BWO Systems AG combines many years of M‑Files expertise with proprietary AI to make document indexing measurably more efficient, secure, and user-friendly. With SmartIndex, practical added value is created directly in the daily work of clerks, without requiring them to completely change their established workflows.
SmartIndex: Intelligent metadata in everyday use
SmartIndex aims to significantly reduce manual data entry while simultaneously improving metadata quality. The solution works closely with existing M‑Files structures and typical business processes.
- Identifiesdocument type, customer, supplier, amounts, and date, and generates targeted metadata suggestions.
- Automatically fills defined metadata fields, so users only need to review and approve.
- Actively supports clerks in indexing instead of burdening them with additional complexity.
Advantages in quality and compliance environments
Especiallyin quality-critical areas, consistent and traceable indexing is essential. SmartIndex is designed to support these requirements directly in day-to-day operations.
- Ideal for complex documents such as contracts, quality-relevant records, or incoming invoices with approval workflows.
- Reduced manual input lowers the risk of typos, duplicates, and incorrect assignments.
- Standardized metadata structures simplify audits, traceability, and reporting.
A learning solution instead of rigid rules
A keyadvantage of SmartIndex is its continuous learning from user input. Corrections are not a disruption, but a training signal for better results.
- Every correction helps the system improve future suggestions.
- The solution adapts to typical document types, customers, and suppliers within the company.
- Over time, accuracy increases significantly, and the need for adjustments decreases.
Deep integration into M‑Files and ERP
Rather than being an isolated AI solution, SmartIndex integrates seamlessly into M‑Files and connected ERP processes. This enables true end-to-end digital workflows.
- Used directly within the familiar M‑Files interface without media discontinuity.
- Integrated into existing ERP processes, for example in invoice workflows or supplier document handling.
- Flexibly adaptable to customer-specific metadata models and process logic.
What makes BWO Systems stand out
The key difference lies not only in the technology, but in the combination of experience, proximity to the Swiss market, and in-house solution development. Customers benefit from a package that goes beyond pure product functionality.
- Many years of M‑Files project experience with a focus on Swiss SMEs and regulated industries.
- In-house development and continuous enhancement of SmartIndex, allowing project feed back to flow directly into the product.
- Clear focus on digital sovereignty, data security, and practical automation rather than “AI for the sake of AI.”
This results in a solution that doesn’t just sound smart, but delivers tangible relief in everyday work and further strengthens M‑Files as a central information hub within the company.
Have we sparked your interest? Then contact us!
