We know that a visual demonstration is the best way to show you the benefits of M-Files. We have put together custom demonstrations specific to various industries listed above… Please click on the industry you’re interested in OR for a general demonstration click here.
These demonstrations show a comprehensive use case of M-Files, if you would like a basic system please contact us click here.
Seamless, easy, simple
Not words usually used to describe an owners corporation filing system. With the advent of all this wonderful technology available at our fingertips why are we all working harder than ever? Technology has added to the workload, when it should have made life easier.
Information can be produced and sent at lightning speed and this has led to information overload. There is an alternative and it’s called M-Files.
We encourage you to work smarter, not harder. 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 the important work.
M-Files offers an easy way to do your work. It can link in with your existing databases like Rockend, StrataMax, Mystrata etc. so no more updating multiple databases. M-Files can also be a web based document management system by hosting with your existing cloud service provider or by using the M-Files cloud service.
The M-Files cloud service is hosted on the Microsoft Azure servers in Australia.
How do you keep your documents compliant?
Automatic version control and simple reporting will keep you compliant with all the regulations. Each action performed in M-Files is recorded and can be reported on.
Electronic in-trays can be customised so managers can see who is working on what and the stage it is up to. No more looking over shoulders to make sure targets are being met. A manager can now see all that is going on and only respond when required.
This takes the pressure off our valuable staff and allows them to do their best work.
Lost a document? How about never again?
When you view our document management system comparison document you will see why M-Files is head and shoulders above the rest. For you free copy please contact us.
Many industry existing databases proclaim to be as good as M-Files but when you look closer and with the use of the document management system comparison document you will see why.
M-Files is fair easier to use and is a whole of business solution, not just for the owners corpoartion side of the business.
Click on one of the buttons below to get a free trial or an instant quote. As owners corporation managers, you will be impressed with the small outlay and ease of use.
To read the full transcript of the video, please click here
Strata Management/Body Corporate Transcript
Hello and welcome to this demonstration of M-Files for Strata Management and Body Corporates. At the end of this demonstration there will be an opportunity to download a fully functioning trial of the whole M-Files solution, as well as the opportunity to get an instant quote, so you’ve got an indication of costs. I’ll give you details at the end of the presentation.
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, 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 that 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 find anything instantly, by anyway that you can think of it, so 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. In the third and last part of the process is where it really 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.
Who we are
A little bit of information about M-Files and who we are as an organization. We have been specializing in this for over 20 years. We do a lot of work across Strata Management and Body Corporates. I’m sure that we’ll get tremendous results for you there, as you tend to be a very information intensive industry. Here are some of the current pain points that we often find across Strata Management and Body Corporates and I’m sure that some of these, if not all of them would resonate with you. They’re certainly areas that we focus on and solve across the industry.
Let’s have a look at how it all works. The whole system’s password-protected, so we’ve got to log in. This means we can set up different security levels for different people within the organization. There might be a general filing area that everyone can see. There might be a HR and 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 or updated minutes of a meeting. Any of those actionable items that you do are now automatically tracked and recorded.
The nice thing about M-Files is it looks and feels like your existing Windows environment. Where you’ve got Windows Explorer and folders and subfolders all the way down to strata files for one of our clients and the address Parsons Road, if we click on this folder just like Windows Explorer, we get a list of documents. Like Windows Explorer if we click on a document, you get a preview of that on the right-hand side. The nice thing about this 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 or retrieve and use. 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, a Strata Plan number, a keyword off a document and we have it up on the screen immediately. We call those links metadata and metadata for this document is listed at the bottom. We’ve noted who the owner is, document types, who the Strata Manager is, dates, addresses, 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 will custom build this specifically around your organization, your procedures, your processes, but we will use this as a generic example for today.
Capturing your information/documents
Looking at the first part of the system, let’s look at ways of capturing information to make sure that input process is quick and easy. Let’s say we’ve got some correspondence to one of your clients or contacts. This might be on letterhead, it might be a Word document, could be a PDF or spreadsheet, photo, video. Any file format whatsoever 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 also lives on your server. M-Files then asks us to categorize this. Would you put this under company admin, general admin that everyone can see, HR, Strata files? You’ve got various groups and departments already established and will create the departments for and with you. Inside a department you have document types, so we have supplied documents and notices, meetings reports etc. Not only will we create the departments for and with you, but we’ll also then create all the document types to meet your naming conventions. In this example we’re going to call it strata correspondence and it says, we’ll great, which strata plan is that for?
