In respite, working smarter beats working harder

With the advent of all this wonderful technology available at our fingertips why are we all working harder than ever in aged care? Technology has added to the workload, not made life easier.

Information can be produced and sent at lightning speed, this has led to information overload. There must be an alternative. We encourage you to work smarter, not harder.

M-Files document management software will centralise all of your facilities’ information quickly and easily. In fact, quicker and easier than before. It will then allow you to find anything you want and by any means you can think of it.

We will help you to be more effective and turn that non-productive time into productive time so you can provide a better level of service, not miss as many opportunities and spend more of your time doing your very important work.

Finding information based on what it is will save time and all but eliminate telephone tag. It all comes together with document workflow software that tracks and manages automated assignments and workflows. Each step of a process is automated and notifications via email keeps you up to date.

Respite processes made easy with cloud document management software or locally hosted document management software

M-Files integrates into your existing databases e.g. iCareHealth, Inerva, etc. You will now have one place to look for what you need. From general correspondence to accounts, from HR to project management, from admissions to facility maintenance.

Productively will soar and stress levels will reduce. How often do you need a document and then need a phone number, so you can action the required work? How about an invoice and whether it has been approved for payment or a leave application and whether it has been approved by their manager?

Most of what we do in a day revolves around managing documents; what if there was a state of the art, but simple document management system to make these processes easy? This is why M-Files has become so popular across respite care.


“Can’t I just use SharePoint or Dropbox?”

Respite providers often ask for a document management software comparison with these ‘free’ solutions. They want to know why M-Files is some much better than SharePoint or Dropbox and we have put together a document that sets out why M-Files is the clear winner.

Please contact us for this free report. Many customers think that by going to the cloud they will go paperless.

The end result is that the legacy filing system is now just as unorganised but available electronically. You do get the benefits of less filing cabinets taking up floor space but still no easy way to find what you need when you need it.

The solution to an effective online document management system is to have it based on a database. A Meta-driven database and this is where M-Files excels.

Click on one of the buttons below to get a free trial or an instant quote. As respite providers you will be impressed with the small outlay and ease of use.

To read the full transcript of the video, please click here

Aged Care video transcript


Hello and welcome to this demonstration that we have put together for the Aged Care Industry. To give you an overview of where we’re headed today, what this is all about, is a way to centralize all the company’s information so whether that’s your paper-based files, your electronic documents, emails, invoices, reports, anything coming in or going out

is all captured into a central system. We need to be able to achieve this quicker and easier than your current manual processes, so, we’re not adding a job to the day. Most importantly it’s all about retrieval, allowing you and the staff to be able to find anything instantly. Any way you can think of it, who it’s from, what it’s about, when it came in, via a keyword off a document and we have it up on the screen immediately. It’s primarily designed as a productivity tool but in the third and last part of the process, you’ll see that it all comes together. We’ll look at things like assignments, workflows, version control, document collaboration, all the actionable items that you do with this information and how that can be tracked, managed and simplified.

About Us

Just to give you a little bit of information about M-Files and who we are we’ve been specializing in Information Management Solutions for over 20 years and we do a lot of work across Aged Care and related industries. I’m sure that you’ll find this extremely beneficial in your complex world that we must deal with each day. Here are some of the current main points that we found for Aged Care and I’m sure these are things that will resonate with you. These are issues and challenges that most businesses have unfortunately, but things that we will certainly solve with the M-Files solution so let’s have a look at how it all works.


The first part of the system being capture and first we need to log in and we can set up different security levels for different people within the organization so there might be a General Filing area that everyone can see. There might be a HR/Payroll that only two or three people can access. Different security levels depending on what you need. From there we can set up individual user rights where some people get to annotate, edit, open, delete, whilst other people get read-only rights. Behind the scenes every action that is taken within the system is automatically tracked and recorded so you’ll know who’s looked at what document, when, who’s approved a quote, who’s updated a version of a care plan, any of the actionable items are now automatically tracked and recorded.


