M-Files

Document Management Software

4,2 /5 (170 reviews) Write a Review!

M-Files Overview

What is M-Files?

M-Files document management software can be used to support multiple business processes including Contract Lifecycle Management (CLM) and human resources. Features such as version control, approval processing and secure access control make it easier to manage contracts. The software can also be used for knowledge management providing online collaboration, content and data management.

M-Files can be integrated with your CRM to better manage customer documents and keep accounts up-to.date. The document management software can be used to search documents, control access permissions to files, set up workflows and notifications, improve quality control and manage document reviews. Document collaboration is facilitated with M-Files with co-authoring features and check-in/check-out tools. Log and audit trails can be used to view all edits and revisions.

M-Files Overview

Pricing

Starting from
N/A

Pricing options

Free Trial
One Time License
Subscription
Value for money

Contact M-Files for details of pricing, licensing, and service options.


M-Files Features

Devices
Business size
S M L
Markets
United States, Canada, Australia, China, Japan
Supported Languages
Arabic, Chinese (Simplified), Chinese (Traditional), Czech, Danish and 17 others, Dutch, English, Finnish, French, German, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish, Turkish

Media

Users can search all file contents and metadata in M-Files
M-Files video M-Files video M-Files video M-Files screenshot: Users can search all file contents and metadata in M-Files

M-Files Reviews

M-Files Reviews

Overall rating
4,2
/
5
Excellent
86

Very good
52

Average
23

Poor
5

Terrible
4

Value for Money
4,2
Features
4,2
Ease of Use
4
Customer Support
4,1
81% recommended this app
Clarwin C.

Go-to application for any Digitization Project

M-files is a must for any company seeking to implement digital transformation initiatives in their company.

I love best is its extensive feature set and seamless integration with Microsoft products (e.g., office, IIS server, MS SQL, Windows, etc.)

The workflow feature is easy to customize, setup, and implement. It will change the way you deal with paper documents once you experience how easy it is to digitize, and manage your documents.

The OCR functionality is a beast! Just like having Google on your local repository, reading through the very contents of your digital documents.


David G.

One Place for All Document Types

M-files was a great tool to create one common space for us to store, share, and retrieve documents and digital assets online. Workflow are next, but we're still securing more funding given the new pricing model.


Verified Reviewer

Expensive, bad documentation, no debugging capability and bad support from the vendor

We are a german company that uses M-Files for some years. I'm the poor guy that has to configure the backend/server side.
The basic functions are easy to setup, once installed, the server and client side runs well. The basic idea is easy to understand, documents belongs to classes ans has class-specific metadata attributes like "telephone number". Attributes can be linked to other objects... fine!
What makes me sleepless nights is, that if the implementation of a little bit more complex things like right structures, workflows with many steps e.g., you're totally lost with M-Files.
There are some different documentation pdfs, describing just the basic functionality - WITHOUT CLEAR EXAMPLES.
There's the possibility to submit tickets (if you have a support contract). This tickets are answered after some days by (asian?) supporters. There's a lot of mail-overhead just to desribe the problem. In most cases the supporters does not respond to the concrete problem. The do'n offer, for example, a short teamviewer session to solve the problem on the customers system. That's can not be calles good support!
M-Files provides the possibility to write own (visual basic) code, triggered by event handlers. This code can be written to a empty white editor (without any debug possibilities, or any kind of help to the programmer) on the server side. Notepad.exe provides more features! No Breapoints, no debug log output, the only way to debug own code is to rise exceptions that blows the script. That is 1983, not 2017! The API functions are not nice encapsulated, it's a nightmare to wirte own code...but required often - to customize and build workarounds for missing functionality.
Logging in general...not nice. There's a "event log" on the server side. Some basic events are logged here, for example login, logout, document checkout... But it's not very detailed! If somethin went wrong, it's not written there. Maaan!
The user frontend (windows client) looks nice and works well. The server side looks also nice on the first view, but many "nice" features are not implemented. Lists of 300+ Users... no search field, no possibility to select 5 people and delete them, you have to do tis one by one...

I hope this (view from the administration part) gives you a small impression of the daily work.

M-Files seems to spend a lot of money in marketing an nice small videos to bring the CEO to buy the product, but where are the videos describing the rights structure from the technical side? Nope!


Çağrı E.

