Project Information Management

Deliver projects on budget, on time and on quality with knowledge work automation. Organize information and improve document management  according to the needs of your stakeholders. Automate processes with workflows and keep track of progress with document level visibility. Improve customer engagement by ensuring all team members have access to the right project data.

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50%

improvement in ease of document
creation by M-Files customers
using templates.

88%

of all data breaches are caused
by human error, highlighting the importance of data security.

65%

of workers reported being less
stressed thanks to work tasks
being automated, reducing manual processes.

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Challenges: Traditional approaches for managing information won't scale as projects grow

Managing a short project with a handful of people might be simple even without any specific tools. As time goes by, projects grow and people come and go. It gets increasingly difficult to know where things have been stored and what is the overall status of a project. Manual and hierarchical approaches simply fail, especially when customers, partners or subcontractors are added into the mix. This impacts customer relationships and project delivery.

Information is hard to find

As folder hierarchies grow deeper, it becomes increasingly difficult to know where to navigate in search of information or when saving new documents, wasting time and causing rework and document duplication.

Version control issues lead into downstream problems

When documents are not found or versions are tracked with naming, there’s a high risk of someone using an old version and making wrong decisions or promises.

Project and document status is not clear

Traditional document repositories don’t provide any means for indicating project and document status so people rely on naming conventions and manual logging of document statuses in separate trackers.

External collaboration requires extra work

Separate file sharing systems are often needed with external collaborators, creating more work and more duplication, version control and visibility issues.

Solution: Automated project information management and external collaboration

Classify and organize information automatically to support the needs of internal and external stakeholder groups. Define project phases, streams, tasks, disciplines, or any other relevant criteria and utilize advanced classification methods, such as AI-based data organization, to enhance project workflows.  Incorporate workflow automation and document level status tracking for accurate understanding of progress. Embed external collaboration as a natural element of daily work.

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Automate classification and organization of information

Automated naming,  organization and classification of documents allows easy saving and searching as well as multiple navigation options and hierarchies for different kinds of needs.

Track status via views and document lifecycles

Built-in lifecycle indicates document status at all times and views eliminate the need for manual status tracking. The combined status of even large and complex projects become clear.

Extend daily processes to include external collaborators

Leverage collaboration portals to automatically exchange information with external stakeholders, without losing control or audit trails of your data.

Automate version control, reviews and publishing

Where views help understand, automated version control, workflows and assignments help execute. File naming, conversions, signing and publishing can all be automated with workflows.

Solutions for Your Industry

Client Engagement Management in Accounting

Client engagements in accounting, tax and audit services are typically part of a long-term client relationships with a lot of historical information about the client and their business. Moreover, any advice or deliverables must be factually accurate and compliant with appropriate laws and regulations. Engagement teams need to go through and find a lot of specific information from the client records, ensure reviews of working papers with subject matter experts and obtain deliverable sign-offs from client partners. A well working document and engagement management system facilitating all this work saves a lot of time, energy and worry, especially during the busy seasons around closing periods.

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Investment Project Management in Energy

Building a new energy production facility is a large investment project with a long lead time. Efficient project management tools ensure alignment and clarity from the early stages of planning up to the construction and commissioning of the facility. Managing the overwhelming amounts of documentation across project phases is crucial, and automation plays a key role in handling permissions and compliance controls. Workflow automation helps track approvals and deadlines, ensuring seamless task progression and secure information sharing with stakeholders.   Utilizing a project management information system ensures that all team members, internal or external, are aligned and that personalized interactions with stakeholders are maintained throughout the project lifecycle.

Customer Case Studies

More than 5,000 companies rely on M-Files to manage their documents every day.

Elomatic

  • Elomatic, an industrial design firm, partnered with M-Files to manage documents for more than 1,500 annual projects.
  • M-Files metadata-based system improved document storage, version control, and security.
  • The result was faster document retrieval, enhanced productivity, and better global collaboration.
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HEB Construction

  • HEB Construction in New Zealand worked with M-Files to solve costly, time-consuming paperwork issues.
  • The company adopted M-Files solutions in document management, workflows, and process streamlining.
  • $80,000 travel cost savings achieved with convenient information digitization saving countless man-hours.
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Charles River Laboratories

  • With over 20,000 workers worldwide, Charles River Laboratories joined with M-Files for streamlined process automation.
  • M-Files was used to automate document workflows and drive a publishing system that elevated accomplishments.
  • 9,600 hours saved per year by automated document workflows and $2.4 million saved from improved efficiency.
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