Controlled Docs Plus
Save time. Reduce business risk. No development costs.
smarter controlled document management
Struggling with managing controlled documents?
Relying on SharePoint, shared drives, or spreadsheets to manage your controlled documents? These tools aren’t designed for version-controlled use cases. They rely on manual updates, file naming, and human discipline, making errors inevitable.
Old versions stay in circulation, approvals are missed, and audit trails to prove compliance can be missing or unreliable. Relying on these tools is inefficient, time-consuming, and risky. Outdated SOPs, manuals and other controlled documents can lead to costly errors, audit failures, and potential legal exposure.
Controlled Docs Plus is a preconfigured solution for automating document control, approvals, and staff training, ensuring everyone always works from the latest approved version — saving time and protecting your business from expensive compliance failures.
A complete, preconfigured solution for managing version-controlled documents
Built on the renowned M-Files platform, Controlled Docs Plus delivers:
- Guaranteed latest approved version always visible to end users
- Dramatically reduced document administration burden
- Automatic archiving of superseded versions
- Admin-only access to working copies
- Seamless document review and approval workflows
- Automated training assignments for new or updated documents
- Access documents via desktop or mobile app
Reduce business risk
Eliminate the risk of outdated or uncontrolled documents. Controlled Docs Plus ensures staff always follow the correct, approved procedure — protecting your business from compliance breaches, WHS incidents, and costly legal exposure.
The latest approved version, always
With Controlled Docs Plus, users can only access the latest approved version of any SOP, policy, or manual — guaranteed. Outdated versions are automatically archived, eliminating confusion and error. Whether on desktop or mobile, your team always sees the single source of truth.
Efficiency by design
Say goodbye to endless version tracking, manual approvals, and document follow-ups. Controlled Docs Plus automates review, approval, and publishing, freeing your administrators from tedious, repetitive tasks. Focus on continuous improvement, not document management. Let Controlled Docs Plus handle compliance automatically in the background.
Compliance you can see
Every approval, revision, and user acknowledgement is automatically logged with date, time, and electronic signature. Controlled Docs Plus creates a complete, tamper-proof audit trail, giving you full visibility of who approved what and when. Demonstrate compliance instantly and hold your processes to the highest standard.
skip the scoping. launch in weeks
All the power of M-Files without complexity, cost, or delay
Controlled Docs Plus is a complete, preconfigured solution — so you can go live fast, without paying for months of costly development.

Controlled Docs Plus, built on the versatile M-Files platform, allows you to:
Get up and running fast — Controlled Docs Plus is preconfigured, so there’s no coding, and no costly setup delays.
Be ready to go from Day One. Unlike traditional document control projects, there is no lengthy planning, customisation, or development required.
Have just a touch of customisation. Things like inputting your department names or refining access permissions. Our package includes an envelope of consulting hours to help fine-tune your solution.
Future-proof your solution. If you'd like changes to the system in the future, M-Files is easily configurable. M-Files is also adaptable to a myriad of other use cases in your business, driving ROI even further.
Controlled Docs Plus is designed to be a fast implementation solution without compromising quality. Our package includes everything your team needs to deploy the solution, be trained in its use, and ensure it is well-supported. See our package inclusions below.
M-Files licensing
- Licensing for document administrators (read and edit)
- Licensing for regular users (read-only)
- Solution hosted in secure M-Files cloud (hosted within Australian Microsoft data centres)
- Minimum 100GB cloud storage capacity
Solution deployment
- Installation of M-Files desktop application on client PCs via assisted cloud deployment
- Controlled Docs Plus automation deployed into your M-Files Cloud environment
- Deployment meetings with an M-Files Solution Engineer
- 8 professional services hours for limited customisations
Training and enablement
- 2 hours of administrator training delivered via video conference
- Comprehensive, video-based administrator end-user training
- Ongoing access to the M-Files Academy online learning resources (administrators and end users)
Long-term support
- Ongoing support for troubleshooting technical issues
- Access to managed service plans for enhanced solution administration support
Automated training assignments: Compliance without the chase
Many controlled document solutions fall short by not ensuring that your team is aware of new or updated documents. This creates risks far outweighing the cost of a robust controlled document management system.
Consequences of not integrating training assignments with document control
By not having a fail-safe solution for ensuring your team are made aware of important new or updated documents, your business risks financial and reputational consequences. Let's explore some potential consequences:
Workplace safety litigation:
A maintenance worker is injured after inadvertently following an outdated lockout procedure (SOP) document that was replaced weeks earlier. The company now faces a six-figure compensation claim and investigation for inadequate communication.
Audit failure:
During a WHS audit, the auditor asks for proof that staff have acknowledged the latest hazardous materials handling SOP update. The business cannot demonstrate those acknowledgements. This results in a major non-conformance and costly remediation.
Regulatory penalty:
During a compliance audit, a health or aged care provider fails to prove that staff were trained on updated infection control procedures. The provider is found to have breached regulatory standards and now faces financial penalties or risks losing their accreditation.
The message is clear — when staff are not automatically trained on updated procedures, it’s only a matter of time before someone follows the wrong version. And the consequences can be costly.
With Controlled Docs Plus, you're in safe hands
When a new or updated controlled document is published, Controlled Docs Plus automatically sends training assignments to all relevant staff.
Employees are notified instantly, required to read and acknowledge the document, and completions are tracked electronically. No more chasing sign-offs or manually recording training — compliance happens automatically, and every acknowledgment is audit-ready.
Controlled Docs Plus:
- Automatically notifies users when new or revised controlled documents are published
- Creates mandatory training assignments with clear read-and-acknowledge steps
- Tracks training assignment completions with electronic signatures and timestamps
- Allows administrators to track pending, complete, and overdue training assignments via dashboard views
- Proves staff awareness and accountability — no manual tracking required
anywhere, any time
Access controlled documents on the fly
You don't have to be at your desktop computer to benefit from Controlled Docs Plus! Thanks to M-Files' versatile iOS and Android mobile apps, your team can access their controlled documents anywhere, any time.
With Controlled Docs Plus mobile capabilities, you can:
Access the latest, approved version of each document.
Acknowledge document training assignments anywhere, any time.
Keep track of your pending and complete document training assignments.
Review and approved controlled documents, if you are an administrator.
50%
Improved searching for documents and information by 50%.
+65%
Faster filing of documents by 65%.
+100%
100% faster document generation, improve accuracy, and are easily generated from applications such as Microsoft Word.
Our clients
Our M-Files solutions are trusted by our clients
