is created, M-Files tags it based on its content so it can immediately enter the right workflow.
How M-Files Enables Efficiency for Your Business
Faster Search
What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.
Familiarity
You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.
Easy Collaboration
Share content securely, and co-author documents simultaneously — wherever you work.
Streamlined Daily Work
Let M-Files suggest tags for your documents and add workflows for faster processing.
About M-Files
M-Files is an AI-powered intelligent information management solution that ensures the right information reaches the right people at the right time. Unlike traditional enterprise document management systems, M-Files eliminates information silos by unifying data across the organization without altering existing systems or processes. Instead of costly migrations to a centralized location, M-Files uses AI to identify and connect documents across various systems, repositories, locations, and devices. Metadata tags provide context, making it easy to find documents when needed.
See M-Files In Action
Seeing is believing. Schedule a demo to learn more about simplified search, automatic workflows, intuitive user interfaces, and built-in integrations with existing applications and file systems.
