The COVID-19 pandemic (has) hit the economy and hit it hard. Companies (finally) realized that it is not possible to continue working as they used to. Now, more than ever, the selection of the right technology for the right business challenge is an absolute must as companies need to adapt as fast as possible. Content management is playing a critical role.

As usual, Nucleus Research evaluated content management providers on two criteria - functionality and usability. Based on the Nucleus Value Matrix you could easily understand the ecosystem of available Content Management (CM) solutions. You can find Nucleus Value Matrix recently published HERE

In this blog post, we will share out thoughts on the lead CM solution by Nucleus.

The importance of (right) content management?

From the first day of remote work, it was clearly visible that remote workers require access to data and content. Information management and collaboration tools became one of the most important prerequisites to maintain the same productivity as before. Companies had to be sure that workers have secure access to documents and business applications.

As stated in the Nucleus report, content management is not a "new" technology (it is one of the most mature technologies) but it is definitely "hot". Businesses are looking for solutions that could enable workers to have the same productivity working from the offices or working from the home. Moreover, the large industry trend is automation. There are few forms of automation but they all have one shared goal - to increase productivity, reduce operational costs, and provide more accuracy.

Respondents Nucleus interviewed mentioned that any solution under consideration must have:

  • Well-designed user experience (UX)
  • Minimal "learning curve"
  • Low-or no-code integrations with existing core business applications

With all these in mind, let's see what one of the best CM solutions has to offer.

Why we/customers choose M-Files?

We have been working with the M-Files for the last 8 years and there were a few very important reasons we selected the M-Files. When we were carefully selecting a platform we wanted to work with, we were looking for a solution that could:

a) Be easily accepted by end-users
b) Be quickly adapted to the ever-changing business needs
c) Be extended and integrated on the enterprise-level

User experience and learning curve

M-Files offers Windows desktop client that is fully integrated with Microsoft Office suite as well as other Windows applications. Installed and visible as an M: drive, with all the actions as working with the content in the Windows folders, adoption to the M-Files is very simple.

Very well documented user manual with a series of short video demonstrations on how to work with the M-Files help users to self-learn basics but also advanced tips and tricks.

Quite often, end-users quickly realize the concept of M-Files in terms of working with documents and metadata and start giving new ideas on how to improve existing processes or implement new ones. For us, this is a clear sign of quick adoption and great usability.

Concept of metadata

Every document, piece of content, and object is described with one or many metadata properties. Metadata properties, document classes, and workflows are easily configured (and changed) from the M-Files administration point of view. That means that customers could start with simple M-Files implementation that helps them quickly move from existing, legacy solutions and with the time, adopt M-Files to their business processes. Even more, in times of remote working and "exposing" content from the office to the outer world, secure access to the right information is one of the most important challenges.

M-Files metadata permissions mean that you can define exactly what piece of information each user has access to. If we take an example of one business process that includes working with opportunities and sales pipeline, you can simply define that every member of the sales team could see opportunities and accounts in the pipeline but not every member could access financial data.

Security rules are applicable whether employees access information from within office or bar and independently of the device they are using for accessing information.

Integrations and extensibilities

M-Files is a platform. Fully-featured COM and REST APIs are guarantees that there should not be any roadblocks when it comes to the integrations and extensibilities.

Moreover, M-Files offer a whole set of "connectors" that allow you to work with the content that is not stored within M-Files. Some of them include Network Folder, SharePoint, and Documentum connectors. This means that you do not have to migrate content from these platforms to the M-Files in order to start automating your business process or to give secure access to the content. Once configured, you can use M-Files Web, Desktop, or Mobile Access to work with the content that resides somewhere else.

Besides existing connections to other systems, using the M-Files application development framework allows you to write any custom integration. Our experience includes integrating M-Files with various solutions and services like Microsoft Office 365, Microsoft Azure, custom-developed ERPs, Microsoft Project and so without any limitations.

Conclusion

As an official M-Files reseller and certified application partner, we are very proud to see we propose solutions to customers based on the best technology can offer. Especially nowadays when the majority of the companies realized that they need to adapt. COVID-19 just triggered and woke-up the majority of the companies, and hopefully, real business transformations are in front of us. If you are looking for the right content management solution and your partner on this journey, reach out and let's talk about how we can help you succeed - https://unitfly.com/m-files