TrustRadius
https://media.trustradius.com/product-logos/6X/04/4CWIFQVVGM2S.JPEGIt's so easy that business people can do it (but don't let them do it alone)!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.,9,Structured and unified reporting of service activities. Structured and unified reporting of sales activities. One tool, several business applications.,We are implementing project document management which currently is in shared folders. We are sure that finding latest version, knowing what has been delivered to customer, knowing what has changed from one version to the next one will improve.,We have used automatic access control for two purposes: to limit access to business critical data, and to make it easy to see the data which is relevant to a person's work. We find it very useful that data or documents deleted by mistake are easy to retrieve by key users without ICT experts.,We have not used M-Files for compliancy or audit related needs.,ERP integration for work numbers and work hour reporting, invoicing and salaries. AD integration for employee information and access rights Email integration for customer correspondence.,MS SharePoint,200,4,Field service tasks & management Quotation management Project management,We have not started to use M-Files as document management system but as an application platform. We utilize metadata, workflows and integrations.,CRM Project document management,10,Yes,Price Product Features Product Usability Product Reputation,We were and are happy with the selection process.,Third-party professional services,Yes,Change management was a big part of the implementation and was well-handled,End user involvement as small details emerged and the feedback was slow Work hour integration to payroll was cumbersome because of the payroll system Off-line preparation was time consuming,9,Yes,9,Yes,M-Files had used Microsoft software in a specific feature and Microsoft ended support of that software. As the feature was important to us CDO of M-Files explained the issue to us from their R&D point of view and finally we found the solution for the case.,Metadata, or creating data sets for any business objects you might need Workflows, e.g. creating quotation and getting approval for it Integrations Connecting metadata content to Office documents Views to metadata, or business objects,Calculations like in excel or in reporting. Complex views connecting data from different meta data cards,Yes,9M-files and a small laboratory companyWe use M-files across the whole organization. We manage literally everything with it—quotes, purchases, orders, workflow, tasks, etc. We have also tailored it to work as a laboratory information management system in our laboratory, where we manage the samples, analysis data, and quality control.,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).,9,Work efficiency Easier quality control Better control of workflows,Our organization hasn't yet used these features but they sound useful.,Automatic access control has been useful but we haven't used the other features.,We have ISO 9001 certification and M-files has helped us to meet and maintain the requirements of the standard.,Microsoft OfficeHappy M-Files ReviewM-Files is being using by the whole organization to store, retrieve, revise and approve documentation. The system uses metadata properties allowing users to search and view documents quickly and easily, eliminating chaotic network folders; users are no longer required to remember where a file or folder is stored. Workflow capabilities allow users to route documents for review and sign-off, keeping content in one system vs. multiple databases. Creating assignments in M-Files provides traceability for routing and reviewing of documents, eliminating email attachments and uncontrolled paper files. Permission settings within the system allows only authorized persons to access certain files. The Check In/Check Out system creates automated version control and leaves a history trail, leaving a structured audit trail.,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.,9,Compliance and history storage for audits. Quick retrieval of documents - time reduction. Structure - elimination of duplicates, paper copies, and multiple databases. Traceability - workflows and assignments help locate status of documentation.,M-Files is installed as its own drive on your computer, making it easy to save a document from your hard drive to the system. You can simply click on File>Save As and save your document directly to M-Files. Users can also migrate documents into M-Files by clicking on the chosen document within the file explorer and dragging it onto any open space on the M-Files homepage - a dialog box will then appear asking for the user to fill in the required metadata properties.,Audit trails, data loss protection and automation is a must for companies complying with ISO certifications and quality standards. Each document has a history trail and keeps each change that is made to the document and to the metadata card. Permission settings are created for each individual document or class of documents and set by the administrator. User groups and access control lists can be created to apply permission settings to different groups or lists of people. Only chosen users can read, edit or delete documents.,History is automatically documented as changes are made to each document or its metadata, making an audit trail easy to view at any time. You can have a document revision property on the metadata card to manually enter your companies document revision. Searching for training is as easy as typing an employees' name in the search field and all the training records display instantly for that person. All the information about a certain document is captured in the metadata card, making finding documents effortless and quick when you enter any information needed into the search bar.,Microsoft applications. Saving documents directly to M-Files is quick and easy. Syncing M-Files metadata properties with Microsoft Word documents eliminates rework. Outlook allows users to email link directly to M-Files document, eliminating email attachments and duplicate copies. Adobe Acrobat. Signing and routing documents through workflows increases productivity and saves time.,OpenText Documentum,65,3,Audit trails and traceabililty for the quality management system documentation. Quick access to files for production users. Permission settings and version control. Workflows and routing of assignments.,Assignments have been used to initiate training to employees after documents are signed off. Exporting of views list to see what items are overdue and who is assigned to a particular assignment.,Store marketing material such as videos, pictures, etc. Create seperate vaults for each department as the organization grows. Create more advanced workflows and automation to eliminate traceability and human error.,9,No,Price Product Features Product Usability Product Reputation Vendor Reputation,I would ask more questions and really dig deep into what the systems are capable of. When looking at a new system, it's easy to become overwhelmed with options and only see the surface level of what a product can offer. Sometimes users don't know about the disadvantages of a product or system until after they've purchased. I would look at reviews like these on TrustRadius now to help alleviate a lot of those issues like that and gain more insight before making a purchase.,Searching - acts just like Google. Type in a word/title/number or a portion of it and get results instantly. Viewing content - multiple ways to view content. i.e. create views to browse documents, pin a document to the Pinned area, star a document to place it in a Favorites area, home screen has various content display areas. Creating new documents or adding existing documents to M-Files - various ways to save existing content into the system or create new content by selecting the Create button (M-Files then prompts users to fill in appropriate properties for each document which keeps everything consistent and easy to find.),Re-submitting assignments once they've not been completed by the deadline date. Creating a view - these are created using metadata properties and the user must know the property needed when setting up a filter for the view. Users have trouble realizing assignments are seperate objects from documents - the attached document is underneath the assignment and has seperate metadata properties. This creates issues when the users need to complete an assignment and cannot locate the document.,Yes, but I don't use it,8An affordable and underestimated ECM platformWe implemented M-Files for various customers after looking for a more cost-effective ECM platform than OnBase or Perceptive for some of our leaner customers. M-Files was relatively new to us but after evaluating the software and the direction it was headed we decided to implement it and it had the functionality we were looking for at a fraction of the cost of the competitors. As an ECM platform, it helped reduce the number of shared folders, spreadsheets, inconsistent Sharepoint usage, and other things that often come from a company trying to collaborate and share information while making it easy to recall and find that information in the future.,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.,8,With any ECM platform, sharing and accountability of information is now possible. The time spent trying to find current information has been reduced and sped up productivity. User acceptance and training is minimal but still a concern that impacts the business.,We have not undertaken any integration with other platforms and instead use it as a sole location for electronic data for companies.,We have utilized Active Directory SSO with this platform as well as configuring user groups to effectively silo and manage information within the platform. We are investigating