Retail

Financial Planner Document Management

Document Management Software in Retail

What you need, when you need it

To have all of the information you need, which includes all emails, all electronic documents like, Word, Excel, PDF etc. and all paperwork at your fingertips within a moment’s notice would be a dream in any office.

To then have all the associated business knowledge, like phone numbers, email addresses, status promotions and sales or whether that invoice has been approved for payment linked in the same place would be a miracle.

This is your reality when working with M-Files, one point of truth for all information and knowledge from front of house to the factory/warehouse. No more searching through multiple areas to get tasks done. The productivity gains will be substantial.

The electronic document management solution for retail, here today

Find what you want, by how it was named or where it was stored works fine if you filed it recently and have a great memory.

Once you get into a typical retail environment where there are multiple staff and multiple opinions on where and how something should be stored is where the trouble begins. Multiple locations compound this issue.

What if you could find what you want based on what it is and simply put in a word or two to get what you need instantly? This is the premise behind our DMS system database. All you need to know is something about what you want and it appears.

It doesn’t matter how good a system framework is, it’s success comes through the implementation, customisation and training.

As productivity consultants specialising in information management software and backed by over 20 years of experience in retail we will ensure you get the results you desire from day one. You can be up and running within weeks of placing your order.

why-m-files

Why M-Files?

M-Files is created uniquely for each company we work with, each of the document types, document names etc. can be named using your existing naming conventions or be automatically named according to your requirements.

M-Files is a country mile ahead of anything else we have seen in the market place. It has an extensive and completely customisable feature set.

It is incredibly easy to use as it looks and feels like your existing Windows Explorer structure so there is only a small learning curve. It is also at the cheapest price point.

Unlike buying a new photocopier that is more or less the same as the last one, M-Files will dramatically increase your productivity and profitability in the office.

Click on one of the buttons below to get a free trial or an instant quote. We are 100% confident that you will be impressed with the small outlay and ease of use.

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

General Offices video transcript

Overview

Hello and welcome to this demonstration of M-Files. 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. Whether that’s your paper-based files, electronic documents, your emails, invoices, reports, anything coming in or going out is all captured into a central system. We need to be able to achieve that quicker and easier than your current manual processes, so we’re not adding a job to the day. Most importantly, it’s then about retrieval, allowing you to find anything instantly, but by who it’s from, what it’s about, when it came in, a key word off a document, an invoice number 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, we will show you where it all comes together. Where we will look at things like assignments, workflows, version control, document collaboration and all the actionable items that you do with this information. How it can be tracked, managed and simplified.

Who we are

Here’s some information about M-Files and ourselves to give you an overview of who we are. We have been specializing in this for over 20 years. This is all we do. We can sell and supply any document management system in the marketplace, but we come back to M-Files time and time again, because we’ve found it to have the greatest feature set, it’s the easiest to use and deploy but it’s also at the cheapest price point. It has ticked all the boxes to ensure that you get these great results effortlessly from day one. Part of our process here are some of the current pain points, that you’ll no doubt experiencing. Some of the issues that you may have. These are the types of problems that we solve with M-Files. After this meeting you’ll have the opportunity to download a fully functioning trial of M-Files. It’s a standalone download, you can simply download it from our home page so that gives you a program then that you can play with. You can file find etc so I’m sure you’ll find that very useful. There’s also an option at the same time to get an instant quote, so you’ve got costings for this project as well.

Security/Access

Let’s have a look at how it all works. The whole system’s password-protected, so we’ve got a login, which means we can set up different secure levels for different people within the organization. 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’s required. From there we can set up individual user rights, where some people get to annotate, edit, append, delete and other people get read-only rights. Behind-the-scenes, every action that is taken within the system, is automatically tracked and recorded. You’ll know who’s looked at what document when, who’s approved a quote, who’s updated a version. Any of those actionable items are now automatically tracked and recorded.

