Document Management
Access Anything from Any Device
View documents and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Scan, access, review and approve documents no matter your location or mobile device.
Streamline Information Management with M-Files
Enterprise Information Management (EIM)
The Benefits
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.
Find the Right Information Instantly
Where was that document saved? Who edited it last? Sometimes finding the right information when you need it seems impossible. With M-Files, you can easily find documentation and access pertinent information regarding documentation.
What If It Didn’t Matter?
M-Files eliminates the chaos of traditional folders by organising information based on what it is, so you never have to remember where it’s saved or which version is the correct one.
Protect Sensitive Information
With M-Files, protecting sensitive information while making it accessible to specific people in the organisation is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Try M-Files for free
Download the 30-day M-Files Trial. It is ideally suited for users who are familiar with Windows software. Not the right person? Don’t worry. If you are interested in seeing M-Files in action you can Contact CYLON.
Document Management (EDMS)
Documents are the lifeblood of your organization, and fast access to the correct version of documents can be the difference between success and failure. M-Files document management enables the right people to access the right files instantly.
Benefits
Secure documents while making them accessible
It’s important to keep your documents safe while making sure everyone in your company has access to the content they need. Permissions are set automatically and dynamically in M-Files. Automate document security and accessibility for everyone.
Find documents 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 a document is saved, or which version is the right one.
One version of every document
What if everyone in your organization could always find the precise and up-to-date document they needed quickly? In M-Files, there’s only one version of every document. No matter what type of document is needed, it’s always current.
Sharing & 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.
Enterprise Content Management (ECM)
Your business relies on fast access to up-to-date content to make smarter and faster decisions to stay ahead of the competition. From documents to images, videos, audio files and everything in between, M-Files eliminates content chaos by providing an easy to use solution that enables your employees to quickly locate the exact content they need.
Benefits
Find what you need instantly
Sometimes finding the right content 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.
Guarantee high user adoption
The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage content and processes without having to crack a user manual. It’s intuitive, accessible from all of the programs you use and it just works.
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 content you need is in one place.
Automate workflows
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates operational workflows like invoice approvals. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Enterprise Information Management (EIM)
Providing employees with quick access to up-to-date information that resides within your various internal business applications and databases is challenging. M-Files eliminates information silos and breaks down the barriers between your employees and their information. Structured data and unstructured content is freed from the confines of applications, platforms and information silos.
Benefits
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.
Find the right information instantly
Sometimes finding the right information when you need it seems impossible. Where was that document saved? Who edited it last?
What if it didn’t matter? M-Files eliminates the chaos of traditional folders by organizing information based on what it is, so you never have to remember where it’s saved or which version is the right one.
Protect sensitive information
With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Access anything from any device
View documents and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Scan, access, review and approve documents no matter your location or mobile device.
Quality and Compliance (QMS) & GDPR (POPIA) Compliance
Your company produces products with rigorous quality and compliance requirements, and adequately managing a company Quality system including standard operating procedures (approvals), training records, and keeping track of pending CAPAs can be daunting and resource-intensive. M-Files makes it easy to improve your quality management system, stay compliant and fly through audits with document and process management capabilities designed for organizations with strict quality and compliance needs. Read more about our M-Files QMS solution.
Benefits
Reduce regulatory risk
Failure to comply with regulations is expensive and risky. From ISO 9001 to FDA 21 CFR Part 11, our job is to help you stay compliant. M-Files helps reduce the risk of non-compliance by organizing, recording and automating everything in your business.
Traceability and transparency for pending tasks
Non-conformances and audit findings can be extremely costly and risky if you don’t know where problems exist. M-Files enables you to keep track of the assigned actions, per audit, department, workflow state or any other defined property. With this ability to have real-time information regarding CAPA states or other related documentation updates, preparation time for audits is diminished, communication is improved, and corrective actions are not forgotten.
Automate quality processes
You’re a control freak and that’s a good thing. Get detailed information from the system view and reports, escalate pending actions and get instant notifications about any changes automatically. Stay on top of the assigned document learning tasks and issue actions to mitigate identified risks. Meanwhile, every action is stored to an audit trail. M-Files automates quality workflows like change control, CAPAs and training. That means you can ensure consistency while M-Files verifies that everyone is following procedures.
