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M-Files DMS can be accessed by anyone in your office who has been given the appropriate permissions. As an administrator, you can set permissions for individual employees, specific files or make everything completely open to the entire office.

When someone opens a file to work on it, M-Files checks the document out to that person. Others can view it, but no one else can make changes to it. This ensures that there aren’t conflicting versions of a single file. Editors or managers with the right permissions can add notes to in-progress files, but they do not become part of the final version. You can also open scanned or photographed documents in M-Files.

You can also add paper documents to the repository by taking a photo with your mobile phone or tablet. When digitizing a document, the software automatically prompts you to use optical character recognition to convert your document to a PDF. This enables your document to become searchable and speeds the process of finding paperless files. If you lose track of a receipt or contract, you can search for it using the metadata you included with the file when you saved it.

One of the tools that M-Files provides is the ability to designate a set of files for off-site use. While all documents are accessible with an internet connection, if a company employee is going to be without such access, he or she can select a set of files and mark them for off-site use. The files then become available on that person’s device.

The only downside of M-Files DMS is that you must download the program onto your computer, which is sometimes not as convenient as a software as a service (SaaS) program. After installing M-Files DMS on your computer, you set up files and folders by applying tags and metadata to each file. Ongoing additions are made easily. As you open or generate each new document through M-Files, it brings up a creation template that asks for brief notes and metatags that then become associated with that document.

While its look and feel are familiar, M-Files DMS is not an enhanced version of Windows Explorer. Metatags allow documents to be located in many different ways. If you need a receipt, for example, M-Files quickly searches through all files tagged as receipts rather than searching through folders for the word "receipt" in the actual document. This substantially cuts the time involved in locating documents.

Working with Microsoft Suite applications is especially easy with M-Files DMS. M-Files adds a convenient toolbar to applications like Microsoft Word or PowerPoint. You can check out, work in, save or request approval for any Microsoft Suite file by simply using built-in menus for such commands. M-Files is available for Mac users and is not limited to Microsoft applications.

Another nice bonus is its integration with mobile devices. If your smartphone or tablet is networked to your business or you have cloud-storage permissions, M-Files recognizes the device, which means you can import, export and edit files as you would if you were working on a desktop.

M-Files DMS integrates seamlessly with the Microsoft Office programs you use the most. It provides robust, paperless document management and workflow options and can be accessed from the internet by any employee or customer with the right permissions. In addition, M-Files minimizes the learning curve by offering a wealth of training materials and customer support.