Automating Business with M-Files

There is no debate: an Enterprise Content Management system is a must-have nowadays.

Now, it’s more than just a place to store documents. We need intelligent systems that help us manage content, improve collaboration and ensure compliance.

M-Files excels in this area, particularly with its Advanced Workflow and Version Control module. Let’s take a look at why!

Why are workflows essential?

Many companies manage documents using only a basic ‘draft, final version’ lifecycle. This approach does not address issues of version confusion, which ultimately slows down activities and introduces risks.

M-Files transforms this with workflow automation, turning document lifecycles into structured, rule-based processes.

Advanced Workflow and Version Control

M-Files offers the Compliance Kit, a suite of tools that extends the basic capabilities of the solution, including “Advanced Workflow and Version Control”.

This package include some features, like:

• Change Management: add change request object in the Vault
• Periodic Tasks: to manage recurring assignments
• Advanced Notifications: extend the notification capabilities
• Training Management: to manage learning requirements and records
• Hierarchy Manager: to trigger action from related objects

But, for me, one of the most important is Version Control (and Version Control Lite) that provides foundation for controlled documents.

What does this mean in practice?

Version control allows you to distinguish between working copies and published versions.

It means documents being edited (working copies) have their own workflow with steps, transitions, approvals, …permissions and visibility.

When this document reach the final state, Version control can automatically publish it as a final document.

A basic implementation can be something like:

Then when the workflow reach the “Effective” state, it generate an output document with a specific workflow like:

The benefits in real life

The creation and edition process is done in background. Simple users cannot access or use documents that are not in final state.

The last published document remains accessible and usable even if a new version is initiated.

Once a new version is published, the old version is moved to “superseded,” and the associated action can be archiving, deleting, or hiding it from normal users.

There are numerous typical use cases, but the most well-known are:

• Template management
• Procedures (SOPs)
• Contracts

The Future of Document Management

M-Files offers a compelling toolkit for modernizing document management. The Advanced Workflow module adds structure and automation, and Version Control Lite provides clarity and control without unnecessary complexity.

These modules can be tailored to fit the unique business processes of any organization, whether it’s a mid-sized firm or a regulated enterprise, delivering real value with minimal disruption.

For any question feel free to contact us!