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M-Files workflows: approvals that move by themselves
Stop chasing approvals by e-mail. In M-Files every document moves through clear steps, with an owner per step, automatic reminders and a complete history. Configured visually, without code.
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Illustrative example
In short
A workflow in M-Files is a set of states and transitions a document moves through, such as draft, review, approval and archive. M-Files assigns the tasks, sends the notifications and records every step automatically, configured visually without code. SoftAdvice sets up workflows around your approval processes.
Why approvals by e-mail keep getting stuck
Documents travel as attachments. Someone forgets to reply, an attachment is outdated, the approver is on leave. Three weeks later nobody knows where the file is.
The result: delays, duplicates, missing signatures and processes that depend on people remembering, not on the system.
Approvals by e-mail
- The document circulates as an attachment
- No view on who has to act
- Deadlines are missed
- Several versions in circulation
- No audit trail for compliance
M-Files workflow
- The document moves through the process itself
- Every step has a named owner
- Automatic escalation when a deadline passes
- Always one current version
- Full history with timestamps
How a workflow works in M-Files
A workflow is a series of states, such as draft, review, signature and archive, connected by transitions. Each document is in exactly one state at a time, and each state can trigger actions automatically.
A transition can be manual (someone clicks "Approve") or automatic (M-Files sees that a condition is met). You can require an electronic signature for a transition, essential in finance and quality environments.
Think of a relay race: every runner has a stretch and only hands over the baton when done. M-Files makes sure the baton never hits the ground.
Document workflowsWalk through an approval workflow yourself
From draft to signed contract. Switch roles and see how M-Files guides the document through the right steps.
Click around: it works like the real M-Files.
What happens automatically in each state
Link actions to a state and M-Files carries them out the moment a document arrives there.
Assign a task
A review or approval task goes to a person or team, with a notification.
Notify stakeholders
An e-mail alert goes out the moment a document reaches a new phase.
Adjust permissions
An approved document becomes read-only for everyone except the archive owner.
Convert to PDF
The final version is saved as PDF on approval, with no manual step.
Workflows in your sector
Contract management
From legal review to commercial approval and digital signature, every step automated with a full audit trail.
Read moreQuality management
SOPs and work instructions go through a mandatory review cycle with electronic sign-off before publication.
HR onboarding and offboarding
Documents for a new employee go to IT, payroll and the line manager, each for their own step.
Invoice processing
Incoming invoices go to the right budget holder based on amount or cost centre.
Read moreEngineering files
Revision drawings and reports reach external parties only after the project manager approves them.
Read moreYour situation is different?
Tell us how your documents flow today. We show what M-Files changes for you.
Plan a demoFrequently asked questions
Do I need to program to build a workflow?
No. Workflows are configured visually in the M-Files admin console: states, transitions and actions without code. Scripting is optional for advanced logic.
Can a workflow start automatically when a document is created?
Yes. A workflow can start as soon as a document gets a certain class or metadata values, without any manual step.
What if several people have to approve at the same time?
M-Files supports parallel approval: either everyone must approve, or one approval is enough to move on.
Is there an audit trail of who approved what?
Yes. Every state change, approval and comment is recorded with timestamp and user, and can be exported.
Can a workflow react to the content or metadata of a document?
Yes. Transitions can be triggered or blocked by values such as amount, document type or client, for example to send invoices above a threshold to a senior approver.
Explore the other M-Files capabilities
Document workflows
Approvals that move by themselves.
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