M-Files Enterprise Content Management Software

Editor's Notes

• #2 Thank you for joining us for a presentation about the M-Files Dynamic Content Management system.
• #3 The problems with most Enterprise Content Management systems are:A complex the user interfaceGetting everyone in the organization to use the systemAccessing information that is locked in various systems like CRM & ERPHeavily relying on IT to manage permissions, workflows, sharing, and more
• #4 M-Files solves these common shortcomings with:A simple, instantly familiar interfaceExtremely high user adoption ratesIntegration with numerous 3rd party business software solutionsAn easy-to-use platform that gives control back to those who know their business best
• #5 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.
• #6 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).
• #7 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.
• #8 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.
• #9 What if you never had to choose where to save a document again?
• #10 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.
• #11 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.
• #13 Most of the time data is scattered and hard to find. Using traditional folder structures to organize content eventually leads to folder chaos. What good is a network drive if you can't find documents when you need them?
• #14 Another symptom of traditional folders is the creation of duplicate files. The same document may have been recreated many times and reside in many places at once. How do you know which document is the most up-to-date?
• #15 Email is an amazing tool for communicating with others, but it also creates another fragmented place where documents get lost.
• #16 Paper filing systems present many challenges, too. Hard copy file systems suffer from the same inflexible rules as digital folder structures. Also, what happens if paper records become damaged?
• #17 Many different programs and systems require files to be stored in different databases. This kind of fragmentation leads to problems with searchability and accessibility.
• #18 USB drives and external hard drives become magnets for duplication and the information stored on them is useless if they become disconnected.
• #19 Here's a simple example that explains this problem: Andy has created a new hearing aid proposal for the customer A&A Consulting. Where is the best place to store this file in a traditional folder structure? In the Sales folder by date? In the Customers folder? By Project? In the Proposals folder? How easily will this proposal be found after its saved?
• #21 M-Files solves the issues presented by traditional folder structures. Saving to the M-Files vault is simple and painless. Because M-Files is seamlessly integrated into Windows, use the "Save As" command to save all documents from any program. The M-Files vault shows up just like any hard drive or network drive you've used before. M-Files is the M:.You are then prompted to enter a few pieces of information about what the file is. Like Document Type (or Class), what Customer it relates to, etc. That's all you have to do. Once the document has been added to the vault it becomes easily accessible in the future. Additionally, templates can be created that assign metadata to documents automatically (which eliminates the need to manually enter information).
• #22 You can even save emails to M-Files directly from Microsoft Outlook. Simply drag-and-drop emails and attachments to M-Files Smart Folders. M-Files can automatically determine what the document is and who it relates to so you don't have to do a thing.
• #23 Because all of the information in M-Files is organized by what it is instead of where it's stored, you can view things exactly how you want to. Dynamic Views let you group documents and information in a more natural way. For instance, you can view all of the documents that relate to certain Customer or Project, Recently Created documents, open orders, expiring contracts, etc.
• #24 These views are dynamic which means that they are always up-to-date. The same specific document can show up in multiple views based on the metadata of the document. So the By Project view shows all documents related to the Austin District Redevelopment…
• #25 The By Customer view shows documents related to the customer A&A Consulting…
• #26 And the By Project and Doc Class view shows all documents related to the Austin District Redevelopment project sorted by Document Class. Providing many avenues to the same information ensures that anyone can get to the information they need, no matter how they prefer to organize it.
• #27 Searching for information in M-Files is also easy. Once a search is performed, M-Files automatically ranks those results by how relevant they are. Search results include matches based on title, all metadata, and even content inside documents.
• #28 Editing documents that are stored in the M-Files vault is straightforward. M-Files prevents editing conflicts with the Check Out/Check In functions. Checking out a document reserves it for editing and no one else can edit that document until it is checked back in. Other users can still view the document in Read-Only mode, but can't make any changes to it. Checking in the document once the edits have been completed unlocks the file for future editing. It's also very easy to collaborate with other editors simultaneously using Co-Authoring in M-Files. Share files with specific people (both co-workers and outside parties) while ensuring no one else edits the document.
• #29 M-Files automatically keeps track of every change to a document stored in the vault. Previous versions of the document can be viewed or recovered at any time, which eliminates the risk of accidental data loss. This version history audit trail also meets stringent quality standards in regulated industries.
• #30 Managing permissions for documents or document classes is easy and dynamic. Because M-Files is driven by metadata, permissions are changed automatically when there are any updates. Everything from setup to maintenance is intuitive and simple.
