With the speed at which technology advances, a content management platform that cannot evolve and innovate will become obsolete before the first year of your licensing agreement concludes.
M-Files content management allows you to quickly navigate through and discover key files based on metadata—these files can come in all different varieties, from documents to images to everything in between and beyond.
One of the biggest keys to M-Files’ success is its ability to interface with the applications you use to generate your content. This way, you can be sure that every piece of content you generate can be categorized and stored in an easily searchable program.
Additionally, the M-Files document management system can play a key role in your progress toward intelligent automation. As an example, if you want an M-Files specific artificial intelligence (AI) tool, you’ll find that innovations like the multifaceted M-Files Aino are already in place to serve your AI needs.
The capabilities and functionalities of M-Files have been developed with a constant eye toward improvement to better serve users as their needs evolve through better technology and success-based expansion of services.
Streamlining workflows and processing tasks is a top priority when considering an enterprise content management system. The smoother and simpler you can make your processes, the more effective your team can be—the higher and more immediate the ROI on your content management investment.
One of the most versatile features that M-Files has incorporated is a no-code programming tool called M-Files Ment. Ment allows your team members to create automation solutions that can smooth out any unique bottlenecks that may have become part of your workflows.
Even if your knowledge workers do not have an IT background, M-Files Ment makes designing solutions doable. Using a visual automation interface and a library of saveable clauses that your team can build up as they utilize the tool, Ment lets your team take control of the process of automating the most time-consuming tasks in their queue.
M-Files content management also makes it much easier to collaborate with internal and external stakeholders. Utilizing several features of the M-Files platform, the Content Collaboration feature makes communication so much simpler than ever before.
Content Collaboration utilizes metadata and the AI in enterprise content management that M-Files is increasingly known for. By creating a digital workspace for your team and your clients, you can grant all stakeholders access to all key information surrounding a project.
Since all parties involved work from a centralized digital space, everyone can work with the same information with all the most recent updates becoming available as changes are made or new documents are brought into the space. This also gives clients and your team a direct way to communicate via in-app chat features.
Artificial intelligence is the new frontier when it comes to content management and making your processes and workflows easier on your teams so that they can focus on the kind of thinking and problem solving that AI can’t do.
A huge benefit of an AI content management system is the ability to shore up your security and compliance. An AI powered platform can automatically ensure that users who search for key data are only able to pull up the documents that they have permissions to access.
AI content management helps ensure that your team members are accessing the most up-to-date information. That’s because AI aided searches through a metadata driven platform can take into account version control and updates to the documents and data you need.
M-Files can also help you refine your searches with Aino—M-Files’ official AI assistant. Using machine learning capabilities alongside natural language processing functionality, Aino can help you craft the most effective search terms and queries for your process needs.
Taking advantage of the applications of semantic AI in content management allows your team members to optimize their searches in a way that allows them to use their own language to refine searches. They don’t need to know the exact right search terms—they can develop an optimized searching strategy using normal language as opposed to an over reliance on industry jargon.
Any effective content management platform must be able to integrate with the programs and applications that are used to create and process the documents and data that drives an organization’s business operations. That’s why easy integration is a key part of M-Files content management.
M-Files support of and integration with the other apps in your technology stack helps your team avoid data silos. Because Aino can scour through the metadata of every document from every department quickly and easily, your team can rest assured that they will have access to all the relevant information they need about a client or project without fear that important information will be accidentally sequestered away in some other department’s files.
As long as your team members have clearance and access to view a document, they can pull it up and process it quickly via AI and content management workflows. Your team becomes much more efficient, no matter the task at hand.
Aino is not the only generative AI content management tool that you can use with M-Files, though. M-Files also integrates with tools like Microsoft’s Copilot. Thanks to a well-designed M-Files API, everything you do in Microsoft 365 with Copilot can seamlessly move over to M-Files without making unnecessary copies of every document.
Copilot operates as a generative AI for Microsoft 365 that runs through Microsoft Graph—that’s the program from which Copilot pulls its information to generate the language you ask it to assist with.
The M-Files Connector for Copilot helps you connect your content management repository to Microsoft Graph. This allows your team to make optimal use of AI while also following M-Files protocols for information security.