The nice thing about M-Files is it looks and feels like Windows Explorer and where you’ve got server drives and folders and subfolders all the way down to resident files. Our resident Bill Bloggs, just like Windows Explorer, if we click on this folder we get a list of documents and if we click on a document just like in Windows Explorer we get a preview of that on the right-hand side. The nice thing about that being based on a folder structure is it’s instantly usable. We’re all familiar with it but of course the problem with folder-based systems is they don’t work. If you name it incorrectly, put it in the wrong spot, if you and I have differing opinions on how we think it should be named or saved, it can be difficult to find and retrieve. We take a vastly different approach. Instead of having to name the document correctly and put it in the right spot, what if we had dozens of different links that linked back to it and you could search for it by who it’s from, what it’s about, when it came in via a keyword off a document and we have it up on the screen immediately. We call these links metadata. For this document it is listed at the bottom where we’ve noted who the resident is for the type of document, the job we’re doing, which facility they’re in, document dates, workflows etc. Because we tend to file and find using metadata, the old folder-based search method generally becomes redundant. This example of metadata is just that, an example. We’re going to custom build the whole solution around your organization. We’re also going to do it department by department, and in those departments, use your terminology but we’ll use this as an example for today.

Capturing your information/documents

Looking at the first part of the system let’s look at ways of capturing information and let’s say we have some correspondence to one of your residents. This might be on letterhead, it might be a word document, it could be a spreadsheet, a photo, a video, any file format can be saved. How do we save it the same way you do? We simply click on save but instead of saving it in your folders on your server, we now save it in M-Files which lives on your server. M-Files asks us to categorize this, so would you put this under Board Clinical, Corporate, Governance, Finance, HR or Resident Files. These are some of your departments we have created. We’re going to create the departments for and with you. Inside a department you have document types – Admin, Agreements, Documents, Legal, Photos, Reports etc. Not only will we create the departments for and with you, but we will also then create all your document types around your existing terminology. In this case, we’re going to call it correspondence and it askes which job is that for. Instead of having to type it all in what if we could pick it from a pre-set list. What if this list could come from your existing databases so if you’ve got to have client tracking databases like I Care or Innerva, or the various industry ones that are out there. We can link into those databases, so instead of having to type in all your residents and all the jobs, we can simply pick it from a pre-set list and when we select this job it says all I know things about this job. I know who the overriding resident is, I know which facility that’s for, do you want me to fill out auto fields and we say yes. It’s just an example but it gives you the idea. When you fill out one piece of information, the rest is completed for you. We pop in today’s date, hit create and that one’s added to the filing system. You continue to work on the document as you normally do and now that we’re finished with it, it is saved into the system. We’ve captured our first document our letter to Bill Bloggs. Our preview of it is shown on the right and that metadata is listed at the bottom.


Let’s do this again, but a far quicker and easier way. Because M-Files runs all day you can build new documents from within the system but instead of building a document from scratch under resident files, let’s say one of your residents would like a report. It launches your reporting template. The nice thing about managing templates in here, is if you were to change the resident template it is globally changed and you’re all on that new version moving forward. For common templates, workplace health and safety, leave applications, all the common documents that you’re regularly using can be created into templates and managed here. M-Files fills out the bulk of the filing fields for me. All I must do is pop in today’s date and it even sets up an automatic naming convention, which I’ll come back to shortly. Our template is launched, we’ve got your letterhead on top and your standard report. These items in dark grey have come from M-Files and are inserted into your Word document. These items from M-Files have often come from your existing databases, but if you wanted to put in additional metadata, like perhaps, the documents version number using our M-Files tab, which follows you around in Office, we can insert additional metadata, in this case the documents version number. That’s another item in dark grey. Later I’m going to change this version and you’ll see that I’ll go from version one to

version two. We’re finished with this one, we save this into the system and we’ve captured our second document. Its preview is shown on the right. Its metadata is listed at the bottom. We’ve set up an automatic naming convention, where it named what it is, who it’s for, when it was, I didn’t have to fill any of this out. I didn’t have to spell it correctly, I didn’t have to adhere to your crazy rules about how we’re supposed to file things in this office. It just did it all for me. It also means that everything going in and out of the building is named in a consistent method.

