Best For

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.

Product Details

M-Files provides a next generation intelligent document 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 document management solution that integrates with Windows Explorer. Thousands of organizations in over 100 countries use M-Files for managing their business information nee

Contact Details

M-Files

http://www.m-files.com

Founded in 1989

Located in United States

Network Folder View
SharePoint Online View
Mobile Search View
Network Folder Mobile
SharePoint Online Mobile

Starting Price

  • Not provided by vendor

Free Trial

Platform

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

Training

  • In Person
  • Live Online
  • Webinars
  • Documentation

Support

  • Business Hours
  • Online

M-Files Features

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
Audio Content
Customizable Templates
Document Indexing
E-forms
Full Text Search
Image Editor
SEO Management
Text Editor
Version Control
Video Content
Website Management
Archiving & Retention
Collaboration Tools
Content Lifecycle Management
Digital Asset Management
Document Management
Electronic Signature
Information Governance
Mobile Access
Search
Version Control
Workflow Management
Access Controls/Permissions
Audit Trail
Collaboration
Document Management
Drag & Drop
Electronic Signature
Encryption
Messaging
Real Time Synchronization
Search/Filter
Workflow Management

M-Files Reviews

Showing 5 of 158 reviews
Overall
4.2/5
Ease of Use
4.1/5
Customer Service
4/5
Clarwin C.
IT Services Manager
Unspecified
Used the software for: 2+ years
Overall Rating
5/5
Ease of Use
5/5
Customer Service
4/5
Features
5/5
Value for Money
4/5
Likelihood to Recommend
9/10
Reviewer Source 
Source: Capterra
April 2, 2018

“Go-to application for any Digitization Project”

OverallM-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.
ProsThe 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).
ConsWhen 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 
Source: Capterra
April 2, 2018
Chris J.
Software Developer
Financial Services, 201-500 employees
Used the software for: 2+ years
Overall Rating
4/5
Ease of Use
5/5
Customer Service
1/5
Features
4/5
Value for Money
4/5
Likelihood to Recommend
9/10
Source: Capterra
April 18, 2017

“Great Document Management System with lacking support”

OverallM-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.
Recommendations to other buyers- Please understand your product inside out. Have a DEV environment up and running, so it's easy to communicate.

Vendor Response

By M-Files on April 25, 2017
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.
Source: Capterra
April 18, 2017
Sarah v.
Records Administrator
Non-Profit Organization Management, 201-500 employees
Used the software for: 2+ years
Overall Rating
5/5
Ease of Use
5/5
Customer Service
5/5
Features
5/5
Likelihood to Recommend
9/10
Source: Capterra
March 8, 2017

“Wish we had M-files sooner!”

OverallI'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.
Recommendations to other buyersBefore deployment, the IT Team needs to work closely with the Records Administration and closely with the end user. Get the end user's input in how they work. We used a Business Analyst for this role in determining the document types which are used in Class. This way, our dozen departments, while performing different tasks, are all using the same taxonomy. -We've built our own in-house manual
Source: Capterra
March 8, 2017
Avatar Image
David G.
IT Project Manager
Investment Management, 501-1000 employees
Used the software for: 1-2 years
Overall Rating
4/5
Ease of Use
4/5
Customer Service
4/5
Features
4/5
Value for Money
3/5
Likelihood to Recommend
8/10
Reviewer Source 
Source: Capterra
April 30, 2019

“One Place for All Document Types”

OverallM-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.
ProsOur 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.
ConsM-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 May 1, 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 
Source: Capterra
April 30, 2019
Tim S.
Senior Systems Engineer
Computer Software, 51-200 employees
Used the software for: Less than 6 months
Overall Rating
4/5
Ease of Use
5/5
Customer Service
4/5
Features
4/5
Value for Money
4/5
Likelihood to Recommend
9/10
Reviewer Source 
Source: Capterra
November 5, 2019

“Easy File Management ”

OverallGreat time to value (up and running in hours). Administration is intuitive and requires minimal expertise. The user experience is well integrated with Windows (can access using a drive map). Suitable for on-premier or cloud deployments, including AWS Workspaces of VMWare OneSpace.
ProsSeem less integration with Windows and Active Directory. Users can simply drag and drop files into the M-Files client or via a browser (requires plug-in). User can tag favorite files and search based on multiple file attributes or tags. Server setup (Window 2012 or higher) is straightforward with the option of M-Files database or Microsoft SQL server. For smaller organizations, I recommend using the built-in database option. M-Files installation and administration requires much less planning compared to SharePoint.
ConsNot a full featured when compared to SharePoint. Does not offer collaborative features such as Web or Office365 integration.
Reviewer Source 
Source: Capterra
November 5, 2019