Good For Data Storage But It Needs To Be Faster To Allow User Better Experience"

I have been using this software for 2 years.We were storing the working documets to another sharefolder. First feeling was there was no folder structer and user interface is not familliar as we were using before. But I would like to add using M-files Software has increased our storage capacity. It also helps data transmits when someone left the company.We have started to eliminate know-how lost in company .Addition to this I feel working with this softare may be time consumer.M-Files team needs to improve the infterface and needs to make the software more user friendly


Josemaria G.

50-year-old Archives... digitized!

M-Files is our repository of choice for all our digital assets. The M-Files server is secure, robust, and easy to manage. Files may be accessed via the main software, via an app, or even via a web browser. Plus, digital workflows have changed the way we work on documents, making it more streamlined, and efficient. We are confident that our archives and new files are safe from theft, loss, and unauthorized access.


Clarwin C.

Go-to application for any Digitization Project

Used Daily for 2+ years
Reviewed on 2018/04/02
Review Source: Capterra

M-files is a must for any company seeking to implement digital transformation initiatives in their company.

I love best is its extensive feature set and seamless integration with Microsoft products (e.g., office, IIS server, MS SQL, Windows, etc.)

The workflow feature is easy to customize, setup, and implement. It will change the way you deal with paper documents once you experience how easy it is to digitize, and manage your documents.

The OCR functionality is a beast! Just like having Google on your local repository, reading through the very contents of your digital documents.

Pros

The thing I like the most is the seamless integration with Microsoft products. This made it easy for implementing the use of M-files into our office workflow (it works well from within Outlook, Microsoft Office, even Windows Explorer).

The creation of a Workflow is made very easy via a graphical workflow editor. Just a little learning curve and we are able to setup the different manual processes into a solid digital workflow for the office (e.g., filing for leave, routing of papers for approval, storing scanned copies of contracts and any kind of document in the office).

Cons

When implementing on a large scale (e.g., company-wide) we really had to sit down and plan out our licensing arrangement. Note that M-Files comes in a variety of licensing options (e.g., read-only, named user, concurrent user). Some offices can possibly share licenses (but number of active sessions will be limited). Planning out the best license option is quite a task since we were woking on a limited buget and we had to optimize the value-for-money setup we can have.

It can also be a bit overwhelming for new users. We had a bit of difficulty in the deployment since we had to train all the users (who found it not so intuitive at first). But then, after the training, it has then been integrated well for our daily use.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 9.0/10

David G.
Industry: Investment Management
Company size: 501-1 000 Employees

One Place for All Document Types

Used Weekly for 1+ year
Reviewed on 2019/04/30
Review Source: Capterra

M-files was a great tool to create one common space for us to store, share, and retrieve documents and digital assets online. Workflow are next, but we're still securing more funding given the new pricing model.

Pros

Our office being limited with space has decided to keep tidy and lean by going digital. We tried M-files because it has good reviews, good recommendations from industry partners, and it has been receiving awards as well.

So far, so good. After manual scanning, we upload our files into the M-files vault and everything is securely stored and easily accessible in one place. Searching for the file you need is easy because M-Files makes searching via metadata, and also not by location logic, but by what the document you're looking for is.

Workflows is another reason we took M-Files in. We played around with it and it really is easy to create workflows via the graphical logic setup screen. Even the non-technical staff understands how the design works because it is pretty intuitive and straight-forward.

Cons

M-Files has changed its delivery and pricing model. We have a perpetual license for 2018, but it turns out we need to upgrade into the subscription model for M-Files 2019 in order to continue receiving the updates, upgrades, and customer support. Since we have not yet upgraded, we are put on hold in terms of implementing our digital workflows. Now we're just waiting for the next budget season and release to upgrade.

Response from M-Files

Hi David,
Thank you for sharing about your experiences using M-Files with others on Capterra. It is rewarding to hear that M-Files has helped your business with its digital transformation and that you are realizing improvements in the way that your staff store, share, and retrieve documents and digital assets online.

I am confident that when you are ready to upgrade to M-Files Online that your company will see the value in having immediate access to product improvements and new capabilities.

