Document Management

Document Management img

Document Management Software

Streamline your document handling with Function4’s Document Management Software. Our solutions are designed to enhance accessibility, improve collaboration, and secure your data. By efficiently organizing, managing, and tracking your documents, we help you eliminate clutter and save valuable time, enabling your business to operate at its optimal efficiency.

Why a document management system (DMS)?

Protect documents

Documents retained in unguarded filing cabinets or left out in the open are not secure; and depending on the type of document, your company could be in violation of compliance regulations. With a DMS, secure your files in electronic form for document security.

Find documents quickly

Storing electronic documents in archaic file folders can be chaotic. Where did you save it? What is the file name? That’s why our document management solution uses content-based document organization where metadata is given to each document and used for searches.

Introduce version control

Maintain one version of a document with tracked version history to form an auditable trail of changes, that includes user history from the time a document is created to its final version. Instantly retrieve any version to see what was altered or roll back to a previous version.

Share documents

Securely share documents and file folders via direct links without the hassle of large email attachments that clog mailboxes. Shared files remain up-to-date with co-authoring permissions that allow multiple people to view and edit the same document at the same time.

Find any document when you need it – instantly

Metadata

Classifying and grouping documents with meta tags and meta descriptions is an improved and more efficient way of organizing documents.

Meta Filter

With metadata search, just type in any of the metadata – or any word found in the document – to find the files you need.

Version Control

One version of a document is only ever maintained, with tabs that showcase previous versions of the document.

Admin Settings

Add permissions to documents based on the type of file or associated metadata to more efficiently control document permissions.

Collaboration Tools

Co-author documents with both internal and external users in real-time with the ability to simultaneously modify the same documents.

Cloud Technology

An easy-to-learn interface with cloud-based storage for an efficient method to managing documents.

M-Files

  • Find and access the right document and other content instantly
  • Improve the speed and transparency of your processes
  • Avoid content chaos with enhanced content control and security
M-Files is the only intelligent information management platform that organizes content based on what it is, not where it’s stored. You can even connect to existing network folders and systems to make them more intelligent with built-in AI to automatically categorize and protect information.
Story: Shah Smith & Associates

Stop Wasting Time Searching

Many organizations utilize multiple repositories, creating complex content management challenges. A significant portion of office workers find it difficult to locate necessary documents due to these intricate folder structures. M-Files addresses this by managing content based on “what it is” rather than its location.

This approach eliminates the need to remember where something is stored, enabling users to find content quickly through a simple keyword search, even if it’s stored in external systems like SharePoint or Dropbox.

Increase the Speed of Your Business

65% of businesses face hurdles with document review and approval, often due to slow, manual processes across various departments. M-Files enhances efficiency by providing electronic workflows and e-signing capabilities, accessible even from mobile devices.

This digital transformation not only speeds up operations but also offers improved oversight, enabling you to identify bottlenecks, maintain a full audit trail for compliance, and always know the status and location of documents.

Keep it Organized and Secure

On average, a document gets copied 19 times during its lifecycle. That makes it hard to find and maintain the latest version. 68% of office workers confirm this is impacting their work negatively.

In M-Files there is only 1 version of every document and it’s always up to date, while M-Files maintains a full history of the changes. If needed, M-Files allows the end user to roll-back the document to its original form.

M-Files also allows your staff to share content with colleagues and business partners in a simple and secure manner without having to rely on 3rd party consumer systems like Dropbox or Google Docs. Additionally, advanced co-authoring eliminates the hassle involved with merging multiple document versions.

Businesses Everywhere Work Better with M-Files

Schedule a Demo!
Contact us for an obligation-free consultation and find out more about M-Files.

Seeing M-Files in action, and having an expert demonstrate how it adapts to and serves the unique requirements of your team and business, is the fastest way to determine if M-Files is a good fit for your organization.

Contact us today. We promise you will not be disappointed.

Schedule Demo

Teams Integration

Use our Information Management Software to keep all your documents in one place. Use M-Files SharePoint integration to search for M-Files documents right out of M-Files. You can also search for your SharePoint documents inside of M-Files UI without migration.

Outlook Integration

Use our Information Management Software to keep your outlook organized. You can store documents directly from Outlook. You can search M-Files for documents inside of outlook. You can create hot folders to start workflows directly from Outlook in M-Files.

Skyhawk transforms from a paper-based system to electronic document management with solutions and products backed by Function4

The Challenges Limited by Paper and Manual Processes
As a chemical broker, being able to find documents for regulatory compliance is critical; every piece of paper must be accounted for. However, due to both cost and the complex nature of each sales order, streamlining Skyhawk’s paper-based world into a document management system seemed out of reach to their team.

As the company started growing its product line, staying on top of the detailed documentation of its chemical orders increasingly became a challenge. For over 30 years, Skyhawk relied on paper filing methods; but computer-generated documents associated with sales orders were growing in numbers and contributing to silos of information throughout the company. Often, employees had to look in multiple places, for great lengths of time, just to get a complete picture of an order.

