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Automate business processes. Every step keeps moving.
No e-mail chains. No "who was supposed to approve this?". Every document reaches the right person at the right moment, automatically, and every step is logged.
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Illustrative example
In short
Process automation in M-Files is built on document states. When a document reaches a status, M-Files notifies the right person, sets the access rights for that phase and logs the step. Typical first processes are invoice approval, contract review and HR onboarding.
Does this sound familiar?
"Who was supposed to approve this again?"
"My team costs €60 an hour to forward e-mails."
"The process lives in one Excel file nobody updates."
"We only notice it is stuck when the deadline has passed."
Why processes get stuck
Most organisations have processes, but they are improvised: via e-mail, word of mouth or a spreadsheet nobody keeps up to date. Nobody sees where a document is waiting, so delays only surface when it is too late.
| Today | With structure |
|---|---|
| Approvals by e-mail | Workflow routes to the right approver |
| No idea where a document is stuck | Status visible at every step |
| Documents typed from last year's file | dox42 generates them from your data |
| No record of who did what | Every step logged automatically |
What changes
Workflows that route themselves
Documents move to the right person when their status changes, with deadlines and escalation.
Everyone knows their task
Assignments and notifications arrive in Outlook and Teams, where people already work.
Documents generated, not typed
dox42 creates contracts and letters from M-Files data, ready for e-signing with Penneo.
Visual designer, no code
Workflows are configured in a visual designer, without programming.
How to automate document workflows and business processes with M-Files
Map your processes and identify automation opportunities
SoftAdvice maps your current document flows, where approvals happen, who is involved, where bottlenecks occur and what triggers each step.
Configure workflows, approval flows and document routing in M-Files
M-Files workflows route documents automatically to the right person. dox42 is connected where document generation needs to be triggered automatically from process data.
Go-live, expand and optimise continuously
After go-live, your team works with self-organising processes. SoftAdvice helps you expand automation to additional process areas over time.
Where this matters most
Accountancy & audit
Engagement letters, client onboarding and approvals in one flow.
Engineering & construction
Document review, transmittals and approvals per project.
HR departments
Onboarding and contract approvals, without chasing signatures.
Questions
What business processes can be automated with M-Files?
M-Files can automate any document-driven process that follows a predictable sequence of steps. Common examples include invoice approval, contract review and signing, HR onboarding, purchase request flows, quality document control, permit applications and customer complaint handling.
How does workflow automation in M-Files work?
M-Files workflows are built around document states and transitions. When a document reaches a certain status, M-Files automatically notifies the right approver, sets access rights for that phase, starts a deadline timer and logs the action. Every step is recorded without any manual administration.
What is the difference between automating processes in M-Files versus email or SharePoint?
In e-mail based processes, nobody sees where a document is waiting. M-Files workflows are configured in a visual designer without programming, driven by metadata, and adjust access rights at every step. SoftAdvice also works with Microsoft 365 and advises where each platform fits.
Can M-Files automatically generate documents as part of a workflow?
Yes. SoftAdvice integrates dox42 with M-Files to trigger automatic document generation within a workflow. When a contract status changes to "Approved", dox42 generates the final PDF from a Word template using data already in M-Files, saves it back automatically and routes it for e-signing via Penneo.
Will workflow automation disrupt our team's current way of working?
No. M-Files integrates natively with Microsoft 365, Teams, Outlook and SharePoint. Employees continue working in the tools they already use. Workflow notifications arrive in Outlook, documents are accessible from Teams, and approvals can be actioned directly from email.
How long does it take to automate our first process with M-Files?
SoftAdvice commits to a first process live within 30 days. A straightforward invoice approval or contract review workflow can typically be live within two weeks after the process analysis session.