data encryption but have not yet utilized the feature.,While we have not had to utilize M-Files features for an audit yet it does contain the capability to show the lifecycle of a document including who has viewed, modified, printed, or deleted it. Reports of this nature with that amount of detail go a long way towards ensuring the platform or business passes an audit.,Box Sharepoint Kofax,OnBase by Hyland, IBM FileNet Content Manager and Perceptive Content (formerly ImageNow)Superb Document Management SystemToday M-Files is being used worldwide inside my company to handle files and another similar kind of documents, like control revision, file storage, and workflow for approvals. It is a very important application for Engineering areas, because this area needs to be conforming to many legal compliances.,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.,9,It is a cost-effective application. It is easy to be customized, so less money is required to change the application. It makes the information easy to be shared, but without losing security.,It has been beneficial because it is a goal for our company to have this cross-platform information flow. Today is very productive to have the information among the systems, but not having a manual entry point for each document/file. Today we use the default connectors to share this information, and it solves the aim that it proposes to solve.,This is very useful for many areas inside the company. Most demand areas are Legal and Engineering. It is very important to not lose the intellectual property files, because it affects directly our costumers. Moreover, the security is a must, because losing the information may directly impact the company revenue. All of these features are being used by our company.,Yes, it does. We compared other solutions for compliance, and M-Files reached the level that our company needs. Our company has many certifications that need high-level compliance, like ISO 9001, ISO 14000, ABNT and others. You can easily find this inside the application, without any special (and usually difficult) section.,Salesforce. Infor LN. MS Sharepoint.,Expensive and has room for improvement. But still very useful.M-files is used across the whole organization and it is used for all business related documents. Also, it is used for reporting returns and claims.,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.,8,Document management is less of a mess now than before We now spend more time storing documents and less time trying to find them. Hard to say what the bottom line is, less or more overhead?,Most of these features require M-Files Online which we don't have.,Automatic access control is used. In some cases, it is forced, and in some cases, it is set as a user-changeable default. This works reasonably well.,All the documentation needed for ISO 9001, 14001, 45001 are easily found by anyone who needs it and it impressed the auditors.,ERP Warehouse managementM-Files reviewM-Files is in use in the whole organization. We use it mainly in document management but with the M-Files objects we are able to create relations between documents and objects which are for example imported automatically from our ERP-system. This allows us to for example import customers from our ERP and then when creating a document relate the new document to the customer with metadata. We use it also for orders, quotes and parts just to mention a few. This allows us to access/find documents more effective than before.,Object & document relations Finding documents & objects Workflows for classes Metadata behind documents & objects (is the key to search & discover documents),After sales customerS accounting could be done more professionally. There could be more "ready-made" models for different types of usage and these could be included in the main product. For example: A company can have more than one Vault and when implementing the customer could choose from a base structure to implement on a vault (HR, Sales, Quality, logistics...). This should all be included in the main product.,9,Before M-Files documents were spread out to two different "systems" and documents were difficult to find. With M-Files finding documents became efficient. Document revisions and maintaining revisions is improved after implementing M-Files.,We use M-Files to access scanned documents and automatically import scanned documents to specific workflows for example AP Invoice approval. This feature makes the workflow effective.,We have our quality processes inside M-Files for example deviations are processed in M-Files. Quality "system" is audited and approved by customers and ISO-auditors.,Importing data from ERP-system to M-Files Importing data from Solidworks. With this integration, we are importing structured metadata directly to parts (imported from ERP to M-Files). We are managing revisions in Solidworks and when importing again to M-Files a new revision is created to M-Files. This integration helps us to share data from design to organization and users can find reliable data that they can trust. Earlier the correct revision was difficult to find.,MS SharePointM-File and Quality ManagementEmployed for managing the quality management system QMS and policy & procedures in the company.,Save and share files Workflows Finding files,Metadata card: more options on pre-filled data. Workflow designs for in-house applications (does not require a consultant).,9,ROI: below expectations --> negative Positive in the QMS application,Have not looked at it yet.,It was well received and good for us and has not been needed yet.,Yes,None so farM-Files is a great fit for small manufacturing companiesUsed across the entire organization. Eliminates paper documents, for the most part, reducing clutter and filing. Searching for and retrieving documents is now much simpler. Overall, the office function is more efficient.,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.,10,Staff is enabled to focus more on value-added tasks and projects rather than filing paper copies. Has enabled company to reduce the amount of paper use and hard copy file storage by 90%. Document control has been streamlined so most current copies are readily available, reducing errors.,We have not utilized this functionality.,N/A,N/A,M‑Files ReviewM-Files helps our company manage the paperwork involved in transporting hazardous materials, and to streamline their invoice processing procedures. As a company that regularly handles hazardous material and works with safety in mind, we’ve always had comprehensive requirements. Because M-Files is able to do so many things, we've molded a lot of our operations around it.,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.,10,In the first year, we saved $70,000 by implementing M-Files. Efficiency increased with adoptability being so high.,Having a single pane of glass to view all our documents is key.,With M-files being in every department of our business, and acting as the glue for disparaging systems, security and access control are key.,Version control has helped immensely with audits and compliance.,Docuware Cloud and TeraText Document Management System (DMS)Why M-Files will make you Smile!M-Files is being used to store content that is related to individual departments, across departments and across business functions. We had issues sharing and finding content, having too many duplicates and restricting permissions to certain content (or too much restriction).,Search functionality - M-Files has a robust search system that allows users to quickly find content in seconds Relationships between content - how M-Files relates objects to content makes finding valuable information easy Versatility - MFiles allows users to integrate with current systems and microsoft office to easily integrate into normal business operations.,One major frustration we have had has to do with our particular project, not the tool in and of itself. We had a combination of development efforts, some from M-Files and some from our developers in house. It has been hard to push the project forward at times since we are not allowed to control the cloud environment or develop in the cloud environment. We have had to wait on things to get pushed via content packs we develop on prem, which are then shared via a dropbox to M-Files. We hoped there would be a smoother solution for this.,8,We haven't had a chance to experience this; we just rolled out M-Files to our first department.,We have slightly since we employ SharePoint, but we mainly are going to benefit from the API integration that is available. We have an in house application that we are going to be able to use as an integration with M-Files which is going to add a lot of value.,We expect to benefit from all of these capabilities, but have not had the chance yet to do so. We have had careful planning sessions however around permissioning and confidential content.,Yes. We have set up a detailed record retention schedule that is going to be implemented via M-Files that allows to to comply with regulations/audits.,In house applications that pull customer information and transaction information.M-Files - Allows you to search for what you need wihout knowing where it's located.M-Files is being Piloted by a few NC Board of Nursing departments prior to being used organization-wide. M-Files is simplifying access to files, data, etc., located in several different databases and applications. We're also combining the implementation of M-Files with the OCR conversion of 10+ years of graphic files into electronically searchable files, which will dramatically improve accessibility and drastically reduce search time.,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.,10,M-Files has already improved staff efficiencies by simplifying search and storage. M-Files will improve data, file accessibility using the IML tool which can search several locations simultaneously.,We have not installed