Capture emails quickly and easily

Let’s have a look at Outlook emails. Emails are notoriously difficult to capture and file. Some of the problems with emails is they’re editable type documents, they’ve got attachments, they’re sent to you as an individual. I’ve no idea whether you’ve dealt with it and then six months later, you run out of space and you delete them. Company information is disappearing, disaster, but luckily M-Files integrates into the filing system. To file something all we do is drag and drop it. This email I see is an IT agreement from our IT supplier to me that sounds like corporate correspondence. I pop it under this department and M-Files files it for me. It puts in the subject line, based on the subject line of your email, it puts in the dates, email addresses, there’s really nothing to do but hit create and that one’s added to M-Files.

You’ve automatically complied with the Electronics Acts, it’s all backed up on the server. A couple of nice things to note when you file something in the M-Files system, it’s given a blue category so visually I can see that one out of four emails have been dealt with. If I was to email this through to you and to Michelle in your office who’s responsible for filing it and of course no idea you both might do it, none of you may do it. Let’s say Michelle’s filed it, when you go to file it, it tells you it’s already been done. It saves on email duplication. How much time and space are wasted capturing duplicate emails. The file format that we saved this in is

an Outlook email so when you open it you can reply, forward, open the attachments. We’ve got it as a useful email message, not as a piece of paper in a filing cabinet. I’m going to file another email but do this one a different way. This one has an attachment and often when people email you an attachment, it’s not so much the email you’re after, that was just the delivery method, you really are after the attachments. I’ve set a rule that when I file emails, it’s going to automatically separate out and file all the attachments for me. Because, this is from one of our clients or contacts I’m going to put this under Resident Correspondence and again it fills out the bulk of the filing fields for me. All I have to do is fill out the one job and the rest is done now if I was working on job number two I would have job number two as a folder simply created here and you wouldn’t even have to fill any of that out. We hit create, it’s added to the system and it gets a blue category. When we now go into M-Files, instead of simply having an email which I can click on and open, this one’s been put in a folder and again we have the email available to us if we need it. More importantly, we have the attachment and if you were to search for the word “cabinets” within your filing, it would take you straight to the attachment which is what you really wanted but you’ve also got the email there as well.

Scanning documents

If it’s a piece of paper, we have to scan it we use high speed document fed scanners like this where you load up a stack of pages. It’ll scan them through 70 pages a minute straight up onto the screen or we can make use of your existing photo copiers as a scanning device. This is just a nice ergonomic unit that sits on your desk. You don’t have to get up and use the photocopier. There are many ways of scanning into the system. One way is to right-click in a document from scanner. Word asked you who’s it from, what’s it about and you’d fill out your metadata.

Importing existing documents

Instead of doing batch scanning, I’m going to show you batch importing which is effectively the same thing, so we’ve put together a bunch of documents that I’m going to file all as a batch. It opens the first one on the right-hand side and it shows a preview of what we’re filing. We fill out our usual metadata fields like we had previously, and it even maintains the documents name, so your naming convention that’s already in your folder is also maintained. I’ve got to fill out the job as well, that’s a compulsory field and I hit “create” and the first ones added on the left is filed and the next ones opened. Its name is maintained, its preview is shown, but of course the whole point of your folders is we know this is the correspondence folder for this resident. Why don’t we say “create all” and when we do that each of those documents are instantly added. The original file format is maintained, your original naming convention and document dates are maintained. Now you can also search for a variety of any of the keywords off the document, as well as via any of the metadata. Takes around 10 seconds to capture a folder. If you look at how many folders and subfolders you have you’ll be able to very quickly capture all that information.

Linking to your existing folders

What if we could simply map back to your existing network drives. What if you had a Z drive where all your folders and subfolders live today. We call that a traditional folder. We can link to your Z Drive and there are all your folders and documents as they sit today. Your entire filing system can be made available from day one. That’s the first part of the system filing things. That input process should certainly be quicker and easier than what we’re doing today.

