Overview
What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate…
Strong DMS
Why M-Files
M-files and a small laboratory company
M-files is great for document handling
M-Files...Use It Or Lose It
2 thumbs up
Satisfied user
How a services company uses M-Files in intelligent information management
Getting excited about document management
Document Sharing Portal
Great Product, Great Team!
M‑Files has been a great solution for us!
M-FIles as metadata machine and efficiency producer
MPS: Measurable time savings enabled by document and information management with M-Files
M-Files delivers unmatched search and access management capabilities.
Awards
Products that are considered exceptional by their customers based on a variety of criteria win TrustRadius awards. Learn more about the types of TrustRadius awards to make the best purchase decision. More about TrustRadius Awards
Pricing
What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process…
Entry-level set up fee?
- No setup fee
Offerings
- Free Trial
- Free/Freemium Version
- Premium Consulting/Integration Services
Would you like us to let the vendor know that you want pricing?
185 people also want pricing
Alternatives Pricing
What is DocuWare?
DocuWare’s document management software delivers digital workflow and document control to boost productivity without the need for IT resources. Its cloud and on-premises products are presented as a best-fit solution for companies seeking to digitize, automate and transform key processes. DocuWare…
What is Planview ProjectPlace?
Projectplace is a collaborative work management solution. The vendor says the product is built with teams of all sizes and complexity in mind, from virtual teams of five to entire global enterprises with tens of thousands of active users. It is also designed to incorporate waterfall and agile…
Product Details
- About
- Integrations
- Competitors
- Tech Details
- FAQs
What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
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.
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 Integrations
- DocuSign
- AutoCAD
- AutoCAD LT
- ChronoScan
- Microsoft 365
- Google Workspace
- Salesforce CMS
- Microsoft Dynamics 365
- Adobe Sign
- Esri ArcGIS
- SAP
- Open Text eDocs
M‑Files Competitors
M‑Files Technical Details
Deployment Types | On-premise, Software as a Service (SaaS), Cloud, or Web-Based |
---|---|
Operating Systems | Windows |
Mobile Application | Apple iOS, Android, Windows Phone |
Supported Countries | M-Files is available in 100+ countries through direct support or via the company's partner network. |
Supported Languages | M-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 |
Frequently Asked Questions
Comparisons
Compare with
Reviews and Ratings
(147)Community Insights
- Business Problems Solved
- Recommendations
M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant improvements in document retention, retrieval, and collaboration. The software serves as a central repository for storing business-critical documentation, including customer data and agreements. It has helped organizations achieve a paperless office by archiving financial data and recording invitations to tender. M-Files has been instrumental in streamlining manufacturing operations, quality control systems, and corporate functions. It simplifies access to files and data from different databases and applications, improving search capabilities and facilitating workflow management. Users appreciate the high configurability of M-Files, enabling the creation of sophisticated systems for structured information. It is also utilized by individuals for managing business and personal documents, easily finding and organizing various types of files. M-Files has successfully been implemented in education institutions to organize and manage decades worth of contracts and contractual details. Risk intelligence analysts benefit from M-Files' AI support and metadata-driven properties when developing risk assessments. The software serves as a strategic DevOps platform and a main database for industrial asset management deployments. Additionally, it is relied upon for powerful workflow tools, allowing organizations to manage internal processes and support growth without additional staffing resources. Overall, M-Files provides efficient information and document management solutions across industries such as manufacturing, education, health, and social sectors.
Users commonly recommend M-Files for its security and affordability. They suggest trying it out and learning all its features to transform the way organizations operate. M-Files is recommended to organizations of all sizes and resources. Users appreciate the convenience of file sharing and the high-level security system provided by M-Files. They also recommend creating specific folders for each topic to enhance organization. Additionally, new users are encouraged to try M-Files.
Another common recommendation is due to M-Files being a next-generation intelligent content management platform. It is highly recommended by users, including business concerns and friends. They find it easy to use and almost bug-free, making it suitable for companies dealing with numerous files and documents. Suggestions include setting up low-hanging fruit in M-Files and utilizing online training materials. Effort should be put into information and document management models and architecture.
Furthermore, users highly recommend M-Files without second thought. They advise allocating sufficient time and resources for training and persuading colleagues for successful implementation. Users suggest trialing the M-Files solution before partnering with another Enterprise Content Management (ECM) vendor as adoption rate is critical for successful implementation. An improvement suggestion is to make the product OS and platform agnostic while implementing optional features into the standard version for a competitive advantage.
Overall, users recommend M-Files for its secure and affordable nature, its convenience in sharing files, its high-level security system, and its next-generation intelligent content management platform capabilities.
Attribute Ratings
Reviews
(1-25 of 28)M-Files...Use It Or Lose It
- Decent document search engine
- Notifies when action is needed
- Recently accessed history
- Search finds retired or superseded documents leading to potential confusion.
- Would like to be notified when employee completes Learning Rule I created.
- Hard to master as a beginner
2 thumbs up
- Content Management
- Support of Processes
- GUI configuration - Consistency of Architecture between metadata card positions
- Limitations on counts in vaults and associated Non-Doc objects
- Makes it quite easy to save documents that includes relevant metadata.
- Makes it quite easy to find relevant information and be sure that all relevant information is found.
- Possible to show documents in different views to ensure that it is shown where it is relevant.
- M-Files can be used as the interface for all relevant information in a company using APIs to access information saved in other applications and in folders.
- Improve the user interface.
Getting excited about document management
- It's easy to adjust. You can modify the system to better meet your needs.
- User-friendly.
- Metadata structure is systematic and easy understand and/or to modify.
- Photo archive properties.
- I would like to have pictograms in reporting.
M-FIles as metadata machine and efficiency producer
- 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
MPS: Measurable time savings enabled by document and information management with M-Files
- more efficient work
- increased data security
- user interface
- 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
Decreased dependency on paper based processes.
- 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.
M-Files did not work for our law firm
- the inability to easily and intuitively store large batches of documents, such as multiple document production sets, in the system
- 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
M-Files is Great and Reliable for Our Hospital System's Policies and Forms. See What They Can Do for You!
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.
- 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.
Superb Document Management System
- Great workflow.
- Works with metadata, which makes files easy to be found.
- It has excellent versioning control.
- It has integration with other applications, like Office 365.
- It could have more CAD integrations.
- Has the possibility to have online revision, inside the application.
- It could have a better documentation transmitter section.
An affordable and underestimated ECM platform
- Very easy to recall, identify, and locate related information.
- The interface is modern and slick, making the learning curve much lower for new users.
- Installation and support are top-notch and administrating the platform will be familiar to regular system administrators.
- The workflow engine, while powerful, does not contain many advanced features but they are in the roadmap.
- This is nothing against M-Files, but it is a relatively new ECM platform so adoption and user community is not where more mature platforms are.
- The interface is nice looking and easy to use but could use a bit more polish so it does not feel like too "new" of a product.
Happy M-Files Review
- Metadata drive - searches through metadata and throughout the document itself to retrieve what the user is looking for. Finds documents fast and easily using the search bar. Additional filters can be added if needed to filter further.
- Advanced automated workflows. Assignments are automatically generated once a workflow state is reached and emails notifications are sent to assignees. Automation ensures smooth transitions and eliminates manual triggers.
- Traceability and version control. M-Files tracks each change to the document itself and to the metadata. This is important for audits and having the version history at your fingertips.
- Extremely customizable. Users can create their own views for themselves or common views for the whole company to view a group of documents. These options can be customized based on the metadata properties. Administrators can create the properties and structure in the Admin tool.
- Notifications could be improved. Once an assignment has met the deadline date, it will no longer notify the assignee of an overdue assignment every day after the deadline. The assignee will only see the overdue assignment by opening up M-Files and seeing it on their home screen or referring to the email last received.
- Once an action has been taken within the system, the page needs to be refreshed frequently. Improvements could be made to reduce the refreshing required to see the changes that were made.
- M-Files acts like a library - in order to edit a document it must be checked out by a user. Once changes are made the document should automatically check itself in by default. When exiting out of a document, sometimes it does not automatically check in and requires manual check in. Consistency of automatic actions could be improved.
- The M-Files Admin customization and workflows could be explained or assisted more at initial setup. Since the system is out of the box, trying to setup the system to cater to the company's needs can be time consuming and a confusing process. It took a lot of trial and error to get the metadata properties and values setup properly. It something that we still struggle with at times since M-Files support doesn't know how our company operates and how we want to use the system.
We have implemented M-Files as a service management system for service business and quotation management system for capex projects. This solution covers service agreements, service work management and reporting of service activities for customers and invoicing. Customers' install base of service agreement lines is included. All capex quotations are included with classification information. Already decided further development includes project document management and customer document distribution.
- Defining and implementing data requirements with business people is very flexible
- Defining and implementing business workflows is very flexible
- Document management is efficient
- Creating simple views in M-Files is easy but with increasing data complexity also creation of views becomes complex.
- M-Files has competent people but their support processes can be enhanced.
- User interface could be more user friendly.
- Integration: Reads data from other systems.
