M-Files of EDMS

M-Files is powerful and, at the same time, the simple electronic document management system in use and managements of corporate information solving problems of storage, search and viewing documents. Unlike the majority of electronic document management systems, M-Files does not require changes of business processes of the company. Users should not change an operation mode, usual for them, as the M-Files interface is completely integrated with Windows Explorer and supports all Microsoft applications of Windows.

Main features of the system of electronic document management of M-Files

1. Interface

• A full integration with Windows Explorer
• The storage of documents is available through a virtual disk
• Use of drag and drop technology for preserving of documents, e-mail messages and other files

2. Control over documents

• Transactions of withdrawal and return of the document prevent problems of simultaneous editing data
• Automatic preserving of the previous document revisions
• Recording of changes of the document (whom and when it is changed, comments)
• Possibility of automatic assignment of a name and document number

3. Search of required documents

• M-Files gives the chance to find the necessary document just having entered a key word in a search window. Search is performed both according to details, and according to contents of the document
• Dynamic mapping of documents depending on the selected grouping
• Availability of the same document in different folders (e.g. in folders of the client and the project) without the need for creation of copies

4. Remote work with documents

• Fast remote connection
• An opportunity to browse, create, edit, and to store documents offline with the subsequent automatic synchronization
• An opportunity for work through Web the browser, including users of Mac and Linux
• Access to M-Files from mobile devices based on Android, iOS, Windows Phone
• Replication increases the speed of work with documents on remote computers

5. Data security

• Control of "visibility" of data; an opportunity to hide certain documents, saving at the same time uniform storage location of documents
• Flexible configuration of a document access reduces risk of emergence of human errors
• Compatibility with Microsoft Active Directory
• Automatic backup of data according to a certain diagram

6. Automation of joint work with documents

• Notifications by E-mail on creation and change of the document
• Task allocation on work with the document between users
• Possibility of setup of processes of approval of documents and any other business processes
• A possibility of joint editing documents by means of Microsoft SkyDrive

7. Setup of storages and properties of documents

• In M-Files it is possible to configure properties of documents for their grouping and search, including using lists of values and fields filters
• An opportunity for work with the connected documents, use of templates during creation of documents
• Data management about clients, projects or any other data depending on settings of a system

8. Installation and setup

• The master of installation gives the chance to the user independently to install the M-Files system
• Loading of the existing files in M-Files by means of drag and drop technology
• Work with M-Files does not require special technical knowledge

9. Integration into other applications

• Integration with any external systems (CRM ERP 1C etc.)
• Import of files to a system from scanners and multi-function printers
• Import of e-mail of messages with server mail
• Possibility of use of the interface of M-Files API developer

10. Compatibility

• M-Files supports all file formats, such as Microsoft Word, Microsoft Excel, Microsoft PowerPoint, PDF, CAD, drawings, the scanned paper documents, e-mails and investments, etc.
• M-Files uses standard commands for work with files such as: Open, Save, Save as, etc.
• M-Files is integrated with Microsoft Office applications, Microsoft SharePoint, Microsoft Dynamics CRM, AutoCAD.

There are industry solutions on the basis of M-Files electronic document management system for:

• Auditing, law and consulting companies
• Banks, insurance companies and other financial institutions
• Architectural, engineering and construction companies
• Production and trading companies
• Medical institutions and hospitals
• Pharmaceutical companies
• The companies in the field of the real estate

Solution on quality management of M-Files QMS

The M-Files QMS are the simple and practical solution for quality management which helps production and other companies to fulfill the requirements to documentation connected with:

• Use of the quality standards, such as ISO 9001;
• Marking of SE;
• Standards of FDA of 21 CFR Part 11 and EU GMP Annex 11;
• Audits on all above-mentioned points.

The M-Files QMS are ideal for the companies working in such industries as:

• Pharmaceutics and clinical trials;
• Production of the medical equipment;
• Biotechnologies;
• Chemical and petrochemical industry;
• Production of drinks and food;
• Transport, including aviation, automobile, etc.
• Mineral extraction;
• The organizations of any industry certified in ISO standards 9001.