Linking to Existing Databases
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 system? You might have Rockend or BC Max or various ones that are out there. We can link back into those existing databases and when we select our strata plan it says, I know things about this one. I know who the owner is. I know who your strata plan manager is. Do you want me to fill out the auto fields and we say yes. I’m just actually going to pick a slightly different one and it then asks us to put in the dates. We hit create and that one’s added to the system. You continue to work on the documents as you normally do and now that we’re finished with it, it is saved into M-Files and we have captured our first document, our letter to Bill Bloggs. The preview of it is shown on the right and the 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. Instead of building a document from scratch, one of our clients has requested a report, a status report for our sinking fund and it launches our template. The nice thing about managing templates in here is, if you changed our sinking fund template, it is then globally changed and everybody’s on that new application, that new document, so very good for leave applications, workplace health and safety, common documents and policies etc can all be tracked and managed here. M-Files fills out the bulk of the filing fields for me and all I have to do is pop in today’s date. It even sets up an automatic naming convention which I’ll come back to. Our report is launched. We’ve got your letterhead on top and your standard report. These items in dark grey are metadata that’s been inserted into the document. Often this information of metadata has come from your existing Strata Management software, 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 Microsoft Office, you can insert additional metadata. In this case it’s our version number and that’s another item in dark grey. Later I’m going to change this version and you’ll see that we’ll go from version one to version two. We saved this into the system and we’ve captured our second document. Its preview is shown on the right and its metadata is listed at the bottom. As we have also set up an automatic naming convention, it tells me what sort of report, which strata plan etc. You can have any combination of this information that you wish, and it means that I didn’t have to fill any of that out. I didn’t have to spell it correctly. I didn’t have to adhere to your crazy rules about how it’s supposed to be filed. It has done it all for me.
Capture emails quickly and easily
Let’s have a look at Outlook and emails. Emails are notoriously difficult to capture and file. Some of the problems with emails is first, they are an editable type document. They don’t comply with the Electronics Acts. They’re sent to you as an individual. I don’t know whether you’ve dealt with it and then six months later you delete them, because you run out of space. Company information is disappearing, which is a disaster. Luckily M-Files integrates into the filing system, so all we do is just drag and drop it. This email I see is an IT agreement from our IT supplier. To me that sounds like company correspondence. I put it in that department and it asks me to file it away. It fills out the subject line based on the subject line. It puts in the emails and the dates and all I have to do is hit create and that one’s added to the system. You’ve automatically complied with the Electronic Acts and it’s all backed up on the server. A couple of nice things to note when you file something in M-Files, it’s given a blue category. Visually I can see that one out of three emails have been captured or one out of four emails I should say. If I was to email this through to you and to Michelle in your office, who’s responsible for filing it? Of course, you have 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 into the system, 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 save this in is an Outlook email, so you can open it, 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 also has an attachment in it. Often when people send you an email with an attachment, it’s not so much the email you’re after, it’s more the attachments we are after. I’m going to ask M-Files to automatically file all the attachments as well. I’m going to put this one under strata correspondence because it’s from one of our clients and it asks for different fields. We fill out our usual metadata fields as we had previously and everything else is completed. We hit create and that one is added to M-Files. Again, it gets a blue category. When we go into the M-Files system, instead of simply having an email which we can click on and use just like you normally would, this one has been put in a folder and inside our folder we have our email, which you can reference back to if you want, but more importantly, the attachment is there. If you were to search for the word cabinets within your filing system, it would take you straight to the attachment which is what you really wanted. You’ve also got the rest of the information and email there as well.
If it’s a piece of paper, we can run it through a high-speed scanner. We use fast document fed scanners like this one, where you load up a stack of pages it’ll scan them through 70 pages a minute, straight up onto the screen. We can make use of your existing photo copiers as a scanning device. We just find this one’s a nice ergonomic unit for the main person opening the mail. They can scan and capture and do it all from the same location. There are many ways of scanning into the system. One way is to right-click and add documents or document from scanner.
