M-Files

Who Uses M-Files?

M-Files excels as a solution in small to medium sized businesses that rely heavily on paper-based processes. M-Files delivers high value to businesses in highly regulated industries.

What Is M-Files?

M-Files provides a next generation intelligent content management platform that improves business performance by helping people find and use information more effectively. Improve workflow, increase information reuse, eliminate redundancy, securely control content, and avoid conflicts and data loss all in a single, intuitive content management solution that integrates with Windows Explorer. Thousands of organizations in over 100 countries use M-Files for managing their business information needs.

M-Files Details

M-Files

http://www.m-files.com

Founded 1989

M-Files video
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M-Files pricing overview

M-Files does not have a free version but does offer a free trial.


Free Version

No

Free Trial

Yes

M-Files deployment and support

Support

  • Business Hours
  • Online

Deployment

  • Cloud, SaaS, Web
  • Installed - Windows
  • Mobile - iOS Native
  • Mobile - Android Native

Training

  • In Person
  • Live Online
  • Webinars
  • Documentation

M-Files Features

  • Audio Content
  • Customisable Templates
  • Document Indexing
  • E-forms
  • Full Text Search
  • Image Editor
  • SEO Management
  • Text Editor
  • Version Control
  • Video Content
  • Website Management

View full list of Content Management Systems

  • Collaboration Tools
  • Compliance Tracking
  • Document Archiving
  • Document Assembly
  • Document Indexing
  • Document Retention
  • Electronic Signature
  • File Recovery
  • File Type Conversion
  • Offline Access
  • Optical Character Recognition
  • Version Control

View full list of Document Management Software

  • Archiving & Retention
  • Collaboration Tools
  • Content Lifecycle Management
  • Digital Asset Management
  • Document Management
  • Electronic Signature
  • Information Governance
  • Mobile Access
  • Search
  • Version Control
  • Workflow Management

View full list of Enterprise Content Management Software

  • Access Controls/Permissions
  • Audit Trail
  • Collaboration
  • Document Management
  • Drag & Drop
  • Electronic Signature
  • Encryption
  • Messaging
  • Real Time Synchronisation
  • Search/Filter
  • Workflow Management

View full list of File Sharing Software

M-Files Alternatives - Capterra New Zealand 2020

More M-Files alternatives

M-Files Reviews

Read all reviews

Overall rating

4.2/5

Average score

Ease of Use 4
Customer Service 4.1
Features 4.2
Value for Money 4.2

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Clarwin C.
IT Services Manager
Used the Software for: 2+ years
  • Overall Rating
    5 /5
  • Ease of Use
    5 /5
  • Features & Functionality
    5 /5
  • Customer Support
    4 /5
  • Value for Money
    4 /5
  • Likelihood to Recommend
    9/10
  • Reviewer Source 
  • Reviewed on 2/04/2018

"Go-to application for any Digitization Project"

Comments: 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.

  • Reviewer Source 
  • Reviewed on 2/04/2018
David G.
IT Project Manager
Investment Management, 501-1,000 Employees
Used the Software for: 1+ year
  • Overall Rating
    4 /5
  • Ease of Use
    4 /5
  • Features & Functionality
    4 /5
  • Customer Support
    4 /5
  • Value for Money
    3 /5
  • Likelihood to Recommend
    8/10
  • Reviewer Source 
  • Reviewed on 30/04/2019

"One Place for All Document Types"

Comments: 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.

Vendor Response

by M-Files on 1/05/2019

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.

  • Reviewer Source 
  • Reviewed on 30/04/2019
Verified Reviewer
Software Developer
Security & Investigations, 201-500 Employees
Used the Software for: 2+ years
  • Overall Rating
    1 /5
  • Ease of Use
    1 /5
  • Features & Functionality
    2 /5
  • Customer Support
    Unrated
  • Value for Money
    2 /5
  • Likelihood to Recommend
    1/10
  • Reviewer Source 
  • Source: GetApp
  • Reviewed on 16/02/2017

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

Comments: 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

  • Reviewer Source 
  • Source: GetApp
  • Reviewed on 16/02/2017
Çağrı E.
Engineer
Automotive, 10,000+ Employees
Used the Software for: 2+ years
  • Overall Rating
    4 /5
  • Ease of Use
    4 /5
  • Features & Functionality
    4 /5
  • Customer Support
    5 /5
  • Value for Money
    5 /5
  • Likelihood to Recommend
    9/10
  • Reviewer Source 
  • Reviewed on 6/03/2020

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

Comments: 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

Vendor Response

by M-Files on 16/03/2020

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.

  • Reviewer Source 
  • Reviewed on 6/03/2020
Josemaria G.
Vice Director for External Affairs
Used the Software for: 6-12 months
  • Overall Rating
    5 /5
  • Ease of Use
    4 /5
  • Features & Functionality
    5 /5
  • Customer Support
    4 /5
  • Value for Money
    4 /5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 28/06/2018

"50-year-old Archives... digitized!"

Comments: 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).

  • Reviewer Source 
  • Reviewed on 28/06/2018