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Document Management Platform

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M-Files Features

Features Summary

Functionality

4.2

/5

180

Total features

34

19 categories

M-Files features

API
Access Controls/Permissions
Archiving & Retention
Audit Trail
CRM
Collaboration Tools
Compliance Tracking
Content Management

Common features of Document Control software

API
Access Controls/Permissions
Activity Dashboard
Activity Tracking
Alerts/Notifications
Approval Process Control
Archiving & Retention
Audit Management

Price starts from

ic-pricetag

No pricing info

Pricing options
Free plan
Subscription
Free trial

Screenshots

Contenders comparison

Functionality

4.2

/5

180

Price starts from

ic-pricetag

No pricing info

Total Features

34

Unique features

  • Digital Asset Management

  • Audit Trail

  • Compliance Tracking

  • Content Management

Functionality

4.6

/5

27.4K

Price starts from

6

/user

Per month

Total Features

29

Features in Common

15

Unique features

  • Data Storage Management

  • Automatic Backup

  • Content Library

  • Content Publishing Options

Functionality

4.5

/5

28.1K

Price starts from

6

/user

Per month

Total Features

17

Features in Common

11

Unique features

  • Project Management

  • Chat/Messaging

  • Commenting/Notes

  • Notes Management

Common M-Files comparisons

M-Files logo
DocuWare logo
M-FilesvsDocuWare
M-Files logo
Revver logo
M-FilesvsRevver
M-Files logo
Dropbox Business logo
M-FilesvsDropbox Business
M-Files logo
Google Workspace logo
M-FilesvsGoogle Workspace
M-Files logo
Box logo
M-FilesvsBox

Reviewers who mentioned features said:

AR
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Verified reviewer

Automotive, 10,001+ employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend6/10

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Drop your files into the M-files and edit/download from where you are...

Reviewed 5 years ago

M-files is a cloud based service for business environment. It provides data sharing and editing with your team & colleagues. It is very easy to share and work on a shared document. Check-in and check-out processes not so effective and easy but It is well-considered. It should be easy and fast to use it effectively.

Pros

Data sharing is the main effective work of this tool. I can reach from anywhere to my files because it's a cloud based software.

Cons

Some interface features and classfication selections are not so easy. It takes much more time to share some documents via e-mail or from another source. So it should be simplified some points like writing details of documents.

Vendor response

Hello and thank you for your review. I would like an opportunity to discuss your experience with you as we take these surveys very serious. Can you please reach out to me as soon as possible with my provided contact information? I look forward to speaking with you and learning more about what we can do to simplify our process.

TF
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Traci F.

Management Consulting, 11-50 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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Generally good but would like to see more functionality particularly with search and view

Reviewed 7 years ago

Single document repository, simplified document retrieval

Pros

Having a single Repository for our documents and not having to save/search by location simplifies things

Cons

Adobe DC issues blank/corrupt and/or not saving (but not giving an error). When I add a property of AKA the AKA does not default off the Real Estate & When I then search by AKA the new docs not found (unless I have manually added AKA). Can't add doc to multi-file by file/save as. Can't file/save as/replace e.g. open PDF in Acrobat to edit it must save outside vault then Replace file with. Want more...

AR
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Verified reviewer

Information Technology and Services, 51-200 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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Best application ever!

Reviewed 6 years ago
Pros

The posibilite to integrate M-Files with the data of other applications running in the company. So we benefit from the data that we had validated over the years.

Cons

Some problems with the length of some of the names documents. there is problem with documents that have more than 250 characters

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Ömer B.

Automotive, 10,001+ employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend6/10

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File storage in safe and quick

Reviewed 5 years ago

We are using this program in our company to share and store the files.

Pros

We can reach our business files from everywhere thanks to M-Files. Our files are in safe and we have no doubt that they will get lost. Also we can share files which have big size with our colleagues and suppliers easily.

Cons

You need to write many information to register a file. It takes so many time. Also you does not find files sometimes because you need to put keywords but you may forgotten.

Vendor response

Hello Omer, thank you for taking time to provide this valuable feedback. We take these reviews very seriously and I would like to speak with you regarding your experience. My contact information is provided, please contact me at your earliest convenience.

AR
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Verified reviewer

Automotive, 10,001+ employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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easy storage and file sharing!

Reviewed 5 years ago
Pros

this software makes it very easy to share data

Cons

forms cannot be customized and for this reason you feel as if you are not so cared

Vendor response

Thank you for your very valuable review of M-Files.

AR
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Verified reviewer

1,001-5,000 employees

Used daily for 6-12 months

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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I use M Files daily at work and it assists me very well

Reviewed 6 years ago

its very easy to use, you can attach the documents to emails quickly and its easy to find whatever you need.

Pros

I love how you can look up information using any key word you plan to find in a document. Whether a name or account number or anything of that nature. Everything uploads pretty quickly and you can click and slide what you need right into an email.