Disseminate up-to-date policies and procedures
What if everyone in your organization could find the right information quickly? In M-Files, there’s only one version of every document. No matter what type of quality or compliance document is needed, it’s always current.
Contract Lifecycle Management (CLM)
Manually managing contracts is very time and resource-intensive. M-Files streamlines contract management processes by helping you keep your contracts organized and ensuring the right people always have fast access to the right version of any contract from any place or from any device.
Benefits
Review and approve contracts faster
Managing and tracking contract workflows requires a lot of time. M-Files frees up more hours in the day by automating processes like contract lifecycle management (CLM). Because M-Files knows who is responsible for every task along the way, notifications are sent automatically.
Replace paper-based processes
M-Files replaces the inefficient, error-prone, paper-based processes still used by many businesses. M-Files offers a unique approach for storing and dynamically organizing contracts and contract-related information by attributes, such as parties, type of contract, life cycle state, owner, effective date, etc.
Protect sensitive data
With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Access anything from any device
View contracts and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve contracts no matter your location or mobile device.
Invoice Processing
Ensuring invoices are paid in a timely manner helps you maintain good relationships with your suppliers and vendors. M-Files enables you to automate and track the review and approval of invoices as well as other financial business processes.
Automate workflows
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates operational workflows like invoice approvals. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Protect sensitive data
With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Access anything from any device
View invoices and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve invoices no matter your location or mobile device.
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 accounting, CRM, ERP and other business systems so that every bit of information you need is in one place.
Project Management (PM)
Planning, organizing and managing project resources and processes can be daunting and overwhelming. With M-Files, it’s easy to define simple rules for content visibility, task deadlines and ownership – which is why project management is one of the most prevalent M-Files customer use cases.
Benefits
Everything in one place
Sometimes finding the right project document when you need it seems impossible. Where was that contract 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.
Team management
Staying on top of everything during the entire life cycle of a project is difficult. M-Files gives you quick access to the information you need to manage your project team.
Supplier management
Managing relationships with your project suppliers requires strategic planning and the ability to monitor and track all interactions with the companies that supply goods and services for your project. M-Files helps create closer, more collaborative relationships with key suppliers by managing all of your information and providing quick access to it from anywhere, even right from your ERP or CRM.
Task management
Manually managing day-to-day project tasks isn’t a good use of your time. M-Files automates operational project tasks like notifying team members of upcoming deadlines and deliverables, review and approval processes, publishing and more. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Human Resources (HR)
From onboarding and training to performance appraisals and ongoing career development, effectively managing your employees enables you to retain talent and maximize operational knowledge. M-Files HR manages, maintains and tracks employee and HR-related information, documents and records, as well as standardizing and automating related tasks, assignments and processes.
Benefits
Onboarding, learning and development
M-Files HR ensures consistency and efficiency in bringing new employees onboard and getting them up to speed quickly. 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, to more comprehensive standard operating procedures and business processes, make 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 can be stored, accessed and retained to fulfil legal requirements and make your job easier.
Protect sensitive data
With M-Files HR, protecting sensitive HR information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Automate workflows
M-Files HR automates operational workflows, such as capturing and circulating applications and resumes, onboarding new employees, and conducting performance reviews. That means you can ensure consistency while M-Files verifies that all steps in your business processes are followed.
Records Management (RM)
Controlling and governing your company’s records throughout their entire life-cycle is critical to ensure compliance with legal and operational obligations. With M-Files, information governance is a snap — you can easily manage records from the point at which they are conceived to their eventual archival and possible disposal.
Benefits
Lifecycle management
From record creation throughout the entire lifecycle including use, maintenance, final archival and permanent destruction, M-Files makes it easy to ensure your records management defined retention times and procedures follow your information governance policies.
Find what you need instantly
Sometimes finding the right record 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.
Access anything from any device
Access any type of electronic record and manage related processes, from birth certificates and tax filings to corporate documents and training records, as well as everything in between on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and sign off on records no matter your location or mobile device.
