METADATA: THE BENEFITS OF MANAGING DOCUMENTS AND INFORMATION NOT BY WHERE IT IS BUT BY WHAT IT IS!
M-Files is built from the ground up with metadata in mind, the central concept that it is easier to describe “what” something is rather than guess “where” it is stored. This metadata-driven approach is comprehensive, from navigation (or browsing and search), to access permissions, workflow and replication.
NAVIGATION AND “DYNAMIC VIEWS”
Metadata-driven navigation solves an intractable shortcoming of traditional folder-based approaches that are limited to allowing a file to exist in only one location, or having copies of the file (or links to the file) reside in other folders. In M-Files, unique information shows up dynamically wherever and whenever it is needed without duplication, thereby eliminating a host of traditional ECM and workflow issues.
REPLICATION AND LONG-TERM ARCHIVING
Replication is metadata-driven in M-Files, enabling some data to be replicated to other remote document vaults based on its metadata. For instance, certain documents might be replicated to a cloud-based vault for publishing or archiving, or only certain data might be replicated from a main corporate vault to a subsidiary vault, while all data from the subsidiary vault is replicated to the main corporate vault. Archiving content in M-Files is also based on metadata, so instead of simply archiving certain folders to an external storage location, users can create dynamic archiving rules to control what documents and information is archived, such as archiving only documents that are classified as receipts that are more than three years old.
SECURE, AUTOMATED ACCESS CONTROL
Unlike traditional ECM systems, which are more restrictive and make use of antiquated security models based on folders, permissions controlled the M-Files way means that a document’s final access control settings are derived from its metadata – and it is done so in a highly dynamic way, with changes to the metadata driving changes in document permissions – instantly and automatically. This one-of-a-kind architecture provides a revolutionary way for M-Files customers to manage access to confidential content.
WORKFLOW AND BUSINESS PROCESS EFFICIENCY
Leveraging the metadata-driven workflow capabilities of M-Files to improve business process efficiencies eliminates bottlenecks, maintains consistency and quality in documentation, and assures employees do not accidentally skip a step in important procedures. Work flows can be instituted for approval of contracts, circulation of purchase invoices, processing job applications and for a myriad of other use cases that require the review, edit, and/or approval by several entities.