8951 Synergy Drive, Ste. 223, McKinney, Texas 75070 sales@provox-systems.com

The Product

Innovative Information Management

M-Files is the most intuitive and innovative Intelligent Information Management/Document Management System on the market. It will provide you with numerous features to manage documents and files from different sources and in different locations. It will also provide your users with a transparent and seamless Document Management.

Everything In One Place

Sometimes finding the right document when you need it seems impossible. Where was that file saved? Who edited it last? What if it doesn't matter? M-Files organizes everything in one centralized place based on what it is, so you never have to remember where it's saved or which version is the right one.

Find it fast

Search for and access files however you want - by client, project, date, status or other criteria. It's completely dynamic, which means you can organize and display information any way you want to. Say goodbye to static folder structures.

It's always up-to-date

In M-Files, you always know what is the latest version of the document. We also store the old versions for you automatically.

Just save it

Adding files and documents to the vault is simple. Just save the document and tell M-Files what type of content it is.

No more duplicates

With M-Files, the same document can be found many different ways. For instance, a document related to a customer and a project will show up based on the name of the customer, project, or both.

The One And Only Version

Want to make sure that no one modifies a document while you're editing it? Just check the document out in M-Files to protect it from any changes while you make updates. Checking it back in when you're done allows everyone to view your changes or make any future edits.

Check it out

Check-in and check-out functions, so you can keep track when a file is being edited and who is making changes.

Track everything

View a change lock of every version of the file that shows which user made edits, when they were made as well as other information about the lifecycle of the document.

Preserve old versions

Preservation of old versions and the ability to revert back to previous versions is built into M-Files.

Edit simultaneously

Multiple people can co-author at the same time. You can even invite external users to the co-authoring session.

Find The Right Content Instantly

Searching for (and finding) information in M-Files is simple and lightning fast. Search by document name, customer, document type, keyword, and more. M-Files even searches inside documents to make sure you can easily find anything you're looking for. And with efficient local caching, files open fast even with slow and unreliable network connections.

Search with any keyword

Looking for a recent invoice or proposal? Just type the related information in to the search field and hit ENTER.

Relevant results appear first

M-Files automatically ranks search results to make sure the most relevant documents and information appear at the top of the list.

Search inside documents

M-Files advanced search capabilities, so you can even search the contents of documents - not just titles and metadata.

No duplicates

Only the latest of every document is shown in the search results, so you'll never have to deal with confusing duplicates.

Dynamic Views

Dynamic views are virtual folders that organize information automatically. Everything in M-Files is organized by WHAT it is instead of WHERE it's stored, which enables you to manage and view documents and other items exactly how you want to.

View everything exactly how you want to

No one knows how to organize your stuff better than you. Standard folder-based systems force you to conform to a pre-determined structure - one that might not work for you. M-Files allows you to view all of your documents and information in the way that's most natural and efficient for you.

Access views from any device

You're not always sitting in front of a computer. Most systems require you to be at the office to be productive, M-Files mobile apps for iOS and Android give you access to all of your custom views from any device you're using.

See how everything is connected

Every bit of information in M-Files is interconnected. Want to see other invoices from a certain customer or view all related customer's contact information? M-Files makes it easy to have a full 360-degree view of your entire business.

Create or modify views at any time

When using a standard folder structure to organize company files, you're stuck with the system that exists. In M-Files, you can easily create new views or modify existing dynamic views to meet your needs. Since views are simple filters that show you relevant files and information, you never have to worry about duplicates.

Instantly Familiar

M-Files integrates directly with the Windows Explorer interface - so there's no learning curve. You can access the document repository just like a disk drive, and drag and drop files into and out of M-Files in seconds

Guarantee high user adoption

The biggest challenge of deploying a new system is getting everyone to use it. With M-Files, user adoption is never a problem because it conforms to how you work. Manage documents, information and processes without having to consult a user manual. It's intuitive, accessible from all of the programs you use and it just works.

