Smarter by Design

M-Files wins recognition for reshaping document management in manufacturing through metadata, AI, and smart integrations

In the high-stakes world of manufacturing — where compliance, quality control, and operational efficiency are non-negotiable — how companies manage their documents can make or break their performance. That’s why M-Files is making waves. The company’s intelligent, metadata-driven platform has earned it the title of Most Innovative Document Management Solution in the Manufacturing Supplier Innovation Awards UK 2025.

This recognition affirms what many manufacturers are discovering firsthand: that traditional document systems are no longer fit for purpose in a world demanding instant access, airtight compliance, and seamless digital transformation.

“We’re thrilled to receive this award,” said Samppa Lahtinen, Senior Industry Solutions Manager at M-Files. “It reflects the strength of our customer-focused innovation and our deep understanding of what modern manufacturing businesses need to manage information effectively.”

From static storage to intelligent information management

M-Files has evolved far beyond the confines of traditional document storage. With a focus on metadata, rather than folders or file paths, the platform allows users to organize, find, and act on information based on what it is — not where it’s stored.

This shift fundamentally changes the way teams work with documents. Whether it’s engineering drawings, supplier contracts, compliance records, or SOPs, every item is contextually surfaced and easy to retrieve.

“Our metadata-driven approach is what really sets us apart,” Lahtinen explained. “It improves efficiency, ensures accuracy, and enables smarter workflows — all of which are critical in the fast-paced world of manufacturing.”

Built for the realities of modern manufacturing

Manufacturers today face a cascade of challenges: managing vast data volumes, ensuring document security, meeting compliance standards, and enabling cross-site collaboration. These pressures have only intensified post-COVID, with more dispersed teams and evolving regulations.

M-Files addresses these realities through a centralized, secure platform that integrates with a company’s existing tools — including ERP, CRM, and PLM systems — to create a single source of truth for all documentation.

“We’ve expanded our integration capabilities in direct response to customer feedback,” Lahtinen noted. “Manufacturers don’t want to rip and replace systems — they want tools that fit into the way they already work.”

The platform also includes comprehensive audit trails, version control, and granular access rights, making it ideal for industries where traceability and control are mandatory.

Innovation powered by AI

While metadata is at the platform’s core, AI is driving its future. M-Files includes intelligent capabilities like automated document classification and intelligent data extraction, significantly reducing manual effort.

These features are particularly valuable in manufacturing environments where time is of the essence and accuracy is critical. They help teams accelerate onboarding, reduce bottlenecks in document review, and improve decision-making by providing relevant information at the right time.

“AI helps our users work smarter, not harder,” said Lahtinen. “It’s not about replacing people — it’s about enabling them to do more meaningful, value-added work.”

Responding to evolving industry needs

The shift to remote work and hybrid operations has changed how manufacturers engage with documents. M-Files responded swiftly by enhancing its remote access tools and collaboration features, ensuring that users can work from anywhere — without compromising security or performance.

Customer feedback also played a direct role in shaping platform updates. For example, manufacturers asked for smarter automation tools and tighter integrations — both of which have since been delivered.

“Listening to our customers is a cornerstone of our innovation model,” Lahtinen emphasized. “Many of our most powerful features started as direct requests from manufacturers facing real-world challenges.”

Looking ahead: advancing document intelligence

M-Files is not slowing down. The company is actively expanding its AI-driven functionality to deliver even greater levels of automation and insight. Upcoming features will further enhance document intelligence, enabling proactive recommendations, smarter search results, and adaptive workflows that respond to user behavior and business context.

“Our vision is to lead the next wave of digital transformation in manufacturing through intelligent information management,” said Lahtinen. “We want to empower manufacturers to not just manage documents, but to leverage them as strategic assets.”

The bottom line

M-Files has carved out a unique position in the document management space — one defined by innovation, responsiveness, and real-world impact. As regulations tighten and digital operations become the norm, manufacturers need systems that go beyond storage — they need tools that deliver visibility, agility, and control.

By combining metadata-driven organization, AI-enhanced functionality, and deep integration flexibility, M-Files is helping the industry meet that need — and setting a new standard in how manufacturing organizations manage information.

Learn more: www.m-files.com