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M‑Files

M‑Files

Overview

What is M‑Files?

M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate…

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Recent Reviews

TrustRadius Insights

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

10 out of 10
March 01, 2023
Incentivized
As I have been consultant for M-Files, I implemented M-Files in almost 10 organizations. These organization were Manufacturing, Education, …
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Awards

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Pricing

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What is M‑Files?

M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process…

Entry-level set up fee?

  • No setup fee

Offerings

  • Free Trial
  • Free/Freemium Version
  • Premium Consulting/Integration Services

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Product Details

What is M‑Files?

M-Files is a platform for knowledge work automation, that helps knowledge workers to find information faster. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence. This helps customers to eliminate information chaos, improve process efficiency, and automate security and compliance.

The vendor's value proposition:

  • EASE OF USE: M-Files increases productivity and improves work quality by making information easy to find and use.
  • WORKFLOW AUTOMATION: M-Files increases consistency of work and reduces errors by automating workflows.
  • COLLABORATION: M-Files enables superior customer experiences through a collaborative workspace.
  • COMPLIANCE: M-Files reduces business risk by ensuring compliance.

M-Files is designed to improve business performance by helping people find and use information more effectively. Using artificial intelligence (AI) technologies, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories.

M‑Files Screenshots

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

M‑Files Technical Details

Deployment TypesOn-premise, Software as a Service (SaaS), Cloud, or Web-Based
Operating SystemsWindows
Mobile ApplicationApple iOS, Android, Windows Phone
Supported CountriesM-Files is available in 100+ countries through direct support or via the company's partner network.
Supported LanguagesM-Files is available in 30+ languages: Albanian, Arabic, Bulgarian, Chinese (Simplified/PRC), Chinese (Traditional/Taiwan), Croatian, Czech, Danish, Dutch, English, Estonian, Finnish, French, German, Greek, Hebrew, Hungarian, Italian, Japanese, Korean, Macedonian, Mongolian, Norwegian, Polish, Portuguese (Brazil), Romanian, Russian, Serbian (Cyrillic), Serbian (Latin), Slovak, Slovenian, Spanish, Swedish, Thai, Turkish, Ukrainian, Vietnamese

Frequently Asked Questions

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

Reviewers rate Availability highest, with a score of 9.1.

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

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Reviews and Ratings

(147)

Community Insights

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

M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant improvements in document retention, retrieval, and collaboration. The software serves as a central repository for storing business-critical documentation, including customer data and agreements. It has helped organizations achieve a paperless office by archiving financial data and recording invitations to tender. M-Files has been instrumental in streamlining manufacturing operations, quality control systems, and corporate functions. It simplifies access to files and data from different databases and applications, improving search capabilities and facilitating workflow management. Users appreciate the high configurability of M-Files, enabling the creation of sophisticated systems for structured information. It is also utilized by individuals for managing business and personal documents, easily finding and organizing various types of files. M-Files has successfully been implemented in education institutions to organize and manage decades worth of contracts and contractual details. Risk intelligence analysts benefit from M-Files' AI support and metadata-driven properties when developing risk assessments. The software serves as a strategic DevOps platform and a main database for industrial asset management deployments. Additionally, it is relied upon for powerful workflow tools, allowing organizations to manage internal processes and support growth without additional staffing resources. Overall, M-Files provides efficient information and document management solutions across industries such as manufacturing, education, health, and social sectors.

Users commonly recommend M-Files for its security and affordability. They suggest trying it out and learning all its features to transform the way organizations operate. M-Files is recommended to organizations of all sizes and resources. Users appreciate the convenience of file sharing and the high-level security system provided by M-Files. They also recommend creating specific folders for each topic to enhance organization. Additionally, new users are encouraged to try M-Files.