Save to M-Files from any program

M-Files acts just like a normal drive location, so you can easily save to your vault from any program.

You already know how to use M-Files

Learning a new system is usually a tough, time-consuming process. Since M-Files looks and feels so familiar, you don't have to deal with the frustration of learning how to use something foreign.

The same interface across platforms

Whether you're using a Windows PC, Mac or Web Access via a web browser, M-Files looks the same.

Save to M-Files from any program

M-Files acts just like a normal drive location, so you can easily save to your vault from any program - like Word, Excel or PowerPoint.

Smart folder in Microsoft Outlook

M-Files Smart Folders know exactly what documents are and who they are related to, so you don't have to manually save emails and attachments to the M-Files vault.

Built-in M-Files ribbon

The M-Files ribbon that's built in to Microsoft Office provides quick access to important functions within Microsoft Office programs. Easily open, save, check in or out and more by selecting the M-Files tab.

Preview everything in M-Files

M-Files allows you to preview all kindes of documents quickly. The preview pane shows most popular file types, like Word documents, Excel spreadsheets, PowerPoint presentations and PDF's.

Share and Social ECM

Sharing documents in M-Files is as easy as a right click. Whether you need to send a document to someone outside of your company or collaborate with colleagues, M-Files keeps everything streamlined and organized.

No more email attachments

Send a direct link to any document in the M-Files vault so that no matter how many different people are viewing and editing, it's always the same up-to-date file.

Automatic Permissions

M-Files uses role-based and metadata-based security to automatically enable and restrict access to certain documents so that the right people see the right information.

Share content with external contacts

Share content securely with third-party contractors directly from M-Files.


Multiple people can edit the same file simultaneously without having to worry about version issues or duplication. In addition to other M-Files users, external contacts that don't have access to M-Files directly can still participate in co-authoring!

Access M-Files Anywhere

Sometimes work needs to get done when you're away from the office. M-Files allows you to access any document, anywhere, any time.

Native Mobile Apps

With M-Files mobile apps, you can access M-Files repositories from iPhone, iPad and Android devices. Install the apps on your mobile device from the Apple App Store and Google Play.

eSign from a phone or tablet

M-Files Mobile enables businesses to maintain compliance outside of the office. The eSignature capability integrated into M-Files allows for regulated businesses to approve and monitor processes... even from a mobile device.

Scan documents and receipts

Take a photo of a document or receipt with your smartphone no matter where you are and save it to M-Files using the M-Files mobile app.

Review and approve from your mobile device

Manage and track business processes while you're away from the office. M-Files mobile apps allow you to review documents like contracts and invoices and approve everything from your smartphone or tablet.

Stay compliant

M-Files fulfills the technical requirements for FDA 21 CFR Part 11 and EU GMP Annex 11.

Review and approve faster

Managing and tracking workflows like contract and invoice approvals requires a lot of time. M-Files frees up more hours in the day by automating processes like contract management. Get notified when a document needs to be signed.

Eliminate unnecessary paper use

Electronic signatures replace the need to print and sign countless documents.

Sign from your mobile device

Sometimes work needs to get done when you're away from the office. M-Files allows you to sign documents - anywhere, any time.

Automated Workflows

M-Files automated workflows streamline common business processes (like contract approvals, controlled content, invoicing, etc.) so you can stay productive and ensure compliance. M-Files automatically monitors each step of the workflow process and sends a notification when there's something that needs to be handled. It's simple, quick, and built in to M-Files.

Review and approve faster

Managing and tracking workflows like contracts and invoice approvals requires a lot of time. M-Files frees up more hours in the day by automating processes like contract lifecycle management (CLM). Because M-Files knows who is responsible for every task along the way, notifications are sent automatically.

See the entire history of everything

All workflow steps are tracked in the version history of each file. Audit-proof your business while gaining full visibility into all of your important business processes.