The solution M-Files QMS includes a full range of modules for support of procedures of quality management, such as:

• Document flow: the organization and management of all, connected with quality, documents (SPD, the specification, regulations, etc.), with preserving of all document revisions, security, obligatory processes of approval and the publication of documents;
• Quality control: management of audits and inspections of quality, effective processing and documentation of deviations and corrective actions;
• Automation of tasks: automation and documentation of the repeating tasks and processes, automatic reminders to users;
• Personnel: purpose of access rights of users on the basis of roles, documentation of experience and qualification of employees and contractors;
• Training: planning of training courses and advanced training, accounting of participants and results of training;
• Reference books and registers: creation and management to reference books of the specific company, including fixed assets, Inventories, software, etc.

The solution M-Files QMS is proposed by a number of tools for optimization and business process automation:

• Electronic digital signature: when documents should be approved, the M-Files QMS support three versions of the signature: built-in digital signature, use of the external digital signature and hand-written signature;
• Conversion to PDF, an insert of watermarks and protection of content by means of the certificate;
• The work calendar for task scheduling, automatic reminders on accomplishment terms;
• Tools for check of compliance to standards.

Solution on management of fixed assets of the M-Files EAM enterprise

M-Files EAM helps you to collect all technical data about the equipment and suppliers in the centralized storage and the platform for joint work. By means of this system it is possible to solve all complex of the problems connected with management of maintenance and repair of the equipment and other fixed assets and also with management of basic data.

Successful technical support of the equipment is based on previously set processes and plans where the majority of works on maintenance is performed in the anticipatory mode. It raises the security level at the enterprises and provides performance improvement at the expense of bigger available time of the equipment. Unfortunately, only a small part of the enterprises are capable to achieve this goal because most services of maintenance have no access to the necessary normative reference information. The important data connected with different production sites and the special equipment often are absent or are inexact. Besides, other important documents, such as material specifications and drawings, often are not connected with technical data and are not always available. Collecting of technical data within the organization, as a rule is a serious problem and becomes frequent impracticable without the aid of special means, especially when third-party contractors are involved in maintenance.

The solution M-Files EAM allows to collect all necessary technical data both in the organization, and from partners, using simple forms which can be filled without preliminary preparation. The solution includes the following main functional modules:

• Documents – the structured storage of all documents connected with the equipment and fixed assets, maintenance and repairs
• Objects and the equipment - maintaining the reference book of fixed assets (a real estate, production sites and the equipment)
• Suppliers - maintaining the reference book of suppliers and contractors
• Personnel - maintaining the reference book of staff of the company
• Maintenance and repair - maintaining diagrams of scheduled preventive and repair work, creation and tracking of accomplishment the order of dresses
• Projects – project management on output/commissioning and repair of the equipment and fixed assets
• A warehouse – accounting of material resources

Employees and contractors have access to a system through familiar and effective Windows client which supports caching and autonomous access for performance improvement and reliability, even in the conditions of low capacity or in the absence of a local network or connection to the Internet, for example, at remote work or during problems with network or failures of a system.

Users get the same access to the M-Files EAM system, as to the folders 'My Documents' or 'My Computer', but quicker and more safely. Also a system can be available via standard web browsers and on mobile devices, such as smartphones and tablets with support of the most popular platforms, including IOS, Android and Windows Phone.

Use of M-Files EAM for management of basic data, maintenance and repairs improves quality of information, facilitates decision making process and promotes increase in process performance of a maintenance and repair. Main advantages of application of M-Files EAM include:

• More effective use of the existing systems
• It is more than convenience to users
• Improvement of quality of basic data
• Quick access to data
• More effective management of maintenance works and to repair

The majority of the specialized EAM systems and EAM modules of ERP systems do not provide sufficient functionality for management of documents. It is possible to connect easily the solution M-Files EAM to the similar systems, and then it is easy to connect key documents on maintenance with the equipment which is considered in such EAM systems as IBM Maximo or SAP PM. The fact that users can directly pass to documents necessary to them from the user interface of the existing EAM system is result, without need to study a new system.

The solution M-Files EAM is available as to local deployment on the basis of technologies Windows Server and Microsoft SQL Server, and on the reliable scalable cloud services working on Windows Azure.

Development History

2020: Participation in an exhibition at a conference of TAdviser of EDMS and ECM Day

On March 18, 2020 the M-Files company will participate in an exhibition at the EDMS and ECM Day 2020 conference from TAdviser expert center and will submit to conferees the M-Files platform of the same name for management of corporate information and documents.

At our stand conferees will be able to get acquainted with appearance of the M-Files system, its opportunities, scenarios of use, to ask questions and to get advice of specialists in specific objectives of business.