Another common recommendation is due to M-Files being a next-generation intelligent content management platform. It is highly recommended by users, including business concerns and friends. They find it easy to use and almost bug-free, making it suitable for companies dealing with numerous files and documents. Suggestions include setting up low-hanging fruit in M-Files and utilizing online training materials. Effort should be put into information and document management models and architecture.

Furthermore, users highly recommend M-Files without second thought. They advise allocating sufficient time and resources for training and persuading colleagues for successful implementation. Users suggest trialing the M-Files solution before partnering with another Enterprise Content Management (ECM) vendor as adoption rate is critical for successful implementation. An improvement suggestion is to make the product OS and platform agnostic while implementing optional features into the standard version for a competitive advantage.

Overall, users recommend M-Files for its secure and affordable nature, its convenience in sharing files, its high-level security system, and its next-generation intelligent content management platform capabilities.

Attribute Ratings

Reviews

(26-50 of 68)
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Score 9 out of 10
Vetted Review
Verified User
Incentivized
We use M-Files as a global document and workflow management system.
  • Document version history
  • Global sharing of documents
  • Structured storing and fast finding of relevant information and documents
  • GUI is a bit over complicated these days
  • After updates to software, I need to select my offline views again
  • No search in offline mode
M-Files is pretty much the only way to enable structured management of business process documents on a global scale.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
We recently implemented M-Files... we have been using it for about 6 months. We started in one department, customer service. That went well and we are expanding M-Files into accounting, procurement and logistics. I expect further growth. M-Files has helped improve document retention and retrieval, customer response times and team collaboration.
  • Searching - M-Files can search both the tagged metadata and document content.
  • Integration with ChronoScan (auto-indexing software) - many of our files are sent to M-Files directly from our ERP and tagged with metadata with no human intervention.
  • Stability - We use the M-Files hosted solutions (our vault is in the M-Files cloud), uptime has not been an issue.
  • Previews during the 'create' process do not always work. I cannot preview .msg files until I save those files. Others have this problem too... and others do not.
  • It would be nice to have some simple "functions"... maybe in the compliance kit. What I am thinking would be similar to Excel functions allowing me to modify text strings. Sticking with the Excel example, =LEFT, =RIGHT, =MID, etc... maybe that functionality is there - I have only been using M-Files for a short period of time.
I have yet to find a scenario where M-Files would not be well suited.
Jason von Innerebner | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
M-Files is our internal document management solution. With the recent move to working from home as organizations deal with the current pandemic, we have been able to migrate paper processes to digital workflows. This has increased our productivity and reduced our dependence on legacy systems. Documents get a full history attached to them for tracking and auditing purposes which older systems never offered.
  • Infinitely versatile. We have created non-document objects that documents can relate to. These NDOs can be leveraged to find relationships between documents to present versatile views, automated permissions and workflows. No more WHERE is my document, but WHAT is my document!
  • Intelligent Metadata is a great ability to capture what you need to properly categorize your documents and the system will scan the documents to capture that data for you. Users still accept the presented data to ensure accuracy.
  • Customization of notifications is exceptionally useful when monitoring adoption of M-Files. In real time you are able to capture if a user is struggling with a process.
  • Using assignments with workflows means users are not troubled with finding what needs to be done, they simply get the assignment, carry out the work and move on.
  • Integrating with fully custom systems can be a breeze also with several ways to import content and even an API to build your own integrations. The API documentation is thorough!
  • If you are new to Electronic Document Management, this can be a really difficult product to roll out. Since it is infinitely versatile, there are infinite ways to configure it wrong. I highly recommend the M-Files admin training offered by M-Files as it will set you in the right direction.
  • Many options are paid add-ons. So while you are not paying for what you don't need, many great features will come at a cost.
  • If you don't have a technical person on staff, this will be tricky to maintain. Not impossible. If your processes do not change, once setup it will be fine.
