M‑Files

Score8.9 out of 10

147 Reviews and Ratings

What is M‑Files?

M-Files is a platform for knowledge work automation. M-Files helps knowledge workers to find information faster, work smarter, and achieve more. M-Files features a metadata-driven architecture, embedded workflow engine, and advanced artificial intelligence that enable customers to eliminate information chaos, improve process efficiency, and automate security and compliance.

By embedding automation and GenAI into its core, M-Files' platform not only increases efficiencies for organizations but also empowers knowledge workers to focus on innovation and strategic growth. With 10 global offices, M-Files states they currently serve more than 5,000 customers in 100 countries.

The vendor's value proposition:

EASE OF USE: M-Files increases productivity and improves work quality by making information easy to find and use.
WORKFLOW AUTOMATION: M-Files increases consistency of work and reduces errors by automating workflows.
COLLABORATION: M-Files enables superior customer experiences through a collaborative workspace.
COMPLIANCE: M-Files reduces business risk by ensuring compliance.

M-Files is designed to improve business performance by helping people find and use information more effectively. Using artificial intelligence (AI) technologies, M-Files breaks down silos by delivering an in-context experience for accessing and leveraging information that resides in any system and repository, including network folders, SharePoint, file sharing services, ECM systems, CRM, ERP and other business systems and repositories.

Categories & Use Cases

Media

1 / 5

Zakir Hussain View profile

Consultant Digitization & CEO in Information Technology at AZTECH (11-50 employees employees)

Use Cases and Deployment Scope

As I have been consultant for M-Files, I implemented M-Files in almost 10 organizations. These organization were Manufacturing, Education, health, Social Sector, Public Sector, Oil and Gas Sector, etc.

There were different problems in different organizations, but the main one was with Oil and Gas Sector, who were using Documentum and they wanted to replace with M-Files. The organization is now using M-Files in Operations Department, Engineering Dept. and 8 other Departments. Due to COVID situation they are not fully dependent on M-Files and also now SAP integration has been done which is also favoring in Organizational Operations from remote. The main difference in Documentum and M-Files was that Documentum they used to implement on 4-5 Server Machines and when they require an other implementation they were to replica these exercise and again need 4-5 serve Machines where in M-Files there is Vault concept which reduce Hardware and Maintenance Cost with Minimum Administrative Support can manage different organization of one company in Single Installation by creating Separate Vaults.

Pros

The import tool is the best tool for data migration from other repositories. It helps a lot in migration from Documentum to M-Files.
The API enables to add additional customized features which made M-Files different from other solutions where they won't be able to provide solution.
User License Model with combined vaults makes organization very affordable like if one company has different organization and they are using concurrent licenses, they can they share those licenses within vaults if there is no load on other organization.

Cons

There is need of text editor to be built in as currently MS Word is being used for adding more text and drawing features.
Some views base reports would be with graphical presentation as to add reporting module, every organization can't always afford that.
Regional Languages Support.

Return on Investment

As I said in a company it saved 400% hardware cost and 20% human resource reduction after M-Files implementation.
For archiving only is not beneficial.
Helped Originations in COVID to run their operations remotely.

Other Software Used

LogicalDOC, FileHold Document Management software

Usability

Anssi Mäkelä View profile

Laboratory Manager in Professional Services at CRS Laboratories Oy (11-50 employees employees)

Use Cases and Deployment Scope

We use M-files across the whole organization. We manage literally everything with it—quotes, purchases, orders, workflow, tasks, etc. We have also tailored it to work as a laboratory information management system in our laboratory, where we manage the samples, analysis data, and quality control.

Pros

Document management
Workflows
Easy access and intuitive to use

Cons

More features without coding (for example more options for automatic naming of documents, more functions when changing workflow state, etc.).
Customizable front page (work example: different kind of page depending the user's task or department).
Editing notification settings by admin (not only by user).

Return on Investment

Work efficiency
Easier quality control
Better control of workflows

Usability

Gary Downs

Senior IT Administrator in Information Technology at Barton & Loguidice (201-500 employees employees)

Use Cases and Deployment Scope

M-Files is used by the whole company and it is where we store all of our project data for the whole company. Having over 10 locations, file management becomes cumbersome to deal with as well as file security rights. M-Files makes this difficult task super easy with their check out/check in option. I would highly recommend using this program.

Pros

Version History
File Management
File Rights
One interface for all

Cons

Ability to add custom fields to virtual folder views

Other Software Used

Microsoft Office 2016 (discontinued), Deltek Vision

Jesper Storm Hansen View profile

IT & Development Manager in Information Technology at Risk Intelligence A/S (11-50 employees employees)

Use Cases and Deployment Scope

M-Files is used to save and find all information that is relevant for more than one employee in the company. The M-Files solution has ensured that risk intelligence analysts have access to all relevant internal information when developing a risk assessment. The M-Files AI support makes it easy to add the relevant metadata to documents. M-Files has been used by all employees since 2019.

Pros

Makes it quite easy to save documents that includes relevant metadata.
Makes it quite easy to find relevant information and be sure that all relevant information is found.
Possible to show documents in different views to ensure that it is shown where it is relevant.
M-Files can be used as the interface for all relevant information in a company using APIs to access information saved in other applications and in folders.

Cons

Improve the user interface.

Return on Investment

M-Files has helped making all relevant information shown one place.
In M-Files you can easily set up what documents employee groups can see and edit.

Other Software Used

Microsoft 365, HubSpot CRM

Muddassar Inayat View profile

IT Solutions Consultant in Information Technology at Gulf Commercial Group (501-1000 employees employees)

Use Cases and Deployment Scope

We are using it for Document Sharing with our suppliers, vendors, and customers. Previously there was email sharing and it was hard to manage what was shared with our external people. After having this solution it becomes easy to collaborate with non-M-Files users. The user interface of Hubashare is fairly simple and outbox integration with M-Files makes it a more flexible solution.

Pros

Document Sharing
Tightly Integrated M-Files
Simple Interface

Cons

ESignature Option

Return on Investment

Positive impact: It reduced the overall cycle time to share the document and we can manage all documents within M-Files.

Alternatives Considered

Hubshare and from M-Files

Other Software Used

Azure SQL Database, frevvo, ABBYY FlexiCapture

Alfresco

OpenText Content Suite Platform

Laserfiche

M‑Files