Retrieving Documents/Information

Let’s now look at the retrieval side and this is where you’ll start to see the major benefits. If you wanted to know what time the sunset was tonight you’d put in Google your location and the word “sunset” and you’d get yourself an instant answer. You don’t need to know that that

information came from a spreadsheet, 20 folders deep on a server in Darwin. You just ask the question and you want the answer. Wouldn’t it be nice if your filing system worked the same way, that it allowed you to find things based on what it is you want, where you don’t have to

remember how it was named or saved. That’s how when M-Files works. All I remember is I spoke to someone called Bloggs. That’s all I know. I’m going to do a keyword search for one word and I get an instant result. I get 19 documents and it shows me where that word appears in the name. It shows me where it appears multiple times in the metadata and it even highlights where it appears within our document. This is all very nice but 19 it’s too many, I want to narrow it down. I remember it had something to do with Bloggs and an invoice, so I add in a second word and it narrows it down. It shows you where the word appears in the name. It shows you where the word appears multiple times in our metadata and throughout our document. 99 times out of a hundred you know who you’re talking to. You know what you’re looking for and you drill it down to one or two documents every time. What that really means is no more telephone tag. Any inquiry – yes, I’ve got it in front of me what would you like to know, and you get to go to lunch on time.

Customising your shortcuts for searching

Depending on where you’re sitting within the organization you’re going to want things in very different ways. If you’re in accounts versus admin versus residential care you’re going to want things in very different ways. Instead of trying to squeeze all of you into one filing system, which of course, doesn’t really work and you’ve gone off and done all your own things, what if we could give you a filing system for each of you set around your role. We simply achieve that by creating shortcuts searches for you on the side which we will customize for each user. Perhaps you look at it from a resident files point of view and if we go into all their residents we can go into Bill Bloggs and we can see all the folders and subfolders for Bill. Perhaps you’d like to look at it from a Supplier point of view. If we look at all our suppliers, one of those is Breezy Air and we can see they’re a supplier for air conditioning. They have addresses, phone numbers, contact details. This sort of information again is available in perhaps other databases, but wouldn’t it be nice if a phone numbers available from here. If you need to call an air conditioning specialist. Perhaps you’d like to look at it from a HR point of view. If we look at our employee Angela, I can see that she has an employee contract, employee documents, and a performance appraisal. If we go into her performance appraisal, we can see that it is automatically named. What it is, who it’s for, when it was, and we get a preview of the appraisal on the right. Perhaps you’d like to look at it from an Asset Register point of view and I can see that this hospital bed – which facility it’s in, whose room, how much it was and even things like warranty expiration dates and serial numbers can be listed there as well. Maybe from an account point of view, you might say “show me all supplier work orders that have been sent and finalized”. We’ve got one particular one here and it tells me which job it’s for, whose desk it’s on, who the supplier was etc. One of my favourite ones that I use all the time though is recently accessed by me.

Processing Documents


I’m always going back to things I’ve recently worked on and one of those things is our report. Now that we found some information, you may want to work on it. Now if I had emailed this report to you and to Michelle to work on, you would make some changes, you’d send it back to me and I’ve somehow got to know how to collate it all. What if we could just do all that on the fly. What if using our annotation tools, you could highlight sections suggested. We scrub out these bits, put arrows on it, maybe pop a post-it note on it that doesn’t fall off. We’re annotating over the top of the document not on the original. You can print this with or without these notes. We can rubber stamp it. Then we can create customized rubber stamps saying it’s approved for payment and I can even create a stamp with a signature that’s only available on my machine. We’re annotating over the top of this document not on the original and you can print it with or without the annotations.

Version Control

If you want to change the original document, we have a simple checkout process. While this is checked out to me only I can change it. Everybody else can still view it but only I can make changes at this stage. I am finished with my changes, so I save this back into the system and everybody else can use it again if they wish. I see that it is in read and run version too and I think, well that’s interesting how did that come about. I can now ask for the documents history and I can see version 1 and 2. I can see they were created 11 minutes apart by the same user now in your case of course it might be weeks apart by different staff members. We’ll use this one as an example and I’d like to look at our current version just to see where it is up to. We open that one up in word and we can see our current version, but M files have said wouldn’t it be nice if you could see how we got here. The history of this document is visible. Using the compare feature, I can open the original and the current at the same time and we have version 1 on top version 2. On the bottom and you can see the differences between our documents. I think the version 2 is awful. I want to go back to version 1, so I close this down, click on the version that I like, and I say can I roll back to the earlier version and it says yes and it creates version 3, 1 minute later back to back. Instant and easy version control that cannot be circumvented by staff, so you can see from that, that we can find things instantly and work on them and save a huge amount of time. This means less time tearing your hair out trying to find things and action them. We’ve got an instant access to that information.

