Telecommunication & IT Services

Project Information Management

Deliver projects on time, within budget, and to the highest quality standards with knowledge work automation. Structure information and enhance document management to meet the specific needs of your stakeholders. Automate workflows to streamline processes and maintain clear visibility into progress at the document level. Strengthen customer engagement by ensuring every team member has access to accurate, up-to-date project information.

Automated management of project information and external collaboration

Automatically classify and organize information to meet the needs of both internal and external stakeholders. Define project phases, streams, tasks, disciplines, or any other relevant criteria, and leverage advanced classification techniques, including AI-driven data organization, to streamline project workflows. Integrate workflow automation and document-level status tracking to gain clear, real-time insights into project progress. Make external collaboration a seamless part of everyday operations.

Use-Case Feature: Kaisanet

About

Founded in 2011, Kaisanet is a telecommunications and IT services provider based in Finland. With a team of over 60 employees, the company offers a broad range of services, including communication solutions, cable TV networks, and IT services through its subsidiary, DataEnter. Kaisanet serves both consumer and business customers, primarily across the Kainuu and North Savonia regions. In addition to service delivery, the company also builds fibre optic networks and maintains mobile network towers for operators. Backed by the heritage of two century old telephone cooperatives Kainuun Puhelinosuuskunta (KPO) and Puhelinosuuskunta IPY. Kaisanet carries forward a strong legacy of communication expertise into the digital age.

Key Challenges Before M-Files

Before adopting M-Files, Kaisanet faced significant challenges in managing its growing volume of documents. When Kaisanet was established, the company inherited documents and access policies from its two parent companies. Each company had its own network drives and document storage systems, leading to a fragmented and cumbersome document management process. Employees were often forced to search through two separate network drives and navigate a labyrinth of folders to find the documents they needed. This resulted in a chaotic document environment, with multiple copies of the same documents stored in different locations, making it difficult to identify the most current and accurate versions.

"We had those two companies with all of the files, documents and access policies, and it would have been so hard if everyone would have needed to search documents from two different network drives and folders", Päivi Mikkonen, IT Manager at Kaisanet, said.

Additionally, the lack of a centralized document management system led to inefficiencies and frustration among staff, who struggled with version control and the sheer volume of documents. "There was a problem with a huge amount of copies of saved documents, because people were keeping them in their own familiar places so they would find them", Päivi said.

As a result, Kaisanet recognized the need for a unified solution that would streamline document management across the entire organization and provide a single source of truth for all employees.

The M-Files Solution

Kaisanet adopted M-Files to centralize document management, consolidating files from its parent companies into a single, unified repository. Previously, employees had to search through two separate, disorganized network drives.

With M-Files metadata-driven approach, employees can now tag documents by type, project, or customer, making it much easier to search and retrieve information. Custom views for different departments improved accessibility, while metadata tracking enhanced project management by allowing quick access to project documents like contracts and plans.

M-Files' workflow automation streamlined processes such as document approvals, incident management, and service requests. Integration with DataEnter’s IT system further improved customer support operations.

To enhance external collaboration.

Kaisanet also implemented M-Files Hubshare, allowing secure sharing and real-time editing of documents with DataEnter and other partners. Hubshare ensured version control and reduced errors, significantly improving efficiency and collaboration across stakeholders.

The Result?

The implementation of M-Files brought transformative improvements to Kaisanet's information management and overall business operations. By consolidating all documents into a centralized repository, Kaisanet eliminated the fragmentation and inefficiencies of its previous system, providing employees with a single source of truth.

"If we have a document, it's in M-Files. The employees don't have to search from SharePoint or network drives or anywhere else." Päivi said.

M-Files reduced the time spent searching for documents and minimized the risk of errors due to outdated or duplicate files. The metadata-driven approach to documents further enhanced productivity by enabling employees to quickly retrieve documents based on specific criteria, such as project names or document types. Custom views tailored to different departments streamlined access to relevant documents, boosting operational efficiency across the company.

M-Files also significantly improved customer service at Kaisanet. The customer service team now has access to tailored views and a comprehensive knowledge base, allowing the team to quickly retrieve the information needed to assist customers effectively. The integration with M-Files Hubshare proved particularly valuable, enabling seamless document sharing and collaboration with external partners and the subsidiary DataEnter. This capability enhanced business relationships and streamlined workflows, ensuring that all stakeholders had access to the most up-to-date information and could collaborate in real-time.

"Our customer service team was one of the first who wanted more information and more specified training on how to use M-Files. I think nowadays the team quickly finds the documents they need, and they also are happy with this knowledge base. It helps them." Päivi said.