Protect sensitive data
With M-Files, protecting confidential records while making them accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and even automatically converting documents to protected records, if needed.
Training
Manually managing staff learning requirements, training certifications from internal and external sources and other training tasks is a time-consuming process. M-Files automates training-related activities and workflows and enables you to easily manage course lists and materials, as well as record, track and report on training.
Benefits
Lifecycle management
It’s important that everyone in your organization is up to speed with regard to processes, procedures and policies. M-Files allows training assignments to be created, completed and tracked seamlessly. From orientation to new skill development, ensuring employees are trained and prepared is vital for success.
Find what you need instantly
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates training-related workflows like ensuring that the entire shop floor staff has read updated process instructions. Ensure consistency while M-Files helps you verify that your business processes are followed.
Access anything from any device
What if everyone in your organization could find the right information quickly? In M-Files, there’s only one version of every document. No matter what type of quality or compliance document is needed, it’s always current.
Protect sensitive data
One of the biggest challenges of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage training documents, information and processes without having to crack a user manual. It’s intuitive, integrates with many standard business systems and it just works.
Standard Operating Procedures (SOP)
Standard Operating Procedures (SOPs) provide your employees with a reference to common business practices, activities and tasks. Ensure your workforce has access to only the most current SOP versions and ensure the appropriate individuals have read them with M-Files.
Benefits
Learning and development
It’s important that everyone in your organization is up to speed with regard to standards, policies and procedures. M-Files allows SOP review assignments to be created, completed and tracked seamlessly.
Find what you need instantly
Sometimes finding the right SOP when you need it seems impossible. Where was that file saved?
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.
Automate processes
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates workflows like document control and approval. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Access anything from any device
View SOPs and manage processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Access, review and approve SOPs no matter your location or mobile device.
Corrective and Preventive Actions (CAPA)
Thoroughly remedying a manufacturing issue or nonconformance by initiating a corrective and preventative action (CAPA) is critical for ensuring high quality and staying compliant. M-Files enables you to organize and manage all quality-related documents (like SOPs) and associated processes, such as CAPAs.
Benefits
Automate processes
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates workflows like confirming every action related to a CAPA has been completed. That means you can ensure consistency by verifying that every step in your business process is followed.
Better Visibility
It’s important that relevant QA personnel in your organization can view and monitor all actions related to a CAPA. M-Files allows for a full 360-degree view of all actions and documentation related to a CAPA so that QA personnel have every bit of information they need.
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.
Access anything from any device
View and manage processes on the go with the M-Files mobile app for iPhone, iPad, Androidand Windows Phone. Participate in CAPA-related workflow actions no matter your location or mobile device.
Accounting Management
The day-to-day operations of your business rely heavily on efficiently managing and processing accounting documents like invoices, receipts, purchase orders, financial statements and tax documents. M-Files lets you take control of accounting documentation, helping you increase performance and competitiveness while improving operational efficiency and avoiding risk.
Benefits
Find what you need instantly
Sometimes finding the right accounting documentation 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.
Protect sensitive data
With M-Files, protecting sensitive information while making it accessible to specific people in the organization is easy. M-Files manages permissions automatically and dynamically, ensuring data security and maintaining accessibility for everyone.
Automate accounting processes
Manually managing day-to-day processes isn’t a good use of your time. M-Files automates accounting-related workflows like routing a purchase order for approval, processing an invoice and reviewing and filing tax or regulatory documentation. That means you can ensure consistency while M-Files verifies that every step in your business process is followed.
Expense reporting from any device
Manage expense reporting processes on the go with the M-Files mobile app for iPhone, iPad, Android and Windows Phone. Scan, save and submit receipts for approval no matter your location or mobile device.
Sales and Marketing Automation
Your business relies on CRM software to stay in touch with customers, leads and other contacts. M-Files can integrate with your existing CRM system creating a seamless connection between your core sales automation platform and the critical content that your sales team needs to blow out the numbers. With M-Files, customer-related documents – such as proposals, presentations, contracts, purchase orders, invoices, quotes and emails, can be quickly located and accessed — directly from the CRM of your choice.