The solutions M-Files considerably improve work of the companies, helping employees to use information more effectively. Unlike traditional document management systems (DMS, EDMS) the corporate content management system of M-Files integrates IT systems, data and information without migration and reorganization of the operating systems and processes and provides quick access to the necessary data and information from any business system and from any device.

At the stand we will tell you:

• how to organize corporate search using the M-Files system,
• how to implement intellectual information management in the company without data transfer,
• what possibilities of artificial intelligence facilitate work with documents,
• what ready-made solutions exist on the M-Files platform,
• what processes can be automated using the M-Files system,
• as the M-Files system helps to adjust internal and external approval of documents.

Representatives of the companies will be able to discuss any other issues on electronic document management and information management with specialists of M-Files.

For participation in a conference registration on the website of the organizer is necessary.

We wait for you at the M-Files stand!

2017

Release of M-Files 2018 with AI

In December, 2017 M-Files Corporation company, the solution provider on intellectual information management, announced a release of the version of M-Files 2018. This version of a system represents the updated approach to information management in which possibilities of artificial intelligence for reduction of separation of information and simplification of experience of users without reorganization of systems and processes operating in the company are used.

The version of M-Files 2018 offers users idle time and the unified interface for "smart" search, an information access, data management and information which can be stored in any system. At the same time such scheme does not interfere with the existing processes and their participants. It saves business from difficult and expensive projects on data migration, noted in the company.

The M-Files 2018 platform represents approach "intellectual information management" which pushed analysts, industry experts and organization of different type completely to review traditional determinations and approaches to information management — Miika Myakitalo, the CEO of M-Files corporation told. — With an exit of M-Files 2018 we discredit the myth about that, "that all content should be stored in one system". We so considered always: it is not important at all where information is stored; it is important that it contains and what it is connected with. Contextual communications do it relevant.

Architecture

Level of intellectual metadata, or IML (Intelligent Metadata Layer) is the innovation change in architecture of M-Files which supports annexes connectors to external systems. As soon as the external connector is installed, information from this system becomes available directly: through mobile application of M-Files, the desktop client of M-Files and web access, developers explained.

Users work with information without data movement and do not disturb other users. Information which is stored in external systems can be added with metadata. M-Files establishes connection between subjects of information with their help and creates a context on the existing business systems. For example, documents in the network folder or in SharePoint can be classified by type ("agreement" or "commercial offer") and to connect with other important business objects: the client's profile in the CRM system or the project in the ERP system.

According to M-Files, such approach offers other dynamic contextual information representation is perfect, at the same time data, documents and files remain in usual storage location and are available to users at whom the M-Files program is not installed. The M-Files 2018 platform offers an open architecture for development of connectors to any external system. Partners and clients of M-Files can independently develop additional connectors.

Artificial intelligence

The M-Files 2018 platform uses artificial intelligence technologies to help users to analyze, classify, note automatically documents and other information. AI technologies allow to establish connection with objects in other systems, for example, to connect the document with the client, the project or a case which manage in CRM-, ERP-or a HR system. Such connection together with other metadata is established a context which changes depending on a role of the user, a working step in process and individual preferences. It allows to personalize work of users with information, at the same time the organization does not lose control over security and access isolation.

The artificial intelligence in M-Files 2018 allows to classify automatically content and offers metadata for documents and other unstructured information, using text analytics, natural languag processing, a natural language understanding and analytics of images. The M-Files 2018 platform includes AI technologies of own development which are provided to obtaining the patent and also an open architecture for the AI services provided by the third parties: Microsoft, Google, ABBYY and others, specified in the company.

M-Files used technologies of ABBYY

On June 20, 2017 the ABBYY company announced partnership with M-Files corporation.

M-Files integrates technology of ABBYY into the intellectual information platform, simplifying and improving methods of the organization and classification of information. In cooperation with ABBYY the intellectual and structured information environment in which content is connected with other systems and business processes in the organization is created. Users will obtain the complete information about everything that happens in the company: about structured data, about unstructured content in business systems.

For this purpose the customer company implemented technology of the analysis and understanding of a context of texts in a natural language from ABBYY. The technology makes the complete semantico-syntactical analysis of the text, creates its universal representation, draws entities, events and communications between them.