Looks familiar

Now 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 under some job files and a job that we’re doing for our Client Bloggs, if we click on this folder, just like Windows Explorer, you get a list of documents and like Windows Explorer, when we click on a document, you 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, retrieve and utilize. We take a vastly different approach. Instead of having to name this document correctly and put it in the right folder, 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 keyword off a document and you’ve got it available immediately. We call those links, metadata and the metadata for this document is listed at the bottom where we’ve noted who our client is, the job that we’re doing for them, the document types, the dates, the account managers, who it’s assigned to, workflow status etc.

Capturing your information/documents

Because we tend to file and find using metadata, the old folder-based search method generally becomes redundant and this example of metadata is just that, an example. We will custom build this specifically based around your organization, your procedures, your processes, but we use this as a generic example for today. Looking at the first part of the system, let’s look at ways of capturing information. To make sure the input process is quick and easy, let’s say we have some correspondence to one of your clients or contacts, Bill Bloggs. Now this might be on your letterhead, it might be a Word document, it could be a PDF or spreadsheet, a photo or 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 the M-Files system, which lives on your server. We give the document a name and it asks us to fill it out by category or department. Would you put this in company admin, general admin that everyone can have access to, HR, job files? You’ve got various groups and departments already established and we will custom build the M-Files solution around your departments. Inside a department, then we have document types, so you might have invoices, contracts, quotes, reports etc. Not only will we create the departments for and with you, but we will also create your document types, using your terminology. In this example we’re going to call it job correspondence and it says, all great, which job is it for. Instead of having to type them all in, what if we could pick it from a pre-set list? What if this list could come from your existing database? You might have a customer relationship management CRM. or an ERP, or any other type of database. or even back to a spreadsheet of clients or contacts. Instead of having to type it all in we can pick it from a pre-set list and when we select our job for Bloggs, it says that we know additional things about them. We know who the overriding client is. I know who your account manager or job manager is, do want me to fill out Auto fields and we say yes. These are what we call parent-child fields. When you select one piece of information it goes to fill out the rest for you. It’s just an example and of course each industry will be different but what we’re trying to illustrate is when we select one piece of information the rest is done automatically. We hit create and that one is added into 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 M-Files. We have captured our first document, our letter to Bill Bloggs. Our preview is shown on the right and its metadata is listed at the bottom.

Using Templates

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. Instead of building a document from scratch, under job files, one of your clients has requested a report, a status report and it launches your reporting template. The nice thing about managing document templates within M-Files is, if you changed your reporting template it is then globally changed and everybody’s on that new version moving forward. This is great for workplace health and safety, leave applications, sales templates, quotes, invoicing etc. Whatever templates you’re using can be managed within here. M-Files fills out the bulk of the metadata fields for me and all I have to do is pop in today’s date and it even sets up an automatic naming convention which I’ll come back to. We hit create and our template is launched. Our job report and these items in dark grey are metadata that has been inserted into your word document from M-Files and again a lot of the information that’s come from M-Files has come from your other existing databases. If you wanted to put in additional metadata, like perhaps, the documents version number, using the M-Files tab which follows you around through office we can insert additional metadata. In this case our documents version and that’s another item in dark grey. Later I’m going to change this version and you’ll see that’ll automatically go from version one to version two. We’re finished with this one, so we saved 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. Now we’ve set up an automatic naming convention where it said what it is, who it is and the job we’re doing for them. I didn’t have to fill any of this out. I didn’t have to spell it correctly. I didn’t have to adhere with your crazy rules about how we’re supposed to file things here. M-Files just did it all for me. We find that’s a great time-saver and very good for consistency of information going in and out of the building.

