While M-Files serves a variety of industries and business needs for mid-market to Enterprise global B2B companies, ideally the M-Files platform is for knowledge workers within the Professional Services industry (Accounting Tax & Audit, Business Consulting, Financial Services and Contract Research Organizations (CRO) that need to quickly find, collaborate, and process a large number of documents every day.
1. ROI: M-Files enhances business process for our customers by anticipating their needs, automating tasks and seamlessly fitting into the daily workflow of knowledge workers. The platform equips customers with tools for faster decision-making, which enables new efficiencies and drives productivity.
• Ease of Use: Unlike traditional, hierarchical file-folder based systems, M-Files enables knowledge workers to rapidly find information in just a few clicks with a keyword — the system does the searching. M-Files enables the ability to search, retrieve, process and archive documents quickly by leveraging a unique metadata-based approach. Our visionary approach organizes information based on "what it is" versus "where it is stored" and presents data in dynamic metadata generated views based on the context or need. With M-Files, documents can live in multiple workspaces or views, versus a single folder, so users access it in the context of their role or job. M-Files facilitates connections between structured data like clients and client information and unstructured documents versus, the structured data (clients, projects, etc..) driving the views that the unstructured content lives in.
• M-Files can be accessed from within many common user interfaces — like Microsoft 365, Teams, SharePoint and Salesforce — reducing the wasted time spent switching from one application to the next looking for documents.
• Workflow Automation: With M-Files, workflow automation can be instituted for contract approvals, invoice processing and a myriad of other use cases that require the review, edit and/or approval by one or more individuals. Leveraging fully embedded AI, M-Files analyzes content and automatically classifies, secures, tags, surfaces, or applies governance rules. M-Files intelligently assists knowledge workers and puts content and information into the right context.
• Compliance: M-Files provides the ability to automatically furnish a full audit trail of the approval process, tracking and verifying that tasks and assignments have been completed by the appropriate people. As a result, our customers achieve dramatic efficiency boosts due to faster review and approval times. They can also optimize business processes because of new insight into workflow gaps and process breakdowns.
• M-Files provides tools like version control, co-authoring and client portals that enable our customers to collaborate internally with colleagues or externally with clients or partners.
2. M-Files decreases risk for our customers by ensuring content is secure, processes are governed, and users are always working with the right content.
• With M-Files, our customers have full control over which knowledge workers and other resources can access information throughout the entire workflow. M-Files offers the ability to automatically modify access when resource changes occur, thereby removing the burden from the user and ensuring the documents remain secure through the entire workflow.
• Documentation and process control requirements associated with regulations and standards, including but not limited to ISO 9001, CE marking or labeling, FDA 21 CFR Part 11, EU GMP Annex 11, are simplified and fulfilled with our comprehensive advanced document control, records management, and process management capabilities. As a result, our customers enhance their ability to be compliant.
• M-Files offers robust enterprise-grade security, protecting your documents from external and internal threats. Frontline security includes audit trails, federated authentication, enterprise file encryption in transit and at rest, intrusion detection, data loss prevention, and high availability.
3. Collaboration: M-Files provides a complete, best-in-class Digital Client Experience and Collaborative Workspace solution that enables optimal collaboration and productivity by providing our customers and their external parties with a branded, customizable client portal platform that is tailored for individual client needs. Benefits include better client collaboration, improved client loyalty, increased brand equity and greater profit margins.
• Our solution provides a secure information exchange platform where large amounts of information and documents can be efficiently shared and document workflows are managed with metadata, automatically fueling the right workflows and back-office processes.
• M-Files provides customers with enterprise-level security to guarantee the security and privacy of client documents and data. All information stays in one place and is not synchronized or duplicated outside of M-Files. Relevant information can be shared securely so that the company providing services is compliant with laws, regulations and rules governing the client interactions.
• Our solution equips customers to build unique, branded, and personalized workspaces and enables them to centralize client communications, tasks, and documents to make collaboration effortless. Visibility, access and editing rights across two organizations can easily be managed with metadata. Our customers can be forerunners in driving digitalization and improving the customer experience using branded, customizable client portals.
Not at all. In fact, our primary target user is a non-technical knowledge worker that with a few days of self-paced training, can be onboarded quickly - within a week or so depending on the range of tasks. We've had a lot of UX focus in our product within the past few years, and our users can access it anywhere, anytime on any device. No coding or technical background needed at all.
There are several reasons, several of which are consistently reviewed in several market analyst rankings. But what really makes M-Files uniquely positioned in the market is our proven Meta-data driven framework that enable our users to be more productive in their everyday roles since it doesn't matter where your firm's content resides, our solution can quickly find, collaborate, share and process documents based on context - not location.
OpenText
Laserfiche
M-Files delivers greater functionality and usability than OpenText by:
• Providing a completely unified fully functional product offering.
Following its acquisition history, OpenText has a scattered and confusing offering built on multiple code bases, which makes solutions difficult and expensive to implement and manage. M-Files is a unified solution that is much easier to implement, use and keep up to date. Graphical admin tools, solution templates and rapid deployment packages bring faster time-to-value to our customers. The unified platform brings ease of use that drives greater user adoption.
• M-Files is a focused and dedicated business partner.
OpenText with their complex product offering cannot provide the same level of clarity for development, customer management or support. M-Files provides a more customer friendly and simple customer experience to support business growth for all companies, not just the biggest enterprises.
