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M-Files & Microsoft 365 Document Management

A modern, secure and intelligent way to manage documents inside the Microsoft tools your team uses every day.

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A SMARTER APPROACH TO DOCUMENT MANAGEMENT

We simplify and strengthen your IT, from core infrastructure to future-ready transformation. Our comprehensive service offering includes M-Files, an intelligent, metadata-driven document management platform that helps organisations take control of their information. Instead of relying on complex folder structures, M-Files classifies documents by what they are, making them easier to find, manage and protect.

With M-Files now working natively inside Microsoft 365, your documents are stored securely through SharePoint Embedded while M-Files provides the structure, automation and governance. Your team can work in Outlook, Teams and SharePoint as usual, with the added benefit of faster search, better compliance and stronger information control.

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WHAT IS M-FILES?

M-Files is a modern document management system designed to help organisations improve productivity, reduce risk and streamline information-centric processes.

KEY CAPABILITIES INCLUDE:

  • A single, centralised repository for documents and records

  • Metadata-driven structure instead of folders

  • Automated workflows and approvals

  • Complete version history and audit trails

  • A single, centralised repository for documents and records

  • Secure access control and retention management

  • Strong compliance features

  • Seamless integration with Microsoft 365 and other business systems

HOW M-FILES SOLVES EVERYDAY DOCUMENT CHALLENGES

Through the M-Files and Microsoft partnership, organisations gain a unified and secure document experience. M-Files is the first document management system to store content natively within Microsoft 365, combining Microsoft’s collaboration tools with M-Files metadata, automation and governance.

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Challenge 1: Finding the right information takes too long

Searching through folders or guessing file names slows teams down and creates frustration.

M-Files removes the guesswork by using metadata to automatically handle naming, context and access. Information becomes easy to find because M-Files connects to your existing systems and shows documents wherever they live. With enterprise search and clear, contextual views, your team can find what they need in seconds.
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Challenge 2: Manual processes create delays and mistakes

Paperwork, approvals and manual steps often lead to bottlenecks and inconsistent results.

M-Files streamlines your processes by automating document workflows from end to end. Templates, tasks and notifications guide staff through the right steps every time. External collaboration is built into the workflow, making it easy to work with clients or contractors while keeping everything organised.

 
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Challenge 3: Security and compliance rely too much on individuals

When permissions and retention are handled manually, mistakes increase the risk of data loss or non-compliance.

M-Files applies permissions automatically based on document type, client, project or any business rule you choose. Compliance controls are part of everyday workflows, supported by automated audit trails. Retention policies run in the background across systems, users and teams, helping your organisation stay protected and compliant.

See How M-Files Can Transform Your Organisation

M-Files helps your team find information faster, work more efficiently and reduce manual effort. Its metadata-driven architecture, embedded workflows and advanced artificial intelligence give organisations a structured, secure and future-ready way to manage documents.

With clearer processes and better visibility, you can reduce information chaos and improve productivity across the business.

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CORE FEATURES

Whether you are improving collaboration, reducing manual tasks or strengthening compliance, M-Files includes powerful capabilities that simplify document and information management:

Metadata-Driven Classification
Organise information consistently across your organisation with smart metadata rules.  
Automated Workflows
Digitise approvals, reviews and routine processes to reduce manual effort.  
Version Control & Audit Trails
Maintain complete visibility over document changes and ensure teams always use the correct version.  
Secure Access & Permissions
Protect sensitive information with automated, policy-driven access controls.  
Centralised Storage in
Microsoft 365
Documents are stored inside Microsoft 365 through SharePoint Embedded while M-Files manages structure and governance.  
Integration Across Systems
Connect M-Files to CRM, ERP and other platforms to streamline information flow.  

POWERED BY GENERATIVE AI

M-Files Aino extends the platform with secure generative AI capabilities that place your organisation’s knowledge at your fingertips.

  • Ask questions based on company documents
  • Summarise information instantly
  • Translate content
  • Complete knowledge works faster and with greater accuracy

Aino delivers advanced AI features while keeping your data protected inside your existing M-Files environment.

PROVE BUSINESS IMPACT

Independent analysis shows the value of modernising document management.

The Total Economic Impact™ of M-Files 2023, a commissioned study by Forrester Consulting, found that organisations using M-Files experienced measurable improvements in:

  • Faster document search
  • More efficient workflows
  • Stronger collaboration
  • Better security and compliance
  • Higher productivity
  • Revenue uplift

Businesses reported a return on investment of up to 294%.

M-FILES NOW NATIVE IN
MICROSOFT 365

Through the M-Files and Microsoft partnership, organisations gain a unified and secure document experience. M-Files is the first document management system to store content natively within Microsoft 365, combining Microsoft’s collaboration tools with M-Files metadata, automation and governance.

Work Inside Microsoft 365
Access, create and manage content directly through Outlook, Teams and SharePoint.  
Smarter Search & Discovery
Find documents quickly using metadata and context, rather than folder paths.  
Better AI Results
Microsoft Copilot and M-Files Aino use structured and governed content to provide more accurate insights.  
Unified Security & Compliance
Content is stored within Microsoft 365 and governed by Microsoft Purview, with automated permissions and retention set in M-Files.  
Improved Return
Enhance productivity and governance without changing how your teams already work.  

WHY MANUX SOLUTIONS?

OUTCOMES MATTER

Manux Solutions has more than 35 years of experience supporting New Zealand organisations with secure, reliable and future-focused technology solutions. Our team provides complete M-Files implementation, migration and ongoing support.

WE HELP YOU:

  • Improve information structure and control
  • Meet New Zealand compliance requirements
  • Enable hybrid and remote teams
  • Modernise legacy systems and file servers
  • Streamline workflows and reduce manual processes
  • Get more value from Microsoft 365 and M-Files

Our local consultants work as an extension of your team to ensure your M-Files platform is configured and supported for long-term success.

Discover how our approach drives IT success ➜

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START YOUR M-FILES EXPERIENCE

See how smarter document management can improve productivity across your organisation.
Schedule a demo to learn more or start a free trial to explore the platform.
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FREQUENTLY ASKED QUESTIONS

How is M-Files different from a folder system? M-Files uses metadata to categorise documents, allowing you to search by what a document is rather than where it was stored.
How does M-Files store content in Microsoft 365? M-Files stores content natively using SharePoint Embedded and manages it through metadata, workflows and permissions.
Can Manux migrate our existing files? Yes. We assist with migrating content from file shares, older systems and other cloud platforms.