Cons

I honestly cant find anything I don't like about it. Its very helpful. Easy to use. It does literally everything I need it to do.

AR
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Verified reviewer

Information Technology and Services, 51-200 employees

Used weekly for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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One of the best tools for document organization

Reviewed 5 years ago
Pros

Organizing the documents by tags and searching are made so easy with M Files. It is also possible to create documents with fixed templates via M Files, all connected to CRM softwares.

Cons

It can be difficult to learn in the beginning.

Vendor response

Thank you for the positive review of M-Files Intelligent Information Management and for sharing about your experience with Capterra visitors. Please contact us should you have any questions or visit our Client Portal for the latest information on new features, guides and peer support. https://www.m-files.com/en/customer-portal

ED
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Eudes D.

Information Services, 11-50 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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An Impressive and Intuitive Document Management Solution - M-Files

Reviewed a year ago

Overall, M-Files is an effective document management solution that offers a variety of features and tools to help manage and store documents. It has a user-friendly interface and the search feature could be improved. It is a bit expensive for large organizations, but it is a great option for smaller organizations.

Pros

M-Files is a comprehensive document management solution that helps streamline our business processes. It offers a variety of features and tools to help us quickly and easily manage and store our documents. The user interface is intuitive and user-friendly, allowing us to quickly find and access the documents we need.

Cons

One downside of using M-Files is that it can be expensive for large organizations. Additionally, the search feature could use some improvement, as it can be difficult to find the exact document you are looking for.

TC
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Treve C.

Computer Software, 11-50 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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M-Files saves time!

Reviewed 7 years ago

There is a strange current normal in global business that 99% of companies accept: Staff either can't find, or it takes a long time to find, the information they need to do their jobs quickly and efficiently. M-Files provides anew normal: Staff can securely access the correct information instantly from anywhere! This is a total paradigm shift for any company and the time and cost savings are incredible!

Pros

It's easy to use so staff acceptance is universal. It saves time by providing access to information that was previously unattainable. It reduces errors and saves money. M-Files can do anything for a company because of the way it uses metadata, workflow and objects. It is a Swiss army knife of software that relies on configuration not coding. It integrates with MS Office & Outlook and talks to other software to share information which reduces data entry. The mobile apps are amazing, you can take a photo of something on your phone, upload it straight to M-Files and have Workflow kick off immediately. M-Files is simple to use and powerful for organisations of any size.

Cons

No cons were added to this review

AB
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Anthony B.

Computer Networking, 1-10 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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Most easy to use EDMS which ticks ALL the boxes

Reviewed 7 years ago

Searching for documents or hand written notes. Documents prepared by others and missing emails sent by staff. All a thing of the past. Its all in M-Files, found in a third of a second, and available on tablet, phone and desktop. We use nothing else for any document we prepare. Hand written notes from meetings are scanned in on the photocopier and sent straight to M-Files. When you need them again,...

Pros

Ease of use Ease of Install Availability of data and documents

Cons

Search for trailing substring characters. ie if I'm looking for a serial number that ends or contains 1234 there isn't a search option.

Vendor response

Anthony, thanks for the positive feedback and we are so glad to hear that your company is enjoying efficiency gains in a number of areas using M-Files.

KK
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Kat K.

Retail, 11-50 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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a software package that could be well-suited for certain users

Reviewed a year ago

M-Files is a very versatile software. When you learn how to use this tool effectively, there is no limit except your imagination.

Pros

I love the way M-Files is constantly evolving. They are always adding new features and making improvements.

Cons

The documentation is not always clear and helpful. Complex integrations could be a real headache if you fail to analyse the project very detailly in the very early stages.

AR
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Verified reviewer

Airlines/Aviation, 11-50 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend6/10

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Daily User

Reviewed 5 years ago
Pros

I use M-files daily. I love the use of metadata to do intuitive searching.

Cons

I wish it had a few more features. Like the ability to require more than one person to review a document in a single stage of a workflow.

Vendor response

Hello, we appreciate you taking the time to complete this review. We are happy to hear that you are finding value in searching for your documents in M-Files. I would like an opportunity to discuss your experience a bit more with you. Please feel free to contact me at your earliest convenience.

JH
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Jenny H.

Electrical/Electronic Manufacturing, 501-1,000 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend3/10

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At first I was impressed by M-Files, but disapponted after using it

Reviewed 6 years ago
Pros

Originally, it appeared to be very user friendly and I thought it would be a lot easier to use than our previous archive system.

Cons

The search function is horrible. Previously we used Alchemy, which seemed pretty basic so when M-Files was introduced, I was excited to get into the new program. That is until I tried finding documents. When I try to search for a quote number, I get hundreds of results. If I want to refine my search I have to click on a bunch of stuff and then I still have to fish through the results to find what I am looking for.

DP
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Di P.