the IML Tool yet, but plan to implement it within the next 1-2 months. We're very excited about the IML tool's ability to search documents in several different enterprise locations simultaneously.,M-Files built-in security capabilities have improved our data security and controls, improving the protection of our data and security compliance.,Yes, M-Files will help with our planned SOC2 audit.,Pilot has been limited to loading paper documents directly into M-Files. The transition from paper to electronic files has improved access to data and simplified/sped up searching. Next phase includes transitioning Papervision digital files into electronically searchable documents located into M-Files for easy access, search, storage and version control. Organization-wide implementation in 1-2 months will include integration with Outlook, SharePoint, OneDrive and shared-network drives. This will make data, documents easier to access, search ... using the IML Tool toed to all of these systems.,Worldox GX4 and MS SharePointM-files ReviewWe use M-Files for our U.S. HR department. While we are a global company, we have not rolled this out outside of the U.S. so it is not used across the whole organization at this time. It addresses elimination of paper files and having everything stored electronically.,Electronically located on users' desktop and users can drag and drop documents quickly and easily. We were manually filing papers, so this has been a nice tool to have. Once our system was set up, it has been user friendly.,Main menu not as intuitive. Client set up was not as easy and streamlined.,5,More efficient way of storing files Electronic ease for our administrators,Empower yourself with content, information and processWe use M-Files workflows to manage business units across the organization. Such as Project implantation, contract life cycle, sales, commissions and more. Tracking project status, history, and documents are key to our success. We utilize M-Files workflows to track key project tasks, personnel and follow up. Workflow notifications keep me on track with contract balances, end dates because the consultant and projects records are always at my fingertips. M-Files standardizes our documentation employing templates for quotes, proposals, contracts and project documentation streamlining our processes.,Workflows are powerful; they notify personnel of the status and details of a project. Routines, tasks, and checklists are assigned automatically via email or views based on roles or process. We can track and inform on anything, from customer requests, formal internal communications, requests, audits, and risk. When a teammate is assigned a request, it brings instant visibility and accountability. Colleagues receive reminders on task deadlines, and tasks escalate when not completed on time, resulting in stronger communication and faster result all around. I often say, “If we track it on a spreadsheet today, the process needs to be moved to M-Files tomorrow." There are many micro processes within a team where an individual manages an important procedure in a homegrown manner often on a spreadsheet with date, check boxes, and reminders. Finding these and deploying their methods in M-Files can ease the task and share responsibility among the team.,I would like to see M-Files implement spellcheck in the user interface and the administration module. It seems like a no-brainer improvement for the end user. A web-based template tool or integration would be also wonderful enhancement . Enhancement of the Intelligent Metadata Layer (IML) to ease migration of documents from Network Folders.,10,M-Files has let us do more with less. We always look to M-Files to streamline operations. We have increased our efficiency in all areas of business and rarely fret about purchasing more licences to add individuals to the process.,We have implemented permissions in all areas of M-Files. All users are on a need-to-see basis based on groups, department or workflow state. M-Files can set permission on any piece of metadata. As an example: salespeople create commission statements and send them to their manager changing their permission to read-only. The manager permissions are set to Edit. If they send it back to the salesperson, permissions change back to edit. When the commission statement is approved and sent to admin, the document becomes read-only for all. Permission protects the document throughout all phases of the workflow and salespeople have access to only documents they created.,M-Files meets our customers compliance needs in document control, change requests, issue managment, risk managment, audits and periodic task managment with automated process, easy controlled document access, automated training and course managment. M-Files is very strong in this area and should not be overlooked.,We have integrated M-files with core ERP e-automate and SalesForce replicating vendor, customer, project and contract data to M-Files providing a single source for core data. With our customers we have integreated with an endless lidt of databases: MS Dynamics, Sage, NetSuite, and CYMA just to name a few. The advantages include; a single source for data across the organization that minimizes data entry errors and reduces clicks when entering data.M-Files is the Document Management Solution We NeededM-Files is being used across multiple departments as a library for raw material and packaging specification documents. It is also being used to manage a number of workflows related to those documents, as well as the onboarding process for new record creation in our main ERP system.,M-Files offers fantastic document management capabilities that solve virtually all of the issues associated with managing document libraries in a traditional folder structure. Version control and document history, the ability to classify documents such that they appear in multiple views, and the excellent access control are all tools we can no longer live without. M-Files is extremely customizable without requiring a deep technical background. Basic administrative functions can be learned with relative ease. User support for M-Files is top notch.,M-Files lacks the ability to audit for users who have never accessed it.,10,M-Files has greatly improved our ability to manage a large library of raw material and packaging specification documents. General users now have simplified and improved access to these critical documents, and we have gained a greatly improved ability to manage and maintain this library going forward. This has meant significant time savings and improvements in efficiency in multiple functional areas. M Files has afforded us the ability to develop processes and workflows on the fly. M-Files is particularly well suited to the development of processes, since it is easily updatable and generally quite flexible. This has proven to be of great benefit in instances where our organization lacks an established process in the first place, as it allows us to experiment and develop one organically.,M-Files has improved our ability to access documents and to control access to those documents. We have not as of yet tied M-Files directly to any external systems.,The most basic levels of access control in M-Files have been sufficient for our purposes, and have represented a significant improvement over what was otherwise available in a tradition folder structure on a server.,We are not currently housing documents against which we would be audited in M Files, however it is easy to see how version control and document history in M-Files would be of tremendous advantage in these situations.,MS SharePoint / SQLM-Files Rocks!!!!Being and end user of M-Files, I am in the Sales Dept and use it daily. I create Proposals using the templates and love it. I use it to look up customer contract information which is done very easily. All correspondence done with my customers is stored in M-Files so I am able to easily retrieve it. 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.,10,I have nothing to do with the ROI of things.. I just know that I can quickly get a proposal out to a customer using the templates much faster than ever before. It fills in the customer information from our ERP System, saving me time in looking all that information up and retyping it in the proposal. Faster quotes means I have more time to move on to the next.. so Sales are ultimately increased. So bottom line.. more money for me and my company by making me more efficient.,We use shared folders. It is nice to be able to limit access to certain files like HR files.,we do not use these features,not sure,Microsoft office integration - with Word-Excel-Outlook... I use these for saving to M-Files. or to create templates for proposals,none,TeamViewer, QuickBooks Pro,200,,Workflow Document Management CRM Proposal templates,Workflows for commission approvals,not sure,10,No,Product Features Product Reputation Vendor Reputation Existing Relationship with the Vendor Positive Sales Experience with the Vendor,wouldn't change a thing.,Implemented in-house,No,Change management was minimal,there were none,10,Online training Self-taught,10,depends on the type of person. I tend to jump in with both feet and push buttons to see what they do. but a general overview is helpful to get started.,10,It is best to configure it to your needs or else it will not be adapted well by the staff. Work with a specialist from M-Files or your dealer to make sure you are asking the correct questions.,No - we have not done any customization to the interface,No - we have not done any custom code,Again, work with M-Files or the dealership to make sure you have asked all the correct questions to configure/customize it.,Yes,10,No,The support from our Vendor is always exceptional. Fast Response, quick resolutions.,Templates Outlook integration Search features CRM,None,Yes, but I don't use it,10,10,10,6,No,,,n/a,10,10,Unlimited