Common Document Management Issues
In today’s dynamic business landscape, managing essential documents like contracts, proposals, and reports is as challenging as ever. Even with the shift to digital storage, many organizations still face issues with disorganized workflows, misplaced files, and difficulty retrieving crucial information when it’s needed most.
These inefficiencies lead to wasted time, missed opportunities, and costly errors. In worst-case scenarios, improper document management can result in compliance violations and legal challenges. Yet, for many organizations, dealing with thousands of documents across multiple departments without a unified system remains a daunting challenge.
Our Solution
We help businesses overcome these challenges by streamlining their document workflows through the implementation and customization of M-Files, an advanced Enterprise Information Management (EIM) platform. M-Files redefines document management by allowing users to focus on what a document is, rather than where it is stored, making it far easier to organize, access, and manage critical business data.
The Software: M-Files
As a certified value-added reseller of M-Files, we provide businesses with a powerful tool to handle documents and processes more effectively.
Why M-Files works for our clients:
- Metadata-driven search: Unlike traditional file systems, M-Files allows users to search based on the document’s attributes (metadata), such as customer name, project deadline, or contract expiration date, instead of its storage location.
- Highly customizable: We tailor M-Files to meet the specific needs of each client, from small businesses to large corporations.
- Seamless integration: With M-Files’ robust API and pre-built connectors, we can integrate the platform with your current systems—whether it’s legacy databases or new applications.
- Scalability: Whether you’re a small company with a handful of employees or a multi-billion-dollar enterprise, M-Files adapts to your growth, making it a long-term solution for businesses of all sizes.
Our Partnership with M-Files
We are proud to be the longest-running U.S. partner with M-Files. This deep relationship allows us to provide unparalleled expertise in implementing and supporting the platform. Our team of skilled developers is trained extensively in M-Files, ensuring that we can seamlessly integrate it into your existing technology stack.
This partnership is symbiotic. M-Files provides us with insider knowledge and access to the latest features, which helps us optimize the system for our clients. In return, our experience in managing complex projects provides M-Files with valuable feedback, making us a trusted advisor in their ecosystem.
In fact, M-Files and other partners often hire us to work on complex integrations, a testament to our expertise in the platform.
Our M-Files Setup Process
Whether you’re using paper or you’ve outgrown your current digital document management system, we can help. Here’s our process for setting up and customizing M-Files:
- Step One: We begin with an in-depth interview to understand your company’s unique needs. M-Files has thousands of features, and our job is to filter these to focus only on what will provide the most value to your specific processes.
- Step Two: We then work with you to visualize how M-Files will integrate into your operational processes. Together, we design your vault (the digital storage system) and customize the metadata structure.
- Step Three: Once the project is approved, we follow an iterative process to build out the vault. As we refine the workflows, we adjust and make improvements based on real-time feedback.
- Step Four: For ongoing success, we offer long-term support, including ticket processing, system upgrades, and continuous enhancements, all available through a convenient flat monthly or annual fee.
Staying Ahead with M-Files Aino
With M-Files Aino, businesses can now leverage the power of generative AI to further optimize document management. Aino can summarize documents, extract key information, and even help users quickly skim through content, providing them with the most relevant insights in seconds. This keeps your organization on the cutting edge of Knowledge Work Automation.
Customer Success Story
Our partnership with M-Files began over a decade ago when a leading manufacturing company approached us with a significant challenge: managing the 700+ documents required to build an elevator across 150 countries—using only paper. The manual process was cumbersome, error-prone, and incredibly time-consuming.
After evaluating several document management platforms, we selected M-Files for its flexibility, scalability, and innovative approach. The result? Our client saved $25,000 monthly in operational costs. They started with just five licenses and have since expanded to 1,000, achieving a digital transformation that continues to scale with their global operations.
Read the full case study here.
