Streamline document management and workflow processes with M-Files’ powerful automation tools

In modern business, information accessibility is paramount. Remote employees use the cloud to work from home or their local coffee shop. Businesses need to coordinate tasks across multiple global offices. Stakeholders need to be able to view and approve tasks no matter where they are to keep projects moving. Organizations must keep their files organized and track accountability throughout the entire workflow.

That’s where M-Files comes in. Its document management system helps organizations meet their growing digital document storage needs. Here, we’ll explain what makes M-Files a premier pick — and how Ricoh can make digitizing your information more efficient than ever.

What is M-Files?

M-Files is a document management and workflow automation platform. It allows organizations to digitize paper documents. Once scanned, M-Files transfers files to a centralized on-premises or cloud-based storage system. Its system enhances file organization and retrieval speeds for a more efficient workforce.

Its secret sauce? M-Files relies on metadata to tag every single file ingested into the platform. These tags are either user-set or automatically applied based on AI scanning processes. Once files are tagged, workers can use keywords to find what they need in seconds. M-Files also places files within workflow chains, storing them according to their business context.

M-Files even accounts for processes that need specific documents or stakeholder sign-offs. Set up the workflow policies, and M-Files will notify you when it’s time to take action. M-Files will then allow the next step in the chain to begin. These audit chains also track adherence to required compliance processes, reducing business risk.

Whatever other tools your business uses, M-Files likely has an integration solution to fit your current setup. M-Files can synchronize with Microsoft 365, Salesforce, and Google Workspace. These integrations make already-existing documents and processes even more organized. Plus, M-Files integrates with popular electronic signature solutions like DocuSign and Adobe Sign. These tools help you capture and store official approvals from anywhere in the world.

M-Files also scales its offerings based on your specific needs. Sole proprietors can gain powerful search and integration with M-Files Base. Small businesses can rely on the cloud-based storage of M-Files Teams. Larger companies can upgrade to M-Files Business for advanced features and high-availability support.

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M-Files use cases

Any organization can benefit from M-Files’ document management suite. The following examples represent just a slice of the operational improvements these tools can bring across a variety of industries.

• Manufacturing: Don't keep work orders and BOMs in data silos. M-Files centralizes these and other manufacturing documents. It also automates purchase and approval processes to keep the supply chain moving.
• Financial services: Access a wealth of data through client or account metadata. Keep this information secure with automated audit trails and document retention policies.
• Legal: Automate document creation and approval. Streamline client work and improve collaboration with powerful online tools. Stay compliant with GDPR and other regulations with workflow management policy guardrails.

How Ricoh and M-Files make document management easy

On top of its software integrations, M-Files works hand-in-hand with Ricoh scanners. M-Files uses EzeScan MFD Automation to synchronize with the Ricoh family of devices. Ricoh and EzeScan will even handle image correction, enhancement, and naming for you. Update metadata and categorize files to make them as searchable as needed. Spend less time dealing with your files and more time providing service for your clients.

M-Files and Ricoh: A winning combination

A fast-growing digital document database can easily spiral out of control. With M-Files, you can take back control of your files, improve organization, and make your workflows more efficient. When paired with Ricoh scanners, you can rest assured that your digitized files are captured with the utmost accuracy and quality.

Request an M-Files demo for a full tour of its services. You can also shop the full range of Ricoh devices and discover how our numerous technology partners make doing business easy.

Note: Information and external links are provided for your convenience and for educational purposes only, and shall not be construed, or relied upon, as legal or financial advice. PFU America, Inc. makes no representations about the contents, features, or specifications on such third-party sites, software, and/or offerings (collectively “Third-Party Offerings”) and shall not be responsible for any loss or damage that may arise from your use of such Third-Party Offerings. Please consult with a licensed professional regarding your specific situation as regulations may be subject to change.