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How McFile helped streamline HMH Systems’ sales and project process.
Client: HMH Systems AG
Headquarters: Hünenberg, Suíça
Sobre a empresa
HMH Systems AG is a machinery manufacturer focused on the pharmaceutical industry, specializing in the production of feeders for complex packaging lines. Each project developed by the company is highly customized, often tailored to meet the stringent specifications of global clients, including at least eight of the world’s ten largest pharmaceutical manufacturers.
O desafio: informações e documentos descentralizados
HMH’s document management relies on network folders, manual backups, and duplicate files. Versions are saved in multiple directories, with little standardization and traceability.
This model, common to many companies, ended up requiring additional effort from the team to locate documents, confirm they were the correct versions, and ensure the history was complete. The risk of inconsistencies or rework was a concern that directly impacted productivity and operational flow.
As a company grows, so does the volume of files, doubling in just a few years, bringing to light a well-known but often overlooked problem: the accumulation of uncurated data, which makes information difficult to access, organize, or reuse.
This informal model also raised concerns from an information security perspective. In a real risk situation, the company realized how decentralization and lack of control hindered rapid response and visibility into the most sensitive data. It was at this point that McFile demonstrated its strategic value by keeping sales department documentation protected and accessible in a secure and structured environment, a decisive factor in ensuring continuous process improvement and customer peace of mind.
Por que a McFile foi escolhida
The decision to adopt McFile came from the sales department. Technical sales projects generate a large volume of documents, which circulate through long negotiation cycles, back and forth with frequent changes, product details, drawings, and detailed specifications.
It was in this context that McFile came in as a solution to ensure control, organization and traceability.
The key factor was integration with the Dynamics Business Central 365 ERP already used by HMH. This allowed the transition to occur smoothly, without compromising the functioning of existing processes.
Furthermore, Destaque’s (McFile’s sponsor) competitive pricing and reliable certifications reinforced the decision. The combination of cost-effectiveness, simple integration, and technical reliability eliminated the need to compare numerous other solutions.
“It was integrated, the price was good, it was certified… I didn’t even need to do any further research. It was straightforward.”
– Mário Scheel, Head of Cybersecurity and IT
Another important factor was ease of use. Implementation took just a few days, with minimal training. The tool proved intuitive from the start, which helped gain adoption without resistance.
Resultados: mais controle, menos retrabalho e uma operação mais eficiente
The adoption of McFile brought practical and immediate effects:
1. More control over technical and commercial documents
Centralizing files eliminated the confusion caused by duplicate versions in multiple directories. Today, the team works with organized, reliable, and up-to-date documents, which reduces operational errors and increases delivery confidence.
2. Saving time in everyday activities
File searches have become significantly faster. Key users now save time every day on simple tasks like locating, validating, or sharing documents. This directly impacts team productivity and process agility.
3. Reduction of rework and errors due to outdated documents
Before McFile, accidental use of outdated instructions could lead to real errors, especially when assembling equipment. With version control and proper organization, this risk has been drastically reduced, resulting in less rework and greater technical consistency.
4. Greater security in critical situations
During a cyberattack, the company was able to rely on McFile as a secure repository for sensitive documents. This protection was crucial to ensuring operational continuity and demonstrating commitment to information security.
O que mudou na prática
McFile began with a specific need: the team needed more organization with an agile interface. McFile provided that structure. Without complicating things. Without having to start from scratch. Simply integrating with what already existed and offering a more practical way to store, find, and trust the right information.
“Você guarda mais fácil e encontra mais rápido.”
— Mário Scheel
The use of document management in the commercial area has also caught the attention of other departments within the company, which are structuring themselves to improve their processes and also to adopt the McFile tool in the future.
HMH’s journey shows that sometimes a small change in a specific process can become the starting point for a broader transformation, when the technology is simple, accessible, and respects the pace of each company.
McFile can make a difference in your business!