Importing existing documents
To ask you who’s it from, what’s it about and where would you like to file it now, I’m not going to do batch scanning, but I am going to do batch importing, which is effectively the same thing. What do we do with all the existing folders and subfolders that are already on the server? They can be brought in very quickly and easily and I’ve put some example documents together that we’re going to file. There’s a batch now. It shows a preview of what we’re filing on the right-hand side and it names the document, based on the name of the document in your folder. Whatever your naming convention is in your folder, is already maintained. When I hit create on the first one, the first one will be added to the system and the next one’s opened. Its preview is shown, and its name is maintained. Of course, the whole point of your folders today, is they are groups of documents. We know this is the correspondence folder for this strata plan. Why don’t we say create all and when we do that, each of the documents are added to the system. The original file format is maintained. Your original naming convention and document dates are maintained. Now you can also search for it via 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 into the system.
Linking to your existing folders
What if we could just map back to your existing network drives? What if you had a Z Drive, where all your folders and subfolders live today? We call this a traditional folder. We’ve mapped back to your Z Drive and there are all your folders and documents as they look today. You can have your entire folder-based structure made available to you from day one
That’s the first part of the system, which is capture of information. That input process should certainly look faster than what you’re doing today. In the second part of the system, which is instant retrieval, is where we’re going to see the major productivity gains. It is getting what you need, the moment you need it. If you wanted to know what time the sunset was tonight in your location, then in Google you’d put in your location 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 Melbourne. You don’t really care, you just want an answer. Wouldn’t it be nice if your filing system worked the same way? It allowed you to ask questions about what it is you know, but you don’t have to remember how the document was named, or which folder it was put in? That’s how it works. Very vaguely I can’t remember the strata plan number or details, but I remember I spoke to someone called Bloggs, who I think was associated with it, pretty vague search. I do a search for that and I get documents totalling 22. It shows me where that word appears in the name. It shows you where it appears multiple times in our metadata and throughout our document. It’s too many. I remember it had something to do with Bloggs and an invoice. I’ll add in a second word and it narrows it down to two documents, where it shows both words that appear in the name, the metadata and throughout our document. 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 a couple of documents every time. This means no more telephone tag. Any inquiry, yep, got it on the screen, what would you like to know?
Customising your shortcuts for searching
Depending on where you’re sitting within the business, you’re going to want things very different ways. Instead of having all staff squeezed into one filing system, which is what we traditionally do, what if with M-Files, I could give you a filing system for each individual user. It is as if the entire information world revolved around you and your role within the organization. I’ve set up some example searches on the side to illustrate this. Maybe you’d like to look at it from a strata point of view and here are all our clients. If we go into the Bloggs, we can see their strata plan with all their documents and folders. Maybe you’d like to look at it from an owner point of view. You want to do some marketing and when we click on our client or our owner Bloggs, we have metadata for them. We can see they are accountants, addresses, phone numbers, contact details etc. Now of course, this sort of information is available in your other databases, but it is all now also automatically available in M-Files as well. Maybe you’d like to look at it from an HR point of view. If we look at our employee Angela, I can see that she has an employee contract, employee documents, a performance review. In this case, we see her orientation. It’s named what it is, who it’s for, when it was. Then we’ve got a preview of that document is shown as well. Maybe you’d like to look at it from a company admin point of view. One of my favourite searches I use is, recently accessed by me. I’m always going back to things that I’ve recently worked on and here are the things that we’ve looked at and worked on today, including our report that we had created earlier.
Now that you’ve found some information, you often want to work on it. If I had sent this off to multiple people to make changes and do various different things with it, you would edit it, make some changes, send it back to me and I’ve somehow got to collate it all together. With M-Files, you can simply annotate or mark it up on the fly as we go. We have a series of annotation tools, where you might want to highlight sections, maybe scrub out 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 this with or without these notes. We can rubber stamp it, saying it’s been approved for payment and then we can even assign it with a signature that’s only available on my machine. These annotations are floating over the top of the document not on the original.
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, so I’m maintaining our integrity. I’ve decided to change the colour and I’m finished with my changes. I saved this back into the system and everybody else can use it again if they wish. We click on our report and we can see that it’s red. I also see now that version one is now version two. I think well, that’s interesting, how did that come about? I can now ask for the documents history and it shows me version one and two. I can see they were created by the same user. I can see they were done eleven minutes apart. Now 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 just to see where we’re up to and that is opened in Word. We can see it, but M-Files have said, wouldn’t it be nice if you could see the history of this document? See how we got here? Using our compare feature, I can open the original and the current at the same time. You can see the original is opened on top and the current is open on the bottom. We can see the differences between the documents. I think version 2 is awful. I want to go back to version 1. I close this down and 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. One minute later, back to back instant and easy version control that cannot be circumvented by staff.