Automate processes

Manually managing day-to-day processes isn't a good use of your time. M-Files automates workflows like: "verifying a new version of an SOP has been reviewed and approved by the management team before it's provided to employees". That means you can ensure consistency while M-Files verifies that every step in your business process is followed.

Learning and development

Managing and tracking learning requirements and training tasks can be a huge task. M-Files allows training assignments to be created, completed and tracked seamlessly. From orientation to new skill development, ensuring employees are trained and prepared is vital for business success.

Document Templates

Eliminate unnecessary recreation of documents with M-Files document templates. Quickly create a template that will fill in information automatically for commonly used documents.

Stop recreating documents

70% of documents and files get recreated. M-Files keeps everything organized and makes sure there's only one up-to-date file, so you never have to remember which version is the right one.

Save time

M-Files pre-fills important document fields automatically based on information that's already in M-Files. You'll never have to manually enter a customer name, address, or date again.

Eliminate mistakes

Recreating documents can create compliance & legal issues because every contract, agreement, or legal document looks different. M-Files helps reduce the risk of unsatisfactory audits and regulatory non-compliance by organizing, recording and automating everything.

Make templates for almost anything

M-Files document templates are available for Word, Excel and PowerPoint documents.

Automatic Permissions

Metadata-driven permissions: a revolutionary approach providing unprecedented power and flexibility for user access control management.

Permissions based on what something is instead of where it's stored

With M-Files, you can set access permissions for entire classes of documents and data objects, as well as individual documents and objects, and even for different versions of the same document or object - including assigning roles that give different levels of access to different users or user groups, such as managers.

Secure content while making it accessible

It's important to keep your content safe while making sure everyone in your company has access to the files and information they need. Permissions are set automatically and dynamically in M-Files. Automate data security and accessibility for everyone.

Focus on the important stuff

Your time is precious. The last thing you need to worry about is spending time manually establishing employee access rights to company information. M-Files reduces the demands for IT involvement by enabling those closest to the business need to easily configure the system to meet their requirements.

Flexible organizational permissions

If there is a management or organization change, changing the supervisor of the employee in M-Files allows all related documents to become visible to the new supervisor.


Simultaneously edit shared documents with co-authoring in M-Files. Check a document out in M-Files and send the co-authoring link to co-workers, work groups and external collaborators to seamlessly edit a single document.

Share & collaborate securely

Sharing documents in M-Files is as easy as a right click. Multiple people can make changes to a document simultaneously and it's easy to see who is editing and what they're doing.

Work together without duplication

There's no need to create multiple copies of the same document because it's easy to work on the same file simultaneously.

Share with external parties

M-Files uses Microsoft OneDrive to securely share all kind of files with third parties that don't have access to your M-Files vault.

Co-author on mobile devices

Want to make changes to a document on your iPad? M-Files co-authoring supports Microsoft Office Online, so you can make edits from smartphones and tablets.

Take it Offline

Accessing important information and documents no matter where you are is vital. M-Files offline availability allows you to view, edit and save documents even without access to WiFi or a network connection.

Stop copying files to your desktop

Once you've copied files to your desktop, remembering to move the documents you've updated back to the company server is a challenge. M-Files offline availability updates files you've made changes to automatically.

No more sync errors

One approach is to synchronize certain network folders for offline access. That can be a slow and error-prone process and if the document you need wasn't saved to a certain folder, you're out of luck. M-Files knows exactly which content you need on the go based on WHAT it is instead of WHERE it's saved.

Only the stuff you need

You don't need everything available for offline use. Dynamically choose which content you need offline (like all documents related to a certain customer or project) and M-Files makes sure it's available.

Offline in mobile

M-Files Mobile apps support offline use too: synchronize the key documents on your iPad before a long flight, or file the receipts in offline mode. We'll synchronize your changes automatically when you connect to WiFi again.

High-Speed Scanning

Scan up to 10,000 pages per computer per day. Compatible with Twain scanners and MFPs, and supports scanning from network folders.

