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Apex Oil Company Taps M-Files to Integrate Service and Information Management

M-Files Corporation, the intelligent information management company, today announced that Apex Oil Company, a provider of wholesale distribution, storage and transportation of petroleum products across the U.S., has chosen the M-Files intelligent information management platform. Apex Oil integrated M-Files with its enterprise service management solution Cherwell to streamline user experience and create improved document management company-wide.

The integration between M-Files and Cherwell uses a connector created by Prevolution, an M-Files partner with extensive experience in enterprise service management that also supported Apex Oil throughout the project. The M-Files intelligent information management solution employs a unique approach that integrates well with Cherwell’s enterprise service management platform because it classifies and organises documents and other information with metadata and relationships rather than storing them in traditional folders, sites or libraries. This allows documents to be directly associated with objects and data managed in Cherwell, such as customers, incidents, projects and IT assets, enabling them to be accessed in context, directly within the Cherwell user interface. Moreover, using an innovation called the Intelligent Metadata Layer (IML), M-Files provides access to documents and information in other systems and repositories within the organisation, such as file shares and SharePoint sites, as well as CRM, ERP and legacy ECM systems, without the need for data migration.

“We chose M-Files because it provides this great concept of organising documents with metadata versus storing them in folders,” said Gary Fleming, director of information services at Apex Oil. “Instead of thinking about where to store a document, you simply define what it is, and then you’re able to easily find that document by searching for it using metadata or the content of the document itself. Or better, you don’t even have to search for it because it’s directly related to the object you are working with in Cherwell. We knew from the beginning that integrating service and information management would be great, but when you actually see this working for the first time, with your documents in M-Files showing up right with your customers and incidents in Cherwell in a nice and structured way, you think, ‘Wow – this is really cool.’”

By integrating Cherwell with M-Files, Cherwell users benefit from unified access to all relevant documents and other information in context, without having to worry about where they’re located or stored. This creates a single point of truth for Cherwell users, in addition to providing version control and ensuring that duplicate documents are eliminated. For Apex Oil, it also provided improved security and compliance because they were able to establish precise access rights to specific documents based on their class or type, which had the added benefit of shifting the management of access rights to the owners of the documents since they are the ones who classify them.

“Service management and information management both benefit greatly from integration. During a service process or incident, it’s vital to have access to all the relevant documents in the right context. M-Files is perfect for this, since it allows users to tap into many repositories and legacy systems,” said Kai Andresen, managing director of Prevolution. “On the other hand, the service process itself provides a lot of metadata for documents that are created or changed during the process. This enables M-Files to establish context by linking documents and other information to objects that are core to the service process, such as customers, projects and incidents.”

“Apex Oil’s integration of Cherwell and M-Files is a great example of how M-Files can enhance other business applications,” said Scott Erickson, SVP of Channel Sales at M-Files. “M-Files and our partners are constantly expanding the universe of systems and repositories that integrate with the M-Files platform, and we’re particularly excited to see how experts in specific domains, like Prevolution for service management, use M-Files to extend their solutions and applications with intelligent information management.”

More information on the Cherwell M-Files connector can be found here: https://www.prevolution.de/en-m-files-connector

For a more detailed description of the Apex Oil project please visit:
Case Study: Apex Oil – Integrating Service and Information Management

About Prevolution

Prevolution, founded in Hamburg, Germany in 2011, is a leading consulting and software company for integrated Service and Information Management (iSIM). The company helps its customers to optimise their service processes – especially in IT service management (ITSM) and customer service – to sustainably improve service quality and increase efficiency and reduce costs. Prevolution has integrated the usually separate concepts for service management and information management and implements individual solutions with the two leading and future-proof products Cherwell and M-Files. Prevolution advises customers globally on the integration of both products and offers an out-of-the-box connector. Prevolution is founding member of the BAT Alliance, which brings together service management specialists around the world. Its clients include midsize to large companies as well as international corporates such as the healthcare group Asklepios, CWS boco, Munich Airport, HHLA, Otto, SYZYGY and Wüstenrot. For more information, visit www.prevolution.de.

About M-Files Corporation

M-Files provides a next-generation intelligent information management platform that improves business performance by helping people find and use information more effectively. Unlike traditional enterprise content management (ECM) systems or content services platforms, M-Files unifies systems, data and content across the organisation without disturbing existing systems and processes or requiring data migration. Using artificial intelligence (AI) technologies in its unique Intelligent Metadata Layer, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories. Thousands of organisations in more than 100 countries use M-Files for managing their business information and processes, including NBC Universal, OMV, Rovio, SAS Institute and thyssenkrupp. For more information, visit www.m-files.com.

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