- Easy to force data to be organized.
- If the built in functionality isn't enough, you can easily script additional functionality into M-Files.
- Performance. Feels slow.
- Metadata integration is limited. Only database connections with a single SQL query. No JSON/XML/etc. Database connections only pull mode. No possibility to push data into M-Files and constantly pulling large data sets from the database is slow.
- OCR module broken for years without a fix.
- Logs everything to Windows event log which is not very searchable.
- Mobile app is virtually unusable. Slow and buggy. Randomly fails to follow customized metadata cards, eg. default data ignored.
- Centralized store of purchasing documents.
- Centralized store of quality and safety documents.
- Sales process has been streamlined.
- Initial set-up was rather complex, but not impossible.
- Metadata card customization could be simplified.
- Search function returns too few results at times.
M‑Files Review
- Provides quick and easy access to the right content.
- Provides higher levels of user adoption.
- M-Files is accessible on desktop, cloud, and mobile devices.
- We would like to see the ability to automatically resize pictures, so they don't take up so much storage.
Pleasantly pleased couldn't be happier with program
- Very user friendly
- You can easily locate your documents within moments by using the search
- We were able to bring information from other databases to retrieve information so lessen manual input of metadata within M-files.
- Very nice reporting feature - we use to create an index tracing material to part.
- I have not seen any issues that affect our use
M-Files
- User interface is easy to understand and learn for new users.
- The functionality is great once contracts are loaded into the system.
- Customer service. We experienced some difficulty with our account this year and the service wasn't the most responsive. We rely on M-Files to run our department and without prompt responses/clear resolutions, it became fairly frustrating.
- Problem resolution. We were shut out of our account for a month or so this year which really set us back as a company. Not sure why it took so long to resolve, but again, it was a significant hinderance.
- We have a backlog of contracts that need to be uploaded. Anything that allows the contracts to be input into the system in a quicker, more efficient manner would be helpful
M-Files Rocks!!!!
Bottom line... "It makes my job that much easier!"
- Creating Proposals: I use the templates in Word and Excel to create Pricing and Proposals on a daily basis.
- Archiving Customer Information: I use the Outlook Plug in and archive all emails related to my customers and projects I am working on.
- Retrieving Customer Information: The SEARCH feature makes life easy and I can easily find my customer information with a quick search.
- I don't see any areas that need improvement. However, M-Files seams to find them and put them in the new releases before I even thought I needed them. For instance the highlighting of the search words.. very nice and makes it easy to find at a quick glance what I am looking for.
M-Files saved us from a document conversion nightmare
- Using ChronoScan makes it very easy to get hard copies to be converted to electronic copies, and automatically added to M-Files, once ChronoScan is setup. The setup of ChronoScan took some time, as its very specific to a template being used.
- Adding tags, metadata, and descriptions to the M-Files properties for each documents makes it very easy to find those documents, or group of documents in the future.
- Having the ability to set destroy dates in the properties gives us the confidence to know that document has been destroyed and can no longer be accessed forever.
- Workflows allow for automatic document loading vs approved document loading. Making any part of the workflow a place to place verification and approval if desired.
- The only long-standing issue we have at the moment is a slowness issue, but working through the issue we are discovering our two vault instances are at two different locations. Maybe do a better job at determining the best datacenter location for the vault to reside at depending on the customers locations?
A wonderful document management system.
- It indexes a wide range of documents easily.
- It allows for custom designed tags.
- It is easy for me to use.
- When tagging an Excel spreadsheet of names, I add the person to the tag. If the person is new, M-Files wants to add the new person. The new user window pops up in the middle of the screen every single time. I have to move it out of the way to see the data behind it. M-Files needs to be able to retain the location of where I move a window so that it opens where I want it to, and not right in the middle of the screen, right on top of the data that I need to enter.
- Wish it had an OCR option.
M-Files - Allows you to search for what you need wihout knowing where it's located.
- M-Files simplifies access to files, data, etc., located in several different databases and applications. You just need to know what you're looking for not where it's located.
- M-Files Intelligent Metadata Layer (IML) tool can search several different databases and applications simultaneously, including but not limited to Outlook, SharePoint, OneDrive, and shared drives. The IML results of your search criteria are displayed on a single page, which simplifies review, access and storage.
- M-Files automatically tracks file/document versions to simplify management and version control, as well as prevent duplicates.
- Searching specific files using the IML Tool is streamlined by displaying company/customer names, document types, contacts etc.
- None so far, since we're early in our implementation.
Great value
- Great feature set
- Cost effective
- Easy to deploy
- Ability for free trials