M-Files

M-Files

Document Management Software

4.4/5 (145 reviews)

M-Files Overview

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.

Pricing

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

Devices

Business size

S
M
L

Markets

Australia, Canada, China, Europe, Japan and 3 others, Latin America, Middle-East and Africa, United States

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

M-Files Reviews

Overall rating
4.4/5
86% positive reviews
80
Excellent
44
Very good
16
Average
2
Poor
3
Terrible
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
Chris J.

Great Document Management System with lacking support

Used Daily for 2+ years
Reviewed on 2017/04/18
Review Source: Capterra

M-Files is really a great Document Management System with many features, yet easy to use for the end-user. It has advances features like data synchronization between locations, as well as connecting to external databases and support for Dynamics 365. The workflow builder allows a lot of flexibility as well.
The only downside is the support. Over the years, the US office has deteriorated. In the first years, there were resources in the US office from Finland. Great consultants that assisted us in setting up the original deployment (that was 5 years ago). But in recent years, the US office doesn't seem to know much about the product and they've devolved into a sales office without technical expertise.
So if you are buying the software in the US and need something customized, be prepared to figure everything out by yourself. You will not get help in the US timezone.

Pros

- User-friendly for end-user
- Blows SharePoint out of the water
- Highly customizable on the back-end (custom workflows, external database connections)

Cons

- US based technical support is non-existent
- M-Files will respond immediately if you want to purchase more licenses, but when there is a problem I can't get any support
- Once had a call with a "senior" M-Files consultant that had been with the company for 3 months(!) Needless to say, he had no clue what I was talking about. That was the last time I engaged M-Files for paid for consulting hours.

Response from M-Files

Thank you for your comprehensive feedback. We love it when our customers have such great things to say about the solution. We also appreciate the comments about your experience with the consulting team. We have shared that feedback and will reach out to you directly.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

9.0/10
Sarah V.

Wish we had M-files sooner!

Used Daily for 2+ years
Reviewed on 2017/03/08
Review Source: Capterra

I've been working with M-files for 2 years now and I can't imagine my professional life without it. I am the Records Administrator for my organization and therefore my concern lies in retaining record history and valuable documents. Of course this is facilitated through comprehensive database searches. I have appreciated the ease of use in the M-files interface and the various features that we now have for documents that simply were not present in traditional folder structures. I've trained close to 100 colleagues on this software with great success. M-files does an exceptional job of allowing everyone to work in a way that is natural and comfortable to them, while simultaneously allowing everyone to collaborate, work together, and find each other's documents.

Pros

-ease of searching
-customize features
-document version ability
-youtube videos

Cons

-the biggest delay in rolling out M-files to our organization was that there was no model in which to consult. No prescribed list of document types or a model to play with.
-From a records point of view, document retention should be built in somehow. We create thousands of documents daily and while some are permanent retention, most are transitory and should have a review process. I've been left to conduct record audits and manually determine record value based on a number of factors of the documents.

Rating breakdown

Ease of Use
Customer Support

Likelihood to recommend

9.0/10
David G.

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
Treve C.

M-Files saves time!

Used Daily for 2+ years
Reviewed on 2017/04/18
Review Source: Capterra

There is a strange current normal in global business that 99% of companies accept: Staff either can't find, or it takes a long time to find, the information they need to do their jobs quickly and efficiently.

M-Files provides anew normal: Staff can securely access the correct information instantly from anywhere!

This is a total paradigm shift for any company and the time and cost savings are incredible!

Pros

It's easy to use so staff acceptance is universal. It saves time by providing access to information that was previously unattainable. It reduces errors and saves money. M-Files can do anything for a company because of the way it uses metadata, workflow and objects. It is a Swiss army knife of software that relies on configuration not coding. It integrates with MS Office & Outlook and talks to other software to share information which reduces data entry. The mobile apps are amazing, you can take a photo of something on your phone, upload it straight to M-Files and have Workflow kick off immediately. M-Files is simple to use and powerful for organisations of any size.

Rating breakdown

Value for Money
Ease of Use
Customer Support

Likelihood to recommend

10.0/10

M-Files 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

  • API
  • Access Control
  • Collaboration Tools
  • Document Management
  • Permission Management
  • Projections
  • Search Functionality
  • Third Party Integration

  • Activity Dashboard
  • Activity Tracking
  • Automatic Notifications
  • Chat
  • Collaborative Workspace
  • Commenting
  • Communication Management
  • Customizable Branding
  • Document Storage
  • Drag & Drop Interface
  • File Management
  • SSL Security

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
  • 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

    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
    • 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:

    Freelancers, Large Enterprises, Mid Size Business, Small 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, Microsoft Dynamics CRM, Microsoft Outlook, NetSuite, Office 365, Salesforce Sales Cloud, SharePoint, SignRequest, Sympa HR, Vitrium Systems

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

    M-Files offers the following support options:

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