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Score 8.5 out of 100
Top Rated


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Why M-Files

8 out of 10
April 29, 2021
As I have been consultant for M-Files, I implemented M-Files in almost 10 organizations. These organization were Manufacturing, Education, …
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What is M‑Files?

M-Files is a provider of in information management. The M-Files metadata-driven document management platform enables knowledge workers to find the right information in any context, automate business processes, and enforce information control. This helps businesses deliver better…

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Product Details

What is M‑Files?

M-Files is a provider of in information management. The M-Files metadata-driven document management platform enables knowledge workers to find the right information in any context, automate business processes, and enforce information control. This helps businesses deliver better customer experiences and higher-quality work with lower risk.

The vendor's value proposition:

  • EASE OF USE: M-Files increases productivity and improves work quality by making information easy to find and use.
  • WORKFLOW AUTOMATION: M-Files increases consistency of work and reduces errors by automating workflows.
  • COLLABORATION: M-Files enables superior customer experiences through a collaborative workspace.
  • COMPLIANCE: M-Files reduces business risk by ensuring compliance.
  • RETURN ON INVESTMENT: M-Files enables businesses to realize an ROI of nearly 270%

M-Files is designed to improve business performance by helping people find and use information more effectively. Using artificial intelligence (AI) technologies, 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.

M‑Files Screenshots

M-Files and the Intelligent Metadata Layer delivers a simple, unified experience for intelligently finding, accessing and managing information residing within any system, without disturbing existing processes and the users that depend on them.With M-Files mobile apps, you can access M-Files repositories from iPhone, iPad, Android and Windows devices. Install the apps on your mobile device from the Apple App Store, Google Play and Windows Store.M-Files seamlessly integrates with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.

M‑Files Video

M-Files connects to existing systems, like network folders and SharePoint, and makes those systems more intelligent by adding metadata, version control, and workflows to the content. M-Files enables organizations to access and manage the ever-increasing amount of documents and...
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M‑Files Integrations

M‑Files Competitors

  • Laserfiche
  • OpenText Enterprise Content Manamagement (ECM)
  • Hyland Alfresco Content Services

M‑Files Technical Details

Deployment TypesOn-premise, SaaS
Operating SystemsWindows
Mobile ApplicationApple iOS, Android, Windows Phone
Supported CountriesM-Files is available in 100+ countries through direct support or via the company's partner network.
Supported LanguagesM-Files is available in 30+ languages: Albanian, Arabic, Bulgarian, Chinese (Simplified/PRC), Chinese (Traditional/Taiwan), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Macedonian, Mongolian, Norwegian, Polish, Portuguese (Brazil), Romanian, Russian, Serbian (Cyrillic), Serbian (Latin), Slovak, Slovenian, Spanish, Swedish, Thai, Turkish, Ukrainian, Vietnamese


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Frequently Asked Questions

What are M‑Files's top competitors?

Laserfiche are common alternatives for M‑Files.

What is M‑Files's best feature?

Reviewers rate Availability and Performance highest, with a score of 9.1.

Who uses M‑Files?

The most common users of M‑Files are from Mid-sized Companies (51-1,000 employees) and the Information Technology & Services industry.