Capture emails quickly and easily

Let’s have a look at Outlook. Emails are notoriously difficult to capture and file. Some of the problems with emails, first is, they are an editable type document. They don’t comply with the electronics acts. They’ve got attachments. They’re sent to you as an individual, so have no idea whether you’ve dealt with it or not and then six months later you run out of space and you delete it, disaster. Luckily, M-Files integrates into Outlook to solve this problem. To file something, we just drag and drop it. This email I can see as an IT agreement from our IT supplier. To me that sounds like company correspondence, so I’ll put that under company correspondence and M-Files fills out all the filing fields for me. M-Files puts in the subject line based on the subject line of the email, the dates, email addresses, so there’s nothing to do but hit create and that one’s added to M-Files. You’ve automatically complied with the electronics acts and it’s all backed up on the server. A couple of nice things to note when you file an email in M-Files, it’s given a blue category, so visually I can see that one out of four emails have been captured. If I had emailed this through to you and to Michelle in your office, who’s responsible for filing it and of course, we have no idea. You both might do it or none of you may do it. Let’s say you’ve filed it. When Michelle goes to file it into the system, it says it’s already been done, so 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 and this one has an attachment in it as well. Often, when people email you an attachment, it’s not so much the email you’re after, it’s more the attachments. The email was just the delivery method, so I’ve set a rule, that when I file emails from Outlook, it automatically separates out and files all the attachments for me. Because this is from one of our clients, we’re going to put this one under job correspondence and M-Files fills out the bulk of the filing fields. All I have to do is pop in the job and everything else is done, so one click and it’s been added. It too gets a blue category. If I was working with this Bloggs’ job a lot, I would simply have a shortcut created here for that particular job. It only takes a minute to set up and all we do is then just drag and drop it and it doesn’t ask any questions at all. When we go into M-Files instead of simply having an email which we can click on and open like a normal email this one’s been put in a folder and again we have our email available to us if we wish but more importantly the attachment has been separated. If you were to search in your database for the word cabinets, 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 can run it through a high-speed scanner. We use automatic, document fed scanners like this, where you stack in a load of pages. It’ll scan them through at 70 pages a minute, straight up onto the screen. We can make use of your existing scanners or photo copiers. They all effectively do the same job, but for the main person opening the mail, it’s very ergonomic and time-saving if they have a unit like this on their desk. There are many ways of scanning into the system. One way is to right-click on that document from scanner and it would ask you who’s it from and what’s it about, where would you like to file it.

Importing existing documents

Speaking of batch scanning, which I’m not going to do because I can’t show you that, I can show you batch importing which is effectively the same thing. I’ve put together some example documents that we’re going to file as a batch now. It will open the first document and show me a preview of this document on the right-hand side. I fill out our usual metadata fields, just like we had for the previous documents and the name of this document in your folder is also maintained so your naming conventions are maintained. When I hit create on the first one, if you look over on the left, you’ll see the first one is added to the system and the next one’s opened. Its name is maintained, its preview is shown, but of course the whole point of your folders is they are groups of documents. We know this is the correspondence folder for this client. Why don’t we say create all and do it all at once and when we do that the documents are added to the system. The original file format is maintained, your naming convention and dates are maintained. You can also search for any of the keywords off the document as well as via any of the metadata. It 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 map back to your existing network drives? Let’s say you had a Z Drive and that’s where all your folders and subfolders live today. We call this a traditional folder, and this is your Z Drive with all your folders and documents sitting in it, as they look and feel today. That can be made available from day one.

Retrieving Documents/Information

Okay so that’s the first part of the system, which is capture. It should certainly be quicker than what we’re currently doing but the real benefits start to come in the second part of the system, which is retrieval. If you wanted to know what time the sunset was tonight in your location, in Google, you’d put in 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 don’t really care, you just want to instant answer. Wouldn’t it be nice if your filing system worked the same way? Wouldn’t it be nice to ask the question based on what it is you know, without having to know exactly the documents name, or which folder it’s in? That’s how M-Files works. We can simply do a keyword search. Now I remember I spoke to someone call Bloggs, that’s all I know, so I do a keyword search for one word and I get an instant answer. Across the entire office, it gives me 17 results. It shows me where the word appears in the name. It highlights it multiple times throughout the metadata and it even highlights each of the instances throughout the document. Problem is though, 17 is just too many. I remember it had something to do with Bloggs and it is an invoice, so I’ll narrow it down and I get just two. It shows me where both words appear in the name multiple times, in the metadata and throughout our document. What all that means is 99 times out of 100, 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. No more telephone tag. Having what you need available to you for those 50 to 100 pieces of information that we all look up each day. We’ve got it in seconds instead of minutes.