The long and the short of it is that M-Files has been specifically developed to make it easy and intuitive for you to connect your key apps and programs. That connectivity strengthens the ties between different departments and strengthens things like business insights because your decision makers are not working with incomplete or out-of-date materials.
M-Files APIs are simple to use, come ready to go right out of the box for many industry leading programs, and can be easily programmed to facilitate connections with applications that are less well-known or that are more industry specific.
We’ve looked at some of the advancements that are making M-Files better than ever, but we haven’t really dug into why they make M-Files such a great choice for your enterprise content management needs.
Enterprise content management is not a single thing. It encompasses so much—from tools that capture content to strategies for storing, retaining, and distributing that content throughout its lifecycle.
The word “content” also has a broad meaning in this case. Content isn’t just copies of invoices or contracts. It can mean images, video, audio, code, or various combinations of all these things with emails or chat logs and more included as well!
Whether you need to manage structured repositories of data or code or you need to put things like communications, documentation, or anything that use a PDF file, an enterprise content management solution is a must-have.
Enterprise content management software helps organizations by creating a single source of truth that everyone can pull their data from. And because you have a single source of truth, you can build in security and compliance safeguards into that source.
These functions seem simple, but their importance can’t be understated. In a world where remote and hybrid workforces are increasingly common, you need your team to be able to operate on the same page, no matter where they are. ECM software makes that possible.
Because M-Files offers things like metadata-based search functions and intelligent incorporation of AI in enterprise content management, it can make your content-focused workflows and processes more efficient and open the door to automations that will help your team increase their productivity immensely.
When you look at ECM options, you need to take certain challenges into account. If your content management system does not address those challenges, you need to make a change.
One of the biggest problems an organization faces as it grows in the data silo. As different departments accumulate data and information, that information doesn’t always get to everyone that it needs to because not everyone will have access to data from every department’s content management system.
A centralized, enterprise wide content management platform like M-Files can take the information and documentation from every area of an organization, sort it via metadata and then offer it to everyone from any department that has clearance to see it.
Workflow management also improves with a high quality ECM. It helps eliminate the little steps that add up to make some documentation-based tasks into massive black holes of productivity for your team members.
M-Files support of automation helps eliminate bottlenecks around certain repetitive tasks. And the use of metadata to organize and track documents eliminates the need to make new copies of every document that needs to be shared between departments while eliminating existing duplicates that are sitting around, taking up storage space.
Looking at current innovations is important, but we need to keep an eye on where ECM is going. After all, you cannot rest on your laurels in the world of content management because you will fall behind the inexorable advance of technology.
A major focus of development in the ECM world is taking integration even further. Adapting content management to help optimize resource planning, CRM usage, as well as HR information is seen as key to creating more agile, efficient organizations.
Using the Cloud as a resource for scaling up operations and incorporating a more decentralized workforce is another area that is becoming more prominent. M-Files management of documentation in the Cloud is already excellent, but adding more security innovations and ease of use features for remote workers is making the Cloud even more useful.
Looking toward the way users interface with M-Files is also a trend to be on the lookout for. Adapting menus to be more intuitive, improving and refining UX on mobile devices, and adjusting functionality to address how the software is used in the real world will power many great innovations in the coming years.
Technology moves faster and faster with every year. You need a platform that can adapt to new tech while leading its own industry in innovations. M-Files can give that to your organization.
If you aren’t sure yet that M-Files can help your team improve efficiency, a content management consulting session might be right for you. At TEAM IM, you can find collective decades of experience in developing and implementing solutions to resolve the ECM needs of both public and private institutions around the world.
TEAM IM has a proven track record of assessing clients’ needs and providing detailed solutions with excellent support after the fact. And when it comes to M-Files, TEAM IM has a history that includes creating industry-specific plans of action.
It does not matter if you work in construction or accounting or manufacturing or any other industry—TEAM IM can help you find the right software for you and help your team optimize the usage of that software.
M-Files content management is a game changer. Reach out to TEAM IM today and see how M-Files can make your content management one of your organization’s greatest strengths.
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