People in a Consulting Meeting

M-Files provides a modern approach to information management that enables a smarter way to work. It connects people with the content that they need, when they need it, regardless of where it is stored, to increase the productivity of knowledge workers, ensure a seamless digital experience, strengthen collaboration, enable business continuity, and reduce business risk. Recognised for Acquisition International’s Most Innovative Information Management Platform 2022 – USA award, we got in touch with founder and CEO, Antti Nivala to learn more.

M-Files’ unique metadata-driven document management platform enables knowledge workers to instantly find the right information in any context, automate business processes, and enforce information control. The company has thousands of customers in over 100 countries and nearly 600 employees in 11 offices across the globe.

Antti Nivala is founder and CEO at M-Files and serves as Chairman of the Board. Antti conceived the vision of M-Files and continues to lead the direction and development of the company and the product. M-Files has been recognised as one of the world’s most innovative technology companies by leading industry analyst firms, including Gartner, Forrester, and Nucleus Research. In 2021, Antti was named an Executive of the Year by the BIG Awards for Business. Additionally, he was recognised as CTO of the Year in 2016 and named Software Entrepreneur of the Year in Finland in 2015. Antti holds a master’s degree in software engineering.

We asked Antti a series of questions about M-Files and he obliged.

What benefits do your customers receive from this metadata-driven approach to document management?

“The M-Files metadata-driven document management platform allows content to be organised and processed based on what it is and does not depend on where it is stored or require a complex folder hierarchy structure. With this metadata structure, M-Files enables organisations to streamline and automate locating information, categorising, and indexing documents, assigning permissions, initiating workflows, and more. 

“A new commissioned study, ‘The Total Economic Impact of M-Files’, conducted by Forrester Consulting on behalf of M-Files, determined that customers using M-Files realise nearly a 270% return on investment (ROI) over three years as a result of enhanced compliance and audit processes, improved productivity, increased revenue, and improved client experiences.

“The research study revealed cost savings and business benefits enabled by M-Files, including the following: improved categorising and indexing of documents, by 60%; improved efficiency when searching for documents and information by 40%; and enhanced compliance and audit processes, by up to 25%.

“The Forrester study highlighted how our unique differentiation and metadata-driven approach provides customers with greater functionality and usability, improved employee satisfaction, and the ability to provide enhanced client experiences. The TEI study found that customers achieved millions in savings, attributed to advanced workflows, automated processes, improved collaboration, and elimination of inefficiencies.”

How is M-Files innovative?

“M-Files is built on a foundation entirely driven by metadata, so it doesn’t rely on where a user’s content is stored. Instead, it’s all about context, and leveraging the native AI self-learning capabilities that help personalise the overall user experience when working with content. During the shift to remote/hybrid work, employees have leveraged the power of metadata to not only search and organise, but also to manage, secure, share, and improve the visibility of content. This strong metadata foundation provides a unique level of flexibility that enables organisations to easily adapt to changing business needs.

“M-Files continues to make work-from-anywhere as effortless as possible, enabling employees to access the content they need, when they need it, ensuring a seamless digital experience.”

What distinguishes M-Files from other document management systems?

“M-Files is one of the only document management platforms that connects content in siloed repositories and other data systems and also governs information in other repositories. This gives knowledge workers a full 360-degree view of the content they need in just a few clicks. With M-Files, companies can digitalise critical business processes and keep information secured and controlled with ease while simultaneously allowing users to work within common applications such as Microsoft 365 and Salesforce.

“M-Files utilises its fully metadata-driven platform to better manage and govern information and doesn’t rely on where content is stored, enabling users to easily manage, secure, share and improve visibility of content directly in the platform. By using metadata to provide context, automate permissions, and manage information, M-Files gives users greater flexibility and increases staff productivity by automating tasks that need to be done manually with other tools.

“Through our innovative information management platform, we continue to set the standard for a smarter way to work. This year, we were recognised as a Visionary in The Gartner Magic Quadrant™ for Content Services Platforms report, where we were positioned furthest for completeness of vision. Our placement this year, particularly in the ability to execute category, demonstrates our commitment to continuous innovation and highlights our unmatched abilities to support digital client experiences. Additionally, M-Files received the highest score for the Information Governance use case and the top three highest scores across all four use cases in the Gartner® Critical Capabilities for Content Services Platforms report.”

For business enquiries, contact M-Files UK using their email – or on their website –