Unlocking Cost Savings: How M-Files Workflows Outperform SharePoint

One of the most powerful features of M-Files is its robust workflow automation capability. In this post, we'll explore what M-Files workflows do and highlight their automation potential. Moreover, we recently wrote about how M-Files can turbocharge your organisation’s SharePoint. In this post we’ll also demonstrate why the M-Files workflow engine surpasses SharePoint workflows.

Imagine a world where routine tasks are automated, documents move seamlessly through your organisation, and everyone knows their responsibilities. All without having to email documents around the office. M-Files workflows make this a reality by modeling document lifecycles and processes according to real-world scenarios. Workflows save organisations money by freeing up knowledge workers to focus on higher-value tasks.

Think of a workflow as a series of states, each representing a stage in a document's journey (or another object, for example, a project). Consider an employee leave approval process: An employee lodges a new request document, which is then automatically routed to their supervisor for review. If revisions are needed, the application is routed back to the initiator, and the metadata reflects "Leave application declined, please see comments". If the request is approved, M-Files can automatically convert the document to PDF, change permissions to read-only for authorised users and update the metadata.  Once approved, the workflow automatically sends the document to the Payroll team and creates an audit trail, before archiving it. This eliminates manual work such as emailing applications and ensures a transparent and compliant process.

• Improved Efficiency: By automating routine tasks, M-Files workflows free up valuable time for knowledge workers to focus on high-value activities. This can lead to a significant increase in productivity.
• Reduced Errors: M-Files ensures consistent adherence to company procedures, minimising mistakes and rework.
• Enhanced Collaboration: M-Files workflows facilitate smooth collaboration between colleagues, by automatically routing documents for review and approval, and ensuring that the right people are involved at the right time.
• Increased Compliance: With built-in security and compliance features, M-Files helps you maintain total control over your data, adhering to efficiency and risk containment policies.

M-Files workflows offer a wide range of automation capabilities that go beyond simple document routing. Here are some specific examples:

• Automatic Document Conversion to PDF: M-Files workflows can automatically convert documents to PDF format when they reach a certain state, such as final approval.
• Automatic Permission Setting Changes: M-Files workflows can dynamically change user permissions based on the document's metadata and workflow state. For example, once a document is approved, it can be set to read-only for authorised users.
• Automated Triggers and Actions: Workflows can include automated triggers and actions, such as sending notifications, assigning tasks, or moving documents to different folders based on specific conditions.
• Intelligent Routing: Documents can be routed through various review and approval stages automatically, ensuring that the right people review and approve documents at the right time.
• Dynamic Metadata-Based Permissions: Permissions can be automatically adjusted based on the document's metadata, ensuring that only authorised users have access to sensitive information.

These powerful automation features drastically reduce manual intervention, and accelerate document processing times.

“But our SharePoint already does workflows!” That is true to an extent. Although SharePoint offers some workflow capabilities, M-Files provides a significantly more advanced and flexible solution. Here are five key reasons why M-Files workflows are superior to those in SharePoint:

1. Precise Search Criteria: M-Files allows users to search based on specific criteria such as approval status, project plans, or client-related documents. SharePoint does not recognise these criteria for searching or filtering results.
2. Automated and Dynamic Organising: M-Files automatically organises information based on type, properties, and relationships. SharePoint requires users to manually place documents in the correct site, folder, or library. M-Files uses metadata, not folders, to organise information.
3. Automated and Complex Permissions: M-Files automates permissions according to any business logic or granularity level, whereas SharePoint permissions work on site, library, folder, or document level and are applied manually.
4. Managing Non-Document Objects and External Systems: M-Files is designed to manage any type of information from any system and build relationships between them. SharePoint cannot manage non-document objects nor build relationships between external data and documents.
5. Built-in Complex Workflows: M-Files supports complex workflows and compliance rules with states, triggers, actions, and conditions. SharePoint alone supports only simple workflows for approvals and notifications. M-Files allows you to create workflows with a no-code visual designer

M-Files workflows provide a powerful solution for automating business processes, reducing errors, and enhancing collaboration. Unlike SharePoint workflows, M-Files offers dynamic permissions, the ability to manage non-document objects, and more complex workflow capabilities.

If you're looking to eliminate information chaos, improve process efficiency, and reduce business risk, M-Files is the answer. Let us help you harness the power of M-Files workflows to achieve your business goals. Contact Innovative Content Management today and we will help tailor an M-Files solution that meets your specific needs.