I highly recommend it. The versatility far outweighs the challenges. As long as you have a proper business analysis in place you will be successful. Know the power of understanding that there are probably 10 ways to do each task and depending on the direction you take will enable 100 more options down the road. Build your configuration deliberately and you will meet with success. I have not seen any other EDM product approach information governance the way this system does and because of that I love it!
Sarah M.C. von Innerebner | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized
M-Files is used in our organization as our primary document and content management application. Nearly all departments rely on it heavily for organizing documents, as well as materials related to meetings, projects, programs, and committees. The versatility of M-Files means that we've been able to continue to adapt our business needs and processes to have M-Files automate processes and security permissions. Prior to M-Files, our organization, like many others, relied on the typical shared drives and department folder approach with email attachments to share content. Now we are able to collaborate on content across teams and streamline the organization of meeting content without worry of the current version or who last edited the document. We've also standardized how content is accessed while simultaneously providing users with the ability to customize their interface so they can work according to their preferences.
  • Version control and history tracking on documents.
  • Search ability to filter content for a team, creator, or another property.
  • Permission control, limit access to documents to read or edit, or only specific workflow states.
  • Administrative control to access all content.
  • Administrative control to restore deleted content.
  • Administrative control to audit and retag content when needed.
  • Robust workflow capabilities.
  • Sharing content externally requires organizational efforts involving information governance, risk management, and IT strategies. There are options the administrators need to consider to permit external sharing. External collaboration requires other IT infrastructure solutions to incorporate M-Files. External facing content can be done, but not easily done without first planning workflows and permission configurations.
  • Configurations are determined by the customer primarily. The creation of properties and classes are at the discretion of the customer administrator. An organization needs to understand information governance and enlist collaboration with M-Files, IT, Records Management, Risk Management, and Legal. This is not so much a downfall of M-Files, but it is a consideration that embarking in the adoption of an ECM is a significant investment for an organization, both financially and human resources management, but the benefits with best practice configuration will ensure success.
  • There are features that are advertised, but further investigation is available with an additional purchase of an add-on. Unfortunately, not entirely unusual in this business
M-Files centralizes documents to present in a filterable view based on metadata, this creates confidence that users are seeing the content that they need for what they have permission to access. There is a learning curve for users if they have not yet encountered an ECM in their career, to learn a new approach to document management and learning to share their content beyond themselves so their team has access or their successors have access. Content is no longer a silo to just a user's purview but can unite efforts for a team working together toward a common goal. These efforts can be automated in workflows to ensure steps are not missed and content is not seen by those not permitted for access. The administrator needs to be creative to listen to the business needs and configure the simplest solution for users, no easy task. This could mean coding the IML to detect terms and suggest the appropriate property or leveraging an automatic object or workflow to feed another filtered property, or adding a property, to automatically restrict access to a related document.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
M-Files is used in the whole company as the main document handling system. With meta data all contracts are classified and saved.
  • Metadata classification helps to find the correct document or all equivalent items.
  • Version method of one document helps to get rid of different documents that are hard to recognise ("final. FINAL").
  • Documents can be defined by different Permissions and confidentiality level. Well appreciated feature by our customers.
  • Interface (API) from our CRM system produces the metadata structure to M-Files.
  • Scanning settings from multiprinter directly to M-Files should exist by default.
  • The number of documents grow hard to manage. I have not found assisting feature to pack or separate historical data.
For filing of individual documents and document classes M-Files is unbeatable. If there is need to save folders or files with numerous different types of documents the saving is tedious and time consuming.
March 18, 2020