Data Extraction and Document Indexing

Extract data from scanned documents via OCR, barcode, patch codes and ICR (intelligent character recognition) and use validation rules to improve accuracy.

Document Classification

Classify scanned files automatically based on document layout. M-Files can also process batch scan jobs and separate batches into logical documents.


Export scanned documents directly to a cloud or on-premises M-Files vault with metadata and use the full brevity of the M-Files feature set, such as automatic permissions, notifications, and workflow to further streamline your processes.

Annotations and Redlining

Annotations and redlining capabilities enable any M-Files user to add comments to a document without modifying the original file.

Every bit of feedback in one place

See all annotations and comments at once, or view each bit of feedback individually.

Print documents with annotations

Want to see all of the annotations and redlining on a hard copy of the document. M-Files supports printing documents with annotations.

Supports most file types

Use annotations and redlining in M-Files on PDF files, Word documents, Excel spreadsheets, PowerPoint presentations and Visio drawings.

See every previous annotation

M-Files automatically saves every annotation so you can see the entire history of a file quickly and easily.

Quality Management and Regulatory Compliance

Tracking quality and compliance processes and verifying completion can be extremly time consuming. Maintain regulatory compliance and ensure product quality consistency with M-Files.

Disseminate up-to-date policies and procedures

What if everyone in your organization could find the right information quickly? In M-Files there's only one version of every document. No matter what type of quality document is needed, it's always current.

Keep track of critical tasks

You've identified something that needs to be changed and created a new procedure. That's great. But how do you verify that the correction was implemented? M-Files keeps track of all required activities and assignments to make sure your fix is being implemented.

Automate quality processes

Your company depends on you to keep things under control. You need to ensure specific procedures are followed, but you shouldn't have to manually manage day-to-day processes. M-Files automates quality workflows like change control, CAPAs and training. That means you can ensure consistency while M-Files verifies that everyone is following procedures.

Reduce regulatory risk

Failing to comply with standards and regulations is expensive and risky. From ISO 9001 to FDA 21 CFR Part 11, our job is to help you stay compliant. M-Files helps reduce the risk of unsatisfactory audits and regulatory non-conformance by organizing, recording and automating everything in your business.

Enterprise-Grade Security For All Organizations

Data security must be a priority for you whether you use M-Files in the cloud or run it on your premises. We take your privacy and data protection seriously and help you to ensure your content is not compromised. M-Files can also help you in fulfilling the technical requirements of several industry standards and regulations.

Extensive secruity features for your protection

M-Files is built with security in mind. We provide a comprehensive security feature set that covers automatic access control settings for content, audit trails, multi-factor authentication, encryption, key management, data-loss prevention, and more.

Easily control access to content

M-Files offers metadata-driven access and user rights with automatic permissions. Access rights of a document follow the organization structure or roles defined, and different permission levels can be set automatically.

Certifed reliability

M-Files' cloud operations are certified for ISO 27001:2013 international information security management standard that regulates the approach to managing sensitive company information and associated risks. Additionally, our Quality Management System is ISO 9001:2015 certified.

High availability and fast recovery

M-Files is hosted on Microsoft Azure, giving you the benefit of Microsoft's scalable and reliable cloud-based platform and geographically distributed data centers. M-Files can also be run on-premises on common virtualization platforms. All content changes are automatically versioned and you can always roll back to recover from unintended changes. Moreover, standard users cannot destroy data in M-Files permanently, and the solution supports multiple fast disaster recovery features.

Find relevant information

Find critical files from connected network foldes, SharePoint, or other repositories like Documentum. You can configure crawling rules per repository to find, for example, all documents containing sensitive personally identifiable information (PII).

Manage sensitive information

Process identified information with workflows that for example, ensure that misfiled documents are moved to a more appropriate or secure medium.

Tag sensitive information

Using metadata, tag documents that for instance, include sensitive information or are related to a particular project or case.

Improve Regulatory Compliance

Identifying sensitive information and business critical records can help your organization achieve better compliance with regulations, such as GDPR.