Data & File Management for Secure, Organized Work

Transform data management with AI

Data management is a business-critical priority today. Organizations rely heavily on information for everything from improving customer service and marketing effectiveness to identifying opportunities and optimizing business processes. By ensuring quality, security and accessibility of information, data management helps to achieve better business outcomes.

Artificial intelligence (AI) is transforming data management today by eliminating inefficient, paper -related workflows and automating many routine tasks. By relying on AI-enabled technology, organizations can improve the effectiveness and efficiency of everything from recruiting and contract management to invoice processing, compliance management, records management, data governance and lifecycle management.

The key to managing data with artificial intelligence is choosing the right information management solution. That’s why so many companies worldwide have chosen the next-generation intelligent information management platform from M-Files.

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Access the information you need instantly

From creation to disposal, see how M-Files provides a smarter way to manage documents, emails, and all your content.

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How AI makes data management more efficient

Artificial intelligence can dramatically improve efficiency, quality and security of data management practices in several ways.

Automate Processes

AI-enabled document management systems can automatically categorize and tag files during digitization, making them easier to locate. These systems may also enforce tagging rules or analyze and label content automatically for improved organization.

Accelerate Business Intelligence

AI-powered analytics can detect patterns, trends, and anomalies in large data sets, helping organizations uncover insights, identify opportunities, and respond proactively to potential threats.

Make Unstructured Data Searchable

Most modern business data is unstructured—emails, documents, media files, and more. AI-driven tools convert this data into searchable, structured content, enabling easier access and more valuable insights.

Streamline Document Creation

AI simplifies document creation by automating templates and workflows. For example, contract management tools can auto-generate content and guide documents through approval processes, saving time and reducing errors.

Ensure Security

AI-powered platforms can scan documents for sensitive information, flag security risks, and monitor for unusual access patterns. This helps prevent both malicious and accidental data breaches.

Enhance Data Quality

Intelligent document management systems eliminate duplicate files, catch errors, and prevent misfiling. This improves data accuracy and ensures teams are always working with the correct information.

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M-Files: An AI-Powered Information Management Platform

M-Files provides an intelligent data management platform that’s powered by artificial intelligence and machine learning. By making information easier to find and automating document-intensive processes, M-Files helps to improve business performance and ensure the security and quality of documents and data.

M-Files takes a unique approach to managing and organizing documents. In contrast to traditional enterprise content management (ECM) systems or records management technology, M-Files does not require documents and data to be moved to a new, central repository. Instead, M-Files uses AI technologies to search for and find documents throughout the organization, no matter where they live – in network folders, on filesharing services, in CRM or ERP systems, on SharePoint. or in other business applications and data storage repositories. M-Files creates connections to each document without disturbing underlying systems or processes to provide a single, unified view of data throughout the organization.

In addition to making data more visible and accessible, M-Files offers AI-powered automations that minimize human error and keep the business moving forward. And when protecting documents, M-Files strikes the right balance between access and security with advanced permissions and encryptions.

Features of M-Files' Data Management Technology

From finding documents faster to protecting sensitive information and automating workflows, M-Files provides all the capabilities you need to improve data management.

Access information faster

With M-Files, employees will no longer spend countless hours searching for information. They don’t even need to know where a document is stored. By simply typing a few words about what they’re looking for into the M-Files search bar, they can connect with the documents they need in seconds.

A central and complete view of information

By connecting documents throughout the organization, M-Files can provide a unified view of data. Employees can see documents in context, such as all contracts that expire next month, all data for a given project or all correspondence with a client.

Anytime, anywhere access

Featuring both a Desktop Client and a Mobile Client, M-Files makes it easy for workers to access the documents they need no matter where they are stored. Employees can view documents on virtually any device, from anywhere in the world, and use eSignature technology to keep processes moving.

Easier collaboration

With M-Files, you can easily and securely share documents with colleagues and people outside the organization. M-Files provides a link to an authoritative version of each document, and multiple users can view, edit, annotate and comment on documents at the same time.

Tighter security

In addition to encrypting every document, M-Files uses strict permissions to ensure that only the right people can access a document. Permissions are dynamic and role-based, automatically changing when people leave the organization or assume new positions.

Automate Workflows with AI-Enabled Technology

One of the most powerful features of M-Files is the ability to create custom workflows based on real-world processes. By automating document-intensive routines, you can free employees to work on higher value tasks while minimizing human error, increasing efficiency and ensuring compliance with policy and regulatory frameworks.

M-Files’ Workflow engine is a simple application that lets you create your own workflows to suit specific use cases. With M-Files, workers can create assignments for colleagues and automate follow-ups and reminders. The metadata in each document helps to guide it through a specific workflow – once a task such as a review is completed by one individual, M-Files automatically routes the document to the next person or phase of the process. The metadata in the document gets automatically updated as it moves from drafted to reviewed, commented upon, and approved and signed. M-Files can also automate post-signature workflows to ensure that the terms of a contract or the stipulations of a work plan are executed correctly and on time.

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How M-Files Enables Efficiency for Your Business

Faster Search

What you need, when you need it. That is the way M-Files works. Fast, easy, and intuitive.

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Familiarity

You can use your favorite daily tools, such as MS Teams or Salesforce to manage your documents.

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Easy Collaboration

Share content securely, and co-author documents simultaneously — wherever you work.

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Streamlined Daily Work

Let M-Files suggest tags for your documents and add workflows for faster processing.

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Discover the Power of Artificial Intelligence Capabilities

Watch videos and access resources to learn how AI can transform your knowledge work with M-Files Aino.

Featured Resources

Unleashing AI potential with M-Files and Microsoft 365

The Smarter Way to Work with Automation and AI

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