Announcement: Microsoft and M-Files partner to transform NZ businesses [Learn How]
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Work DocSmarter, Not Harder

Your team can securely access the correct information instantly, from anywhere with M-Files - an affordable solution for businesses of any size!

M-Files gives your team secure, instant access to the right info from anywhere. Simple, smart, and built for any business!

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High return on investment, validated by independent research from
Forrester Research
%
M-Files highly recommended by Gartner Peer Insights respondents
Nearly all Gartner Peer Insights respondents recommend
M-Files
%
Increased efficiency through automated business workflows
Significantly greater efficiency achieved through the automation of business workflows
%
Enhanced ability to find documents and information faster with M-Files
%

Discover
the next generation
document management.

AI to the rescue
Let us keep you ahead of the pack

We lead the industry in document management AI solutions.

What is SharePoint actually costing you? Don’t be fooled

See why this does not work anymore.

M-Files out of the box

Taking document management to the next level.

Search across multiple systems

1 search box to rule them all – SharePoint, Google Drive, Teams, Salesforce & More.

DocSmart have provided M-Files solutions to over 180 customers, including:

Since meeting with DocSmart, the level of professionalism in understanding our requirements has been exceptional. The possibilities with M-Files are endless, and we know that the DocSmart team will deliver on their promise by ensuring we have the best storage solution.
Sharlene Van Dijk Lexus of Auckland City
DocSmart helped optimise our M-Files to automate generation drawings and site cable change management, enhance data integrity, and securely share documents with key stakeholders.
Kevin Harman Manawa Energy
Working with M-Files and the DocSmart team has been a game-changer for us in our aspiration to build a digital library for football in New Zealand. The DocSmart team have been there to support our journey and navigate the challenges of digitising documents, some of which are nearly 100 years old.
Neil Coventry NZ Football Foundation
Early on, we saw that a major benefit of M-Files was its ability to shape to our needs, rather than REA needing to change processes to fit with M-Files.
Alexia Reedy Real Estate Authority
M-Files is great! It gives me the confidence to know I can always find what I need quickly and easily.
Ruth Steele Rothbury Insurance Brokers
We just knew this was the solution we were looking for. The deeper we analysed the solution, the clearer it became that M-Files would be right for CDC.
Schalk Breytenbach Clutha District Council
We’re so glad we implemented M-Files, it allows us to access all our documents and information when we work from home.
Gareth Knight Affiliated Insurance Brokers
M-Files has allowed us to move away from paper-based processes and smooth out the workflows, making them more efficient.
Jason Ross E tū
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Why people choose M-Files over “The Other Guys”

Companies often say, “We already have a folder structure” or ask, “Why not just do it in SharePoint?”
The answer is simple: M-Files is superior in practically every way!
  • SharePoint

Metadata-Driven

Instead of relying on traditional folders, metadata-driven document management lets users search for a document by what it is, not where it's saved. Think of it like Spotify: you don't need to remember which playlist a song is in - you can find it by artist, albums, or genre.

Managing Information with metadata removes the headaches caused by folders: no more duplicate documents, broken links, or digging through layers of folders to find what you need. Just fast, flexible access to the right information every time.
  • M-Files
  • Network Folders
  • SharePoint

Automated Permissions at a Document Level

Traditional document managment systems manage permissions by location, staff need to know where to put a document to ensure the permissions are correct. With M-Files, your staff can feel safe with metadata-based permissions which are automatically assigned at the document level based on roles and security policies...

No more security breaches, AI crawling risks, or information governance nightmares - just the right people accessing the right information, every time.
  • M-Files
  • Network Folders
  • SharePoint

Automatic Version History

In M-Files, whenever you find a document, you know it's the correct version!

Every change is automatically version controlled and time-stamped. If a mistake happens, you can easily roll back to a previous version - no more asking IT to restore from backups.

  • M-Files
  • Network Folders
  • SharePoint

Unlimited Version History

With no limits on stored versions, you always have a full history of changes. Whether it’s a minor edit or a major revision, every version is kept.

This is crucial for businesses needing long-term records for compliance or project tracking. You’ll never have to worry about losing valuable document history.
  • M-Files
  • Network Folders
  • SharePoint

Built-in Workflow

Documents automatically follow preset workflows, ensuring smooth approval processes. No more chasing people for sign-offs, everything moves efficiently.