support of the software with updates,Let them do their job. They should know what they are doing.,Yes,New features,not sure,No,NoA wonderful document management system.M-Files is used in several departments. We scan in various documents, tag them and retain them as historical records. It is easier to find the file in M-Files than search through paper files.,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.,10,M-Files is very efficient in looking up past invoices. It is also then easier to share, as opposed to putting another piece of paper on someone's desk and with a sticky note marked urgent. You can email the file right from M-Files. With the scanning we have done, we have eliminated a lot of paper records.,M-Files does help us meet audit goals. A quick search pulls up the documents we need with minimal effort.,Microsoft Office is the only system we have integrated M-Files with.,Great valueWe resell M-Files. We provide the M-Files platform to our customers/prospects here in Canada.,Great feature set Cost effective Easy to deploy,Ability for free trials,9,M-Files has been a great solution for SMB organizations that have similar requirements to Enterprise organizations, but do not have Enterprise budgets. Cost effective, easy to deploy and an amazing feature set make the M-Files platform a no-brainer for any organization that is looking to automate some of there existing manual processes.,Have not deployed the compliance engine within M-Files,Internal databases and file shares,Docuware CloudM-Files reviewWe have vaults for Finance Dept, Legal Dept, Personnel (HR), IT and Executive files across the whole organization. M-Files eliminates the need to paper copies, easier and faster to search and allows for workflow.,Ease of use. Familiar user interface. Search of documents. Easy to configure and administer.,Annotations seem clumsy to work with. On large documents annotations are hard to find. Multiple annotations can overlay each other. Would like the ability to setup pre-defined queries where user can enter a values for certain metadata fields. Workflow can be more intuitive. Web client currently does not match the desktop client.,8,All positive. There has definitely been efficiency improvements when searching and retrieving documents. Allowed us to remove paper file cabinets. The only negative is it seems that new features are add-on's, meaning we have to pay for that functionality. Why is this not part of the base product that we aleady pay software maintenance for?,We have not implemented these features yet.,Yes. The security capabilities are flexible and powerful. They have met or requirements.,Yes. We have retrieved documents for auditors.,Yes. We use the API to create/update object data and to insert documents directly into various vaults. An example is we automatically upload on-boarding documents from our on-boarding system directly into our Personnel Vault. We also take or ERP HR data and create/update our Employee object.,MS SharePoint, OnBase by Hyland and eFileCabinetM-Files is a great problem solving solutionWe use M-Files to help our customers keep track of and control their documents.,Storage of documents Customer service User training,M-Files used to offer a more entry-level program, but they have done away with that, limiting the type of the customer that can justify the product,10,It gives our customers the ability to get more done at work,Not sure on this,The security functions have been a strong selling point,Yes, 100%,naLook Ma, No Hand[ler]sCurrently used to manage contracts (purchase contracts and community partnerships) and approvals by our Board of Education.,Creating associations between documents/objects; allows for endless options for viewing data that is stored within M-Files. Search feature; also searches within documents (not just the titles). Workflows,More user friendly customization options that do not require knowledge of coding/scripting. For example, prompting the creation of a new document from a template in a workflow. When using the 'insert property' feature in a Word doc, I would love to convert dates from a mm/dd/yy format to be written out (such as September 21, 2018). Or possibly even just to pull the year or the month from a selected date to insert into a document. I've often wished that I could find more detailed tutorials online for some features.,7,M-Files allows us to track important milestones and expiration dates. We are now able to easily track revisions to contracts with community partners and record comments and history in one place. We are able to track all contracts that come through our District and to create monthly reports to present to our Board.,We have not. Our need was relatively simple and we have not yet explored the need to invest additional public funds for additional capabilities.,Again, our use thus far has been rather simple. We have mostly used M-Files out of the box.,N/A,Outlook - not a lot of benefit, but we hope to see more integration in the future. Word - I don't know how I ever survived without M-Files integration with Word. I often receive revised docs without redline and use the integration to compare docs with historical copies. The 'insert property' feature saves me so much time with addressing renewal letters.,Agiloft Contract Lifecycle Management and Mitratech PolicyHubM-FilesIt is being used by the legal department as a database to store contracts. We put in ticklers to let us know when an agreement is coming up for auto-renewal, termination, etc.,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,6,Efficiency. We experienced high turnover with the integration so this allows for contract management to take place, even when the department is no longer privy to the agreement and when it may be up for renewal, termination, etc.,Not that I am aware of. It would be nice to have it synced with SalesForce but at this point in time don't think we have that feature enabled.M-Files is great!M-Files is used throughout our organization. We rely on the powerful workflow tools to help us manage our internal processes. As a growing company we needed a powerful tool that would help us grow without requiring additional staffing resources. M-files has allowed us to continue our growth plan with great success.,Ease of use for both technical and non-technical staff. Ability to search within M-Files as well as other repositories. Support and service of the software.,The M-Files software has very few areas for improvement.,10,We have been able to grow without adding staff.,We have integrations with SharePoint, Salesforce, and our ERP. Our staff is able to use information from these business systems directly in M-Files.,We are currently using the audit logs to manage who is accessing documents and what changes are being made. We also encrypt our data at rest to ensure we have the necessary security for our employees and our customers.,We are not using M-Files for compliance at this time.,SalesForce SharePoint E-Automate,Pleasantly pleased couldn't be happier with programWe use M-files to manage our QA documentation.,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,10,Efficiency Compliance Productivity,We have pulled information from other databases to M-files automating some of the data required in the metadata field.,Our IT department looks after this portion.,We are required to provide information to many different types of auditors, This has made this process very easy and quick. Previously it was a completely manual process.,Fabtrol database,,10,2,managing and tracing parts creating reports for a build book (all parts associated to a product) ease of locating documents,connecting with other databases categorizing unique classes for our business,unknown at this particular time,10,Yes,Price Product Features Product Usability Product Reputation Positive Sales Experience with the Vendor,wouldn't change,Implemented in-house,Change management was minimal,I wouldn't call it issues but you need to have your structure and requirements prepared. M-files is very helpful in assisting.,10,Online training,,10,We had online conference call training with a recording to use later as needed,10,Be prepared, look at how you want to use this program.,Yes - we have customized the interface extensively,Categories were customized to suit our company, other database information was pulled into M-files.,10,When we were starting up and wanted to pull information from other databases and create various classes.,filling in the metadata locating documents within M-files,I haven't found any difficulties.,Yes, but I don't use it,10,,10,10,we have integrated with other databases,,,IT department was involved with this segment,10,10,IT department was involved in this.,IT department was involved with this, but I found them very helpful.,This is a question that our IT department deals with,This is a question that our IT department deals withM-Files saved us from a document conversion nightmareIt is being used by specific departments for two different companies that we support. Converting documents to electronic format using ChronoScan, attaching tags and descriptions to make documents searchable, and adding destroy dates for make sure documents are being destroyed for legal reasons.,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?,8,That question is above my paygrade.,We do not use the integration with other programs like Sharepoint and Salesforce. We do use a shared folder to do auto upload to ChronoScan, and yes this is very helpful for our uploading process.,I am not aware of using these service, but also might be out of my department.,Also above my paygrade and not under my control.,Only ChronoScan, that was provided by M-Files support.,OneDrive and Dropbox
Windows
M‑Files
85 Ratings
Score 9.0 out of 101
<a href='https://www.trustradius.com/static/about-trustradius-scoring' target='_blank' rel='nofollow'>trScore algorithm: Learn more.</a>TRScore