• #31 M-Files automated workflows streamline common business processes like contract approvals, invoicing, and controlled content like standard operating procedures. Here's an example of a simple SOP workflow: A draft is created and approved or rejected by the content manager before it can be published. Once published, the SOP is reviewed periodically to ensure it's up-to-date and meets quality standards in the future. Controlling content in this way is required for pharmaceutical, medical device, and biotechnology companies to comply with FDA requirements.
• #32 M-Files automatically monitors each step of the workflow process and sends notification emails when there's something that needs to be handled.
• #33 Accessing important information and documents no matter where you are is vital. M-Files Offline Availability allows you to view, edit and save documents even without access to Wi-Fi or a VPN. Dynamically choose which content you need offline (like all recent documents, or documents related to a certain Customer or Project) and M-Files makes sure it's available at all times. All of the changes to content, metadata and access permissions are automatically synchronized as soon as you're back online.
• #34 M-Files Web Access connects you and external parties to the M-Files vault through a standard web browser. The interface is almost identical to the Windows client and works with Mac and Linux based computers.
• #35 The M-Files mobile apps for iPhone, iPad, Android, and Windows Phone allow you to stay productive on the go. View documents and manage workflows directly from your tablet or smartphone. Install the M-Files app now from the App Store, Google Play and Windows Phone Store.
• #36 Here are some of the more advanced features available in M-Files.
• #37 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.
• #38 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.
• #39 Use any existing TWAIN or WIA scanners or multi-function devices to scan paper documents directly in to M-Files. Once imported, the scanned pdf content becomes fully searchable for quick access later. It's even possible to automatically tag the document with metadata using Zone OCR on barcodes and QR codes.All scanned documents benefit from unique features in M-Files that maximize the usefulness of digital documents:Access all content using Dynamic ViewsTake advantage of Automatic Permissions assigned to documentsAutomatically apply Workflows to documents based on what they are
• #40 M-Files supports integration with numerous 3rd partybusiness applications:Microsoft DynamicsMicrosoft SharepointMicrosoft OfficeSalesforceNetSuiteConnectWiseAutotaskAutodesk (AutoCAD & Revit)Kofax ExpressPSIGENThese integrations provide both cloud-based and on-premise solutions that enableusers 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 tolocate any important customer-related document directly from the external interface,or within M-Files’ familiar Windows interface.
• #41 M-Files integrates seamlessly with Microsoft Dynamics, enabling users to easily tag (or attach) documents to Dynamics CRM objects such as accounts, leads, contacts and opportunities. Organize and manage proposals, contracts, presentations, sales collateral and email correspondence directly from within the Dynamics interface.
• #42 M-Files is simple to set up and use, yet highly configurable. Managing users, permissions, and the document structure is straightforward and dynamic. From integrating with external third party systems to creating workflows for your most common business practices, M-Files is built to meet all of your enterprise content management needs without adding unnecessary complexity.
• #43 We have a different philosophy about what software should be.
• #44 Organizing content by what it is instead of using a traditional folder structure allows you to access information exactly the way you want to.With 3 deployment options (Cloud, On-Premise & Hybrid), you choose the configuration that's best for your business.M-Files is built to meet all of your enterprise content management needs without adding unnecessary complexity. M-Files is integrated directly in to Windows, giving you an instantly familiar user interface.M-Files supports integration with numerous 3rd partybusiness applications (like CRM and ERP).Access your information and documents from a laptop, iPhone, iPad, Android device or Windows Phone.
• #46 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.
• #47 Choose between cloud, on-premise and hybrid deployments while enjoying one experience.M-Files Cloud VaultPowered by Windows AzureNo server to purchase or configureOne affordable monthly feeOn-PremiseUse existing servers and infrastructure"Local" network performance and cost effective storageMaintain full control (great for regulatory environments)HybridGet the best of both worlds!
• #48 Check out our collection of videos that illustrate how easy it is to use M-Files enterprise content management (ECM).
• #49 Here's a little bit about us.
• #50 M-Files has headquarters in Dallas, Texas and Tampere, Finland.
• #51 We have a truly global customer base, with thousands of customer in over 100 countries. M-Files is available in 24 languages, which means chances are we speak yours.
• #52 Here are a few examples of industries that currently benefit from M-Files Dynamic Content Management solutions.
• #53 Although M-Files is useful for any business in any industry, we heavily focus on providing solutions for regulated businesses that adhere to strict standards.
• #54 We've been recognized for our successes in Enterprise Content & Document Management with various awards. Our rapid growth and development is a direct result of our focus on innovation and our ability to deliver rock-solid solutions to businesses of all sizes.
• #55 Thank you for your time! Please contact us using the contact information above.