MFiles

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M-Files
Intuitive Document Management
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Contents

• Why document management?

• M-Files as a solution

• Summary

• Purchasing M-Files

• Contact information

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International References
AstraZeneca Finncomm Airlines InterOil Pelli
Clarke Pelli Architects Robert A.M. Stern
Architects Simon Property Group Skidmore Owings
Merrill United Nations Environment Programme
(UNEP)
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Why Document Management?

• The amount of information produced in
  organizations has grown dramatically1

• 80 of recorded information is in documents1

• Office workers spend

• 60 of their working time with documents2 and

• 16 searching for information3.

• Time is wasted because

• 60 of documents are obsolete2

• 50 are duplicates2.

• 1) University of Jyväskylä, 2) Kevin Craine
  Design a Document Strategy, 3) IDC DMA

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Problems with Folder Structures
Client X
Product 123
Project ABC
Administration
Proposals
Minutes
Proposals
Minutes
Proposals
Minutes
Proposals
Minutes
?
?
?
?
Proposal for construction project.doc
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M-Files
What M-Files has to offer for managing
documents?
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Document in M-Files
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Organizational Benefits

• Centralized storing of documents

• Documents are easily available for everyone

• Easy to use permissions management

• Improved security and simplified backup procedures

• Previous versions of documents are available

• Organization can produce information in a
  collective way

• The key to efficient and productive work!

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Easy to Use

• Integrated into the operating system

• Visually similar to "My Computer" in Windows

• Neither deployingnor using M-Files requires
  excessive training

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Web Access

• Web based user interface is available, too

• Occasional access, platform-independent (e.g.
  Mac)

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Fast and Location-Independent

• Intelligent synchronizing (offline functionality)

• All necessary documents are always available

• Remarkably fast listings and searches

• Documents are edited locally

• Efficient!

• Works fast even over slow connections

• Excellent tool for remote work

Hard disk Operations via network are slow. Only
folder based synchronizing (e.g. My Documents).
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Document Properties (Metadata)

• You can add metadata to documents

• E.g. class, project, client, products

• Fields can be designated as mandatory

• Some fields are filled in automatically

• Classifying documents is the key to efficient
  document management!

Hard disk Files have only names and time stamps.
Network folder hierarchies are difficult to
control.
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Locating Documents

• Location of documents is no longer tied to the
  traditional file and folder hierarchy

• A profound change and relief!

• Documents are found using

• Quick Search

• Advanced Search

• Dynamic Views

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Quick Search

• Provides flexibility in locating documents

• Includes content based search

• The document is found immediately even from
  masses of documents

Hard disk Searching for documents is slow and
restricted.
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Advanced Search

• Advanced and flexible ways to specify search
  criteria

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Dynamic Views 1/2

• Offer a way to access documents that resembles
  traditional folder structures

• Easy to use, familiar

• Document properties (metadata) define which views
  the document is listed in

• One document can be found in several places

• Users can define a suitable view for each
  situation

Hard disk Files only have one location.
Multiple copies of files may be in different
locations.
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Dynamic Views 2/2
Document
Proposals divided by customers.
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Editing Documents

• Before editing, a document is reserved for
  editing ("checked out")

• Eliminates the risk of several users editing the
  document at the same time

• Other users can read documents that are checked
  out to another user

• After editing, the document is "checked in"

Network drive Simultaneous editing is not
prevented,which can cause problems and loss of
data.
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Version History

• Automatically stored

• Old versions remain available and they can be
  viewed any time

• Eliminates the risk of accidental data loss

• Traceability improves to the level required by
  quality standards

Network drive Does not include version history.
Accidentally overwritten files are only
available as backup copies.
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User Rights Management

• User and user group rights can be defined easily
  for each document

• Default options are also available

• Security settings can be configured to apply to
  certain type of documents

• Users and user groups can be imported from Active
  Directory

Network drive Files cannot be hidden and
predefined options cannot be used.
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Administration

• Structure of the document vault is easy to manage
  and edit

• Managing users and user groups

• Specifying metadata cards

• External data sources (e.g. CRM)

• Workflows

• Backups

• Archiving

• Event log

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Summary

• Familiar interface

• Easy to use, key to success

• Efficient searching

• Increases productivity documents can be reused

• Version history

• Improves quality, avoidance of conflicts

• Location-independent

• Remote connections, offline functionality

• Transforms archives into electronic format

• Improves efficiency in the office

• Document classification

• Documents under control!

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Purchasing M-Files

• 1. Decision to Purchase

• Delivery of licenses

• 2. Implementation

• May include on-site consultation,typically 1-3
  days

• 3. Training

• for administrators
• for end users

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For more information, please contact us

• MechSoft Mekanik ve Bilisim Çözümleri
• Tel. [phone]
• http//www.mechsoft.com.tr
• yg_at_mechsoft.com.tr