Now that we’ve worked on a document you often want to send it to somebody. A common feature of course, in any program, is to right-click and send it as a copy by email. M-Files attaches it as it is a Word document and you can hit Send. What if you don’t want to send out these reports as an editable Word document but you want to send it out as a PDF. In your world, you open it in Word, save it as a PDF on the desktop, attach it, send it, delete 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 right click and send as a PDF by email. M-Files opens it that attaches it as a PDF this time and you can hit Send. You’ll see niceties like that throughout the whole M-Files experience, just simple day-to-day processes made so much easier. When you’re sending this report off to your client, shouldn’t you be filing it? Isn’t that a business transaction? We give you the ability to do that in the one go as well, with our send and save to M-Files. You can do both at the same time.
The Power of Metadata
That’s the first two parts of the system, filing and finding of documents using metadata and that within itself is a brilliant productivity result. Having what you need for the fifty to a hundred things we all look for each day. Having it in seconds instead of minutes means no more telephone tag. It takes the pressure off the staff and we can spend more of our day doing the important work. What if, in the third and last part of the process, we could apply this theory of metadata to other things within the business? What if you can have metadata around clients, contacts, suppliers, strata plan owners? You will then start to see that everything can be related back to everything else and that all your information like Word documents and reports and PDFs and all your knowledge like phone numbers, status of jobs, 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 process is where first we’re going to do a search by all staff. We do a search restricted to just employees and there is a list of 12. If you click on me, I’m not a document, I’m an employee and I have metadata. It says that I’m a director, but I’m also a strata manager. I have addresses, phone numbers, contact details, emergency contact information. This is metadata associated with me, the employee. What we will then see, is with all these little arrows, is that there are things related to me, what am i working on. As it turns out, I’m working on 16 strata plans, I’ve got six employees in my team, four outstanding assignments etc. Let’s now go down further, of the strata plans that I’m working on, one of them was 11510 Bloggs. If we click on this strata plan, who is the owner? It is Bloggs Pty Ltd. When I click on their card, I get all their metadata, I can see they are accountants, they are an owner, they have addresses, phone numbers etc. Again, this type of information is available in other databases, but it’ll now also be available in your filing system. If you need a phone number, it’s there with you as you require it. Weren’t there documents associated with Bloggs and one of those documents was our report, that we created earlier. When we click on our document, we’re getting our document’s preview and our document’s metadata, but what’s linked to our document as well, as it turns out, is a central contact, strata manager, a strata plan. If we were to go into each of these and go down further everything links back to everything else, wherever you are within the M-Files system. Whether you’re within a document, client, contact, invoice, email, everything is related back to everything else. This means all your information and all your knowledge is now available to you as you require it.
Assignments, Task, Approvals
Where this 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? Do I come and interrupt you, but you’re in this meeting? Do I put a post-it note on your screen? Even if I get your attention, how do I know you’ve done your job? Do I have to follow up with you tomorrow? That takes up your time and my time. Instead of having unmanaged plastic in trays, what if we replace them with managed electronic in trays? These simple jobs we call 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 put it against the clients file, so I’ve got a permanent record that I’ve requested this. You can view the deadlines. I’m giving you a deadline of 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 email notification telling me I have a new assignment. It has been created. We’ve notified you of this, so how do you go about doing it. First, where’s the phone number for Bloggs? Is that in your Strata Management software, Outlook contacts? Is it on a business card? Once you’ve got the phone number, where’s the document itself? Is that the one that you emailed them? Is that the one they edited and sent back to Michelle? How do you know you’re on the right version? You then can pick up the phone and start the process. With M-Files, if I receive an assignment, give Bloggs a call. 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 report, whether it’s been reviewed? Most of what we’re doing in a day is information and knowledge and this brings the two together nicely.
How did we notify you of this? We’ve found the best place to do that is in Outlook. Because we send and receive emails all day every day, we get email notification telling us we have a new assignment. We have our new assignment and it says call Bloggs, read the report. That’s fine, deadlines today, I better get on with it. Instead of going off in all those different areas, you can click on it directly from your notification and it takes you straight to your assignment in M-Files. Not only do we have the phone number that we require available to us at the bottom, not only do we have the report open on the right-hand side, so you’ve got that file open as required, the rest of their file is also open in case they ask you something obscure. This will be in your to-do list forever until you mark it as completed. To do so we put a tick next to your name, we hit save and we get a green tick on the clipboard.
