M-Files Pricing, Features, Reviews & Comparison of Alternatives

M-Files

Document Management Software

4.25/5 (169 reviews)

M-Files overview

What is 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.
www.m-files.com

Pricing

Pricing options
One time license
Subscription
Free trial
Value for money
View Pricing Plans

Devices

Business size

S
M
L

Markets

United States, Canada, Australia, China, Japan

Supported languages

English, Arabic, Chinese (Simplified), Chinese (Traditional), Czech and 17 other languages, Danish, Dutch, Finnish, French, German, Hebrew, Hungarian, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Spanish, Swedish, Turkish
M-Files screenshot: Users can search all file contents and metadata in M-FilesM-Files: A Fresh Approach to Enterprise Information ManagementM-Files - Easy Document Management Software DemoM-Files Overview Video

M-Files reviews

Value for money
Features
Ease of use
Customer support
  4.2
  4.2
  4.0
  4.1
Clarwin Castro

Go-to application for any Digitization Project

Used daily for 2+ years
Reviewed 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
Features
Customer support

Likelihood to recommend: 9/10

Minimize review

David Gutierrez

One Place for All Document Types

Used weekly for 1-2 years
Reviewed 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
Features
Customer support

Likelihood to recommend: 8/10

Minimize review

Anonymous

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

Used weekly for 2+ years
Reviewed 2017-02-16
Review Source: GetApp

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

Rating breakdown

Value for money
Ease of use
Features

Likelihood to recommend: 1/10

Minimize review

James Mills

Making files organize with M-Files

Used daily for less than 6 months
Reviewed 2020-07-15
Review Source: Capterra

Pros
I liked M-Files because of the ability to organize company files in a secure location. I used M-Files to fully store my Tax program in my previous position, and loved everything about it.

Cons
Sometimes M-Files would not link with my documents, whoever, after a little help from M-Files team, everything was back to normal.

Response from M-Files


Hi James, we are excited to hear that M-Files helped you to organize your company files in a secure location! Thank you for taking part in this review! If you ever need anything, do not hesitate in reaching out.

Rating breakdown

Value for money
Ease of use
Features

Likelihood to recommend: 10/10

Minimize review

Tim Seery

Easy File Management

Used daily for less than 6 months
Reviewed 2019-11-06
Review Source: Capterra

Great 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.

Pros
Seem 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.

Cons
Not a full featured when compared to SharePoint. Does not offer collaborative features such as Web or Office365 integration.

Response from M-Files


Hello Tim,
Thank you for taking the time to share your thoughts. We are very happy to hear that you are pleased with the ease of use M-Files provides. We appreciate you and your business. Have a great day!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 9/10

Minimize review

M-Files pricing

Pricing options
One time license
Subscription
Free trial
View Pricing Plans

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
Workflow Management

Activity Dashboard (196 other apps)
Activity Tracking (144 other apps)
Automatic Notifications (188 other apps)
Chat (165 other apps)
Collaborative Workspace (228 other apps)
Commenting (206 other apps)
Customizable Branding (173 other apps)
Document Storage (224 other apps)
Drag & Drop Interface (180 other apps)
File Management (146 other apps)
Reporting & Statistics (144 other apps)

Security and privacy

Encryption

Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
This will ask you to sign in with LinkedIn

Videos and tutorials

Additional information for M-Files

Key features of M-Files

  • Co-authoring
  • Filters and sort functions
  • Windows Active Directory support
  • M-Files open API
  • Log and audit trail
  • Check-out and check-in features
  • "Full text" and metadata search
  • Automatic version naming and numbering
  • Version management
  • Industry regulation compliance
  • Workflow automation
  • Access permissions
  • Remote mobile access
  • File scanning and capture
  • CRM, Accounting and ERP integrations
  • Shareable links
  • Email notifications
  • M-Files hyperlinks and shortcut
  • Windows applications integration
  • Email notifications
  • Access
  • Access Control
  • Automatic Notifications
  • Collaboration Tools
  • Commenting
  • Customizable Branding
  • Document Storage
  • Drag & Drop Interface
  • File Management
  • Permission Management
  • SSL Security
  • Search Functionality
  • Tagging
  • Third Party Integration
View All Features

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.