Customising your shortcuts for searching

Depending on where you’re sitting within the business, you’re going to want things in very different ways and what we’ve done to this point is, you’ve tried to squeeze everybody into one filing system and it didn’t really work, so everybody’s gone off and created their own filing systems or folders, or worse, they’ve saved documents on their desktop. With M-Files, we will set this up for each of you as an individual, so it’s as if the entire filing system revolves around you and what you do. We create common searches on the side based around your job role. These are ones that I’ve put together for the whole company, but let’s look at some examples. You might be interested in job files. If we go into our job files, here are our current jobs. If we go into the job for Bloggs, there are all the documents and their folders and subfolders. Maybe you’d like to look at it from a sales and marketing point of view. You want to look at our client details. If we click on our client Bloggs, we have metadata for them. I can see they are Accountants, they have addresses, phone numbers, contact details etc. We know who their account manager is. This sort of information is available in your other databases or accounting programs or outlook, but wouldn’t it be nice if it was also available here. Perhaps you’d like to look at it from a HR point of view. If we look at our employee Angela, I can see she has an employee contract, employee documents and a performance review. If I go into her performance review, it’s automatically named by what it is, who it was for, when it was conducted. We also have a preview of it on the right-hand side. Maybe you’d like to look at it from an Asset Register point of view. I can see with this monitor, how much it was, who we bought it from, serial numbers whose office it’s in, whose desk it’s on and even the warranty expiration dates can be listed as well. Maybe you’d like to look at it from an Accounts Payable point of view. I might ask for all supplier invoices that have been entered, ready for payment this week. There’s just the one and it tells me the invoice number, who the supplier was, our accounting codes, whose desk it’s on that’s processing it. However, you would like this information displayed to you, this will all be customized to meet your job role. One of my favourite ones, that I use all the time is Recently Accessed by Me.

Processing Documents

Annotations

I’m always going back to things that I’ve recently worked on and one of those items is our report. If I had emailed this report to you and to Michelle in your office, asking you for some ideas, you would make some changes and you would send it back to me. I would then somehow try and collate your multiple versions together. What if we could simply mark this up on the fly and do it electronically? You could highlight sections, suggest we scrub out these parts, draw arrows on it, maybe put 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 it with or without these notes. We can rubber stamp this one, saying it’s been approved for payment and I can even stamp it with a signature that’s only available on my machine. We’re annotating over the top of the document not on the original.

Version Control

If you wish to change the original, we have a simple checkout process. Whilst the document is checked out to me, only I can change it. Everybody else can still view it but only I can make changes. We’ve maintained our data integrity. I’m finished with my changes, so I’ve saved this back into M-Files, so everybody else can use it again if they wish. We click on our document and we can see that it’s red. I can see the changes on version 2 and I think, well that’s interesting, how did that come about? I can 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. In your case of course, it might be weeks apart by different staff members, but we’ll use this one as an example. I’d like to look at our current version, so I open that one up in word, just to see where we’re at. M-Files has said, wouldn’t it be nice if you could see the history of the document? Using the compare button, I can open the original and the current at the same time. I have the original opened on top and the current one opened on the bottom. You can see the differences between our documents. I think version 2 is awful. I want to go back to version 1, so I close word, click on the version I like, and I say can I roll back to the previous version and it says yes and it creates version 3. One minute later, back to back, instant and easy version control, that cannot be circumvented by staff.

They’re the first two parts of the system filing and finding of documents instantly. This would be tremendous productivity gains for you. Having what you need available but in the third and last part of the process is where you’ll start to see it all coming together.

