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M-Files Back Office Solution: Making Life Easier for Behind-the-Scenes Employees

Sales, marketing, business development… These customer-facing, revenue-producing functions are often lauded in the workplace, and for good reason. But let’s take a moment to stand and applaud our back-office counterparts. These are the business administrators who work behind the scenes as major contributors to success — our colleagues that make sure payroll gets into your bank account, the lights are turned on, vendors are paid, and your computer can connect to the network. They do a lot of specific, essential tasks, but collectively, they play a huge role in how they affect profitability through the left side (costs) of a company’s financial statements.

Enter stage left, the M-Files Back-Office Solution. M-Files has developed a powerhouse solution for those back-office all-stars. All too often, small- to medium-sized businesses (SMBs) lack the systems to efficiently manage their back-office operations. This causes far-reaching problems that inhibit productivity and efficiency — problems some companies don’t even know they have. Any of these sound familiar?

  • Information, files and documents scattered across disconnected systems — like network folders, email inboxes, CRM, ERP and SharePoint
  • Under-automated processes — like invoice processing, new hire onboarding, employee training, and asset tracking
  • Too many paper documents strewn across desks and cubicles, many requiring approval and wet signatures that take too long to process

These are just a few of the daily plights of the typical back-office worker. The average office worker spends 1.5 hours per day searching for things like paper documents, according to OrganizedWorld. That’s six weeks’ worth of man-hours for each employee. Not only is it time-consuming, but the lack of an intelligent information strategy can lead to burdensome, error-prone practices.

M-Files Back Office Solution enables SMBs to abandon manual tasks and find the information they need in real-time, in one location, without the hassle of a massive data migration. The solution helps manage every back-office function, most notably:

Accounts Payable: Manage and process invoices, receipts, purchase orders, financial statements and tax documents to increase operational efficiencies and minimize risk.

Contract Management: Maximize visibility and control for contract management with notifications, assignments, audit history and version control to reduce inefficiencies and costs.

Asset Management: Keep up with everything you own, who it’s assigned to, where it’s living, and any other information you need to run your business effectively.

Human Resources: Manage employee files (resumes, certifications, employee contracts) and data (contact information, vacation, performance) with built-in security for employee confidential data.

Project Management: Find, search, and track project documentation and the status of documentation (draft, approved, under review, etc.) to streamline the entire project management process.

The M-Files Back-Office solution supports key business processes, automatically and securely with preconfigured workflows and dashboard views that ensure quick deployment and high user adoption. What makes M-Files Back-Office Solution unique?

Access all your information instantly

M-Files Back Office provides a single point of access to content and information stored in your existing systems and content repositories. Using M-Files your staff can store, access, organize, edit, share and process content faster and more effectively.

Organize and contextualize content, assisted by AI

M-Files applies artificial intelligence to help your staff classify content and information in a uniform approach, improving your organization’s ability to organize and process information efficiently.

Go paperless

Optical Character Recognition (OCR) converts different types of documents, like scanned paper, PDF files or images captured by digital camera into editable and searchable data.

Sign documents electronically

DocuSign software is integrated with M-Files enabling you to sign and approve electronic documents using the highest security standards, then send documents through pre-defined workflows.

Fast and flexible deployment

In addition to preconfigured workflows and user groups, M-Files offers on-premise, in the cloud or hybrid deployment options. Cloud vault storage is included, making you instantly cloud-ready.

Scales with your business growth

Simply add more licenses as your business grows and change configurations to meet your shifting business needs.

For more on M-Files Back Office Solution, check out this short 2-minute video: