M-Files Features

M-Files

Document Management Software

4.25/5 (169 reviews)

M-Files Feature Summary

  • 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

Competitor Feature Comparison

API
Access Control
Archiving & Retention
Audit Trail
CRM Integration
Collaboration Tools
Data Import
Document Management
Document Storage
ERP Integration
Email Integration
File Management
Forms Management
Full Text Search
History Tracking
Indexing
Metadata Management
Offline Access
Permission Management
Preview Functionality
Projections
SSL Security
Search Functionality
Task Management
Third Party Integration
Version Control
Workflow Management
Learn moreCompare App
API
Access Control
Archiving & Retention
Audit Trail
CRM Integration
Collaboration Tools
Data Import
Document Management
Document Storage
ERP Integration
Email Integration
File Management
Forms Management
Full Text Search
History Tracking
Indexing
Metadata Management
Offline Access
Permission Management
Preview Functionality
Projections
SSL Security
Search Functionality
Task Management
Third Party Integration
Version Control
Workflow Management
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API
Access Control
Archiving & Retention
Audit Trail
CRM Integration
Collaboration Tools
Data Import
Document Management
Document Storage
ERP Integration
Email Integration
File Management
Forms Management
Full Text Search
History Tracking
Indexing
Metadata Management
Offline Access
Permission Management
Preview Functionality
Projections
SSL Security
Search Functionality
Task Management
Third Party Integration
Version Control
Workflow Management
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Mobile apps

iOS App


4 reviews

Requires iOS 10.0 or later. Compatible with iPhone, iPad, and iPod touch.

Android App


306 reviews

M-Files Feature Reviews

25 reviewers had the following to say about M-Files's features:

Dilip Rao

User Interface

2017-04-27

My only negative feedback would be that there is no built it UI designer.

Pros

Workflow and Document Management capability

Cons

Lack of User Interface customisation.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering M-Files

In the forms, there should be an ablity to multiple objects the same way you can add multiple stings or numbers.

Source: Capterra
Helpful?   Yes   No
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Ravi Tank

A perfect Content Management System

2019-06-25

For the company right now, M-Files works and Management can access documents easily.

Pros

The workflow feature is quiet robust and if thought out well can replace manual approval processes.

Cons

We have to pay for Electronic Signature and If I want Digital Signature I have to pay 3rd party for the signature account and then M-Files for the integration.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Hello Ravi, we are happy to hear that you find value in the M-Files workflow feature. I would also like an opportunity to discuss the other areas of your review where M-Files is not performing as you wished. If you are open to a conversation, please contact me. Thank you.

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Alvaro Medina

Central Digital Repo

2019-03-29

We are slowly in the process of digitizing our workflows and simple business processes like forms approvals and routing of papers through the management team members.

Pros

I love the seamless integration with Microsoft products (Office, Outlook, File Explorer) as there are quick buttons for upload, and the usual cut&paste, drag&drop also works. 2.

Cons

We initially had some trouble with integration with our Active Directory for a unified username/password management. We had to go through the documentation (which some are not so up to date), and the vendor we had was not so helpful either.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
Read more
Rob Kaletsch

Crisp, clean, custom product design and easy to deploy into historical low tech savy organisation

2017-09-01

Improved visibility of process, central repository for document management and a true understanding of process challenges which were previously hidden by paper workloads.

Pros

Great use of the workflow functionality, historical tracking and document management.

Cons

Opened a whole new look at our business document process management. Wish we had found this sooner.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Benjamin Larrivee

M-Files more then a DMS

2017-04-18

M-files as a object oriented approach that let you customize the software for any information that you want to manage, i worked with many other DMS and competitor could compete with m-files

Pros

Very Flexible Easy to configure Workflow engine well design Pricing stucture make affordable for SMB or Entreprise

Cons

API document not up to date

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering M-Files

I will recommend to use a third parties integrator instead of M-files direct.

Source: Capterra
Helpful?   Yes   No
Read more
Luke Van Lathum

It has really helped our business stream our document management, saving lots of time!

