It's so easy that business people can do it (but don't let them do it alone)!
Updated June 29, 2019

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

Yrjö Tolvanen | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User

Overall Satisfaction with M‑Files

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.
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.

M‑Files Feature Ratings

Using M‑Files

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
We will continue to use M-Files and expand it to be used globally in all company units

Evaluating M‑Files and Competitors

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.

M‑Files Implementation

Although getting additional features by programming "macros" is possible avoid programming if you don't really need them. It makes further development of solution easier and minimizes dependency on individuals.
  • 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

M‑Files Support

All our support request have been resolved. Support is provided by M-Files and their partner company. With one difficult case M-Files provided contact to CDO of M-Files.
Quick Resolution
Good followup
Knowledgeable team
Problems get solved
Immediate help available
Support understands my problem
Support cares about my success
Quick Initial Response
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.

Using M‑Files

UI is very simple and quite easy to learn. However, it lacks tabs which several other modern UIs provide.
Like to use
Relatively simple
Easy to use
Technical support not required
Well integrated
Quick to learn
Feel confident using
  • 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.