(1-25 of 63)
Companies can't remove reviews or game the system. Here's why
Muddassar Inayat | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Review Source
We are using it for Document Sharing with our suppliers, vendors, and customers. Previously there was email sharing and it was hard to manage what was shared with our external people. After having this solution it becomes easy to collaborate with non-M-Files users. The user interface of Hubashare is fairly simple and outbox integration with M-Files makes it a more flexible solution.
  • Document Sharing
  • Tightly Integrated M-Files
  • Simple Interface
  • ESignature Option
Like to recommend for Document exchange portal. Construction related companies may use it for Transmittal.
Score 8 out of 10
Vetted Review
Verified User
Review Source
We use it to address compliance and workflow issues.
  • They have a high level of customer service
  • The sales/pilot team was truly a pleasure to work with
  • The workflow tool is extremely user friendly
  • workflow visibility
  • API integrations to other applications is lacking
M-Files is a wonderful enterprise document management tool. The only area where I see it lacking is visibility into the workflow; i.e. a visual of what step/person a certain task is with. Secondly, most of the integrations to do document federation is custom code. I'd like to see them have more out-of-the-box functionality to plugin with other major systems such as Oracle.
Although this helps with SP we'd like it to implement with Oracle and other systems. Currently, the ROI on this custom code is out of our return.
Md. Masudul Hassan | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
Hubshare is a secure digital office platform that improves user and client engagement by allowing me to collaborate, share files securely, and manage projects. M-Files, the intelligent information management firm, said today that it has acquired Hubshare in order to boost external content sharing and collaboration while also providing a better digital customer experience.
  • Secure digital workplace portal
  • It improves user and client engagement
  • Allowing user and client to collaborate, share files securely, and manage projects.
  • User interface may be improved
  • Care should be taken in case of version problem arise.
  • Pricing plan and customer support should be taken care of with the passage of time.
Hubshare hub in M-Files provides external users, such as clients, with critical information such as documents, people, processes, discussions, and more via a branded portal that is tailored for a better external user experience. A better and more compliant cooperation experience helps to enhance customer satisfaction. Thus, it is beneficial for me and my organization.
Score 8 out of 10
Vetted Review
Verified User
Review Source
M-Files is used by the whole company and it is where we store all of our project data for the whole company. Having over 10 locations, file management becomes cumbersome to deal with as well as file security rights. M-Files makes this difficult task super easy with their check out/check in option. I would highly recommend using this program.
  • Version History
  • File Management
  • File Rights
  • One interface for all
  • Ability to add custom fields to virtual folder views
M‑Files is great for companies with multiple locations. Drive letters can become cumbersome to use and collaborate with colleagues and M‑Files fills that gap. The check out/check in system is great and allows only one editor at a time. This can be good and bad depending on the situation.
We have not used it on a cloud platform yet.
Score 9 out of 10
Vetted Review
Verified User
Review Source
We use M-Files in multiple use cases from a base document management solution to dedicated build workflow and business automatization in different business processes. M-Files is for us a strategic DevOps platform in addition to its normal DMS capabilities.
  • Free metadata is the key
  • Capability to integrate to all sorts of solutions
  • Agility in implementation
  • User experience and user interface - however, now with the web interface we are on the right track
Overall document management, one may also build any type of workflow, service management, or further automatization or integration to other solutions very easily. Naturally then one needs to have detailed knowledge of M-Files and coding power.
Once doing it right we may store the "system of records" in M-FIles and show them in different views based on the metadata. Have a client collaboration site in Teams - save the file directly in M-Files. Show again in different views in SharePoint as an example. Having co-existence with Google and MS 365, it helps also to have one common place to store the metadata.
Leila Virta | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Review Source
MPS has been working with M-Files since 2012 and has realized significant improvements in information and document management. M-Files' best-in-class document management functionalities have enabled more efficient work, freed up employees' time to serve customers, and increased data security.
  • more efficient work
  • increased data security
  • user interface
Sharing, reusing and managing knowledge, experience, and exper tise is easy with M-Files.
Since the implementation, our CRM and M-Files work together. With few clicks, the CRM customer data provides access to offers, contracts, coaching documents, and other customer-related documents in M-Files without requiring any manual switching between the two systems. We do personal assessments and use a recruitment system as a jobseeker database. Documentation related to the applicant data is transferred to M-Files. We ensure, in accordance with the Personal Data Protection Act, that only people who process personal assessments have access to that sensitive information. The control of user groups and the management of access rights are easily managed in M-Files through automated security settings based on metadata.
Score 10 out of 10
Vetted Review
Verified User
Review Source
We used M-Files as a general backend for multiple completely custom deployments aimed at delivering value to our customers, specifically in the industrial asset management segment. M-Files supports our custom product via its advanced document search and sharing capabilities, and acts as the main database for most of the data that is being handled in our deployments.
  • Any and all search across all objects
  • Access management capabilities
  • Accessibility across multiple device types
  • User interface definitely needs improvements
  • Speed could be much faster especially with large amounts of objects
  • Administrative interface needs improvements
  • API documentation needs improvements
M-Files is in my experience the absolute best document management system currently in existence. It allows for extreme flexibility to suit the needs of any organization, especially in access management. I have never seen a system other than M-Files that delivers the same functionality in document search and access management.
We did not use this functionality unfortunately.
Score 8 out of 10
Vetted Review
Verified User
Review Source
All our business agreements are in M-files. Problems: Search capabilities within M-files are unclear. There's too much metadata to use it user-friendly.
  • Always available (Saas)
  • No lost of data (Backups are done)
  • Performance (Saas and desktop)
  • Search functionalities and complexity
  • Tailored datamodel per customer
  • Difficulty understanding the product and its functions
  • Consideration of customer feedback in product development
Good:It is stable, Bad: difficult to use for search purposes and duplicate information via meta data.
At the moment we only use M-files as a agreements/contract archive. Using it as document master might be good.
It takes too much time to get answers.
For End-users, it is difficult to use. We have to persons to support our users. It seems, that this is the work of engineers.
Score 8 out of 10
Vetted Review
Verified User
Review Source
M-Files serves as the document hub for our sales and projects. The scope of our use case is fetching data from external cloud apps (sales, forecasting, and CRM).
  • Document hub/center
  • Views (based on roles)
  • Search
  • They make it rather painless to re-think and re-do metadata or an information structure
  • It is hard to stage changes in a controlled manner (test environment -> production)
  • Mostly manual administration of changes
  • Competitive offering to onboarding new customers
It is hard to sell an M-Files roll-out for new opportunities due to the lack of new joiners' offerings and support. Otherwise, M-Files is an easy, no fuss, and stable information and document management system.
Working with objects that stay in sync with other information sources lets us work without needing to access other systems on certain tasks.
Vesa Jordan | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Review Source
In Finnfund, we are using M-files for our business-critical documentation. All of our customer data is stored in M-files. We have connected our CRM solution in M-files to make it easier to use metadata in our documentation. We also have another M-files instance in which we store our agreements. It is pretty useful when it alarms us if the agreement is ending. All company financial data is archived to M-files too.
  • Connectivity to other solutions
  • Data sharing
  • Easy to use
  • Works pretty well together with Office 365
  • The windows client is sometimes quite slow
  • On small laptop screen it might be hard to use
  • Touchscreen use is not easy
  • Search should be easier
The combination of CRM and M-Files works great especially if you use Dynamics 365 CRM. Datawarehouse integration works very well.
We use SharePoint in our internal use, and M-files can access that. Also, we use Teams, and some of the Teams channels are integrated into M-files. These integrations help us to improve our data management efficiency. If the document is stored in SharePoint, it is possible to use M-files to edit the same document.
Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files is used as our major document management tool. It is being used in our organization to store large amount[s] of data to provide a central repository for all our interlinked departments to access data whenever they need it. It is automating all our workflows and eliminating the need for a paper-based system. And the management of complex data is efficient.
  • Quick access of information with up to date data.
  • Easy to use interface that makes using the features and functionalities simple.
  • Integrates seamlessly with our existing systems.
  • High speed in upload and download of files.
  • I found the set up complex, but once it was complete it is a powerful product.
I recommend this software to small and large organization that require efficiency and [want to] get rid off paper based processes that consume their time. It is a great tool for organization[s] dealing with huge amount[s] of data for efficient operations.
May 16, 2021

M-Files review

Score 7 out of 10
Vetted Review
Verified User
Review Source
We use it to become a paperless office. It is mainly used to record invitations to tender and, then, if accepted, to manage the contract from inception to completion.
  • Easy to track contracts.
  • Easy to record and price variations.
  • Easy to keep a record of progress claimed.
  • We are not allowed to access the admin vault by our reseller.
  • I have been unable to find what the M-File policy is for this.
  • It appears to me that this refusal is so we have to get the reseller to do any changes no matter how small so they can charge us.
  • I am looking for a reseller that will allow us access to the admin vault. I have found this a frustrating exercise so far.
It works for our vompany except for this inability to access the admin vault.
Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files being an enterprise management product is used in many of our daily activities. We also use this as a test management and issue tracking application. It is used by the whole organization. Mainly it helps in managing documents in an easier way with the metadata concept.
  • Metadata based document management system.
  • Effective searching of documents.
  • Workflow based process.
  • Inbuilt e-signing feature.
  • Add-ons to Microsoft Office application.
  • Applications to customize based on the business needs.
  • AI based suggestions.
  • Needs to improve in overall performance.
  • User friendly user interface.
  • Easy configuration of an application.
In the available document management software, M-Files suits most of the business needs. It has a lot of good feature inbuilt that makes document management easier for any organization. Basically, if you are into the application then we need not want to go out of the application for any document management activity and it provides good connectors to Microsoft application that also makes easier with editing the documents.
Yes, exactly that is also the point mentioned in ROI. This integration made the job easier to access the documents and other details from external systems like SharePoint, shared folders, etc. This is one of the beautiful features in M-Files that makes life easier in document management.
April 29, 2021

