Find the approved version years later
A project produces drawings, reports, contracts, minutes and a great deal of email. Years later someone asks which version applied on a given date, and who approved it. Project document management on M‑Files keeps each document under its project with its whole history, approvals included.
Everyone on the project opens the same version
Filed once under the project
A document belongs to the project, so it appears under the project and in every other list it fits. There is one copy.
Every earlier version kept
Every saved change is a new version, and the earlier ones stay available. While you have a document checked out, nobody else can edit it.
Approval that goes to the next person
Documents go through review and approval step by step. Each step can hand the task to the next person and change who has access.
Lists that show your own projects
Each person can have lists such as the active projects they are involved in, or the documents they edited recently.
Open it from your desk or your phone
Project documents open from the desktop client for Windows, the web portal or the mobile app.
A dashboard for each project
With CtrlPortals from our development partner CtrlDocs, each project gets a dashboard with progress, open items and a Gantt chart of the plan, drawn from the live data.
Share with clients and subcontractors
A project rarely stays inside one company. The client wants the current drawings, the subcontractor needs to write in the method statement, and the correspondence has to end up with the project.
- Hubshare for the client — With M‑Files Hubshare, you share selected project content with invited clients and partners, who see only the hubs they are invited to.
- CtrlShare for writing together — CtrlShare, from our development partner CtrlDocs, opens a document for a subcontractor to edit with you in OneDrive for Business. They are invited by email, confirm with a code, and there are no public links. The document returns to M‑Files as a new version.
- Email under the project — Emails to and from the client are filed from Outlook with the project on them, and M‑Files can pick up the customer or the contact from the email.
See where the project stands, from M‑Files
The project's tasks are records in M‑Files, next to its documents. CtrlPortals, from our development partner CtrlDocs, draws them as a plan, with a bar for each task, arrows between the tasks that depend on each other and a line for today. The same tasks can be seen as a board, a calendar or a list.
- The board for the weekly meeting — The board shows the tasks by state, with the hours in each column added up underneath.
- One colour per person — Bars and cards carry the responsible person's colour, so a plan reads by who does what.
Each new project gets its team in Teams
CtrlTeams, from our development partner CtrlDocs, creates the team and its channels from the project in M‑Files, and brings the documents back with the project's details on them.
From template to archive
Give the project a template and connect it. The team is created with its members, folders and template documents. People work in Teams, the files come back to M‑Files, and at the end the team is closed and archived.
Set the folders once, get them in every team
Choose a standard folder structure for the project, and the same folders appear in its team or channel when the project is connected.
Approved templates, wherever the document is created
A team starts with the approved versions of your document templates. New documents come back to M‑Files with the right details, whether they were made from a template, in a folder or in the chat.
Archived when the project closes
When the project ends, its documents are still needed for the warranty period, the next phase or a dispute, and later they are not. A rule handles both.
Archived or deleted by rule
A retention rule counted from the project's end date marks the documents for archiving or deletes them after the period you set. Deletion first hides a document from users; permanent destruction is a separate step.
The Teams team closes with it
With CtrlTeams, from our development partner CtrlDocs, the project's team in Microsoft Teams is closed and archived at the end, and the files are back in M‑Files with the project's details on them.
Found years later
Search by project, date, type or a word in the text. What opens is the approved version, with the earlier ones behind it, from the desktop client, the web portal or the mobile app.