Distributing Documents

Now that we’ve worked on a document, often you want to send it off to somebody. A common feature in any program is to right-click and senders are copied by email and it attaches it as it is a word document. You can hit send. It’s all very nice, however, you don’t want to send it out as an editable Word document. You want to send it out as a PDF. In your world you open it in Word save it as a PDF to the desktop, attach it, send it and delete it from the desktop. That’s way too hard. We know you want to do those sorts of things so with M-Files we give you the ability to send as a PDF by email. It opens it, converts and it attaches it as a PDF. You can hit Send. You’ll see niceties like that throughout the whole M-Files. Experience just quick and easy ways of doing day-to-day tasks. When you send this report off to your client or supplier or contact isn’t that a business transaction? Shouldn’t you be filing that? We give you the ability to do that with our unique button, our send and save M-Files button. It allows you to do both at the same time.

The Power of Metadata

There are the first two parts of the system, filing and finding of documents using metadata and that within itself should be a brilliant productivity result but in the third and last part of the process is where you’ll see how all of this comes together. What if we can apply this theory of metadata to other things within the organization. What if you can have metadata around Clients, Contacts, Suppliers, Staff Members, Facilities? You’ll then start to see that all your information like PDFs and Word documents and emails as well as all of your knowledge like phone numbers, contact details, job statuses, can all be brought together into one place. A one-stop shop for all your information and knowledge. The best way to start to show you the third and last part of the process is where first we’re going to do a search for all staff. We do a search for all employees and there’s 12 of us. If you click on me, as an example, it has metadata about me, the employee. It says that I’m a director, a facility manager, I have addresses, phone numbers, contact details, even emergency contact information. This is metadata about me the employee. Throughout M-Files, you’ll see these little arrows and you’ll see what is related to me. As it turns out I’m working with 12 residents, five jobs, four employees in my team, three outstanding assignments to do. Let’s go down further. Of the residents that I’m working with, one of them is Bill Bloggs. If we click on Bill’s card, we get Bill’s contact information. Again, this sort of information is available in Innverva or I Care or your database, but it tells me what type of care they have, whose is the primary nurses, facilities, contact details, who the next-of-kin is, Medicare numbers etc> Of course all this is available in other databases but it’s great that it’s available here in the one place as well now under Bill’s file. Didn’t we send some documents and one of those documents was our report. Because we’re clicking on a document, we get our documents preview on the right and we get our documents metadata showing, but what’s linked to our document as well, as it turns out, is a resident and an annotation. Even if we were to go into the annotation for this document, isn’t that linked to something and again we’re back to our report. Wherever you are within the EM file system everything is related from any of those points forward. Now all your information and all your knowledge has been brought together into one place.

Assignments, Task, Approvals

A one-stop shop and where that becomes particularly useful is in a simple day-to-day example. Now if I asked you to call Bloggs regarding that report, how do I get your attention? Do I send you a long email you don’t understand, or I come and interrupt you, but you’re busy? Even if I’ve got your attention, how do I know you’ve done your job? Do I have to follow up you tomorrow? That takes up your time and my time. Instead of having unmanaged plastic in trays, what if we could replace them with managed electronic entries and simple jobs? These are called Assignments. My assignment for you is to call Bloggs. I’m going to give you a bit more information, so you know what to do. I’m going to allocate it to the residents file, so I’ve got a permanent record that I’ve asked you to do this. The deadline I’m giving you though is today, so it’s a short deadline to get this one completed. As I’m set up in the system I will assign it to myself and I’ll receive the email, so we have our new Assignment. Let’s say I’ve notified you to do this work. How do you go about doing it and first where’s the phone number for Bloggs? Now is that in Outlook contacts, your client database, a business card? Once you’ve got the phone number where’s that report now? Is that the one that you emailed them? Is that the one that was edited and sent back to Michelle in your office? How do you know you’re on the right version? With M-Files though, if I asked you to give Bill a call, you say great, what’s his phone number and there it is. There as the phone’s ringing Bill picks up the phone and you say hey Bill I’ve got this report on my desk. What would you like tonight. What a result. How many times a day do we need a document and a phone number and email and whether it’s been actioned, an invoice and whether it’s been processed. Most of what we do in a day is information and knowledge and this brings it all together beautifully.