Read Full Story

Cloud-Based Document Storage Solution For Airteam Heating & Cooling

The sheer logistics of AIRTEAM’s business model presented their largest challenge. Because their service technicians spent the vast majority of their time working remotely at client sites, their administrative staff was bogged down with large amounts of information. Hand-delivered documents meant delays of hours, or even days, depending on when the technician could return to the office. Their office staff needed a document management system where they could securely and reliably transmit and receive documents to and from the field without duplication or complex routing paths. In addition, their two office MFDs were outdated and lacked the complementary software to support a new system, if and when they developed one.

Read Full Story

Sharepoint Integration

Use our Information Management Software to keep all your documents in one place. Use M-Files SharePoint integration to search for M-Files documents right out of M-Files. You can also search for your SharePoint documents inside of M-Files UI without migration.

M-Files & Microsoft: Better Together

  • Make Microsoft 365 the Single Point of Access for All Your Information
  • Boost Digitalization with AI-Driven Automated Processes
  • Minimize Risks and Simplify Information Governance
Story: Advanced Diagnostic
Microsoft 365 is a great tool aiming at empowering employees and optimizing their work. But why are organizations still struggling with leveraging the full potential of the Microsoft Suite?

M-Files increases the return on your investment in the Microsoft 365 Suite by increasing productivity across the organization, improving the user and customer experience, and enhancing compliance and security.

Document Management software img

Microsoft Teams Can Be More Than A Collaboration Tool

As a user of Microsoft Teams, you know the value it brings to everyday communication and collaboration with colleagues and customers. Despite those great features, you might find yourself baffled at times when you’re trying to search for a document and you don’t know in which system it’s stored, or when you’re wondering if you found the latest version of the document, or when you want to ensure that only relevant people have access to it.

M-Files not only allows you to access, find, and edit all your content in one single view, but it also displays the content in the right context. When saving, for example, a project contract in M-Files, you add a few relevant metadata tags which then allow you to view the file both in your customer-specific and project-specific Teams channel. The metadata also automatically determines permissions for each object guaranteeing strong security at all times.

SharePoint Online meets world-class information management

If SharePoint Online is your primary platform for content and collaboration, you might face some challenges. Users often struggle to determine the optimal way to manage and share information within SharePoint, leading them to revert to traditional methods like file shares and network folders.

M-Files breaks down silos by connecting all your SharePoint sites, network folders, business systems, and other repositories, making Microsoft 365 your single point of access for all your business information. No data migration is needed and employees can continue to work in the tools familiar to them while fully focusing on tasks that matter the most.

However, accessing and editing documents should not be enough. M-Files enables the automation of business processes with built-in artificial intelligence and workflows designed for your business. This way you never miss important steps or deadlines and processes are easily managed in compliance with established regulations and company policies.

Outlook made intelligent, no more email chaos

If you’re often working in Outlook, especially in fields like law or professional services, you likely need integrated solutions that handle more than just emails. Managing files and other information within the same interface is crucial. Switching between different applications can be both distracting and inefficient.

With M-Files, Outlook can be your window to all information relevant to you. You can automatically save high volumes of emails and documents to M-Files and trust that relevant metadata is tagged to them and that only the right people have access. When searching for information you have a 360° view of all your content directly within Outlook, in views that make sense to you, and you can further manage the content e.g. by editing documents or assigning them to a suitable workflow.

M-Files works well with Microsoft

Advanced Diagnostics Health

Bringing content from Microsoft Dynamics, SharePoint, and other content repositories together into one view makes productivity skyrocket.

With all of AD Health’s customers and invoicing information in one place, it allowed them to take advantage of an electronic forms system. They were able to create many of their insurance forms using that information and an electronic forms application. These enhancements created additional ways to automate a process and allow continued growth of Advanced Diagnostics Health.

Read Case Study

Schedule a Demo!

See the M-Files and Microsoft duo in action.

Seeing how everything works in practice, and having an expert demonstrate how the platform adapts to and serves the unique requirements of your team and business, is the fastest way to find out if M-Files can add value to you and your organization.

Request a demo today and see what happens when world-class collaboration meets world-class information management.

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Document Management FAQs

What is document management software?
Document management software helps businesses store, manage, and track electronic documents. By converting traditional paper files into digital formats, this software simplifies document retrieval, ensures data security, and supports regulatory compliance through organized, searchable repositories.
How can document management software improve my business operations?
By implementing document management software, your business can reduce physical storage space, enhance document retrieval times, and improve collaboration by providing employees with quick and secure access to necessary documents. Additionally, it supports version control and audit trails, which are essential for maintaining document integrity and compliance.
Is Function4's Document Management Software secure?
Yes, our document management software incorporates advanced security features, including user authentication, permissions management, and encryption, to protect sensitive information from unauthorized access and ensure your data is secure.
Can I integrate Function4's Document Management Software with other applications?
Absolutely! Our software is designed to integrate seamlessly with various business applications, including ERP systems, CRM platforms, and more, facilitating a unified workflow and reducing manual data entry errors.
What features should I look for in Document Management Software?
When choosing document management software, consider features such as document indexing and search, access control, version control, and audit trails. Additionally, look for capabilities like automated workflows, mobile access, and integration with existing applications to further enhance productivity and efficiency.