Alva-yhtiöt
M-Files Transforms Document Management for Energy Company Alva - Smoother and Safer Work with Centralized Information Sharing
Highlights
- Centralized Data Management: All documents are stored in a single location, ensuring easy access and eliminating confusion caused by version discrepancies.
- Enhanced Manageability and Search Functionality: M-Files ensures that the latest version of every document is readily available, with powerful search tools making it simple to locate information.
- Secure and Efficient External Collaboration: M-Files Hubshare facilitates seamless external collaboration, including the use of electronic signatures through Visma Sign.
Use Case
Customer Relationship Management
Process Management
Version Management
Industry
Energy and Utilities
Country
Finland
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Company Introduction
Alva-yhtiöt Ltd, along with its subsidiaries, is a national energy and water operator responsible for producing and distributing electricity, as well as generating, selling, and distributing heat and water within its networks. To achieve its goals, Alva focuses on developing services and solutions that address the diverse expectations and ecological needs of its customers. Owned by the City of Jyväskylä, Alva employs approximately 230 people and reported a turnover of around EUR 197 million in 2023.
With the implementation of M-Files, Alva has streamlined its data management by consolidating multiple systems into a single platform, making all essential documents and data easily accessible.
Key Challenges Before M-Files
Scattered Documents Hindered Efficiency
Prior to the implementation of M-Files, Alva's documentation was distributed across multiple locations and systems, and a huge number of documents and their different versions had accumulated on network drives and repositories. This made locating accurate, up-to-date information difficult, slowing down workflows and complicating version control. Maintaining numerous systems added to the burden with high costs and inefficiencies.
The fragmented documentation also posed challenges for transparency and information sharing. Complex spreadsheet hierarchies and cumbersome access management further compounded the issue. Limited access to critical documents heightened the risk of essential information becoming siloed or lost due to staff turnover.
The Migration of The Vast Amount of Data Carried Out in Phases
For the past five years, Alva has been gradually implementing M-Files across its operations. Over the decades, vital documents have been stored on network drives and in various systems, making the process of consolidating all relevant information into a single platform a time-consuming task.
Although the company hasn’t fully eliminated the use of network drives yet, data is being migrated to M-Files one department at a time. For instance, Alva still operates a web-based subscription system, but it is integrated with M-Files to streamline processes.
“Our goal is to eventually phase out all other systems,” says Pasi Flinkman, procurement specialist and M-Files admin at Alva.
"M-Files has brought us much needed clarity and transparency in document management. All information is now in one place and always up-to-date, saving time and ensuring that employees can access the documents they need quickly and securely. This improvement has significantly enhanced the open and transparent information sharing culture in our organization."
Pasi Flinkman, Procurement Specialist, Alva-yhtiöt Ltd
"Improved transparency has been a significant cultural shift. It reduces human error and enables employees to make decisions based on accurate, up-to-date data."
Pasi Flinkman, Procurement Specialist, Alva-yhtiöt Ltd
The M-Files Solution
Centralized Access to Information
M-Files centralizes data transfer and management, ensuring all documents are stored in a single location accessible to everyone. M-Files' versatile and intuitive search capabilities make it easy to locate and update the right documents quickly.
Version control in M-Files boosts efficiency by minimizing the number of required documents, improving data reliability. Furthermore, access restrictions can be applied to specific user groups, enhancing data security and reducing exposure to unnecessary information.
Improved Document Management Through Integrations
Custom integrations enhance document management and information sharing. By connecting M-Files with core systems and network drives, organizations can boost productivity, minimize risk, and improve customer service. These integrations also reduce repetitive tasks, freeing employees to focus on higher-priority activities.
Secure and Streamlined Data Sharing with M-Files Hubshare
M-Files Hubshare simplifies and secures information sharing among customers, suppliers, and partners. By enabling direct sharing within the platform, the reliance on emails is significantly reduced.
“In the past, documents were mostly sent via email, which was neither secure nor efficient, often requiring content to be divided across multiple transmissions,” notes Pasi Flinkman.
The Results
Centralized Data Management Enhances Efficiency and Reduces Errors
M-Files' version control has significantly improved efficiency for Alva’s staff by ensuring a single, up-to-date version of documents is always accessible. This allows both employees and external partners to work with the most current information, while offering centralized, easy access.
"The procurement department, in particular, benefits greatly from M-Files," says Flinkman. "It simplifies locating contracts and their historical versions, reducing duplicate efforts and accelerating the onboarding process for new employees."
Streamlined Processes with Integrations
Alva’s processes have also been optimized by M-Files’ extensive integration capabilities. Automating document creation and utilizing the Frends integration platform has minimized the manual workload for data transfers, ensuring critical information reaches the right systems at the right time.
Smooth Information Sharing Improves an Open Working Culture
M-Files has fostered a more open culture of information sharing at Alva, making key information accessible across the organization.
"Improved transparency has been a significant cultural shift," Flinkman explains. "It reduces human error and enables employees to make decisions based on accurate, up-to-date data."
The Benefits of M-Files Also Visible to Alva's Customers
M-Files has also delivered tangible benefits for Alva’s customers, particularly in developing new partnerships. Its versatility in data sharing and compatibility with Visma Sign played a crucial role in securing a contract with a Swiss partner.
"We used M-Files Hubshare to share tender and contract data with a customer," Flinkman recalls. "Their feedback highlighted how professional our system made us appear."
"We used M-Files Hubshare to share tender and contract data with a customer. Their feedback highlighted how professional our system made us appear."
Pasi Flikman, Procurement Specialist, Alva-yhtiöt Ltd
Why M-Files?
M-Files is the leading platform for knowledge work automation. With the M-Files platform, knowledge workers can find information faster, work smarter, and achieve more. M-Files features an innovative metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This enables customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
