Streamlining Contract Management with M-Files

DYNAMIC CONTENT MANAGEMENT

STREAMLINING CONTRACT MANAGEMENT WITH M-FILES SOLUTION


► Presence of multiple copies of the same contract and, thus, most up-to-date version can not be easily found

► Contracts are stored in a way that exposes their company to risks (for example, on their workstations or in email programs)

► Contract approval is done in hard copy or by email making it difficult to control this process and to manage eventual delays

► Contract expiration is tracked by manually reviewing the electronic or hard copies

Key business challenges of contract management the organizations face with


► Ensure employees to access most current version of the contract

► Automate contract lifecycle workflows by using embedded workflow modeler supporting both sequential and parallel approval methods

► Track the expiration of the contracts providing the automatic email notifications about expiring contracts and provide automatic renewal capabilities

► Identify delays occurred within the contract lifecycle► Maintain continuity of the contract activities by automatic

delegating the responsibilities from absent employees to their substitutes for the absence period

M-Files for Contract Management Solution


Saving documents

► M-Files is integrated to Windows► Saving directly from Windows folders or Microsoft Outlook


Metadata structure► Predefined metadata structure

available out of the box ► Easy customization based

on your needs► Document metadata card is

assigned with file at creation


Instant visibility ► Contracts and other data are

displayed via dynamics views► Dynamics views based on

document metadata► Views are centrally managed► Anyone can create views

specific to them


Instant visibility ► Any document can be displayed in many dynamic views without

document duplication, for instance: By department

By document status


Microsoft Office integration► Creating documents based on

templates► Embedded integration with

Microsoft Word, Excel, PowerPoint, Outlook and SharePoint

► Document auto filling based on metadata properties


Version control► Changes are recorded automatically► Full audit trial available► Rollback to previous version is possible► Versions can be compared via M-Files

toolbar from Microsoft Word

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Search capabilities

► Easy to use and easy to find► Searching based on metadata and file content► Advanced search capabilities


Information security► Access to the contracts is always

based on user permissions► Different permissions levels:

read only and modify► Permissions can be set

automatically based on the metadata


Contract lifecycle workflows

► Flexible and easy configurable workflows► Support for both sequential and parallel approval methods► Email notifications when document is assigned for user action


Contract approval

► All documents assigned to certain user are displayed in single view

► Automatic definition of approvers based on contract conditions declared in common approval lists


Approval statistics

► User action records are created automatically► Elapsed time is calculated taking into account working day hours,

weekends and public holidays► Start and end time saved in local and UTC time formats► Approval transactions can be printed


Monitoring contracts

► Notifications about expiring contracts based on metadata► Automatic contract renewal functionality► Time intervals freely configurable


Multi-file documents

► Multi-file document may contain several files► Multi-file document approval applies to all the files attached to

such document


Employee substitutions► Registration of vacations,

illnesses, business-trips and other absences

► Contract documents assigned to certain employee are automatically available for editing or approval to their substitute during absence period


Web- and mobile user interfaces

► Web-access via any popular Internet browser, such as Internet Explorer, Mozilla Firefox, Google Chrome, Safari

► Native mobile apps for iPhone/iPad, Android and Windows Phone devices


► Direct connection to any database

► Packaged integrations for Microsoft Dynamics, SAP, Salesforce, NetSuite, ConnectWise, etc.

Integration with business systems


About FTS► European presence: Offices in The Netherlands, Bulgaria,

Russia, Ukraine and associated companies in Poland and Hungary

► Trusted system integrator: 250+ customers including IKEA, Bacardi Martini, Schneider Electric, Stockmann, Ogilvy, BNP Paribas, etc.

► Deep IT expertise: Successful implementation projects of Microsoft Dynamics AX/NAV/CRM, Deltek Maconomy, M-Files and Microsoft Power BI

► Strong team of professionals: 50+ IT consultants and developers


About M-Files► Developed by Finnish-based M-Files Corporation► M-Files Corporation is Microsoft Gold Partner for Application

Development► Powerful, metadata-powered enterprise information

management (EIM) and document management solution ► Designed in accordance with ISO, FDA, EU GMP, HIPAA

quality regulations and standards► Ranked as one of leading ECM/EIM solutions by Gartner,

Forrester Research and Nucleus Research ► M-Files solution is used by more than 4500 customers in 100

countries worldwide


Recognition of M-Files as one of ECM-market leaders“M-Files is unique with its strong metadata-centric approach to enterprise information management.“

The Forrester Wave™ Report ECM Business Content

Services, Q3 2015

Any questions? Please contact us:

Artem ShpachenkoBusiness DirectorFTS GroupEmail: [email protected]: www.fts-eu.com

Software

Streamlining Contract Management with M-Files