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M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant …
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What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate…
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What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process…
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- Integrations
- Competitors
- Tech Details
- FAQs
What is M‑Files?
M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate security and compliance.
The vendor's value proposition:
- EASE OF USE: M-Files increases productivity and improves work quality by making information easy to find and use.
- WORKFLOW AUTOMATION: M-Files increases consistency of work and reduces errors by automating workflows.
- COLLABORATION: M-Files enables superior customer experiences through a collaborative workspace.
- COMPLIANCE: M-Files reduces business risk by ensuring compliance.
M-Files is designed to improve business performance by helping people find and use information more effectively. Using artificial intelligence (AI) technologies, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories.
M‑Files Screenshots
M‑Files Integrations
- DocuSign
- AutoCAD
- AutoCAD LT
- ChronoScan
- Microsoft 365
- Google Workspace
- Salesforce CMS
- Microsoft Dynamics 365
- Adobe Sign
- Esri ArcGIS
- SAP
- Open Text eDocs
M‑Files Competitors
M‑Files Technical Details
| Deployment Types | On-premise, Software as a Service (SaaS), Cloud, or Web-Based |
|---|---|
| Operating Systems | Windows |
| Mobile Application | Apple iOS, Android, Windows Phone |
| Supported Countries | M-Files is available in 100+ countries through direct support or via the company's partner network. |
| Supported Languages | M-Files is available in 30+ languages: Albanian, Arabic, Bulgarian, Chinese (Simplified/PRC), Chinese (Traditional/Taiwan), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Macedonian, Mongolian, Norwegian, Polish, Portuguese (Brazil), Romanian, Russian, Serbian (Cyrillic), Serbian (Latin), Slovak, Slovenian, Spanish, Swedish, Thai, Turkish, Ukrainian, Vietnamese |
Frequently Asked Questions
Reviewers rate Availability highest, with a score of 9.1.
The most common users of M‑Files are from Mid-sized Companies (51-1,000 employees).
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Community Insights
TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!
- Business Problems Solved
- Recommendations
M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant improvements in document retention, retrieval, and collaboration. The software serves as a central repository for storing business-critical documentation, including customer data and agreements. It has helped organizations achieve a paperless office by archiving financial data and recording invitations to tender. M-Files has been instrumental in streamlining manufacturing operations, quality control systems, and corporate functions. It simplifies access to files and data from different databases and applications, improving search capabilities and facilitating workflow management. Users appreciate the high configurability of M-Files, enabling the creation of sophisticated systems for structured information. It is also utilized by individuals for managing business and personal documents, easily finding and organizing various types of files. M-Files has successfully been implemented in education institutions to organize and manage decades worth of contracts and contractual details. Risk intelligence analysts benefit from M-Files' AI support and metadata-driven properties when developing risk assessments. The software serves as a strategic DevOps platform and a main database for industrial asset management deployments. Additionally, it is relied upon for powerful workflow tools, allowing organizations to manage internal processes and support growth without additional staffing resources. Overall, M-Files provides efficient information and document management solutions across industries such as manufacturing, education, health, and social sectors.
Users commonly recommend M-Files for its security and affordability. They suggest trying it out and learning all its features to transform the way organizations operate. M-Files is recommended to organizations of all sizes and resources. Users appreciate the convenience of file sharing and the high-level security system provided by M-Files. They also recommend creating specific folders for each topic to enhance organization. Additionally, new users are encouraged to try M-Files.
Another common recommendation is due to M-Files being a next-generation intelligent content management platform. It is highly recommended by users, including business concerns and friends. They find it easy to use and almost bug-free, making it suitable for companies dealing with numerous files and documents. Suggestions include setting up low-hanging fruit in M-Files and utilizing online training materials. Effort should be put into information and document management models and architecture.
Furthermore, users highly recommend M-Files without second thought. They advise allocating sufficient time and resources for training and persuading colleagues for successful implementation. Users suggest trialing the M-Files solution before partnering with another Enterprise Content Management (ECM) vendor as adoption rate is critical for successful implementation. An improvement suggestion is to make the product OS and platform agnostic while implementing optional features into the standard version for a competitive advantage.
Overall, users recommend M-Files for its secure and affordable nature, its convenience in sharing files, its high-level security system, and its next-generation intelligent content management platform capabilities.
Attribute Ratings
Reviews
(1-5 of 5)Companies can't remove reviews or game the system. Here's why
March 01, 2023
Why M-Files
As I have been consultant for M-Files, I implemented M-Files in almost 10 organizations. These organization were Manufacturing, Education, health, Social Sector, Public Sector, Oil and Gas Sector, etc.
There were different problems in different organizations, but the main one was with Oil and Gas Sector, who were using Documentum and they wanted to replace with M-Files. The organization is now using M-Files in Operations Department, Engineering Dept. and 8 other Departments. Due to COVID situation they are not fully dependent on M-Files and also now SAP integration has been done which is also favoring in Organizational Operations from remote. The main difference in Documentum and M-Files was that Documentum they used to implement on 4-5 Server Machines and when they require an other implementation they were to replica these exercise and again need 4-5 serve Machines where in M-Files there is Vault concept which reduce Hardware and Maintenance Cost with Minimum Administrative Support can manage different organization of one company in Single Installation by creating Separate Vaults.