The Power of Metadata

What if we could apply this theory of metadata to other things within the business what if you could have metadata around clients, contacts, suppliers, staff members? We will then start to see that all your information like Word documents, PDFs, emails and all your knowledge like, phone numbers, status of jobs, due dates, email addresses, can now all be brought together into one place. A one-stop shop for all the information and knowledge. The best way to start to show you the third and last part of the processes is where first, we’re going to do a search for all staff. We search for all staff and there is a list of 12 of us. If you click on me as an example, I have metadata, so I’m not a document, I’m an object within our database. I’m an employee. As an employee, I have information. It says I’m a director, a job manager and an account manager. I have multiple roles. I have addresses, phone numbers, contact details. Emergency contacts etc. are associated with me the employee, but what is related to me well as it turns out, I’m working on seven jobs, I’ve got six employees in my team. For outstanding assignments to do etc I can see. Let’s go down further. Of the clients that I’m working with, one of them is Bloggs Pty Ltd and when I click on their card, I get all their CRM information. This is available in your CRM or in various databases you may have, but wouldn’t it be nice if it all was linked in here as well? What is linked to our client Bloggs? As it turns out, some documents and one of those documents was that report that we’ve been working on. If we click on our report again, we’re getting our document view and our documents metadata, but what is linked to the document as well, as it turns out, is an annotation, a contact, a job. If we were going to adjust the consulting services job for Bloggs, here are their documents exclusive to it and again we’re back to our report. Wherever you are within the M-Files system, whether you’re within a job, client, contacts, supplier, staff member, everything is related back to everything else.

Assignments, Task, Approvals

All that information and all the associated knowledge has been brought together and where that becomes particularly useful is in a simple day-to-day example. 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 and that takes up your time and my time. Even if I get your attention, how do I know you’ve done your job? Do I have to follow up with you tomorrow? Instead of having unmanaged plastic in trays, what if we could replace them with managed electronic in trays. These simple jobs are now called assignments. My assignment for you is to call Bloggs. I’m going to give you some more information, so you know what to do. I’m going to allocate it to the clients file. I’ve now got a permanent record that I’ve requested this of you. The deadline I’m giving you though is today. It’s a Deadline to get this one completed and as I’m set up in the system I will assign up to myself and I’ll receive email notification telling me I have a new assignment to do. Let’s say somehow, we’ve notified you to do this work, how do you go about doing it? First, where’s the phone number for Bloggs? Is that in your database, Outlook contacts, or is it on a business card? Once you’ve got the phone number, where’s the report now? Is that the report that you emailed them or is that the one they edited and sent back to Michelle? How do you know you’re on the right version? Then you can pick up the phone conversely with M-Files if I asked you to give Bloggs a call. You say great, what’s their phone number and there it is at the bottom. As the phone’s ringing, Bill picks up the phone and you say hey Bill I’ve got this report open on my desk, what would you like to know? What a result. How many times a day do we need a document and a phone number, an invoice and its approval status, a job and where it’s up to? Most of what we’re doing in a day is information and knowledge and this brings the two together beautifully.

Notifying you

How did we notify you of this? We found the best place to do that is in Outlook, because we send and receive emails all day every day. We get email notification so it’s there’s. Call Bloggs regarding the report, that’s fine, but the deadline is today, I had better get on with it now. Instead of going off in all those different areas, you can click on it directly from your notification in Outlook and it takes you straight to your assignment in M-Files. Not only do we have the phone number and all other contact information available to us at the bottom, not only do you have the document that you’re looking for open on the right, but the rest of their file is open as well in case they ask you something obscure. This will be in your in tray forever, until you mark it as completed. To do so, we simply pop a tick next to your name, ticking it off as a job. We hit save and we get a tick on the clipboard.

Managing Office Workloads

As your boss, I might say show me all assignments for yourself and there’s six ones completed, and the rest are outstanding. I can see where you’re up to, so if I see that you’ve got too much work to do, or too little work, I can micromanage in trays to ensure that nothing gets missed. There are simple day-to-day assignments which is great and very useful, but a lot of what we’re doing, of course, is more complicated. Where we’re dealing with multiple people, multiple steps and stages, often multiple deadlines along the way.