M‑Files Reviews

<a href='https://www.trustradius.com/static/about-trustradius-scoring#question3' target='_blank' rel='nofollow'>Customer Verified: Read more.</a>
M‑Files
85 Ratings
<a href='https://www.trustradius.com/static/about-trustradius-scoring' target='_blank' rel='nofollow'>trScore algorithm: Learn more.</a>
Score 9.0 out of 101

Do you work for this company? Manage this listing

Show Filters 
Hide Filters 
Filter 85 vetted M‑Files reviews and ratings
Clear all filters
Overall Rating
Reviewer's Company Size
Last Updated
By Topic
Industry
Department
Experience
Job Type
Role

Reviews (1-25 of 36)

Do you use this product? Write a Review
Yrjö Tolvanen profile photo
June 29, 2019

It's so easy that business people can do it (but don't let them do it alone)!

Score 9 out of 10
Vetted Review
Verified User
Review Source

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.
Any data management application where data content, workflows and integrations are needed, combined with document management are well suited for M-Files. Examples like service request & delivery management with technical documentation, sales activities management with quotations & contracts, marketing material and customer presentation material management, project status reporting with project documentation management. M-Files is not suited for heavy transaction requirements or reporting needing lots of calculation.
Read Yrjö Tolvanen's full review
Anssi Mäkelä profile photo
June 25, 2019

M-files and a small laboratory company

Score 9 out of 10
Vetted Review
Verified User
Review Source
We use M-files across the whole organization. We manage literally everything with it—quotes, purchases, orders, workflow, tasks, etc. We have also tailored it to work as a laboratory information management system in our laboratory, where we manage the samples, analysis data, and quality control.
  • 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).
M-files is well suited for its core tasks like document and information management, automating workflows, keeping track of tasks, sharing materials easily and securely, etc. but I would also recommend to customize M-files to fit for any specific needs. M-files is very versatile and you can integrate it with other software.
Read Anssi Mäkelä's full review
No photo available
July 12, 2019