Managing Office Workloads
As your boss, I might say show me all assignments for yourself and we find there’s a list of five completed and the rest are outstanding. I can see where you’re up to. I can see if you’ve got too much work or too little work. I can micromanage in trays, without having to come and see you every day and ask you about all these jobs. We can just simply, as a manager, have a look and make sure everything’s on track and only come and see you if there’s an issue. We find that’s a far better way for staff to work.
These are simple assignments, which is great, but a lot of what we’re doing is more complicated than that. Where we’re dealing with multi-step workflows and that’s one of the last things I’m going to show you. We’re often dealing with multiple steps and stages; different people are involved and often different deadlines along the way. To bring all this together, we’re going to create a new document. Instead of building a document from scratch, under supplier documents, we should have a work order. We complete, hit create, we fill out our usual metadata fields just like we had for the previous documents. Because it’s a work order, it wants to know who our supplier is? In this case, we’re going to use Breezy Air and we often have a work order number and of course, we pop in today’s date. Automatic naming has been set up and I’ll come back to that again. We hit create and our template is launched. We’ve got your letterhead on top of your standard work order. I’ve asked M-Files to fill out the bulk of the filing fields for me and the quote for services is $3000. As quick and as easy as that, you have finished your work order and it’s saved into the system. Like any other document, it’s automatically named by what it is, the strata plan and who the supplier is. We’ve got a preview of our work order on the right and we’ve got our metadata list at the bottom, but now we also have this work flow area. This workflow is a strata supplier document workflow. It has been automatically assigned to me and I’ve received email notification. The deadline I’ve been given is 24 hours and my job is, the work order is to be reviewed before sending. I’m looking at it. Am I happy to move this on, yes or no and at this stage I’m given two choices. I can either say, work order to be amended please see comments, in which case it goes back to your desk, or in this case I can move it on as I’m happy with it and I can say approved. When I click okay, if you look at whose desk it’s on, who it’s assigned to, it automatically changes. It goes off my desk and it goes on to Karen’s desk. Karen has been sent an email telling her to do her job and her job is, the work order has been approved, please send to the supplier. She does her part and she might say, emailed tomorrow. When Karen clicks OK, 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. 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 as many or as few rules around these workflows. They can be very simple or more complicated as illustrated here. We will help build and develop these for and with you. We’ll teach you how to maintain and manage them. We also get these nice graphical overviews, so you can take it to a staff meeting to say, hey guys what do you think?
The last thing I wanted to show you is being able to access the entire information system from wherever you are. We’ve become a more and more mobile workforce. What if we could access the entire solution from any iPhone, table, PC, an iPad, an Android device or perhaps a client’s web browser? From wherever you are, you can have the entire business available to you at your fingertips. I can’t show you my mobile phone, but I can play for you a 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, 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 and he 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 your information and all your knowledge available to you instantly from wherever you are. That’s an overview of the M-Files solution. What’s most important, we found after 20 years of doing this, is it’s all about implementation. If we said here’s some software, good bye good luck, it just wouldn’t work. The challenge we found, is of course, you’ve got multiple staff with multiple systems. We need one filing system, one methodology. The first way we’re going to achieve that for you is we’re going to develop a procedures and how-to manual specifically for your organization, where we document what it is you do. How do you process the mail, invoices, reports? What do you do with minutes of meeting requests etc? If we click on this example, how do we process the mail, there’s your workflow. Of course, this is the made-up example and we will customize this for you. In this example, if it’s incoming mail and they are general documents, they’re opened at admin. Admin to sort, scan and file. Well, I’ve forgotten how to file and up come the filing instructions. Written instructions in English not IT talk. These screenshots are a copy of your M file system and if someone starts new, they are to read this. This is how we operate. We then take it further, where we make fields compulsory. 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 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 and you go live the next day. You are guaranteed to get your results from day one.
Download a Trial/Quote
That’s an overview. I trust you found that informative. As we had mentioned at the beginning of the meeting, you can now download a fully functioning trial of M-Files. It’s full of documents and clients and contacts in a fictitious world that you can use. You can also get an instant quote if you’d like to know how much the M-Files solution is. That too is available from our homepage. Just click on the instant quote button. Of course, we’re available any time if you wish to call or send an email, it will be great to have a chat with you about your specific needs. We thank you for your time and look forward to working with you on this project.
Our Document Management System is trusted by our clients
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.