Computer Software, 1-10 employees

Used daily for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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Ajendico Pty Ltd

Reviewed 7 years ago

Took us a while to get the structure right and understand our choices but we had good training from our dealer. Once we got that right and locked out users so they could use the data but not update it and we controlled who could update and made sure they had appropriate training, it grew dramatically and is used heaps in our office

Pros

I like the fact that we know where everything is in our office

Cons

If you sold this to a site that is not disciplined at loading files, you could still get in a mess so it's the type of product that you need to play around with before going live to get the design right

RS
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Robert S.

Environmental Services, 201-500 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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IT Supervisor

Reviewed 7 years ago

Management of Change - Where M-Files users respond to a topic and must be current. AutoCAD files dump into M-Files - Users can view documents about the factory. Over all M-Files works well and a person is dumping AutoCAD files on a daily basis into M-Files. Dennis Street has helped with many questions. A good guy to deal with.

Pros

Reliable, easy to use, a good database program.

Cons

Nothing to mention

BL
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Benjamin L.

Computer Software, 10,001+ employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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M-Files more then a DMS

Reviewed 7 years ago

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

ag
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aballa g.

Nonprofit Organization Management, 51-200 employees

Used weekly for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend10/10

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organise and store your files with M-files

Reviewed a year ago

using the application has helped to keep my documents securing with out worry of losing them

Pros

M-file has good user interface and easy to use, i like it because it allows to organize and keep my files very well in most secure order

Cons

Using the application needs internet connections and in areas with poor network it disturbs a lot to get your files hence making it not so reliable

AR
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Verified reviewer

Automotive, 10,001+ employees

Used weekly for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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A useful product for cloud file storage

Reviewed 5 years ago

As the norm is changing from physical to cloud storage for most companies, I am able to keep & tag my files accordingly when uploading; possibly preventing a mess in my hard drive.

Pros

It enables the user to create specific group where he/she can share any file instantly.

Cons

Its storage system is not based on folders but rather files only. This ends up taking too much time if you need to upload a huge set of files.

Vendor response

Thank you for your review. We are happy that you find value in sharing files with the use of M-Files. We would, however, like an opportunity to discuss your experience with you around some of your other experiences with M-Files. If you are open to a conversation, please contact me at your earliest convenience.

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Clarwin C.

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Go-to application for any Digitization Project

Reviewed 6 years ago

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.

AR
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Verified reviewer

Security and Investigations, 201-500 employees

Used weekly for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend1/10

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

Reviewed 7 years ago

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...

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

CJ
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Chris J.

Financial Services, 201-500 employees

Used daily for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Great Document Management System with lacking support

Reviewed 7 years ago

M-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...

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.

Vendor response

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.

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David G.

Investment Management, 501-1,000 employees

Used weekly for 1-2 years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend8/10

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One Place for All Document Types

Reviewed 5 years ago

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...

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

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.

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Tim S.

Computer Software, 51-200 employees

Used daily for less than 6 months

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend9/10

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Easy File Management

Reviewed 5 years ago

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.

Vendor response

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!

CM
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Corey M.

Architecture & Planning, 11-50 employees

Used other for 2+ years

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend3/10

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Good Document Management Solution for most businesses

Reviewed 7 years ago

Learned what we did and did not want in a Document/Content Management Solution. We are currently shopping around for a better option.

Pros

User Interface is the same no matter the platform. The database residing in the cloud and off local servers is a huge plus, especially for off-site workers. But the structure and speed of the M-Files server is fantastic. Fully customizable to however you want to track your documents and tag your metadata. Tasks and Assignments were a huge plus. Plug-ins for Microsoft Office products all worked very well. Versioning of the documents was awesome. Working on documents locally and then saving incremental changes back to the server dramatically increased speed of working documents for us. (CAD drawings in particular)

Cons

We had 3 things that prevented us from being able to implement and use M-Files to the full. 1. Does not work with Revit's Central Module! Almost all of our architecture projects are built in Revit and they all utilize the Central Module to be effective. M-Filee's inability to comply with this, made it unusable for us. 2. User Interface was difficult for implementation. Many in the office are used...

CC
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Chris C.

Construction, 51-200 employees

Used daily for less than 6 months

Review source

Overall Rating
  • Value for money
  • Ease of use
  • Features
  • Customer support
  • Likelihood to recommend7/10

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ISO Optimized DMS Software

Reviewed 3 years ago
Pros

With our company looking to become ISO certified, we knew that a proper DMS/QMS system would be required within our company. After multiple meetings, we decided on M-Files as it provided the easiest integration into our current system, and increased our security control for all documents within our company. We now have the ability to control change management, document approval process, SOP reviews, etc. efficiently and effectively

Cons

It can be confusing at first with having to 'check out' a document from M-Files to review and/or edit. Once complete, you check it back in which will change the version number of the file. Once figured out, all of our documents are now properly maintained.