Notifying you

How did we notify you of this? We’ve found the best place to do that is with in Outlook. Because we send and receive emails all day every day, we get email notifications telling us that we have a new assignment to do. Our email pops in and it says call Bloggs regarding the report. That’s fine, deadlines today, I better get on with it now. Again, instead of going off in all those different areas, you can click on it directly from your notification. It takes you straight to your Assignment in M-Files. Not only that, we have all the contact details available for Bill at the bottom, so you can call him or email him. Not only do you have the document that you’re looking for available on the right-hand side, but the rest of their folder is open as well in case they ask you something obscure. Now this will be in your in tray for ever until your mark it as completed. To do so, you simply pop a tick next to your name. You hit save and we get a green tick on your clipboard.

Managing Office Workloads

However, as your boss, I might say show me all Assignments for yourself and these five were completed, but the rest are outstanding. I can see where things are up to. If I see that you’ve got too much work to do, or too little work, I can micromanage in trays and move information around. I don’t have to come and see you every day and ask about any outstanding jobs that takes up your time and my time. As a manager, I can discretely have a look and move things around and allow you to get on with your work. The whole purpose of you being here.


There’s simple day-to-day assignments which is nice, but a lot of what we’re doing of course is more complicated than that. Where we’re dealing with multiple people, multiple steps and stages, different deadlines. One of the last things we are going to show you is a workflow that brings all these different features together. We’re going to create a new document on a resident file, that they have requested a Work Order. Under what are we going to do it? Under finance, we’re going to do accounts payable because we need to order from a Supplier. I need supply a work order to fix something. We fill out our usual metadata fields like we had previously. Back to Bill, pop in today’s date, of course automatic naming is in place, and our template is launched in Word. In this case, it is a Work Order for Bill Bloggs. We may put in additional metadata or fill out other fields but of course the bulk of the fields have already been completed as metadata. We have now finished with our document and as quick and as easy as that we’ve created our new Supplier Work Order. It’s been automatically named what it is and again who it’s for. We have our preview on the right, we have our usual metadata at the bottom, but now we also have this workflow area. This workflow is Accounts Payable workflow. It has been automatically assigned to me and I’ve received email notification. The deadlines I’ve been given is 24 hours and my job is the work order to be reviewed. Well I’m looking at it now do I approve this, yes or no? At this stage in our workflow, I can go in two different directions. I can either say work order to be amended, please see comments, and it goes back to your desk, or I can move it on, which is what I’m going to do as I’m happy with it now. I can make a note if I want to. When I click okay, if you look at who it’s assigned to, whose desk it’s on, it goes off my desk and it goes on to Karen’s desk. Karen gets notified. Her job is the work order has been approved ready to be sent to the Supplier, so she might say emailed today and when Karen clicks okay it goes off her desk. It’s on nobody’s desk it has now been completed. It’s a very simple and short workflow, but it gives you the idea that information can go through from person to person. Each one of you does a certain job or action then it goes on to the next person. Now 24 hours before my deadline, I could be sent a reminder but 24 hours after I miss my deadline you get notified. We can put all sorts of rules around these workflows. They can be very simple as demonstrated. They can be more complicated and go in a series of different directions, depending on what it is you need. These nice graphical overviews are there as well, in case you wanted to take that to a staff meeting to say, hey guys, you know how this is working for us. They are very easy to maintain and manage. We will help you build, maintain and develop them.