Please feel free to reach out or visit our customer portal should you have any questions or if we can be of assistance to you.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 8.0/10

Verified Reviewer
Industry: Security & Investigations
Company size: 201-500 Employees

Expensive, bad documentation, no debugging capability and bad support from the vendor

Used Weekly for 2+ years
Reviewed on 2017/02/16
Review Source: GetApp

We are a german company that uses M-Files for some years. I'm the poor guy that has to configure the backend/server side.
The basic functions are easy to setup, once installed, the server and client side runs well. The basic idea is easy to understand, documents belongs to classes ans has class-specific metadata attributes like "telephone number". Attributes can be linked to other objects... fine!
What makes me sleepless nights is, that if the implementation of a little bit more complex things like right structures, workflows with many steps e.g., you're totally lost with M-Files.
There are some different documentation pdfs, describing just the basic functionality - WITHOUT CLEAR EXAMPLES.
There's the possibility to submit tickets (if you have a support contract). This tickets are answered after some days by (asian?) supporters. There's a lot of mail-overhead just to desribe the problem. In most cases the supporters does not respond to the concrete problem. The do'n offer, for example, a short teamviewer session to solve the problem on the customers system. That's can not be calles good support!
M-Files provides the possibility to write own (visual basic) code, triggered by event handlers. This code can be written to a empty white editor (without any debug possibilities, or any kind of help to the programmer) on the server side. Notepad.exe provides more features! No Breapoints, no debug log output, the only way to debug own code is to rise exceptions that blows the script. That is 1983, not 2017! The API functions are not nice encapsulated, it's a nightmare to wirte own code...but required often - to customize and build workarounds for missing functionality.
Logging in general...not nice. There's a "event log" on the server side. Some basic events are logged here, for example login, logout, document checkout... But it's not very detailed! If somethin went wrong, it's not written there. Maaan!
The user frontend (windows client) looks nice and works well. The server side looks also nice on the first view, but many "nice" features are not implemented. Lists of 300+ Users... no search field, no possibility to select 5 people and delete them, you have to do tis one by one...

I hope this (view from the administration part) gives you a small impression of the daily work.

M-Files seems to spend a lot of money in marketing an nice small videos to bring the CEO to buy the product, but where are the videos describing the rights structure from the technical side? Nope!

Pros

- Usefull user interface on the client side
- Good basic structure

Cons

- Expensive
- Very bad support
- Bad documentation
- No usefull examples
- Not self-explaining to the adminsitrator

Rating breakdown

Value for Money
Ease of Use

Likelihood to recommend: 1.0/10

Çağrı E.
Industry: Automotive
Company size: 10 000+ Employees

Good For Data Storage But It Needs To Be Faster To Allow User Better Experience"

Used Daily for 2+ years
Reviewed on 2020/03/06
Review Source: Capterra

I have been using this software for 2 years.We were storing the working documets to another sharefolder. First feeling was there was no folder structer and user interface is not familliar as we were using before. But I would like to add using M-files Software has increased our storage capacity. It also helps data transmits when someone left the company.We have started to eliminate know-how lost in company .Addition to this I feel working with this softare may be time consumer.M-Files team needs to improve the infterface and needs to make the software more user friendly

Pros

I woudl say the most I like about the M-Files is ensuring security to the companies for working in bussiness.M files eliminating the data transfer and data leak to 3rd party companies which are not allowed to Access the data. Other think I like at it is integrated and working pretty fine with Microsoft Office softwares .It aslo makes our business efficiency great

Cons

What I dislike about the M-Files is User interface quite diffuclt to get used .They need to impove as well. One other thing check in and check out to folder requires additional tasks and reminders to proceed with document.It decreases work efficiency dramaticaly

Response from M-Files

We appreciate your candid response regarding your experience with M-Files. Would you be open to discuss in more detail? If so, please feel free to contact me as my contact information can be found below.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 9.0/10

Josemaria G.

50-year-old Archives... digitized!

Used Daily for 6-12 months
Reviewed on 2018/06/28
Review Source: Capterra

M-Files is our repository of choice for all our digital assets. The M-Files server is secure, robust, and easy to manage. Files may be accessed via the main software, via an app, or even via a web browser. Plus, digital workflows have changed the way we work on documents, making it more streamlined, and efficient. We are confident that our archives and new files are safe from theft, loss, and unauthorized access.

Pros

M-files works seamlessly with Microsoft products (Windows Explorer, MS Office) which makes it easy to incorporate into our daily workflow.

Our filing cabinet with 50 years worth of archives/documents have been digitally scanned recently, and M-files is our DMS of choice because of ease of use, integration with MS Office, secure vault features, OCR and powerful metadata tagging.

Workflow design and implementation are easy since it is done via an intuitive graphical interface.

Cons

Licenses do not come cheap. Just make sure to figure out the best possible license type to your use-case (e.g., Concurrent for offices which can share licenses).

