Item: M‑Files
Rating: 9
Author: Verified User

Use Cases and Deployment Scope

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.

Pros and Cons

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.

Return on Investment

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.

Systems Integrated With

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.

Alternatives Considered

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.

Likelihood to Recommend

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.

Users and Roles

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.

Support Headcount Required

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.

Business Processes Supported

Use for general corporate documentation (ISO processes like 9001, 14000, etc)
Control of customers and suppliers contracts

Innovative Uses

Metadata thinking instead of document thinking
Unify documentation from all organization

Future Planned Uses

Integrate metadata with current ERP
Integrate with electronic signed document applications

Likelihood to Renew

Because M-Files became a important tool inside the company. It supports very well the way that a document should be handle. The idea of using metadata instead of the physical file is too much better than handle folders and files. It has capabilities to create new features that can automate the daily basis usage of users, improving performance.

Products Replaced

Not Sure

Key Differentiators

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.

Evaluation Lessons Learned

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.

Implementation Rating

The key insight is that the most important thing is to have a open mind. The application is easy to use, but if you have a company with different views and it is not aligned could be a huge problem. So the company transformation is required together with the application. Ensure to use as much as possible the capabilities of the application helps to have best ROI.

Implementation Details / Implementation Partner

Don't know

Change Management Lessons

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.

Implementation Issues

To left behind the traditional document control sustem
The vision of diferrent business lines

Support Rating

Usually when I need help from them I got support and it was very good and focused to solve my problem. I didn't have so many problems, but when used it worked. I just would like to have a support in my native language, but I can understand that sometimes is hard for the companies.

M‑Files Customer Support Pros and Cons

Pros	Cons
Quick Resolution Good followup Knowledgeable team Problems get solved Kept well informed Immediate help available Support understands my problem Support cares about my success	None

Exceptional Examples of M‑Files Support

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.

Usability

The usage as a metadata instead of document it is a suprtb feature, as we don't need to worry about folder and files, but with the data itself. It is integrated to Windows and to some applications, like MS Office. After the workflow is set, it is easier to follow the step the document is at, so it became transparent to the users.

Usability Pros and Cons

Pros	Cons
Like to use Relatively simple Easy to use Technical support not required Well integrated Consistent Quick to learn Convenient Feel confident using	None

Easy Tasks

Use of metadata instead of document
Easy to setup fields for metadata

Difficult Tasks

Tramittal function could be better
The workflow could be easier to implement

Superb Document Management System

Overall Satisfaction with M‑Files