- The import tool is the best tool for data migration from other repositories. It helps a lot in migration from Documentum to M-Files.
- The API enables to add additional customized features which made M-Files different from other solutions where they won't be able to provide solution.
- User License Model with combined vaults makes organization very affordable like if one company has different organization and they are using concurrent licenses, they can they share those licenses within vaults if there is no load on other organization.
- There is need of text editor to be built in as currently MS Word is being used for adding more text and drawing features.
- Some views base reports would be with graphical presentation as to add reporting module, every organization can't always afford that.
- Regional Languages Support.
- As I said in a company it saved 400% hardware cost and 20% human resource reduction after M-Files implementation.
- For archiving only is not beneficial.
- Helped Originations in COVID to run their operations remotely.
- MS Teams.
- Now operations are controlled remotely.
As there is SAP module available so it was not so difficult.
M-Files is with totally unique features from these solutions, one of major is all these solutions have folder structure where M-Files has content based structure. Secondly one of major features is that it enables integration with filters to search within Drawing Documents, most solutions do not offer this feature.
30
Its Educational University, where All student Record are maintained on M-files including Supporting Departments like HR, FInance Procurement so on, Futher we are planning to use for Library Management and Research Material Management.
3
As i my self is the only certified person in country for M-files, infact i brought m-files in Pakistan. with me there are 2 other guys whom i have trained on it.
- Maintaining Core Business of University means Student Record
- Maintaining Supporting Depts Documents and Workflows
- Geeting Paperless Enviroments by using M-files in all areas
- Direct Scanning of Documents in M-files
- Controlling All Stages Scanning, contenting & QC through M-files
- Concurrent Users Licensing is benefiting organization when using in shifts same licenses are used for other shift it saves the cost.
- By integration other Solutions Like SharePoint, GoogleDirve, Local folders etc
- Integration Online Forms
No
- Product Features
- Product Usability
- Product Reputation
A Single product with Multi-features
The only factor that will affect it will be COST. as in Pakistan there should more Service Providers who can be competitors to lower the product cost, and that will provide more coverage.
- Implemented in-house
- Third-party professional services
we implemented with Ourselves and support company as well. Starting form requirements gathering, Requirements document Development, Configuratio and Implmentaiton and further Integration with Other Solution using API
Yes
first was to implement basic version with required needs and then integration in 2nd phase
Change management was a minor issue with the implementation
As usual user resistance was there but that was handled by involving top management.
- Support as current implementation is in Lahore where implementation team was coming from Karachi man 1000 km away and in COVID it was delayed because of limited implementation sources in country. There should more Serive Providers in Pakistan
Not because of Cost and usuually all problem are solved.
No
Yes, when i was with implementation team, there was many projects where extra support was required and M-files team supported fully by providing out of way support by developing some additional integration features. that helped us to WIN the big project in our country.
- Document Importing like from Drag & Drop, Ms-Office, folders etc
- Integrated Workflow Module
- Multi-vault Feature
- Not difficult but need training using Kit.
Yes
With all possible feature which are required in mobile module
No any because we dont have other option.
There should be more vendors to make competition
December 30, 2019
Superb Document Management System
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 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.
- Salesforce.
- Infor LN.
- MS Sharepoint.
It wasn't difficult. Salesforce and Sharepoint use the default integration, with some minor changes. The most customized integration was to integrate our ERP, that is Infor LN. We needed to perform customizations, but we use their current API to execute it, with nothing different than a regular integration.
They have closer functions, but in my opinion, M-Files has many more features for document handling. Only GreenDocs has more capabilities related to Engineering, and if your company needs a solution for this area, this would be the best application. M-Files supports more general file handling, ideal for contracts, procedures, and related solutions.
They represent all business lines that we have in the company. Mainly it is used at sales phase and goes until engineering phase. Also we have a filter for each business function, that they can see their related documents, due to security. Also corporate areas are using M-Files to complement information during all process.
It is important to have a good knowledge about metadata, to correctly categorize the documents. Then it is important to have a knowledge about the infomation flow, because M-Files is not a document oriented software. The metadata is most important than the document itself. If we talk about IT skills, it is important to know the integrations with ERP and also CAD systems.
- Use for general corporate documentation (ISO processes like 9001, 14000, etc)
- Control of customers and suppliers contracts
- Metadata thinking instead of document thinking
- Unify documentation from all organization
- Integrate metadata with current ERP
- Integrate with electronic signed document applications
Not Sure
- Price
- Product Features
- Product Usability
It was not my teams decision, but when the company performed a questionaire about what a document control system must have we cleared select some items, like should be a technology enabler but with easy of use application, to reduce training hours. Must be a application that could be used anywhere in the World and the price must be good due to many users that we have in the company.