Why M-Files

Zakir Hussain | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Review Source
As I have been consultant for M-Files, I implemented M-Files in almost 10 organizations. These organization were Manufacturing, Education, health, Social Sector, Public Sector, Oil and Gas Sector, etc. There were different problems in different organizations, but the main one was with Oil and Gas Sector, who were using Documentum and they wanted to replace with M-Files. The organization is now using M-Files in Operations Department, Engineering Dept. and 8 other Departments. Due to COVID situation they are not fully dependent on M-Files and also now SAP integration has been done which is also favoring in Organizational Operations from remote. The main difference in Documentum and M-Files was that Documentum they used to implement on 4-5 Server Machines and when they require an other implementation they were to replica these exercise and again need 4-5 serve Machines where in M-Files there is Vault concept which reduce Hardware and Maintenance Cost with Minimum Administrative Support can manage different organization of one company in Single Installation by creating Separate Vaults.
  • The import tool is the best tool for data migration from other repositories. It helps a lot in migration from Documentum to M-Files.
  • The API enables to add additional customized features which made M-Files different from other solutions where they won't be able to provide solution.
  • User License Model with combined vaults makes organization very affordable like if one company has different organization and they are using concurrent licenses, they can they share those licenses within vaults if there is no load on other organization.
  • There is need of text editor to be built in as currently MS Word is being used for adding more text and drawing features.
  • Some views base reports would be with graphical presentation as to add reporting module, every organization can't always afford that.
  • Regional Languages Support.
M-Files is best for companies who have multiple sub companies they can manage whole the operations from one single machine.

Companies who only want to get DMS for archiving M-Files is not considered suitable as the it has many features and cost is becoming high.
One of the organizations has made integration with SAP and they are doing very well and also with MS Teams. Shared folders are a commonly used feature for M-Files, one of its best features.
Jeffrey Kennard | TrustRadius Reviewer
Score 1 out of 10
Vetted Review
Verified User
Review Source
After a long and exhaustive search, our law firm decided to purchase and use M-Files to manage our case files back in 2017. It was a long three years. Although M-Files is a capable document management system that presumably works well for some industries, it did not work well for our firm. We wound up deciding to eat our investment and abandon the product this month. We did so for several reasons, but the deal-breakers were
  1. the inability to easily and intuitively store large batches of documents, such as multiple document production sets, in the system
  2. the total lack of support from M-Files.
  • Good integration with Microsoft Office applications
  • It is relatively fast
  • Metadata structure can be adapted to fit each company's unique environment
  • Customer support
  • Customer support
  • Customer support
In my opinion, M-Files is not well suited for law firms that want to use it to manage case files (as opposed to managing individual documents).
No. M-Files was unsuitable for our environment and was unable to fulfill its intended purpose.
This is a difficult question to answer because there was no customer support. We were left hanging in the wind.
Score 10 out of 10
Vetted Review
Verified User
Review Source

M-Files holds the policies and forms for our hospital system. It is used by all associates/manager's/physicians within Catholic Health. Our M-Files account was created and designed for the needs of our hospital system. It is a very reliable system with easy access for our users. The search capability is extremely fast and reliable. When an associate needs immediate access to a policy or form, it is readily available. This is critical since we have surgery consents on this system as well as many other policies and forms and our five hospitals rely on these documents to function.

From an administrator's view, this system was created by working with M-Files so we have everything that is required, such as the documented date and time stamps for pathologists approvals on our policies, easy access to all versions of each policy, more than one version of a policy visible at a time for training purposes, and excellent customer service.