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend: 10.0/10

User recommendation
7,8/10
Based on 170 user ratings
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M-Files Pricing

M-Files Pricing

Starting from
N/A
Free Trial
One Time License
Subscription
Value for money

Contact M-Files for details of pricing, licensing, and service options.

Contact M-Files for details of pricing, licensing, and service options.

Value for Money
4,2/5
Based on 170 user ratings
Compare value for money rating with alternatives
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M-Files Features

M-Files Features

API
Access Control
Activity Dashboard
Activity Tracking
Automatic Notifications
Chat
Collaboration Tools
Collaborative Workspace
Commenting
Customizable Branding
Data Import/Export
Document Management
Document Storage
Drag & Drop Interface
File Management
Permission Management
Reporting & Statistics
Search Functionality
Third Party Integration
Workflow Management
Features
4,2/5
Based on 170 user ratings
Compare features rating with alternatives
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Categories

Additional information for M-Files

Additional information for M-Files

Key features of M-Files

  • "Full text" and metadata search
  • Access
  • Access Control
  • Access permissions
  • Automatic Notifications
  • Automatic version naming and numbering
  • CRM, Accounting and ERP integrations
  • Check-out and check-in features
  • Co-authoring
  • Collaboration Tools
  • Commenting
  • Customizable Branding
  • Document Storage
  • Drag & Drop Interface
  • Email notifications
  • File Management
  • File scanning and capture
  • Filters and sort functions
  • Industry regulation compliance
  • Log and audit trail
  • M-Files hyperlinks and shortcut
  • M-Files open API
  • Permission Management
  • Remote mobile access
  • SSL Security
  • Search Functionality
  • Shareable links
  • Tagging
  • Third Party Integration
  • Version management
  • Windows Active Directory support
  • Windows applications integration
  • Workflow automation

Benefits

  • Share Multiple File Types: The application can be used to manage technical documents, project files, drawings and other industry specific documents.

  • Meet Regulatory Compliance: M-Files supports:
    - ISO 9000/9001 and GMP in manufacturing, FDA 21 CFR Part 11 and EU GMP Annex 11 affecting pharmaceutical, medical device and biotech companies, - - ---- HIPAA and related privacy requirements in the medical field,
    - Sarbanes-Oxley, the SEC and the IRS in the accounting and financial services.

  • M-Files FAQs

    M-Files FAQs

    Below are some frequently asked questions for M-Files.

    Q. What type of pricing plans does M-Files offer?

    M-Files offers the following pricing plans:

    Pricing model: One Time License, Subscription

    Free Trial: Available

    Contact M-Files for details of pricing, licensing, and service options.

    Q. What are the main features of M-Files?

    M-Files offers the following features:

    • "Full text" and metadata search
    • Access
    • Access Control
    • Access permissions
    • Automatic Notifications
    • Automatic version naming and numbering
    • CRM, Accounting and ERP integrations
    • Check-out and check-in features
    • Co-authoring
    • Collaboration Tools
    • Commenting
    • Customizable Branding
    • Document Storage
    • Drag & Drop Interface
    • Email notifications
    • File Management
    • File scanning and capture
    • Filters and sort functions
    • Industry regulation compliance
    • Log and audit trail
    • M-Files hyperlinks and shortcut
    • M-Files open API
    • Permission Management
    • Remote mobile access
    • SSL Security
    • Search Functionality
    • Shareable links
    • Tagging
    • Third Party Integration
    • Version management
    • Windows Active Directory support
    • Windows applications integration
    • Workflow automation

    Q. Who are the typical users of M-Files?

    M-Files has the following typical customers:

    Small Business, Large Enterprises, Freelancers, Mid Size Business

    Q. What languages does M-Files support?

    M-Files supports the following languages:

    Arabic, Chinese (Simplified), Chinese (Traditional), Czech, Danish, Dutch, English, Finnish, French, German, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish, Turkish

    Q. What type of pricing plans does M-Files offer?

    M-Files has the following pricing plans:

    One Time License, Subscription

    Q. Does M-Files support mobile devices?

    M-Files supports the following devices:

    Android, iPhone, iPad

    Q. What other apps does M-Files integrate with?

    M-Files integrates with the following applications:

    DocuSign, Intrexx, Microsoft 365, NetSuite, Nuxeo, Salesforce Sales Cloud, SharePoint, SignRequest, Simflofy, Vitrium Systems

    Q. What level of support does M-Files offer?

    M-Files offers the following support options:

    FAQs, Online Support, Phone Support, Video Tutorials, Knowledge Base, Forum