- 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.
- 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.
- 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.
The initial client set up interaction with the users was confusing.
We had some disconnects with statement of work and pricing.
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 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.
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.
- 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.
- Easy install, go get your self a demo!
- Great outlook integration!
- Wonderful API
- More more more training docs!
- M-Files is a paradigm shift, so wrapping your brain around how its storing metadata takes some getting used to.
- Learning curve with advanced features (what product doesn't?).
Sometimes it is difficult to know how to match its metadata design to a traditional ECM problem. I think that is where lots of training documents, examples templates, and case studies would be very helpful! I like documentation!
- 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.
- 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
- 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).
- 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.
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.
- 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
- 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.
- 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
- 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?
- 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 graphical interface.
- M-Files API need documentation and samples.
- Files upload is very slow.
Customization using M-Files API is cumbersome, not because of API itself, but because of API documentation.
- Very user-friendly interface.
- Quite easy to configure.
- Extremely powerful user access rights management, including access based on document metadata.
- Add comments to read-only document.
- Minor improvement - posibility create a new document based on existing document (not copy, just duplicate common metadata).
M-files is not a task or resource management system (however quite a lot of things could be done through M-files tasks).
- Google products integrations are not available like Microsoft products are.
- The OCR functionality is too expensive for a small organization.
- Community forum is not very active.
- M-Files forces your organization to think through and update their process. We spent years doing things because 'it was how it was always done". When that became unmanageable, we were forced to consider the logical steps needed to complete various tasks.
- M-Files was intuitive in that searching for things became easier because all our files were mapped by department, area, person, year, etc.
- M-Files was highly customizable. Because we changed our processes fairly often (every 3 years of so) it allowed us the flexibility to manage this.
- From a technical perspective, M-Files wouldn't allow us to scale because our LDAP configuration was not Windows based (Active Directory). We were a Linux shop and it caused problems.
- Search. Much like Google, M-Files has a simple yet robust search function.
- Workflow. Comes standard with the product.
- Templates. Configure standardized documents to auto populate with customer specific information.
- M-Files mobile app. Lacks the ability to create documents or assignments. Very limited.
- The integration of M-Files into our ERP system is very powerful in overlaying our buisness processes on to the functionality of M-Files.
- Customization has also proved to be valuable to our organization as our team demanded a system that could to modified to fit the way we run our business.
- The user interface is good, but as we bring new employees on board it takes time for them to learn the layout and features.
- Each folder/item level can be configured to have certain fields. So, you can create a sophisticated system of almost any type of structured information. DIfferent folders and document types can evolve independently, so you can create several systems within one.
- Field types are also configurable.
- Convenient version control
- Powerful search features.
- Convenient workflows management.
- Creating new language localization requires to contact M-Files (the could make it possible with plugins)
- Lacks good mobile access and integration on Linux.
- Very easy to use
- Tightly integrated with Windows Explorer and the MS Office suite, there are M-Files functional buttons inside Word, Excel, PPT and Outlook
- I can access my information from anywhere using their Web browser and also via my iPhone using their Mobile Client downloaded from the App Store
- Their prices are perfect for a small business
- Their Mobile Browser could be improved to allow more functionality, I am told this is coming out in a soon to be released update.
- It would be nice to be able to put annotations onto PDFs like drawings, I am told this is also coming out before the end of 2014
- Finding files based on description, part numbers, etc.
- Finding related files, parts, and drawings when searching an assembly or part. It can tell you all the places a file is used.
- Being able to rollback to a previous version if a mistake is made or a previous design worked better.
- The only real problem I've had with M-Files in during setup. Sometimes it just doesn't want to connect to the server and I would get an error saying the DNS Server could not be found. It was a real pain. I called M-Files for support and they tried to help me out but to no avail. Eventually I got it to work fine by re-installing everything multiple times. I'd say the setup can be a bit of a hassle if things don't go right the first time.
M-Files Scorecard Summary
Feature Scorecard Summary
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 Support Options
|Free Version||Paid Version|
|Video Tutorials / Webinar|
M-Files Technical Details
|Deployment Types:||On-premise, SaaS|
|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.|