  • Reliable: Our M-Files system has only gone down one time (for a very short period of time) at the beginning of the two years that we have been with M-Files. Our previous vendor's system had so many downtimes that our IT Department had to assign an associate to work with me for sending out notifications to associates etc. With our last vendor, one day I came to work and only 60 of the 260 consent for surgery forms were available to our end users although they were visible to me as the Administrator but weren't showing up for the end-users!
  • Our M-Files system was created for us. It was created by working with developers to only have on our system what we required, and I must say, there were so many extra features that M-Files offered in our program that weren't available with our previous vendor. As mentioned previously, we can have two policies or forms visible to the end-user so one can be listed as "draft" or "training only" so our end users can read and use for training as we get ready to roll out a new medical record system. I can also preload policies and leave them in the working stage until they are approved and go back and publish them the day they are approved. The list goes on with so many great features.
  • Our end users would say the greatest asset of this product is the search function. It's amazing how fast it is. There are many ways to search out a form or policy which makes it a true asset for our associates.
  • When our account was first live, shortly after that we had our one and only downtime. When I called for assistance, I was told that I needed to work with Strickland Solutions, who created our vault for M-Files. When I called my contacts there, they told me I needed to contact M-Files. It was frustrating and did get to the bottom of it. There are now account reps that I can work with if I need to but I would recommend (and I had already suggested) that the support team is well aware of what level of support each customer has for their account. My account rep does call to check in with me periodically, but seriously, we aren't having issues and are a very satisfied customer.
For Catholic Health, M-Files has been a huge success. We have around 27,000 documents on this system and it's an extremely easy system to use and a great resource for our end users. It's hard when you make the decision to change vendors and need to pick a new system. There are a lot of companies out there offering their services and promising you everything but when it comes down to it, not all can provide what was promised. I honestly don't think we could have picked a better system for us. We had a few glitches in the beginning because we thought we had 10,000 policies and forms, but when we went to transfer them over, we really, at that time, had 25,000 documents because we had the previous versions that were required to be retained. When creating this system, there was tremendous time spent on our special requirements, and it is well worth that time spent to make a system that is exactly what is required for your company, and I think we accomplished that. Honestly, Strickland Solutions has made enhancements to our system since it was created to increase the quality of our system. I think it's endless what can be done by the programmers. They have always been able to come up with a solution for us. As far as scenarios that are less appropriate, we only asked for a presentation based on our needs but it seems like M-Files could create a system for anything based on the amazing skill of the programmers.
Arto Määttä | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
We use M-Files across the whole company. We have an ERP system that is built on M-Files, so we use it widely for production, quality, and purchasing. Basically all documentation is stored and handled in M-Files. We also use its workflows to manage production flows, purchase orders, agreements etc.
  • Document versioning is very easy and you can easily come back to earlier version
  • You can define, which metadata is needed to each document type. This makes saving with correct metadata easier.
  • Document sharing is easy and you can select, if you want to share a certain version or the newest one.
  • NA
I think practically everyone can benefit from M-Files. It is especially suitable for those companies that have multiple locations. With M-Files it is easy to share documents and make sure that everyone has the most updated one. If you want to keep things simple, you can replace old folder-based file system with M-files. However, if you want more complex system, that is easy to build.
May 22, 2020

M-Files Review

Score 7 out of 10
Vetted Review
Verified User
Review Source
M-Files is used across the organization for document management.
  • Workflow
  • Version history
  • Permissions: a "search" bar would be incredibly helpful for adding users on the permissions tab in the client and admin tool
  • Search: sorts by document score and not document name, which is what most folks search on
The M-Files workflow feature is fantastic, and a lot of our departments use this feature to review/approve various documents.