Artificial intelligence technologies of ABBYY allow to analyze data at the qualitative level and to automate processes of management of information and the related business processes. Actually technologies of ABBYY for M-Files can be compared to fuel for jet engines: they help to improve process of an automatic categorization of files with metadata that saves users from additional tasks and accelerates information search in all organization. Mika Javaynen, vice president for M-Files product management

The world quickly changes therefore to business it is critical that necessary information got to the correct person in time. But the majority of data in the organizations are not structured that complicates their use for processing and process automation. Our partnership with M-Files will help the organizations to classify automatically and with ease to use all amount of the unstructured useful information entering and generated in the company, to understand its context and relevance. Sven Didrich, the director of business division of licensing of technologies of ABBYY company in Western Europe

2016: The EDMS/ECM system of M-Files got the digital signature DocuSign

FTS Russia announced integration of an information management system and electronic document management of M-Files with the digital signature DocuSign. Such approach simplifies and also exchange of copies between partners makes safe document approval in the company.

The digital signature DocuSign helps the companies to sign documents, without printing them. If to speak about copies of the documents and other papers which are not requiring the digital signature certificate, then the facsimile of DocuSign will be suitable for daily document approval and intra-corporate correspondence.

Integration of M-Files with DocuSign helps to collect quicker the necessary digital signatures under the agreement, the agreement or the purchasing request. Employees sign documents, without quitting the M-Files system, having added an additional step to the automated workflow. At the same time each signer receives the notification on need to check and sign the document by e-mail. When authorized users appended the signature, the final document goes to M-Files storage from where he can be taken in hand, to change, send, etc. The digital signature DocuSign can be used and when signers have no access to M-Files.

2015: There was a version of EDMS M-Files 2015

On April 13, 2015 the version of a management system for corporate information^[1] knew of an exit on April 1, 2015^[1].

The product contains changes:

• new graphical representation of business processes;
• the functionality of backup, recovery and implementation in a hybrid cloud is improved,
• possibilities of joint work over documents from mobile applications are expanded.

The management system for corporate information of M-Files includes an opportunity to create graphic representations of business processes for optimization of their efficiency. The new graphics editor of business processes in M-Files 2015 helps to create and display business processes in the form of graphic charts, providing evident representation and simpler management of difficult processes. Besides, for the companies of the regulated industries or observing quality requirements export of charts from a system is provided in the file for submission of certificates on accomplishment of necessary requirements.

The functionality of replication of data is improved that provides business continuity and allows to unroll a system in a hybrid cloud. Possibilities of replication of data in the current version of M-Files allow the companies working in the cloud or local version to use the additional cloud storage (on the Microsoft Azure platform) for storage and management of the selected files in a cloud to ensure permanent safety, protection and availability of information.

Among functions and opportunities of the version of M-Files 2015:

• Abilities to manage information through mobile application are expanded. The updated mobile applications of M-Files just allow distant employees to create, edit, process information and to share documents out of office. Improvements of mobile application of M-Files include:
  • an opportunity to create new object types (e.g. the document, the client, the project),
  • to edit files,
  • to share files with others
  • to work with information without access to network.

Mobile applications of M-Files can be downloaded free of charge for popular devices on the IOS platform, Android and Windows Phone.

• Operational work of a system for large projects of implementation is accelerated. The database structure in M-Files 2015 is optimized for increase in speed of work and scalability. Parallel transactions of the database which are made up to 5-10 times quicker that improves support of large projects of implementation with millions of documents and thousands of users are implemented.

• M-Files web access is improved. M-Files 2015 the processed card of metadata with the new interface allowing to edit more simply includes web access improvements among which there is more full compatibility with Mac OS X, and more intuitively metadata to save documents and other data quicker. Besides, the new feature of print preview of files in the web client of M-Files allows users to browse documents, without loading them on a local hard drive.

• Operation of the module of optical text recognition (OCR) is optimized. Several updates of the module OCR are provided. The module OCR works at the I.R.I.S. iDRS v15 OCR platform.

• Characteristics of security are improved. A system gives more different opportunities for data encryption in the course of their transfer and in a storage mode. Support of multifactor authentication and the general encryption keys allows the companies to organize safe remote connection to local or cloud servers.

In M-Files 2015 functions of exchange of social information are expanded, integration with Microsoft Outlook is improved, for developers there is an environment for setup and expansion of opportunities of the user interface and M-Files API for writing of interfaces.

M-Files in a minute. Representation of a product, 2015

Notes