Happy M-Files Review

Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files is being using by the whole organization to store, retrieve, revise and approve documentation. The system uses metadata properties allowing users to search and view documents quickly and easily, eliminating chaotic network folders; users are no longer required to remember where a file or folder is stored. Workflow capabilities allow users to route documents for review and sign-off, keeping content in one system vs. multiple databases. Creating assignments in M-Files provides traceability for routing and reviewing of documents, eliminating email attachments and uncontrolled paper files. Permission settings within the system allows only authorized persons to access certain files. The Check In/Check Out system creates automated version control and leaves a history trail, leaving a structured audit trail.
  • 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.
M-Files is well suited for a manufacturing company or business looking for an established content management structure. It's a solution for version control, automated workflows, permission settings, quick searchable database and automated retention. Any company seeking ISO certifications or working towards standards should consider this system for managing their content. M-Files could be less appropriate for a company not wanting to customize the product, as it will take time to structure and implement to the company.
Read this authenticated review
No photo available
August 09, 2019

An affordable and underestimated ECM platform

Score 8 out of 10
Vetted Review
Verified User
Review Source
We implemented M-Files for various customers after looking for a more cost-effective ECM platform than OnBase or Perceptive for some of our leaner customers. M-Files was relatively new to us but after evaluating the software and the direction it was headed we decided to implement it and it had the functionality we were looking for at a fraction of the cost of the competitors. As an ECM platform, it helped reduce the number of shared folders, spreadsheets, inconsistent Sharepoint usage, and other things that often come from a company trying to collaborate and share information while making it easy to recall and find that information in the future.
  • 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.
M-Files would be a perfect ECM platform for a company looking for a reasonably priced, easy to deploy product. Companies looking at Alfresco or SharePoint would definitely benefit from looking at M-Files as well.
Read this authenticated review
No photo available
June 21, 2019

Superb Document Management System

Score 9 out of 10
Vetted Review
Verified User
Review Source
Today M-Files is being used worldwide inside my company to handle files and another similar kind of documents, like control revision, file storage, and workflow for approvals. It is a very important application for Engineering areas, because this area needs to be conforming to many legal compliances.
  • 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.
It is best to be used in document management, like quality and internal documents, such as legal and IT purposes. It has several features that help the user to find documents, and the main one is metadata. It is also a good tool to be integrated with your current ERP, because metadata can be used to easily find documents. It is less appropriate to be used fully by an Engineering area, due to missing functions related to file transmitters and other minor issues.
Read this authenticated review
No photo available
June 20, 2019

Expensive and has room for improvement. But still very useful.

Score 8 out of 10
Vetted Review
Verified User
Review Source
M-files is used across the whole organization and it is used for all business related documents. Also, it is used for reporting returns and claims.
  • 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.
Generally, wherever document management is needed, M-Files is more or less useful.
Read this authenticated review
No photo available
April 04, 2019

M-Files review

Score 9 out of 10
Vetted Review
Verified User
Review Source
M-Files is in use in the whole organization. We use it mainly in document management but with the M-Files objects we are able to create relations between documents and objects which are for example imported automatically from our ERP-system. This allows us to for example import customers from our ERP and then when creating a document relate the new document to the customer with metadata. We use it also for orders, quotes and parts just to mention a few. This allows us to access/find documents more effective than before.
  • Object & document relations
  • Finding documents & objects
  • Workflows for classes
  • Metadata behind documents & objects (is the key to search & discover documents)
  • After sales customerS accounting could be done more professionally.
  • There could be more "ready-made" models for different types of usage and these could be included in the main product.
  • For example: A company can have more than one Vault and when implementing the customer could choose from a base structure to implement on a vault (HR, Sales, Quality, logistics...). This should all be included in the main product.
I think M-Files fits in quite well for large scale needs to manage documents and also to create relations for documents to objects imported from for example an ERP. If a customer uses something else other than a Windows-based ecosystem it might create some issues. Otherwise M-Files is probably a good choice for managing documents.
Read this authenticated review
No photo available
June 25, 2019

M-File and Quality Management

Score 9 out of 10
Vetted Review
Verified User
Review Source
Employed for managing the quality management system QMS and policy & procedures in the company.
  • Save and share files
  • Workflows
  • Finding files
  • Metadata card: more options on pre-filled data.
  • Workflow designs for in-house applications (does not require a consultant).
Well suited for environments that require document storage whilst still being able to audit the document trail.
Read this authenticated review
No photo available
June 19, 2019

M-Files is a great fit for small manufacturing companies

Score 10 out of 10
Vetted Review
Verified User
Review Source
Used across the entire organization. Eliminates paper documents, for the most part, reducing clutter and filing. Searching for and retrieving documents is now much simpler. Overall, the office function is more efficient.
  • 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.
It is very good at managing documents. It doesn't seem to interface very well with SolidWorks, which is definitely a negative.
Read this authenticated review
No photo available
June 01, 2019

M‑Files Review

Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files helps our company manage the paperwork involved in transporting hazardous materials, and to streamline their invoice processing procedures. As a company that regularly handles hazardous material and works with safety in mind, we’ve always had comprehensive requirements. Because M-Files is able to do so many things, we've molded a lot of our operations around it.
  • 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.
M-Files is very easily adaptable to any part of the business.
Read this authenticated review
Rebecca Sims profile photo
September 07, 2018

Why M-Files will make you Smile!

Score 8 out of 10
Vetted Review
Verified User
Review Source
M-Files is being used to store content that is related to individual departments, across departments and across business functions. We had issues sharing and finding content, having too many duplicates and restricting permissions to certain content (or too much restriction).
  • Search functionality - M-Files has a robust search system that allows users to quickly find content in seconds
  • Relationships between content - how M-Files relates objects to content makes finding valuable information easy
  • Versatility - MFiles allows users to integrate with current systems and microsoft office to easily integrate into normal business operations.
  • One major frustration we have had has to do with our particular project, not the tool in and of itself. We had a combination of development efforts, some from M-Files and some from our developers in house. It has been hard to push the project forward at times since we are not allowed to control the cloud environment or develop in the cloud environment. We have had to wait on things to get pushed via content packs we develop on prem, which are then shared via a dropbox to M-Files. We hoped there would be a smoother solution for this.
MFiles is well suited for companies with large amounts of content, that have confidential information, that are related to other "objects" and much more.
Read Rebecca Sims's full review
Tom Purdy profile photo
September 05, 2018

M-Files - Allows you to search for what you need wihout knowing where it's located.

Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files is being Piloted by a few NC Board of Nursing departments prior to being used organization-wide. M-Files is simplifying access to files, data, etc., located in several different databases and applications. We're also combining the implementation of M-Files with the OCR conversion of 10+ years of graphic files into electronically searchable files, which will dramatically improve accessibility and drastically reduce search time.
  • 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.
M-Files is well-suited for searching files, documents, etc., that are located in several different databases and/or applications. It also simplifies the search process quickly by displaying results from several different sources simultaneously.
Read Tom Purdy's full review
Torrie Plata profile photo
August 27, 2018

M-files Review

Score 5 out of 10
Vetted Review
Verified User
Review Source
We use M-Files for our U.S. HR department. While we are a global company, we have not rolled this out outside of the U.S. so it is not used across the whole organization at this time. It addresses elimination of paper files and having everything stored electronically.
  • Electronically located on users' desktop and users can drag and drop documents quickly and easily.
  • We were manually filing papers, so this has been a nice tool to have.
  • Once our system was set up, it has been user friendly.
  • Main menu not as intuitive.
  • Client set up was not as easy and streamlined.
Would be well suited for a smaller sized company with fewer complexities.
The initial client set up interaction with the users was confusing.
We had some disconnects with statement of work and pricing.
Read Torrie Plata's full review
Todd Ek profile photo
October 15, 2018

Empower yourself with content, information and process

Score 10 out of 10
Vetted Review
Reseller
Review Source

We use M-Files workflows to manage business units across the organization. Such as Project implantation, contract life cycle, sales, commissions and more. Tracking project status, history, and documents are key to our success. We utilize M-Files workflows to track key project tasks, personnel and follow up. Workflow notifications keep me on track with contract balances, end dates because the consultant and projects records are always at my fingertips. M-Files standardizes our documentation employing templates for quotes, proposals, contracts and project documentation streamlining our processes.



  • Workflows are powerful; they notify personnel of the status and details of a project. Routines, tasks, and checklists are assigned automatically via email or views based on roles or process.
  • We can track and inform on anything, from customer requests, formal internal communications, requests, audits, and risk. When a teammate is assigned a request, it brings instant visibility and accountability. Colleagues receive reminders on task deadlines, and tasks escalate when not completed on time, resulting in stronger communication and faster result all around.
  • I often say, “If we track it on a spreadsheet today, the process needs to be moved to M-Files tomorrow." There are many micro processes within a team where an individual manages an important procedure in a homegrown manner often on a spreadsheet with date, check boxes, and reminders. Finding these and deploying their methods in M-Files can ease the task and share responsibility among the team.
  • I would like to see M-Files implement spellcheck in the user interface and the administration module. It seems like a no-brainer improvement for the end user.
  • A web-based template tool or integration would be also wonderful enhancement .
  • Enhancement of the Intelligent Metadata Layer (IML) to ease migration of documents from Network Folders.
M-Files is well suited for almost any environment, my favorite being Quality Management. It is a great fit for any compliance or regulated organization that wants to enhance compliance or is working towards compliance. M-Files powerfully assists with document control, change requests, audit planning, and execution, issue and risk management and training with a turn-key approach.
Read Todd Ek's full review
Matthew Sirois profile photo
October 08, 2018

M-Files is the Document Management Solution We Needed

Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files is being used across multiple departments as a library for raw material and packaging specification documents. It is also being used to manage a number of workflows related to those documents, as well as the onboarding process for new record creation in our main ERP system.
  • M-Files offers fantastic document management capabilities that solve virtually all of the issues associated with managing document libraries in a traditional folder structure. Version control and document history, the ability to classify documents such that they appear in multiple views, and the excellent access control are all tools we can no longer live without.
  • M-Files is extremely customizable without requiring a deep technical background. Basic administrative functions can be learned with relative ease.
  • User support for M-Files is top notch.
  • M-Files lacks the ability to audit for users who have never accessed it.

M-Files is specifically well suited for document management, especially when the population documents are significant. When the number of documents is small, that advantages of using M-Files may be offset by the need to setup an appropriate document type and metadata structure.

M-Files is also excellent at managing customized workflows.

Read Matthew Sirois's full review
Tim Goetz profile photo
September 28, 2018

M-Files Rocks!!!!

Score 10 out of 10
Vetted Review
Verified User
Review Source
Being and end user of M-Files, I am in the Sales Dept and use it daily. I create Proposals using the templates and love it. I use it to look up customer contract information which is done very easily. All correspondence done with my customers is stored in M-Files so I am able to easily retrieve it.
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 seams to have every area covered.. at least from my perspective. I can see where every dept at our company can use it.
Read Tim Goetz's full review
Alan Lampe profile photo
September 21, 2018

A wonderful document management system.

Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files is used in several departments. We scan in various documents, tag them and retain them as historical records. It is easier to find the file in M-Files than search through paper files.
  • 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 is well suited to retain your invoices, orders, employee information and more. With custom-designed fields for tagging, you have the option to input as much, or as little data you want.
Read Alan Lampe's full review
Ken Heinrich profile photo
September 03, 2018

Great value

Score 9 out of 10
Vetted Review
Reseller
Review Source
We resell M-Files. We provide the M-Files platform to our customers/prospects here in Canada.
  • Great feature set
  • Cost effective
  • Easy to deploy
  • Ability for free trials
M-Files is very well suited for companies that are looking to automate some of their current manual workflows.
Read Ken Heinrich's full review
John Kujawa profile photo
September 25, 2018

M-Files review

Score 8 out of 10
Vetted Review
Verified User
Review Source
We have vaults for Finance Dept, Legal Dept, Personnel (HR), IT and Executive files across the whole organization. M-Files eliminates the need to paper copies, easier and faster to search and allows for workflow.
  • Ease of use. Familiar user interface.
  • Search of documents.
  • Easy to configure and administer.
  • Annotations seem clumsy to work with. On large documents annotations are hard to find. Multiple annotations can overlay each other.
  • Would like the ability to setup pre-defined queries where user can enter a values for certain metadata fields.
  • Workflow can be more intuitive.
  • Web client currently does not match the desktop client.
Works well with certain documents that have clear metadata. Harder to work with on more generic documents.
Read John Kujawa's full review
Rush Hoag profile photo
September 07, 2018