The metadata feature is a concept that is lost on a lot of people, so there is a big learning curve when new folks start using it.
Score 9 out of 10
Vetted Review
Verified User
Review Source
We use M-Files as a global document and workflow management system.
  • Document version history
  • Global sharing of documents
  • Structured storing and fast finding of relevant information and documents
  • GUI is a bit over complicated these days
  • After updates to software, I need to select my offline views again
  • No search in offline mode
M-Files is pretty much the only way to enable structured management of business process documents on a global scale.
We use document links in Confluence and in emails, instead of attachments.
Score 9 out of 10
Vetted Review
Verified User
Review Source
We recently implemented M-Files... we have been using it for about 6 months. We started in one department, customer service. That went well and we are expanding M-Files into accounting, procurement and logistics. I expect further growth. M-Files has helped improve document retention and retrieval, customer response times and team collaboration.
  • Searching - M-Files can search both the tagged metadata and document content.
  • Integration with ChronoScan (auto-indexing software) - many of our files are sent to M-Files directly from our ERP and tagged with metadata with no human intervention.
  • Stability - We use the M-Files hosted solutions (our vault is in the M-Files cloud), uptime has not been an issue.
  • Previews during the 'create' process do not always work. I cannot preview .msg files until I save those files. Others have this problem too... and others do not.
  • It would be nice to have some simple "functions"... maybe in the compliance kit. What I am thinking would be similar to Excel functions allowing me to modify text strings. Sticking with the Excel example, =LEFT, =RIGHT, =MID, etc... maybe that functionality is there - I have only been using M-Files for a short period of time.
I have yet to find a scenario where M-Files would not be well suited.
We are just now starting to explore those options. We are especially looking at integrating it with SharePoint and MS CRM.
Jason von Innerebner | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files is our internal document management solution. With the recent move to working from home as organizations deal with the current pandemic, we have been able to migrate paper processes to digital workflows. This has increased our productivity and reduced our dependence on legacy systems. Documents get a full history attached to them for tracking and auditing purposes which older systems never offered.
  • Infinitely versatile. We have created non-document objects that documents can relate to. These NDOs can be leveraged to find relationships between documents to present versatile views, automated permissions and workflows. No more WHERE is my document, but WHAT is my document!
  • Intelligent Metadata is a great ability to capture what you need to properly categorize your documents and the system will scan the documents to capture that data for you. Users still accept the presented data to ensure accuracy.
  • Customization of notifications is exceptionally useful when monitoring adoption of M-Files. In real time you are able to capture if a user is struggling with a process.
  • Using assignments with workflows means users are not troubled with finding what needs to be done, they simply get the assignment, carry out the work and move on.
  • Integrating with fully custom systems can be a breeze also with several ways to import content and even an API to build your own integrations. The API documentation is thorough!
  • If you are new to Electronic Document Management, this can be a really difficult product to roll out. Since it is infinitely versatile, there are infinite ways to configure it wrong. I highly recommend the M-Files admin training offered by M-Files as it will set you in the right direction.
  • Many options are paid add-ons. So while you are not paying for what you don't need, many great features will come at a cost.
  • If you don't have a technical person on staff, this will be tricky to maintain. Not impossible. If your processes do not change, once setup it will be fine.
I highly recommend it. The versatility far outweighs the challenges. As long as you have a proper business analysis in place you will be successful. Know the power of understanding that there are probably 10 ways to do each task and depending on the direction you take will enable 100 more options down the road. Build your configuration deliberately and you will meet with success. I have not seen any other EDM product approach information governance the way this system does and because of that I love it!
We have not pulled in external applications yet to unify our systems. We are leveraging this tool to be able to decommission several redundant systems in pull the data into M-Files as our source of truth. We will be integrating these other applications soon to migrate to M-Files, but not for a long term ongoing connection.
Sarah M.C. von Innerebner | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files is used in our organization as our primary document and content management application. Nearly all departments rely on it heavily for organizing documents, as well as materials related to meetings, projects, programs, and committees. The versatility of M-Files means that we've been able to continue to adapt our business needs and processes to have M-Files automate processes and security permissions. Prior to M-Files, our organization, like many others, relied on the typical shared drives and department folder approach with email attachments to share content. Now we are able to collaborate on content across teams and streamline the organization of meeting content without worry of the current version or who last edited the document. We've also standardized how content is accessed while simultaneously providing users with the ability to customize their interface so they can work according to their preferences.
  • Version control and history tracking on documents.
  • Search ability to filter content for a team, creator, or another property.
  • Permission control, limit access to documents to read or edit, or only specific workflow states.
  • Administrative control to access all content.
  • Administrative control to restore deleted content.
  • Administrative control to audit and retag content when needed.
  • Robust workflow capabilities.
  • Sharing content externally requires organizational efforts involving information governance, risk management, and IT strategies. There are options the administrators need to consider to permit external sharing. External collaboration requires other IT infrastructure solutions to incorporate M-Files. External facing content can be done, but not easily done without first planning workflows and permission configurations.
  • Configurations are determined by the customer primarily. The creation of properties and classes are at the discretion of the customer administrator. An organization needs to understand information governance and enlist collaboration with M-Files, IT, Records Management, Risk Management, and Legal. This is not so much a downfall of M-Files, but it is a consideration that embarking in the adoption of an ECM is a significant investment for an organization, both financially and human resources management, but the benefits with best practice configuration will ensure success.
  • There are features that are advertised, but further investigation is available with an additional purchase of an add-on. Unfortunately, not entirely unusual in this business
M-Files centralizes documents to present in a filterable view based on metadata, this creates confidence that users are seeing the content that they need for what they have permission to access. There is a learning curve for users if they have not yet encountered an ECM in their career, to learn a new approach to document management and learning to share their content beyond themselves so their team has access or their successors have access. Content is no longer a silo to just a user's purview but can unite efforts for a team working together toward a common goal. These efforts can be automated in workflows to ensure steps are not missed and content is not seen by those not permitted for access. The administrator needs to be creative to listen to the business needs and configure the simplest solution for users, no easy task. This could mean coding the IML to detect terms and suggest the appropriate property or leveraging an automatic object or workflow to feed another filtered property, or adding a property, to automatically restrict access to a related document.
Our organization has not opted to build a connector to other repositories like SharePoint, but we appreciate the option. Instead, one of the unifying experiences we've enjoyed is the common views we have set for the organization on the M-Files home page. While the experience might be likened to the previous network drive structure and navigation, it's a dynamic experience to automatically filter in new content without worrying if the new content is there as it's not where it is, but what it is. There is also the ability, if configured correctly, that can filter content or non-document objects based on their state. For example) our organization operates many committees over the years, our Committee property filters on active committees. This is a feature that enables all teams to see relevant information and creates a unified experience rather than the former disjointed one. It's truly rewarding to see document relationships, such as to a Committee, and have the visibility of who supports the committee, what that committee is about, and if it's active or not, all at a glance of a metadata card. Our legacy system did not offer any such ability.
Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files is used in the whole company as the main document handling system. With meta data all contracts are classified and saved.
  • Metadata classification helps to find the correct document or all equivalent items.
  • Version method of one document helps to get rid of different documents that are hard to recognise ("final. FINAL").
  • Documents can be defined by different Permissions and confidentiality level. Well appreciated feature by our customers.
  • Interface (API) from our CRM system produces the metadata structure to M-Files.
  • Scanning settings from multiprinter directly to M-Files should exist by default.
  • The number of documents grow hard to manage. I have not found assisting feature to pack or separate historical data.
For filing of individual documents and document classes M-Files is unbeatable. If there is need to save folders or files with numerous different types of documents the saving is tedious and time consuming.
The integration between our CRM has been most beneficial to us over the whole period of time we have used M-Files.
March 18, 2020

