M-FIles as metadata machine and efficiency producer
March 15, 2022

M-FIles as metadata machine and efficiency producer

Anonymous | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User

Overall Satisfaction with M‑Files

We use M-Files in multiple use cases from a base document management solution to dedicated build workflow and business automatization in different business processes. M-Files is for us a strategic DevOps platform in addition to its normal DMS capabilities.
  • Free metadata is the key
  • Capability to integrate to all sorts of solutions
  • Agility in implementation
  • User experience and user interface - however, now with the web interface we are on the right track

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  • Clear efficiency improvements, yes
  • CApability to build process support around own processes, yes
  • Easy to adapt and easy to bring forward for wide audience of users, no
  • Capability to ease up searching and finding data - partially yes - partially no
  • Enable information as an asset and provide a platform for further development - absolutely yes
Once doing it right we may store the "system of records" in M-FIles and show them in different views based on the metadata. Have a client collaboration site in Teams - save the file directly in M-Files. Show again in different views in SharePoint as an example. Having co-existence with Google and MS 365, it helps also to have one common place to store the metadata.
In our business, it is important to manage document access. In M-Files we may rather easily build processes e.g. around the engagement to manage first engagement access at the engagement level and then store all the necessary documents under the engagement and have the access and rights to be a heritage from the engagement level automatically. Through Audit trails, we may check if required every single file use history. Encryption is a must at the infrastructure SaaS level with our own keys, SSO and OAuth sign-on is a must requirement.
The whole concept of Metadata is absolutely crucial. When and if we mark especially every client documentation with our integrated ERP master data appearing in M-Files as metadata i.e client, opportunity, job (engagement), product, etc. we are able to understand our document mass and get the required evidence if necessary. On top of that when e.g. introducing integrated eSign it will make a huge difference in many of our business processes.
  • ERP
  • eSigning
  • Client portals
  • eMail
  • external client / contact information service
Connection to our ERP brings us vital metadata. eSigning gives us multiple benefits in our contract management. When integrating M-Files into our multiple client portal solutions we may store client files in one platform, however provide it as multiple views back to clients. eMail is clear automated archiving based on "ticket number" i.e. by engagement of the specified job. We use M-Files also in our KYC/AML process integrating this with our external client/contact information database we may offer automated updates like in Ultimate Beneficial Owners. To name a few use cases.
Free metadata - the capability to build own solutions - way ahead of any competitive products.
Google Workspace (formerly G Suite), Microsoft 365 (formerly Office 365)
Overall document management, one may also build any type of workflow, service management, or further automatization or integration to other solutions very easily. Naturally then one needs to have detailed knowledge of M-Files and coding power.

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