Benefits
Guarantee high user adoption
The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Organize and manage vital sales and marketing documentation and related processes to ensure your sales team is at the top of their game without having to crack a user manual. It’s intuitive, accessible from all of programs you use, and it just works.
Everything in one place
Sometimes finding the right document when you need it seems impossible. Where was that customer proposal 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.
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 your customer a document or collaborate with colleagues, M-Files keeps everything streamlined and organized.
Collaboration
Collaboration with co-workers, suppliers, partners and other interest groups in a unified, managed way can be a challenge. With M-Files, however, you can easily manage all the documents and the whole life cycle of your business processes with internal and external parties. You focus on your business while M-Files automates your processes.
Benefits
One common version for everyone who needs it
Our metadata-driven and system-neutral approach to information management allows you to have one common version of any document. That version can be accessed with any device, even offline, which guarantees the typical hassle with document versions is minimized.
Email attachments are a thing of the past
Managing content and document versions when they are shared via email is painful. With M-Files, there is no need to send document attachments. Just send a link to the one common version and collaborate easily. You can even share the links to the documents externally to people without M-Files.
Co-author content together
Co-authoring is made simple with just one shared version for everyone to work with. The approvers and commenters can easily annotate and redline documents to give feedback. And automated approval processes make sure the final content is ready for use. Check out how an electricity transmission company uses M-Files to collaborate with suppliers: Case Study: Fingrid.
Implement common workflows and processes
Co-operation and collaboration can only be efficient when common workflows and processes are applied. M-Files comes with inbuilt workflows to support various use cases so that you can be sure each team member adheres to company guidelines and regulations.
Legal Practices & Law Offices
Improve accuracy, efficiency – and get eDiscovery compliant.
M-Files offers document management that fits legal practices seamlessly by cutting paper needs, increasing contract accuracy and reducing management time.
Documents are at the heart of the legal profession, and managing them takes time, resources and plenty of patience. But with M-Files suite of document management solutions, you can improve your firm’s ability to find, track, organize, approve and archive documents of all types.
M-Files is the ideal solution for eDiscovery, case and matter management, scanning/imaging (OCR and batch processing) and email archiving.
Benefits
Replace paper processes
M-Files replaces the inefficient, error-prone, paper-based processes still employed at many law firms and legal practices.
Integrate with existing systems
Ensure vital documentation is associated with the correct case, client, accounting transaction, or other business record or process that is maintained or managed in another system.
Automate processes
Automate important business processes such as the review and approval of contracts and other legal documents.
Electronic Filing System
File all your important documents electronically with M-Files – and you’ll have safe, secure data without wasted space.
Skip bulky file cabinets – and go beyond traditional physical storage.
Current estimates show that up to 50% of space in offices can be devoted to storing paper records, and manually processing and sharing documents can be ten times as expensive as the cost of producing them. Further, it’s not uncommon for businesses to have as many at nineteen copies of common business documents in various formats, such as paper, email attachments, local copies on employees’ PCs, and so on. And worse, up to 70% of documents are recreated, wasting time and resources that should be focused on growing your business.
M-Files solves these problems by enabling businesses to file all their important documents electronically. Documents are efficiently and securely managed in a central repository, on-premise or in the cloud, without wasting space and resources handling confusing duplicates and continually recreating information.
M-Files takes an intuitive approach to electronic filing and document management by using a familiar Windows interface, so your employees don’t have to change the way they work.
Instead of inefficient manual storage and processes that take up substantial space and waste time, M-Files uses a unique electronic filing system that puts all your documents in one easy-to-search vault – where you can find what you want, when you want it.
File and manage documents based on content using our unique metadata-based approach. You will also enjoy fast, reliable retrieval that you just can’t replicate with paper-based systems, or inefficient and chaotic traditional network folders.
M-Files is the right choice for your electronic filing, offering:
- A secure, centralized document repository for fast and reliable access.
- Easy search based on “full-text” document content and tags or keywords, not just file names.
- Eliminate duplicate file storage. You can even store your documents in the cloud.
- A space-saving electronic system – no bulky file cabinets to house or physical archives to maintain.