2017-05-23

Save time with document retrieval and looking for files. Tracking document changes.

Pros

M-Files is really easy to use as it integrates directly with Microsoft windows.

Cons

You really need a third party company like to help setup automation and workflows to get the full benefits.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
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Carol Henry

M - Files Review

2017-04-18

It should have more capability to search and export more records.

Pros

User friendly

Cons

Reporting function

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No
Read more
Hilary Robson

Excellent solution

2017-04-24

Apart from a few teething issues we have found the software adaptable and easy to integrate. The search function is phenomenal.

Pros

Search, organisation, assignments.

Cons

Would like to be able to get reports more flexibly.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
Read more
Ben Balch

M-Files Document Management

2016-12-08

At this point, we've scanned our prior year's documents and we are working through the final details of our workflows. M-Files is a very powerful document management system that's easy to use.

Rating breakdown

Value for money
Ease of use
Features
Customer support
Source: Capterra
Helpful?   Yes   No
Read more
Corey Maxon

Good Document Management Solution for most businesses

2017-04-28

Learned what we did and did not want in a Document/Content Management Solution.

Pros

Fully customizable to however you want to track your documents and tag your metadata.

Cons

Many in the office are used to and prefer the windows folder structure and found that our method of tagging metadata and the general UI experience to be too time-demanding and different from what they were used to. 3.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Occasionally

Likelihood to recommend

3/10
Source: Capterra
1 of 1 people found this review helpful
Helpful?   Yes   No
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Nicholas Puschak

Using M-Files in the Legal Department

2017-04-19

Lawyers live in their documents and the integration gives them direct access to both document and matter information.

Rating breakdown

Value for money
Ease of use
Features
Customer support
Source: Capterra
Helpful?   Yes   No
Read more
Alice Cornforth

Authentic and reliable solution for all my files

2019-11-15

In short I would say it’s a great intuitive in terms of document management and also in keeping them in a preferred way as well.

Pros

It has the ability to drag and drop out various important files of my concern from one place to another quite frequently.

Cons

Every feature is so much interesting in it that I couldn’t imagine my life without it now.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Occasionally

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Hello Alice, thank you for taking the time to share your thoughts. We are very happy to hear that you find value in M-Files. We sincerely appreciate you and your business! Have a great day!

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Anonymous
(Automotive company, 10001+ employees)

Not a User-Friendly

2019-11-03

It's not a user friendly program, there is no drag and drop option (currently) and it almost impossible to work with this software in a way that we work with windows., I mean the folder structure seems similar but it's not.

Pros

The only feature that I like about this software is that it's easy to access the database even from mobile phones.

Cons

The user interface is not user friendly and it's extremely slow even for basic operations.

Rating breakdown

Value for money
Ease of use
Features

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

1/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Thank you for taking the time to share your thoughts. Your feedback is very important to us and I would like to further discuss your experience. Can you please contact me at my contact information that has been provided below? Thank you and I look forward to speaking with you.

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Tim Seery

Easy File Management

2019-11-06

Suitable for on-premier or cloud deployments, including AWS Workspaces of VMWare OneSpace.

Pros

Users can simply drag and drop files into the M-Files client or via a browser (requires plug-in).

Cons

Does not offer collaborative features such as Web or Office365 integration.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No

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!

Read more
Anonymous
(Construction company, 1001-5000 employees)

Seamless document management

2019-12-15

Different users can easily work on the same file and the last file they have is easily found.

Pros

An application that helps a lot in document management.

Cons

A good quality documentation but sometimes easier to find the necessary documents. Getting a file is difficult if not well defined

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

7/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Thank you for taking the time to share your thoughts. We are pleased to hear that you find M-Files valuable! We sincerely appreciate you and your business!

Read more
Serge Pilet

M-Files is a great ECM solution

2017-04-07

We use M-Files for invoice processing, contract management, HR documents and of course also for our workflows. Everybody within our company using M-Files likes it very much.