M-Files Review

Score 8 out of 10
Vetted Review
Verified User
Review Source
Our company currently has three different M-Files vaults. One of which is designed for the whole organization but the two others are for a specific department in our company. I'm currently in charge of one of our vaults which address the management and update of our supplier's documents and approval processes.
  • Document updating, workflows, and reminders.
  • Document metadata and detailed information.
  • Views for specific needs based on extensive metadata.
  • Possibilities to tailor M-Files according to user's own needs.
  • Search.
  • Visuality.
  • Self-direction.
M-Files is well suited for document management and updating. It has good and extensive workflows and reminders. However, it is not visual on easy to learn (self-direction) and therefore users need extensive training even for simple tasks. Best systems are those that you can learn just by opening them and having a look. M-Files is not one of those systems. If you don't possess a certain type of engineer's logic it is super hard to learn to use and navigate through the system.
Score 8 out of 10
Vetted Review
Verified User
Review Source
M-Files is used for:
  • Metadata management in sales, project deliveries, and services.
  • Document management.
  • Service task management.
  • Combines document and metadata management well in one package.
  • Flexible and easy to configure.
  • Good support for the use over Internet, no VPN connection needed.
  • Good data replication tools over data vaults.
  • Opening of a metadata card is a bit too slow on average.
  • Offline use features are too limited.
  • Mobile phone client user interface needs improvement.
  • There are still many things to improve in the everyday use in M-Files client.
M-Files is suitable for many kinds of document management purposes and can also support processes in workflows and metadata management as a part of other IT tools.

I would not use M-Files for "heavy-duty" process data management (e.g. ERP).