M-Files is a great problem solving solution

Score 10 out of 10
Vetted Review
Verified User
Review Source
We use M-Files to help our customers keep track of and control their documents.
  • Storage of documents
  • Customer service
  • User training
  • M-Files used to offer a more entry-level program, but they have done away with that, limiting the type of the customer that can justify the product
It's perfect for people managing complex financial portfolios
Read Rush Hoag's full review
No photo available
September 21, 2018

Look Ma, No Hand[ler]s

Score 7 out of 10
Vetted Review
Verified User
Review Source
Currently used to manage contracts (purchase contracts and community partnerships) and approvals by our Board of Education.
  • Creating associations between documents/objects; allows for endless options for viewing data that is stored within M-Files.
  • Search feature; also searches within documents (not just the titles).
  • Workflows
  • More user friendly customization options that do not require knowledge of coding/scripting. For example, prompting the creation of a new document from a template in a workflow.
  • When using the 'insert property' feature in a Word doc, I would love to convert dates from a mm/dd/yy format to be written out (such as September 21, 2018). Or possibly even just to pull the year or the month from a selected date to insert into a document.
  • I've often wished that I could find more detailed tutorials online for some features.
M-Files is well suited for a step-by-step process that involves changes to documents. Such as a document approval process. Specifically in the way that we currently use IT for contracts, which involves revisions and approvals by multiple people, tracking of milestones and important dates, and management of associated insurance requirements.

We also have a trip application process that I would love to integrate into M-Files. This would eliminate the need for multiple people to print and sign a document to show their approval. The approval could be granted within the same system and then the application moved to the next step in the approval process.

An example of a less appropriate use - M-files would probably be overkill for a simple repository of data/documents that only one person needs to access. Although if I already had M-Files I would probably use it anyway.
Read this authenticated review
No photo available
October 12, 2018

M-Files

Score 6 out of 10
Vetted Review
Verified User
Review Source
It is being used by the legal department as a database to store contracts. We put in ticklers to let us know when an agreement is coming up for auto-renewal, termination, etc.
  • 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
I think it is a perfect solution for a company such as ours, a basic contract storage database that also allows you to keep track of contract expiry. Anything more advanced, or needing specific integrations completed, I would probably recommend a different service.
Read this authenticated review
No photo available
October 12, 2018

M-Files is great!

Score 10 out of 10
Vetted Review
Verified User
Review Source
M-Files is used throughout our organization. We rely on the powerful workflow tools to help us manage our internal processes. As a growing company we needed a powerful tool that would help us grow without requiring additional staffing resources. M-files has allowed us to continue our growth plan with great success.
  • Ease of use for both technical and non-technical staff.
  • Ability to search within M-Files as well as other repositories.
  • Support and service of the software.
  • The M-Files software has very few areas for improvement.
M-Files has applications in nearly all of our departments. We use it to manage Human Resource documents as well as the hiring process. M-Files is the starting point and repository for all of our contracts. All documents are stored and managed in M-Files as well. It is ingrained in everything we do.
Read this authenticated review
No photo available
October 12, 2018

Pleasantly pleased couldn't be happier with program

Score 10 out of 10
Vetted Review
Verified User
Review Source
We use M-files to manage our QA documentation.
  • 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 has worked very well in the tracing of materials used, locating documents and providing reports. M-files also has very good support.
Read this authenticated review
No photo available
September 24, 2018

M-Files saved us from a document conversion nightmare

Score 8 out of 10
Vetted Review
Verified User
Review Source
It is being used by specific departments for two different companies that we support. Converting documents to electronic format using ChronoScan, attaching tags and descriptions to make documents searchable, and adding destroy dates for make sure documents are being destroyed for legal reasons.
  • 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?
Converting paper documents to electronic documents, organizing, making those documents searchable, and destroying them at a specific date.
Read this authenticated review

Feature Scorecard Summary

Content capture & imaging (25)
8.4
File sync, storage & archiving (29)
8.9
Document management (30)
9.2
Records management (29)
8.8
Content search & retrieval (30)
9.0
Enterprise content collaboration (25)
8.7
Content publishing & creation (1)
10
Security, risk management & information governance (26)
8.6
Contract lifecycle management (22)
9.2
Automated workflows (25)
8.7
Artificial intelligence (12)
7.1

About M‑Files

M-Files enterprise information management (EIM) solutions aim to eliminate information silos and provide quick and easy access to the right content from any core business system and device.

According to the vendor, M-Files achieves higher levels of user adoption resulting in faster ROI with an intuitive approach to EIM that is based on managing information by "what" it is versus "where" it's stored. M-files offers flexible on-premises, cloud and hybrid deployment options, and aims to place the power of EIM in the hands of the business user and reduce demands on IT by enabling those closest to the business need to access and control content based on their requirements.

According to the vendor, thousands of organizations in over 100 countries use the M-Files EIM system as a single platform for managing front office and back office business operations, which improves productivity and quality while ensuring compliance with industry regulations and standards, including companies such as SAS, Elekta and NBC Universal.

M‑Files Features

Enterprise Content Management Features
Has featureContent capture & imaging
Has featureFile sync, storage & archiving
Has featureDocument management
Has featureRecords management
Has featureContent search & retrieval
Has featureEnterprise content collaboration
Does not have featureContent publishing & creation
Has featureSecurity, risk management & information governance
Has featureContract lifecycle management
Has featureAutomated workflows
Has featureArtificial intelligence
Does not have featureMobile support
Does not have featureIntegration

M‑Files Screenshots

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 information across all business systems without requiring an expensive and time-consuming migration.

M‑Files Integrations

M‑Files Competitors

Pricing

Has featureFree Trial Available?Yes
Does not have featureFree or Freemium Version Available?No
Does not have featurePremium Consulting/Integration Services Available?No
Entry-level set up fee?No

Please contact an M-Files representative via https://www.m-files.com for pricing information.

M‑Files Support Options

 Free VersionPaid Version
Phone
Email
Forum/Community
FAQ/Knowledgebase
Social Media
Video Tutorials / Webinar

M‑Files Technical Details

Deployment Types:On-premise, SaaS
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.