About 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.

Key benefits of M-Files

  • 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.

  • Devices

    Business size

    S M L

    Markets

    Antigua & Barbuda, Austria, Australia, Barbados, Bangladesh and 53 others, Belgium, Bahamas, Bhutan, Belize, Canada, Switzerland, China, Costa Rica, Cuba, Germany, Denmark, Dominica, Dominican Republic, Finland, France, United Kingdom, Grenada, Guatemala, Hong Kong SAR China, Honduras, Haiti, Indonesia, Ireland, India, Jamaica, Japan, Cambodia, St. Kitts & Nevis, North Korea, South Korea, Laos, St. Lucia, Sri Lanka, Myanmar (Burma), Mongolia, Mexico, Malaysia, Nicaragua, Netherlands, Norway, Nepal, New Zealand, Panama, Philippines, Sweden, El Salvador, Thailand, Trinidad & Tobago, Taiwan, United States, St. Vincent & Grenadines, Venezuela, Vietnam

    Supported Languages

    Arabic, Chinese, Czech, Danish, Dutch and 17 others, English, Finnish, French, German, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish, Traditional Chinese, Turkish

    Images

    Users can search all file contents and metadata in M-Files
    View 2 more
    M-Files video
    M-Files video
    M-Files video
    M-Files screenshot: Users can search all file contents and metadata in M-Files

    Features

    Total features of M-Files: 37

    • API
    • Access Controls/Permissions
    • Archiving & Retention
    • Audit Trail
    • CRM
    • Collaboration Tools
    • Compliance Tracking
    • Content Management
    • Customizable Templates
    • Data Import/Export
    • Digital Asset Management
    • Document Capture
    • Document Classification
    • Document Generation
    • Document Management
    • Document Storage
    • Drag & Drop
    • ERP
    • Electronic Signature
    • Encryption
    • File Conversion
    • File Recovery
    • File Sharing
    • Full Text Search
    • Historical Reporting
    • Information Governance
    • Metadata Management
    • Mobile Access
    • Offline Access
    • Optical Character Recognition
    • Preview Functionality
    • Projections
    • Real Time Synchronization
    • Search/Filter
    • Third Party Integrations
    • Version Control
    • Workflow Management

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    Reviews

    Overall rating

    4,2 /5
    (171)
    Value for Money
    4,2/5
    Features
    4,2/5
    Ease of Use
    4/5
    Customer Support
    4,1/5

    Already have M-Files?

    Software buyers need your help! Product reviews help the rest of us make great decisions.

    Write a Review!
    Showing 5 reviews of 171
    Clarwin C.
    Overall rating
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 9.0 /10

    Go-to application for any Digitization Project

    Reviewed on 2018/04/02

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

    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.

    David G.
    Overall rating
    • Industry: Investment Management
    • Company size: 501-1 000 Employees
    • Used Weekly for 1+ year
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 8.0 /10

    One Place for All Document Types

    Reviewed on 2019/04/30

    M-files was a great tool to create one common space for us to store, share, and retrieve documents...

    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.

    David A.
    Overall rating
    • Industry: Government Administration
    • Company size: 501-1 000 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 9.0 /10

    Excelente Gestor Documental

    Reviewed on 2021/02/22

    Buena experencia, aun faltan mas canales en latinoamerica, mas servicio de la marca

    Buena experencia, aun faltan mas canales en latinoamerica, mas servicio de la marca

    Pros

    La facilidad de busqueda y la interfaz muy amigable

    Cons

    EL precio, es algo alto ya que se cobra por licencia

    Response from M-Files

    Hello,
    Thank you for taking the time to complete this review. We value your time and appreciate the score!
    Again, thank you and we look forward to your continued business!

    Verified Reviewer
    Overall rating
    • Industry: Security & Investigations
    • Company size: 201-500 Employees
    • Used Weekly for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Likelihood to recommend 1.0 /10

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

    Reviewed on 2017/02/16

    We are a german company that uses M-Files for some years. I'm the poor guy that has to configure...

    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

    Verified Reviewer
    Overall rating
    • Industry: Civil Engineering
    • Company size: 1 001-5 000 Employees
    • Used Daily for 2+ years
    • Review Source

    Overall rating

    • Value for Money
    • Ease of Use
    • Customer Support
    • Likelihood to recommend 9.0 /10

    Online Storage and Easy Information Transfer

    Reviewed on 2021/02/18

    the application I use to store, manage and monitor all kinds of documents, information and visual...

    the application I use to store, manage and monitor all kinds of documents, information and visual materials. It can also be used for document sharing and version control.

    Pros

    It is an easy-to-use and powerful document management system that facilitates the management, finding and tracking of documents for companies of all sizes. It is a solution offered according to the needs of every institution / organization. The biggest advantage at this point is that it is very simple to customize.

    Cons

    It creates synchronization problems in places where the internet connection is not reliable and there may be version problems.

    Response from M-Files

    Hello,
    Thank you for taking the time to complete this review. We value your time and appreciate the score!
    Again, thank you and we look forward to your continued business!

    Showing 5 reviews of 171 Read all reviews

    M-Files FAQs

    Below are some frequently asked questions for M-Files.

    M-Files offers the following pricing plans:

    • Starting from:
    • Free Trial: Available

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

    We do not have any information about M-Files features

    M-Files has the following typical customers:

    Self Employed, 2-10, 11-50, 51-200, 201-500, 501-1 000, 1 001+

    M-Files supports the following languages:

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

    M-Files supports the following devices:

    Android (Mobile), iPhone (Mobile), iPad (Mobile)

    M-Files integrates with the following applications:

    DocuSign, Microsoft 365, Microsoft Outlook, Microsoft SharePoint, NetSuite, Salesforce Sales Cloud

    M-Files offers the following support options:

    Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, Chat

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