M-Files, a document management system, is working with Microsoft to use AI to transform fragmented document systems with a secure and unified intelligent collaboration solution.
Diving into the future of document management, it explained that the digital workplace has made document management a core business priority rather than a technical afterthought. As organisations navigate growing data volumes and compliance demands, many still rely on fragmented legacy systems and departmental silos. The outcome is “content chaos” — where vital documents are scattered across email servers, shared drives, and multiple cloud platforms, eroding efficiency and compliance confidence.
Disconnected systems often fail to communicate, forcing employees to spend valuable time hunting for files, switching between applications, or recreating documents that already exist. This inefficiency slows decision-making and introduces significant risks, especially in regulated industries such as finance, healthcare, and manufacturing. The lack of version control and inconsistent metadata tagging further erodes trust in data accuracy, while poor user experience leads employees to resort to “shadow IT” solutions that undermine governance and security, it said.
For years, Microsoft SharePoint has served as the backbone of enterprise content management, offering centralised storage, real-time collaboration, and tight integration with Microsoft 365 tools like Teams and OneDrive. However, challenges remain. Duplicated files, manual metadata setup, and limited search intuitiveness often prevent users from locating or trusting their documents. Meanwhile, governance gaps and permission sprawl make compliance audits complex and increase the risk of data exposure, M-Files explained.
Recognising these issues, M-Files has partnered with Microsoft to redefine how organisations handle information. The integration leverages Microsoft’s SharePoint Embedded API, allowing seamless connectivity between M-Files and Microsoft 365, including experiences such as Loop and Copilot Pages.
Through this collaboration, companies can centralise governance, automate metadata tagging, and enhance compliance oversight with Microsoft Purview. M-Files enables organisations to store specific content directly in the Microsoft 365 tenant, reducing duplication and enabling effortless collaboration through familiar interfaces such as Teams, Outlook, and Copilot. Real-time co-authoring and AI-driven workflows become the norm, supported by strong security and regulatory controls.
At the centre of M-Files’ innovation is Aino, a generative AI assistant that allows conversational interaction with enterprise content. Aino can classify, summarise, and retrieve documents while surfacing context-aware insights. Combined with Microsoft Copilot, this creates an advanced AI-powered framework where document management becomes intelligent, automated, and adaptive.
For organisations deeply invested in Microsoft 365, M-Files provides the missing layer of order and intelligence. It transforms document storage into a dynamic, compliant, and insight-driven environment that supports productivity and engagement.
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