Mobile/Web/Tablet Access

Now the last thing I wanted to show you, is being able to access the entire M-Files solution from any mobile device. We’ve become a more and more mobile workforce. Wouldn’t it be nice if we could find anything you want, from wherever you are? Any iPhone, tablet, PC, Samsung device or Android, perhaps a web browser, from wherever you are, you can have complete access to your entire office solution. I can’t show you my mobile phone, but I can play for you this one-minute video which I’ll do now. M-Files mobile access puts the information important to your business right at your fingertips. No matter where you are, you can view documents on the go, like that purchase invoice that just came in. Check it out, make sure everything is correct and approve it, then Greg in accounting gets emailed automatically. You can pull the invoice up on his laptop and send the payment. It’s seamless, mobile and available for download now. It’s just one of the ways you can experience the magic of M-Files. As you can see from that, it brings it all together. All your information and all your knowledge available to you instantly.


Time to talk about implementation and training which is key. It doesn’t matter what type of solution we buy, it all comes down to implementation and training. We as productivity consultants, have specialized in this for 20 years and we pride ourselves on getting you these results immediately. The challenges we find, is you’ve got multiple staff, with multiple systems. We need one filing system, one methodology, the best. Where we go to doing that initially is we’re going to develop a procedures and how-to manual specifically for your organization. We will document what it is you do, how do you process the mail, what do you do with emails, invoices, reports? Whatever it is you do, we will create this document for you. This is an example of course, but if we were to click on how you process the mail, there’s your workflow. Again, this is an example, but if it was incoming mail and they are general documents, they’re opened by admin to sort, scan and file. Well I’ve forgotten how to file, so I click on the wording and up come the filing instructions, written instructions, in English by our trainers, not IT talk. This is not a technical manual. These are screenshots of your M file system, which means this is how we operate. We then take it further, and we make fields compulsory, where you must file by who it’s from, what it’s about, when it came in, or the system won’t let you file it. You get to set as many or as few rules around the database to ensure it’s captured a certain number of ways. We will train two of you as M file system administrators. You’ll build and develop the system. You’ll set up procedures, processes, passwords. You’ll own it as a process in-house. The ongoing maintenance of the system is maybe five minutes a month once it’s up and running. You simply make use of it. We will then train the balance of the staff in back-to-back training sessions, and if we’re training you in groups of up to three people for four hours, processing your documents, through your scanners, based on your procedures and process manual, into your computers, then you’ll be at an expert level. We’ll have everybody trained in back-to-back training sessions. You go live immediately, and you’re guaranteed to get your results. There you go, that’s probably enough out of me. As an overview, we always like to show people the M-Files capabilities and I’ve covered off the bulk of those. Some people need only a very refined, cut-down version. Also, for perhaps budgeting reasons, we can bring that into place as well, where we even have a pre-configured version available to you.

Download a Trial/Quote

There is an instant trial available for M-Files from our homepage towards the bottom. Just a matter of filling out your details and you can have an instant trial to use and of course there’s also an instant quote button so if you’d like to know how much the solution will cost, that’s available to you as well. If you have any questions along the way of course, just give us a call and we look forward to working with you on this project.

Our Document Management System is trusted by our clients

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Testimonial by  from
Sean Sandford Mortons - Urban Solutions

During our recent QA Certification and Accreditation process it became very clear that the power of M-Files could provide us with the ability to ensure that all documentation both leaving from and arriving into the office could be controlled in such a way to enable the document retrieval for Quality auditing extremely streamlined and efficient.

Furthermore the control of our QA Documents through M-Files has enabled us to manage and control system documentation in a way that provides users with the necessary access while tracking changes and being able to easily input the relevant details into the appropriate forms, checklists and reports. M-Files has enabled us to better control the system documents needed for audit control, monitoring and storage, improving the way we are able to operate the QA System.

Finally, through the workflow process within M-Files we have been able to assign tasks and function to staff members required by our QA procedures which ensure that the necessary documentation is being undertaken for the ongoing implementation of our QA procedures.

Karen and her team have provided excellent support and worked with us through the whole QA implementation process.

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