M-Files is a leading electronic document management tool available on the market. We have tested the software and summarised three main criteria that make this tool one of the best in its class. 

Automation of tasks 

One of the biggest advantages of M-Files is its focus on task automation. With M-Files, it's easy to create custom workflows to automate recurring tasks, such as requesting document approvals, creating new document versions, sending emails, and so on. We can set up workflows using an intuitive and easy-to-use interface, without the need for advanced technical skills.

The task automation feature helps us reduce errors, save time and free up resources for other important tasks.

M-Files has several features for efficient metadata-based document management such as intuitive metadata tags, rights controls, artificial intelligence, optical character recognition (OCR) and electronic signatures. 

In addition, the AI-powered, automated rules-based search engine automatically crawls large volumes of data - both new and existing - either in M-Files or in external repositories to identify content (including dark data and critical records)! 

Data Security

Data security is a major concern for many organisations, especially those that manage sensitive information such as financial data, medical data, or intellectual property. M-Files offers advanced security features to ensure data privacy and security. The platform offers granular access control features, data encryption options, monitoring tools, and logging capabilities to track all platform activity.

First, the software uses AES-256-bit encryption technology, considered one of the most secure in the industry, to protect data stored in the cloud. In addition, all communications between clients and the M-Files server are encrypted via SSL/TLS, a standard Internet security protocol that ensures the confidentiality and integrity of transmitted data.

M-Files also takes into account compliance with data protection regulations, such as the General Data Protection Regulation (GDPR). The software has features that enable compliance with the requirements of the GDPR, such as the right to be forgotten, the right of access, and the right of rectification. Data retention and deletion policies can be automatically enforced across backup platforms, users, and teams.

M-Files software also provides advanced access and permissions management, allowing control over who can access what data and when. Administrators can easily manage access rights based on the role of each employee, ensuring that only authorised people have access to information. In addition, the software updates all documents in real time and we can view older versions if needed. 

Collaborative workspace 

M-Files provides a secure collaborative workspace that facilitates document sharing with external parties. This space is accessible from any device (smartphone, tablet or computer) and provides a chat room for live exchanges. Shared data is constantly updated to ensure that information is captured in real time and to facilitate the work of collaborators. 

As an added bonus, M-Files does not charge extra based on the number of external users! The workspace is also customisable according to each client's needs (brand visual codes can be imported into the platform).