• M-Files connects to other data systems and can govern information in other repositories. While OpenText can provide enterprise search capabilities, it does not allow you to manage content in other solutions. With M-Files federation capabilities, user can view all content in context, regardless of repository, including OpenText Content Server and eDocs, as well as add governance to that content using M-Files workflows, intelligence features, and records management capabilities.
We normally do not share vision roadmaps, but we can share the level of Innovation at M-Files over the past year 2021. These were focused on four key categories:
User Experience - Native and Embedded
• The new M-Files Web, released in January 2021, is a redesigned modern and intuitive user interface built to help end users realize the benefits of our metadata-driven solution more easily.
• Our new web architecture also empowers Embedded User Experiences in applications like Salesforce, SharePoint, Teams, and ESRI. Significant improvements were made to those integrations in the last 12 months including the addition of seamless check in/out capabilities with Office Online applications and support for templated document creation.
• M-Files Manage is a new modern web-based portal for customers to manage users, licenses and vaults and provision new users and vaults. It also gives insight on solution activity, license usage, and vault data metrics.
Scalability and Infrastructure
• M-Files introduced our New Cloud infrastructure based on the Microsoft Azure Service Fabric architecture. This updated infrastructure brings improvements to scalability and performance. The containerized architecture allows customers to run scripts, deploy vault applications, and have full control to manage their solution.
• M-Files Multi-Server Mode improves scalability and high availability. Multi-Server mode is enabled in all M-Files cloud vaults and available to on-premises customers. It creates a true active/active cluster where multiple M-Files servers run simultaneously, keeping M-Files vaults always accessible without any interruptions to the user. It also brings performance improvements by allowing customers to cluster M-Files servers to load balance processes at the application server level.
• M-Files Ground Link was released in 2020 and enhanced in 2021 with the focus of connecting M-Files Cloud instances to on-premises file and data sources like network folders, SharePoint, Dynamics, or Salesforce. Ground Link is the solution for connecting the M-Files Cloud to on premise sources of information and content.
Intelligent Automation
• M-Files released availability for the Smart Search engine. Smart Search offers extremely fast in-memory search performance and highly relevant search results for users in both cloud and on-premises environments.
• M-Files released improvements to the Smart Metadata intelligence service that leverages natural language understanding to improve data extraction of highly unstructured content. This feature is not leveraging zonal-based understanding technologies and approaches: it attempts to understand the meaning of sentences whereby the content itself can be very unstructured and therefore this feature is ideal for pre-filling and auto-filling metadata of, for example, contracts or purchase orders that are often created customer-side and are therefore difficult document types for systems that rely on zonal understanding for data extraction. M-Files Smart Metadata is the first application that leverages M-Files Knowledge Graph a new technology that works behind the scenes so that classification, understanding, and extraction of metadata gets smarter over time.
• M-Files released significant enhancements to the M-Files Discovery service. Discovery is used to find business critical information within the contents of large document archives, either in M-Files or external repositories. In addition to finding critical Personally Identifiable Information (PII), M-Files Discovery can now automatically set metadata, classify, and categorize documents, and update document permissions and initiate workflows.
• M-Files released signature integration with Adobe Sign expanding the electronic signature options for our customers to make it as easy as possible to embed this functionality into their M-Files workflows. Users can seamlessly send a document for signature as part of any workflow process.
Collaboration
• M-Files acquired Hubshare. Hubshare is a complete Digital Client Experience and Collaborative Workspace solution that enables optimal collaboration and productivity by providing users and external parties with a branded and customizable client portal platform that is tailored for individual client needs.
• M-Files added Co-Authoring support to our Desktop, Web and Embedded UI clients. Documents can now be co-authored in place by integrating with Microsoft Office for the web.
Several CRM, ERP, and Electronic Signature solutions, including Salesforce, Microsoft 365 (Teams, Sharepoint, Outlook, Office, Azure) Google Workspace, Adobe Sign, and DocuSign. More information on our integrations can be found here on our website: https://www.m-files.com/key-capabilities/technology-integrations/
Our M-Files pricing editions are very straightforward in three edition tiers - Standard, Professional and Enterprise. Each edition includes a clear set of capabilities that appeal to a wide range of budgets and use cases. Our flexible pricing is based on active users, which means you pay for use. Additional information can be found here on our website:
https://www.m-files.com/key-capabilities/editions/
Yes, our free trial can be found on our website here: https://www.m-files.com/try-m-files/
M-Files offers several in-class or on-demand training and education offerings - including an optional monthly subscription service for your entire team. In addition, the M-Files Community portal is a great enablement tool to troubleshoot and network with the M-Files user community. More information on training and enablement can be found on our website here:
https://www.m-files.com/customers/training/
M-Files offers a wide range of managed services, starting with rapid deployment packages for projects that need to be deployed in weeks. In addition, M-Files offers custom training, consulting and delivery services, along with support services when needed. More information on process and timelines can be found here on our website:
https://www.m-files.com/key-capabilities/implementation-services/
M-Files offers a wide range of support options - including around the clock services. Our highly-skilled technical support provides help when you run into problems or there are disturbances in the service. When you have a support agreement with us you can log in to our Support Portal to find answers to frequently asked questions or submit support tickets.
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