Workflows/Templates

One of the last things are going to show you is a workflow, that brings all these different features together. We’re going to create a new document, but instead of building a document from scratch under job files, one of our clients has requested a quote for services and of course it launches our quoting template. We fill out our usual metadata fields like we had previously and again we have automatic naming in place. We hit create and our quoting template is launched. We have your letterhead on top your standard quote and again I’ve asked M-Files to fill out the bulk of the filing fields for me. All we have to do is say quote for services is $3,000 and as quicken as easy as that. We have finished with the quote and saved it into M-Files like any other document. We have a preview of it on the right-hand side. We have it automatically named by what it is, who it’s for, and we have our usual metadata list at the bottom. We also have this workflow area. This workflow is a job quote approval workflow. There’s going to be dozens of different workflows built and created for you. This one has been automatically assigned to me and I’ve received email notification telling me to do my job. The deadline I’ve been given is 24 hours and the job is the quote is to be approved before sending. We’re going to teach you how to maintain and manage all these workflows and we will build and create them for and with you as part of our implementation process. At this stage in our workflow, I can go in two different directions. I can either say job quote to be amended, in which case it goes back to your desk, or in this case I can move it on to job quote approved, which is what I’m going to do, now I’m happy with it. When I click OK, 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 via email. Her job is, the quote has been approved, it is ready to be sent to the client, so Karen does her job and she might say emailed today. When Karen clicks okay, it goes off her desk and 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 to the next person. 24 hours before my deadline, I can be sent a reminder. 24 hours after I miss my deadline, you can get notified. We can put all sorts of rules around these workflows. They can be very simple as demonstrated here or be more complicated and going in a series of different directions, depending on what you need. There are also these nice workflow diagrams you can take to a staff meeting to say, hey guys is this workflow effective?

Mobile/Web/Tablet Access

The last thing I wanted to show you before we talk about implementation and training, is being able to access the entire solution from any mobile device. We’ve become a more and more mobile workforce. You can access your filing system from wherever you are. Any iPhone, any Android, iPad, tablet, PC, a web browser, from wherever you are, you can access your entire filing system. I can’t show you my mobile phone, but I can play for you this one-minute video that explains how this process works. M-Files mobile access puts the information important to your business right at your fingertips. No matter where you are 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 from accounting gets emailed automatically and you can pull the invoice up on his laptop and send the payment. It’s seamless, mobile and available for download now and 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 beautifully, all of your information and all of your knowledge, all into the one spot available on the fly.

Customisation/Implementation/Training

That’s an overview of the M-Files system. The trick though, we’ve found with all this, is implementation. That’s what we have specialized in and focused on for the last 20 years. The challenges we find, of course, is you’ve got multiple staff, with multiple opinions. We need one filing system, one methodology. The first thing we’re going to do for you is develop our procedures and how-to manuals, specifically for your company. With this document, is what it is you do, how do you process the mail, what do you do with faxes, emails, client records, reports? Whatever it is you do, we will custom build this document for you. If we click on how you process the mail, there’s your workflow. This is a made-up example, but in here, if it’s incoming mail and they are general documents, they’re opened, admin to sort scan and file. What if I’ve forgotten how to file? I click on the word in blue and up come the filing instructions. Written instructions, in English, from our trainers, not IT talk. This is not a technical manual. These screenshots are a copy of your M-Files system, so if someone starts new, they read that this this is how we operate. We then take it further and we make fields compulsory, with these Asterix, 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 its captured a certain number of ways. We will then provide extensive implementation and training. We’ll train one or two people there as M file system administrators. You’ll set up procedures, processes, passwords. You’ll own it as a process, in-house. The ongoing maintenance of the system, may be five minutes a month once is up and running. You simply make use of it. We will then train the balance of the staff in small classes of up to three people, for four hours and if we’re training you, 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.

Download a Trial/Quote

There you go. that’s probably enough out of me as an overview. I thank you for your time today. Please remember, there is a 30-day fully functioning trial that you can download from the homepage and if you would like to know how much the M-Files solution is, there’s an instant quote button available to you as well. I expect this will be a tremendous result for you as an organization, as it has been for so many others please feel free to contact us at any stage and we look forward to working with you on this project.

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Jemma O'Neill Cradle Coast Authority

Karen is so awesome! She has inspired me to create an AMAZING M-Files.

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