This keeps business operations running smoothly, reducing delays and boosting productivity. Documents get where they need to go fast.
  • M-Files
  • Network Folders
  • SharePoint

Generative AI Assistant

M-Files’ AI Assistant 'Aino' can extract key insights, summarise content, and answer questions about documents, regardless of language. It helps you cut through information overload, speed up decision-making, and save valuable time on manual work.

This improves efficiency and helps businesses make faster, more informed decisions. Aino works in real time and integrates seamlessly with your workflows, taking care of tedious tasks so you don’t have to. It’s like having a smart research assistant built into your document system.
  • M-Files
  • Network Folders
  • SharePoint

AI-Based Automated Metadata

When saving documents, M-Files Aino takes care of classifying and organising the information for you.

With Aino, your staff can extract useful information from documents and save it for later. Aino goes beyond just capturing metadata - it can make smart, human-like deductions that drive permssions, workflow, follow-up actions and more!
  • M-Files
  • Network Folders
  • SharePoint

Management of Structured Data as Objects

Beyond just documents, this system treats unstructured data such as customers, projects, suppliers, audits, assets, and more as connected objects.

This is what separates M-Files from other document management systems, it's not another silo - it's a platform that makes it easier to track and manage your business's data holistically.
  • M-Files
  • Network Folders
  • SharePoint

Enterprise Search

M-Files has powerful google-like search capabilities which can search across multiple repositories at the same time. This includes keyword search across the content of documents in all your connected repositories, such as Network Folders, SharePoint Online, MS Teams, and Google Drive.

With M-Files, your staff can quickly find what they need, work more efficiently, and avoid frustration - no matter where documents are stored. (And don’t worry - they’ll only see what they’re allowed to, thanks to metadata-driven permissions!)
  • M-Files
  • Network Folders
  • SharePoint

Fully Integrated Portal Solution

A centralised portal provides employees, partners, and customers with easy access to the documents they need. Everything is in one secure place.

This streamlines collaboration and communication, making it easier for businesses to manage shared files efficiently.
  • M-Files
  • Network Folders
  • SharePoint

Built-in Outlook Integration

M-Files integrates into the Microsoft Office suite seamlessly, including Outlook - making it easy for staff to save important emails and tag them to the right customer, project, or case.

No more losing key emails in someone’s old inbox. With M-Files, you can always find the email you need, when you need it.
  • M-Files
  • Network Folders
  • SharePoint

Automatic Retention & Disposal

With M-Files, documents can be automatically archived or destroyed based on metadata - helping you meet compliance requirements and avoid digital clutter.

M-Files becomes your document controller. No more manual sorting or guesswork. M-Files keeps your records organised, your data secure, and your business audit-ready at all times.
  • M-Files
  • Network Folders
  • SharePoint

Seamless Integration with Enterprise Systems

This system integrates with platforms like Salesforce, SAP, and Microsoft Dynamics, reducing manual data entry and duplication.

Users can access and manage documents within their familiar tools, streamlining workflows and improving efficiency.
  • M-Files
  • Network Folders
  • SharePoint

Got questions about M-Files? We've got answers!

M-Files is a smart document management system that helps businesses organise, find, and secure information with ease. Unlike traditional folder structures or SharePoint, M-Files uses metadata-driven classificaion, search and AI, so you can quickly save and locate files without wasting time digging through folders.

Yes! M-Files offers cloud, on-premises, and hybrid options, so you can choose what works best for your business.

It all begins with a quick 15-minute chat to see if M-Files is the right fit for your business. We’ll ask you a few simple questions to understand your document management needs. If it’s a good match, we'll arrange a demo to show you how M-Files will help you solve your current business challenges.

Pricing depends on your business needs and the number of users. But don’t worry – M-Files is designed to be cost-effective with a solid return on investment. Book a free consult, and we’ll give you an estimate tailored to your business

Folder systems like SharePoint rely on people knowing where files are stored. M-Files uses a metadata-based approach that organises documents based on what they are, not where they're saved. This means no more lost files, document duplicates, or complicated permission structures.

Ready to Work DocSmarter?

Let M-Files and AI do the heavy lifting. Book a free consult to see how intelligent document management can make your team’s life easier.
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