Many organizations already use Microsoft 365. In this case, M-Files could become an unnecessary additional expense that can be eliminated by switching to Microsoft 365 document management.

M-Files has announced that it will switch to using the same infrastructure as Microsoft’s SharePoint. The service is known as SharePoint Embedded, and it means that M-Files will rely more heavily on Microsoft technology in the future. The change has led many customers to wonder whether maintaining a separate system is still sensible.

Microsoft 365 is already an everyday tool in most organizations. Outlook, Teams, OneDrive, and Office tools form the foundation of work, and SharePoint is an integral part of this ecosystem. When document management is successful within M365, a separate license for M-Files can, in certain situations, be an additional cost.

One platform also brings manageability. When data warehouses, processes, and users are in the same ecosystem, management is simplified and the overall architecture is clarified.

One-year payback period for document management

Separate licenses for M-Files can be a significant expense, particularly when considering that the same core functionality is also available in Microsoft 365. Many organizations, therefore, pay twice for document management – ​​once for M-Files and once in the form of Microsoft 365 licenses. Cost-effectiveness inevitably becomes an issue when paying for the same functionality for two different systems.

When document management is moved to an existing Microsoft 365 environment, additional license fees are eliminated. In practice, the investment typically pays for itself within a year. There are also savings in administration costs, as the maintenance and support services of a separate system are eliminated.

However, the savings are not limited to license costs alone. When everything works on one platform, the need for training and user support is reduced. Personnel do not have to learn two separate systems, which reduces training costs and speeds up the onboarding of new employees.

Work efficiency increases when abandoning M-Files

The strength of Microsoft 365 is its familiarity. SharePoint, Teams, and OneDrive are integral to employees’ daily work, so document management occurs naturally within their work environment without requiring additional user interfaces. Users appreciate the single-platform model, where all tools are located within the same ecosystem.

Artificial intelligence solutions such as Microsoft Copilot and Syntex bring new efficiency to document management. Metadata management, document classification, and content compression can be automated, freeing up employees’ time for more critical tasks. Processes are accelerated, and manual work is significantly reduced.

SharePoint archiving provides a structure that facilitates both document retention and information lifecycle management. Automatic retention policies can be defined for documents, so that they are archived or deleted according to organizational policies. Archiving also connects to Purview’s security and compliance solutions, making document management transparent and compliant.

The practical benefits are visible in everyday life. Documents can be found quickly with search functions, archiving is handled automatically, and reports can be compiled faster than before. Microsoft 365 document management streamlines information management and enhances productivity throughout the organization.

One platform reduces risk and fragmentation

Microsoft’s strength is its broad ecosystem, where information security and governance are unified. Microsoft Purview offers comprehensive tools for access rights management, retention policies, and auditing. When all documents remain in the same environment, compliance monitoring and reporting are easier to manage.

Integrations with other systems, such as Outlook, ERP solutions, and CRM systems, work natively. Deployment and maintenance are more straightforward with Microsoft’s native integrations than with connections built through M-Files. Microsoft is constantly developing the interoperability of its cloud services, which gives organizations long-term certainty about their investment.

When documents and processes are on a single platform, the risk of fragmented information management is reduced. The IT department’s management work is reduced, and the entire organization can trust that information can be found in one place with a clear access model.

Migration from M-Files to Microsoft 365

The transition from M-Files to Microsoft 365 requires planning, but it is technically feasible. An architecture map helps to outline how current processes and structures are transferred to the new environment in a controlled and secure manner.

An architecture map serves as a tool for planning the transition. It is used to describe current systems, data flows, and integrations, and to outline how they can be replaced or transferred to the Microsoft 365 environment. The map provides an overall picture of the target state and a step-by-step path to get there, which facilitates risk management and helps communicate the impacts of the change to both IT and business management.

Existing metadata and document version history can be migrated, ensuring that previously completed work remains valuable and accessible. The organization does not have to start from scratch but can utilize existing content and its background information. The transition progresses in a controlled manner, both technically and in the everyday lives of users.

It makes sense to implement the migration in stages. For example, by starting with SharePoint document management, you can quickly gain visible benefits and experience with the new operating model. After this, the implementation can be expanded in a controlled manner to other Microsoft 365 tools, keeping downtime to a minimum and making it easier for personnel to adapt.

Towards a more cost-effective future

For organizations that already use Microsoft 365, M-Files may become an additional expense. When document management is moved to the same platform, overlapping licenses are eliminated, and the architecture becomes clearer. The benefits are a better user experience, stronger information security, and additional efficiency brought by Microsoft 365 Copilot and other built-in artificial intelligence solutions.

A single platform brings together documents, processes, and collaboration tools, making the whole easier to manage and develop. The decision to potentially replace M-Files with Microsoft 365 is a step towards a more straightforward and more cost-effective future.

Contact us, and let’s evaluate together how M-Files can be replaced with Microsoft 365 in a cost-effective and controlled manner.