Pros

Ease of use

Cons

No idea

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering M-Files

Yes, strongly recommended to any entreprise

Source: Capterra
Helpful?   Yes   No
Read more
Ivan Doumenc

M-Files review: excellent product

2017-04-18

We were looking for a comprehensive document management system to allow us the share our key documents.

Pros

Powerful search engine.

Cons

Support not always 100%.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend

9/10

Recommendations to others considering M-Files

The change management piece is hard, i.e. helping users move away from the Windows filing system state of mind.

Source: Capterra
Helpful?   Yes   No
Read more
Steen Madsen

Tremendous value from using M-Files

2017-04-14

With M-Files we believe we have increased the value of our company by having all information assembled one place, using standard workflows for all processes including opportunity management, making proposals and contracts using templates and in general just being on top of all information in our company.

Pros

Functionality Stability Price Support Ease of use

Cons

Cannot come up with something

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering M-Files

Spend some time during your 30 day free of charge trial to try the simplicity of setting up M-Files to fullfill your own requirements.

Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Automotive company, 10001+ employees)

Secure cloud data storage needs to be user friendly

2019-05-24

But the interface needs an improvement.

Pros

Secure way to share and store files. You can share your documents with selected groups or company wide. you can track who has edited the file, also you can decide read and write access.

Cons

You have to spend at least 2-3 minutes everytime when you want to upload a file. The security process is time consuming.

Rating breakdown

Value for money
Ease of use
Features

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

5/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Automotive company, 10001+ employees)

Data Management System with Really Bad User Interface

2020-05-06

Data management system we use in the company.

Pros

Also, its integration with MS office is useful.

Cons

Overall user interface is very bad.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

2/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Hello and thank you for completing a review of M-Files. From your review responses, you have indicated that you are frustrated around some of our features. We would love an opportunity to speak with you and to offer some assistance around some of the items you have listed. My contact information is provided below, please feel free to contact me anytime. Thank you!

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Anonymous
(Oil & Energy company, 1001-5000 employees)

Best Document Management System Hand Down

2020-02-18

We are in progress of migrating all documents to M-Files. When done, we will easily be able to find any document we need to find in a very timely manner.

Pros

M-Files search capability is by far the best feature.

Cons

To connect to an external database, you must provide a connection string. This is normal. The password however is clear text. It is not hidden. It is not encrypted. This was a serious issue for our security team.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Thank you for taking the time to tell us about your experience with the M-Files system!

Read more
Jim Norbury

Gold Business Technologies - Kamloops BC

2017-04-18

Our customers that need a solution are amazed at the power under the hood and the simplicity M-Files offers from the UI.

Pros

Very powerful under the hood and IT department see's great benefits to help manage their day to day issues and information management.

Cons

Haven't found any limitations since the new contract module was launched

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering M-Files

learn the user interface to be able to show clients how simple it is.

Source: Capterra
Helpful?   Yes   No
Read more
Yossi Grunbaum

Extremely satisfied

2017-04-19

About 3 years ago we realized that we must deal with our file situation.

Pros

Very customizable. Easy to navigate and learn Was able to make it work as management solution as well

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Anonymous
(Automotive company, 10001+ employees)

It Helps To Organize Your Documents In An Order But User Interface Should Be Improved.

2019-06-13

You cannot upload any item with dropping, you should categorize all documents one by one.

Pros

All uploaded documents can be opened by phone in anywhere where you have an internet access.

Cons

Windows folder type (drop and upload) strategy can be implemented to user interface to provide more flexibility to users when they need to upload more than one document.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

4/10
Source: Capterra
Helpful?   Yes   No

Response from M-Files


Thank you for your review. We are happy to hear that you find value in the ability to access M-Files outside of your office environment. We would also like an opportunity to discuss your additional experience with you personally. If you are open to a discussion, you can contact me at my information provided.

Read more
Oz Serpersu

Pretty solid document management software

2017-04-18

Was pretty easy to setup and get working and has a great search feature.

Rating breakdown

Value for money
Ease of use
Features
Customer support
Source: Capterra
Helpful?   Yes   No
Read more