I think the process was very clear and the selection wasn't a problem. I'm pretty sure that the our organization selected the perfect tool for now and the process was very effective to select the correct application. So, I don't think I would change anything the evaluation and selection process for now.
- Don't know
Change management was a major issue with the implementation
To implement an application that is not like folder/document style requires a new way of thinking. The organization must follow the new way of thinking, because it is important to use the most what the application offers. We made inside the company a huge change management to achieve the best results. For sure was not easy, but it was important.
- To left behind the traditional document control sustem
- The vision of diferrent business lines
I don't think it is hard question to be answered for a support team, but once I had a doubt how to send data to a supplier inside the application. Then I asked for support and less then 2 hours they send a e-mail with a procedure, and not asking what was my problem. I executed as they said and it worked perfectly.
- Use of metadata instead of document
- Easy to setup fields for metadata
- Tramittal function could be better
- The workflow could be easier to implement
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.
- Structured and unified reporting of service activities.
- Structured and unified reporting of sales activities.
- One tool, several business applications.
- 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.
Integrations have been quite flexible to implement. Integrations are never easy but with M-Files they are not so complex.
M-Files is considered as document management system. However, we started with M-Files using it as application and data management platform. We planned the meta data structures well and now we benefit from it as we start using M-Files as document management system. We considered using SharePoint but found M-Files far more suited for our needs.
200
Field service, sales, project managers, controllers, ICT
4
There is no one who only supports M-Files but they are super key users with M-Files admin skills. They support end users but are able to also develop their business area implementation. These people also run their basic tasks in the company.
- 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
Yes
M-Files replaced the previous field service application and MS Project Online
- Price
- Product Features
- Product Usability
- Product Reputation
We were looking for field service solution. We found out that it can be realized with M-Files and we will get a platform for other solution areas as well.
We were and are happy with the selection process.
- Third-party professional services
M-Files consultants performed the first application for field service. We have internally continued development and created also new application areas. Currently we are using M-Files consultants for architecture design and Laavu Consulting for technical implementation.
Yes
Very basic phases in development of field service: internal workshops with support from M-FIles to define business scope, design workshops for defining solution, implementation, testing and fixing, training and go-live.
Change management was a big part of the implementation and was well-handled
Field service experts had to change the way they were used to work. Field service line management was in a key role in change management.
- 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
Yes
With Premium support we have a capacity reservation for nominated people who know our environment
Yes
It took its time but CDO of M-Files was involved and the issue was resolved.
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
Mobile interface works excellent, direct and safe access to database and views are well designed for mobile phone. Field service can report core actions easily.
October 12, 2018
Pleasantly pleased couldn't be happier with program
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
- Efficiency
- Compliance
- Productivity
- Fabtrol database
It department was involved in this process with the M-files team
We had been trying to look at Laserfiche but the reps did not get back to us. M-files team was active and worked closely with us to achieve what we required.
10
Quality and IT departments. Looking at broadening this to other departments.
2
We have one from the IT department and 1 from the Quality department
- 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
Yes
we had a manual system previously
- Price
- Product Features
- Product Usability
- Product Reputation
- Positive Sales Experience with the Vendor
wouldn't change
- Implemented in-house
Change management was minimal
We began with one department using this program which is beginning to escalate to other departments using this program.
- I wouldn't call it issues but you need to have your structure and requirements prepared. M-files is very helpful in assisting.
- Online training
We had online conference call training with a recording to use later as needed
Be prepared, look at how you want to use this program.
Yes - we have customized the interface extensively
We wanted something that would work specific to our company. M-files was helpful in achieving this.
Categories were customized to suit our company, other database information was pulled into M-files.
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
- we have integrated with other databases
IT department was involved in this
This was done with IT involvement, unsure what was used.
IT department was involved with this segment
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 with
September 28, 2018
M-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!"
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.
- 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.
- Microsoft office integration - with Word-Excel-Outlook... I use these for saving to M-Files. or to create templates for proposals
I didn't do the integration.. but the end user part is simple.
- none
There are no similar products that I have used. M-Files is one of a kind!
200
Human Resources keeps track of personal records, Contract department uses the Work flows, Sales dept uses it for quoting, Leasing dept uses it for keeping track of leases and workflow. Payroll dept uses it to keep track of commissions and uses the work flow for that as well. pretty much every area.
Software support specialists and IT dept staff
- Workflow
- Document Management
- CRM
- Proposal templates
- Workflows for commission approvals
- not sure
No
- Product Features
- Product Reputation
- Vendor Reputation
- Existing Relationship with the Vendor
- Positive Sales Experience with the Vendor
Support is the key to a good purchase. If your vendor does not support the product, and you have to communicate with someone in a different country and can't understand them then it is not a product that I want.
wouldn't change a thing.
- Implemented in-house
No
Change management was minimal
none
- there were none
- Online training
- Self-taught
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.
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.
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
it is worth it for the support and updates as they come out.
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
- No
n/a
n/a
n/a
Unlimited support of the software with updates
Let them do their job. They should know what they are doing.
Yes
went smother than i could imagine. didn't notice a thing other than the new features.
- New features
- not sure
No
No