M-Files Review

Score 8 out of 10
Vetted Review
Verified User
Incentivized
Our company currently has three different M-Files vaults. One of which is designed for the whole organization but the two others are for a specific department in our company. I'm currently in charge of one of our vaults which address the management and update of our supplier's documents and approval processes.
  • Document updating, workflows, and reminders.
  • Document metadata and detailed information.
  • Views for specific needs based on extensive metadata.
  • Possibilities to tailor M-Files according to user's own needs.
  • Search.
  • Visuality.
  • Self-direction.
M-Files is well suited for document management and updating. It has good and extensive workflows and reminders. However, it is not visual on easy to learn (self-direction) and therefore users need extensive training even for simple tasks. Best systems are those that you can learn just by opening them and having a look. M-Files is not one of those systems. If you don't possess a certain type of engineer's logic it is super hard to learn to use and navigate through the system.
Score 8 out of 10
Vetted Review
Verified User
Incentivized
M-Files is used for:
  • Metadata management in sales, project deliveries, and services.
  • Document management.
  • Service task management.
  • Combines document and metadata management well in one package.
  • Flexible and easy to configure.
  • Good support for the use over Internet, no VPN connection needed.
  • Good data replication tools over data vaults.
  • Opening of a metadata card is a bit too slow on average.
  • Offline use features are too limited.
  • Mobile phone client user interface needs improvement.
  • There are still many things to improve in the everyday use in M-Files client.
M-Files is suitable for many kinds of document management purposes and can also support processes in workflows and metadata management as a part of other IT tools.

I would not use M-Files for "heavy-duty" process data management (e.g. ERP).
Score 10 out of 10
Vetted Review
Verified User
Incentivized
M-Files is used in many cases in our whole organization. Just few situations is shown below:
  • Document management of the company
  • Substation assets management
  • Management system (ISO 9001)
  • Visualization of the processes by the Process Maps add-in
  • It is easy to use (good user experience).
  • Possibilities to develop features, which creates an effective performance for the whole organization.
  • Good possibilities to integrate into the other systems.
  • In a views could have more advanced filtering capabilities. (Users could filter directly from columns).
Well suited:
  • Project management
  • Asset management
  • Document management in general
Score 9 out of 10
Vetted Review
Verified User
Incentivized
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.
Özgür Erkek, MSc, PRINCE2® | TrustRadius Reviewer
Score 6 out of 10
Vetted Review
Verified User
Incentivized
M-Files is currently being used by all the Product Development organization following the closure of local hard disk drives. We use it for two main purposes: 1) Storage for the critical files and documents 2) File sharing for the company's internal and external communication. It brings safety and target to prevent loss of information. It now comes default with our laptops/computers and is being used as a default application. A mobile version is also available for usage. It is also integrated for daily office tools like Outlook etc.
  • Ease of use. It does not require (or requires limited) user training. You can easily get used to the interface.
  • File organization - but once file systematic (or the views) is being copied by the users.
  • Compatibility - add-Ins with other MS Office products.
  • Mobile platform integration.
  • Folder views have to be created by each user. Otherwise you're not able to view the created folders by the other users by default.
  • While saving files, it has to be done by using keywords - otherwise later on document cannot be easily found.
M-files is being more required especially due to security purposes. I think more companies (especially big organizations) will require M-Files or similar programs in the future. Although user interface is easy to get used to, file management and view logic is quite different to MS Windows; which at this point creates a confusion for the users. It is a bit hard to get used to with file management/view logic. I think users lose much time to do correct/enough categorization in order to upload the documents.
Score 8 out of 10
Vetted Review
Verified User
Incentivized
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.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
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.
Yrjö Tolvanen | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
Incentivized

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.
Score 9 out of 10
Vetted Review
Verified User
Incentivized
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.
Score 8 out of 10
Vetted Review
Verified User
Incentivized
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.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.
June 01, 2019

M‑Files Review

Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.
April 04, 2019

M-Files review

Score 9 out of 10
Vetted Review
Verified User
Incentivized
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.
Todd Ek | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
ResellerIncentivized

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.
October 12, 2018

M-Files is great!

Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.
Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.
October 12, 2018

M-Files

Score 6 out of 10
Vetted Review
Verified User
Incentivized
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.
Matthew Sirois | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.

September 28, 2018

M-Files Rocks!!!!

Tim Goetz | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User
Incentivized
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.
September 25, 2018

M-Files review

John Kujawa | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User
Incentivized
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.
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