ECM | The 3 Reasons Why Clients Choose M-Files

Are you tired of traditional content management solutions slowing down your business?

Chances are you have finally decided there is a better way to manage your content or to pull the plug on your current content management system. You’ve lost time and possibly clients searching for documents you need in real time only to come up short.

So you start researching options only to grind to a halt when you realise how many options you have.

Enterprise Content Management (ECM) Choice Paralysis

Do you know what choice paralysis is?

It’s a cognitive hiccup that transforms easy choices into difficult ones. It works by adding lots of options that overwhelm the decision making part of your brain. Your mind perceives the mass of options and freezes up.
 

There are nearly forty different ECM options available, and after about five minutes of reading, your eyes glaze over.

We get it. Most ECM sites are unreadable. Here’s why.

Why ECM Can Be Confusing

The ECM companies you want to review have websites that are complex and confusing. They are filled with walls of text crammed edge to edge with technical industry jargon.

The reason vendors do this is they want to promote every speed and feed but this can lead to data overwhelm. The ECM journey does not have to be this complex. 

We want you to make decisions with the right information about ECM systems.

That is why, to help you decide on the best option for your company, we collected the three most commonly praised things from our M-Files clients.

This way you can decide if the solutions our clients enjoy fit your company’s needs.

3 Reasons M-Files Is Right For Your Company: Praise Direct From Users’ Mouth

Before we start, we should disclose that we sell and implement M-Files and we have been using it internally for nearly a decade. We are one of the early adopters in Australia and we had the same issues and frustrations as many companies face today.

These are some of the challenges we experienced

• Documents stored in many different places / silos

• Difficult and slow to find the document we needed

• Duplicated documents

• Difficult to recover documents without restoring from backups

• Manual processes

• No version control / Different versions of the same document

• Employees found it hard to collaborate on projects

There are a lot of ECM options available and we've used and implemented quite a few of them. Despite that, we only promote and help clients implement just one. Why?

Because M-Files is the most business friendly option available. To help you understand this claim we have included the top 3-reasons that cause our clients to rave about the software.

Reason 1: M-Files Is Easy To Adopt Due To An Easy To Use And Familiar Interface

Most ECM’s have difficult to learn interfaces. M-Files doesn’t. Actually, M-Files has great user adoption rates because it looks like your current system. Users don't feel like they have to learn another new tool to use. Below is an example of an M-Files vault, it looks like a regular networked drive. 

Another benefit is M-Files enables finding, accessing and managing information residing virtually within any system, without disturbing existing processes and users. This means you don't have to rip and replace your existing systems. It integrates with popular software like Microsoft Office and Sharepoint. See just some of the integrations here.

This is important. Why?

Because when you introduce a new software, you experience resistance. People don’t like change. With M-Files they will. 

The interface is easy to use and intuitive. This means teams adopt it much faster and the benefits of being able to find the documents they need reinforces the positive user experience. 

Reason 2: M-Files Works Fast In Real Time

Imagine this.

Your team is out of the office and needs a document.

M-Files gives your employees instant access to everything they need from a mobile device or laptop. They can also make a document available offline if they don't have internet access.

This is powerful! Think about how much your clients will value seamless engagement in real time.

Reason 3: It Increases Efficiency 

You and your employees will no longer waste time looking for documents. This will save you time and improve efficiency. Read how a South Australian food manufacturer - Mitani improved efficiency, traceability and compliance.

One of the things that clients don’t expect but get excited about when they realise it’s included with M-Files is workflows. A common example is the Accounts Payable function. When an invoice is received by email it is automatically processed through M-Files, all of the invoice information such as customer and cost information is captured via Optical Character Recognition (OCR) and the invoice is routed to the right person to approve. All of this is done automatically with transparency, an audit trail and notifications. Automating manual processes will make you more efficient and approvals can also be done on the go via mobile devices, so no more waiting.

The best part about M-Files is that these three reasons to use it only skim the surface of everything that sets it apart from the competition.

Recommended by Industry Analysts

Industry analysts have also recognised the M-Files approach to intelligent information management.

• “Visionary” in the Gartner 2017 Magic Quadrant for Content Services Platforms

• “Leader” in the Forrester Wave: Enterprise Content Services, Q2 2017

• “Leader” in the Nucleus Research ECM Technology Value Matrix 20

But don’t take our word for it. Schedule a call with one of our experts. They can answer your questions live and share real life examples of how M-Files has helped companies become more efficient.

Schedule My FREE Call Today - Click here

Do You Know Your Current Content Management System Is Losing You Money?

Worried that this is the case?

If you use a traditional content management system, then you are going to want to read the next article. It covers everything about how your current systems are losing you money.
 

M-Files Artificial Intelligence now makes Metadata Suggestions

M-File’s next release will include some powerful artificial intelligence services to help end users with metadata suggestions.

I mentioned in another article that the power behind IML’s ‘Intelligence Components’ comes from the integration of Abbyy’s Artificial Intelligence (AI) technologies into M-Files. Based on textual content capture and OCR these AI technologies interpret text using algorithms that analyse the meaning of the words and the relationships between them allowing real time classification of complex and unstructured data.

Even though it sounds complex, it couldn’t be simpler for the end user. Drag a document into the vault and you’re presented with ‘tags’ or ‘suggestions’ that you can click on to populate the metadata fields. The ‘tags’ are based on information in the document that matches metadata already in the vault. For example, your vault may have a list of suppliers stored as metadata to use when adding invoices. When AI reads the invoice, because it matches the supplier name with the one stored as metadata in your vault, a tag is created as a suggestion for you. All you need to do is click on it to add it as metadata, much faster, easier and more accurate than clicking in the field and typing the name to select it.

It doesn’t stop there either; AI based metadata tags can be invoked on existing documents when a property is changed. This is especially useful for business processes where metadata is added or changed along the way in a workflow. Going back to our invoice example, the initial metadata suggested when added didn’t include a description as this is to be populated by the person approving it.

If you want to know more about how to setup M-Files Intelligence Service to make suggestions when adding documents or when a property is changed, please contact us.