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M‑Files

M‑Files

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…

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Recent Reviews

TrustRadius Insights

M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant …
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Why M-Files

10 out of 10
March 01, 2023
Incentivized
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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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

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Pricing

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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

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Product Details

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

Screenshot of M-Files - SearchScreenshot of M-Files - Profile openScreenshot of M-Files - PermissionsScreenshot of M-Files - Process mapsScreenshot of M-Files - Pinned items

M‑Files Technical Details

Deployment TypesOn-premise, Software as a Service (SaaS), Cloud, or Web-Based
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

Frequently Asked Questions

Laserfiche, OpenText Content Suite Platform, and Alfresco are common alternatives for M‑Files.

Reviewers rate Availability highest, with a score of 9.1.

The most common users of M‑Files are from Mid-sized Companies (51-1,000 employees).
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Comparisons

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Reviews and Ratings

(147)

Community Insights

TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!

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 68)
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March 03, 2023

Strong DMS

Score 7 out of 10
Vetted Review
Verified User
Incentivized
  • The most powerful part of M-Files is workflow automation.
  • System has quite a simple interface.
  • Good integration with other applications like MS Dynamics.
  • Workflow definitions need better graphical interface.
  • M-Files API need documentation and complete samples.
  • Files upload is very slow.
  • Have to have better diagnostics and logging tools
March 01, 2023

Why M-Files

Zakir Hussain | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
Anssi Mäkelä | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • Document management
  • Workflows
  • Easy access and intuitive to use
  • More features without coding (for example more options for automatic naming of documents, more functions when changing workflow state, etc.).
  • Customizable front page (work example: different kind of page depending the user's task or department).
  • Editing notification settings by admin (not only by user).
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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
September 02, 2022

2 thumbs up

Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • Content Management
  • Support of Processes
  • GUI configuration - Consistency of Architecture between metadata card positions
  • Limitations on counts in vaults and associated Non-Doc objects
Jesper Storm Hansen | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • 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
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • 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
Score 8 out of 10
Vetted Review
Verified User
Incentivized
  • 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
Vesa Jordan | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
May 16, 2021

M-Files review

Score 7 out of 10
Vetted Review
Verified User
  • 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.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • 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.
Arto Määttä | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
  • 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
May 22, 2020

M-Files Review

Score 7 out of 10
Vetted Review
Verified User
Incentivized
  • 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
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