Do your sent letters stay impossible to find?
A Word draft on a computer, a signed copy in a paper binder, a sent version in an inbox. Three possible places, and no one knows which one is the right one.
Galaxy Conseils • Banking & financial institutions sector
It's annual accounts season at Société Alpha. Aïcha's statutory auditor has a specific request: a copy of the letter the bank sent in the spring, notifying the company of the new terms on its equipment loan. Without it, he can't validate the interest amount.
Aïcha searches through her binders. Nothing: the letter must have been filed with another record. She calls her advisor, who promises to send her a copy "today."
"But at the bank, outgoing mail isn't so easy to find. The Word template is indeed on the advisor's computer, but is it the sent version? The signed copy might be in the mail department's paper binder, filed by date... or in an assistant's inbox. Three people spend two days searching."
The copy eventually turns up, but the auditor had to postpone his sign-off. For Aïcha, that's a week's delay on her accounts. For the bank, two days of work lost looking for a letter it had written itself.
🧩 Scattered letters
Drafts on computers, signed copies in a paper binder, sent versions in email inboxes.
📅 Filed by date, and only by date
To find a letter, you need to know the exact day it went out.
🚫🔍 No search possible
There's no way to ask for "every letter sent to this client this year."
🏢🔒 Access limited to the office
When the advisor is in a meeting or traveling, the search waits for their return.
The solution is to treat every outgoing letter as a document in its own right: logged the moment it's sent, described by a few simple details (type, date, recipient, department), and filed automatically. Finding it again then becomes a simple search.
1. Sent
2. Indexed
3. Filed
4. Search — result
Notification letter — new equipment loan terms
Société Alpha • April 2026 • Commitments department
📱 5. Found from the mobile app, between two meetings.
The advisor was at an off-site meeting when Aïcha called. He ran the search from the M-Files app on his phone, between two meetings.
The auditor receives the letter within the hour. Société Alpha's accounts are validated on schedule. And for the bank, the request took five minutes instead of two days.
Instant search — find any outgoing letter in seconds, by a word, a name, or a reference.
Centralized letters — every sent letter is in one place, in its sent and signed version.
Precise filters — type, date, recipient, department: narrow the search in one click.
Access on every device — computer, tablet or phone, Android or iOS: your letters follow you everywhere, with the right access rights.
In a traditional filing system, a letter can be found in only one place: you need to know where it was put away. In M-Files, it's described by its metadata, and that's what the search runs on. The same letter appears in the list of sent letters, in the client's file, and in the results of a search by date or by department.
The search also covers the content of documents. A scanned letter or a Word document can therefore be found through a word it contains, even if no one remembers its title.
And because the saved version is the one that was actually sent, there's no longer any doubt between the draft and the signed letter.
"Could you find, in under a minute, every letter sent to one of your clients over the past twelve months?"
If the answer is no, your sent letters deserve to be better organized.
We help banks and financial institutions centralize and index their outgoing letters with M-Files, so no sent letter ever stays impossible to find.
Galaxy Conseils: innovation in the service of your performance.
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