Streamlines Site Documentation and Project Data with M-Files

HEB Construction faced several challenges prior to digitising workloads and implementing M-Files across the organisation.

One of the most significant issues was the volume and complexity of project documentation generated across construction sites. Quality documentation alone produced extensive records that needed to be captured, stored, and accessed throughout the lifecycle of a project.

Before implementing M-Files, documentation was stored across multiple systems including individual laptops, OneDrive, SharePoint, Microsoft Teams, Outlook, and Box. This fragmented approach resulted in duplicate files, multiple document versions, and difficulty locating the correct information when it was needed.

Tony Cooke, Solutions Architect at HEB Construction, explains:

“HEB Construction has 1,200 people working predominantly in-field on multiple sites across New Zealand. Each of these projects is continuously producing documentation. Before M-Files, that documentation lived across different platforms in numerous versions and duplications. It was a real challenge for the business.”

Version control was difficult to maintain, and documentation could be hard to retrieve if required later for compliance reviews or litigation.

Another challenge was the reliance on manual, paper-based processes in environments exposed to the elements. Engineers working onsite often completed documentation outdoors, meaning paperwork could become wet, damaged, or lost.

Administrative processes also required significant travel time. Engineers often had to drive to the office to collect project documentation packs before heading to site and then return to submit completed paperwork at the end of the day. For projects requiring daily documentation, this process created hours of unnecessary travel and reduced time spent on productive work.

Finally, at the completion of large projects, teams had to manually collate documentation from multiple sources. For major projects or joint ventures, this could take months to complete.

Manux worked with HEB Construction to develop a proof of concept using M-Files that digitised and automated project quality plan packs. This allowed engineers to access documentation directly from site without needing to travel to the office to collect physical documentation.

With M-Files, engineers can now capture, store, and share project information directly from the field using mobile devices or laptops. All documentation is stored in a centralised repository, ensuring consistent version control and preventing files from being altered or duplicated across systems.

Tony Cooke explains:

“The proof of concept saved our engineers hours upon hours of time, particularly early mornings and late afternoons spent on documentation when they should have been with their families.”

The initial proof of concept also revealed significant financial savings.

“In travel time alone – as in time our engineers did not spend on the road between the office and site collecting project quality plan packs – the company saved $80,000 per year. The solution eradicated two to three hours of unnecessary travel per day.”

Following the success of the pilot, HEB Construction expanded the use of M-Files across the organisation to support document management, workflows, and process automation.

M-Files now provides a single source of truth for project documentation, ensuring that all files, communications, and data related to a project are stored in one place and easily searchable.

Manux also implemented additional capabilities to support compliance and reporting. For example, images captured onsite are automatically tagged with project metadata and tracked through the system. Using EXIF data extracted from photos, M-Files records the latitude, longitude, and altitude where images were taken, allowing them to be mapped geographically for greater accuracy and traceability.

In addition, M-Files integrates with Microsoft Power BI, enabling HEB Construction to use project data for real-time reporting and strategic decision-making.