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GlossaryWhat is a digital dossier?
A structured digital bundle of all documents, data and communication belonging to one client, project or case, always complete, always findable.
In short
A digital file is a structured, digital collection of all documents, data, and communications that belong to a single entity, a customer, project, case, or policy. In M-Files, a file is an intelligent object that automatically groups all related information based on metadata.
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What is a digital file?
In most organizations, a customer file is not an object but a search action. Documents are scattered across shared drives, email inboxes, and CRM systems. Compiling a complete customer history takes time and can lead to errors.
In M-Files, a customer file is a single central object. All documents linked to that customer, contracts, quotes, correspondence, invoices, minutes, automatically appear in the file. Not because they are stored in a folder, but because their metadata indicates that they belong to that customer.
SoftAdvice configures your file structure to fit your needs. Whether it's client files for an accounting firm, project files for an engineering company, or client files for a law firm, the file methodology in M-Files adapts to your industry and working methods.
Benefits of digital files in M-Files
Always complete
Every relevant document, email and communication automatically sits in the right dossier.
Immediately findable
Search by client name or project number. M-Files shows the complete dossier in seconds.
Better collaboration
Colleagues always work in the same current dossier. No more scattered files.
Access control per dossier
Each dossier has its own rights structure. Confidential files only visible to those involved.
GDPR-ready
Personal data per dossier automatically managed with retention rules and deletion.
Dossier history
Each dossier has a complete audit trail of all actions.
Implementing digital files in M-Files
- Step 1
Define dossier structure
Determine which objects form a dossier: client, project, case. Each receives its own metadata model.
- Step 2
Link document types
Define which document types belong to each dossier type: correspondence, contracts, invoices.
- Step 3
Automatic dossier formation
M-Files automatically groups documents via metadata, without manual action.
- Step 4
Set up workflow and status
Each dossier has a lifecycle: created, active, closed, archived.
- Step 5
Connection with CRM or ERP
Dossiers are synchronised with your CRM or ERP for consistent client data.
Frequently Asked Questions
What is a digital file?
A digital file is a structured digital collection of all documents, data, and communication related to a single entity, customer, project, case, or policy. In M-Files, it is an object with linked documents and metadata.
What is the difference with a folder?
A folder is a physical storage location. A digital file in M-Files is an intelligent object: it automatically groups all related documents based on metadata, regardless of their physical storage location.
How is a file automatically filled?
In M-Files, each document is linked to the correct file through metadata. Documents automatically end up in the correct file without any manual intervention.
How does access control per file work?
Each file has a rights structure derived from the metadata. A client file is automatically only visible to the involved account manager and colleagues.
Can a digital file be linked to my CRM?
Yes. M-Files integrates natively with Salesforce, Microsoft Dynamics, and other CRM systems. Customer data in the CRM is synchronized with the document metadata.
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