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M‑Files Reviews & Insights

Score8.9 out of 10

147 Reviews and Ratings

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Community insights

TrustRadius Insights for M‑Files are summaries of user sentiment data from TrustRadius reviews and, when necessary, third party data sources.

Business Problems Solved

M-Files is a versatile software that is widely used across various industries and departments. Users have reported significant improvements in document retention, retrieval, and collaboration. The software serves as a central repository for storing business-critical documentation, including customer data and agreements. It has helped organizations achieve a paperless office by archiving financial data and recording invitations to tender. M-Files has been instrumental in streamlining manufacturing operations, quality control systems, and corporate functions. It simplifies access to files and data from different databases and applications, improving search capabilities and facilitating workflow management. Users appreciate the high configurability of M-Files, enabling the creation of sophisticated systems for structured information. It is also utilized by individuals for managing business and personal documents, easily finding and organizing various types of files. M-Files has successfully been implemented in education institutions to organize and manage decades worth of contracts and contractual details. Risk intelligence analysts benefit from M-Files' AI support and metadata-driven properties when developing risk assessments. The software serves as a strategic DevOps platform and a main database for industrial asset management deployments. Additionally, it is relied upon for powerful workflow tools, allowing organizations to manage internal processes and support growth without additional staffing resources. Overall, M-Files provides efficient information and document management solutions across industries such as manufacturing, education, health, and social sectors.

Reviews

68 Reviews

M-files is great for document handling

Rating: 8 out of 10
Incentivized

Use Cases and Deployment Scope

Document storage, process drawings and document workflow management.

Pros

  • Document storage works well
  • Search works well
  • No problems with larger files

Cons

  • REST API could have option to pad empty values to make it easier to parse to .csv from .json
  • Process maps editing is not very smooth

Likelihood to Recommend

Document storage and search works well if the metadata is well setup and filled in by the user or automation. Getting data via REST API could be easier. Now one needs to combine ID:s and values from different API calls and pad manually to get .csv files. The SQL interface would perhaps be better to maintain, but that requires extra setup so REST would be better.
Verified User
Team Lead in Information Technology (51-200 employees)
Vetted Review
M‑Files
3 years of experience

M-Files...Use It Or Lose It

Rating: 9 out of 10
Incentivized

Use Cases and Deployment Scope

I am a Power Initiator. I create, review, and update Safety Policies, Procedures, and Work Instructions. Train and Re-train employees on the above by Creating and Managing Learning Rules. Troubleshoot and correct user error. Train and Re-train M-Files users. The product helps achieve my work tasks by keeping all our documents organized and in one place.

Pros

  • Decent document search engine
  • Notifies when action is needed
  • Recently accessed history

Cons

  • Search finds retired or superseded documents leading to potential confusion.
  • Would like to be notified when employee completes Learning Rule I created.
  • Hard to master as a beginner

Likelihood to Recommend

I am not a software expert but understand the complexity of a product such as this, but in my opinion the product is difficult, confusing, and time consuming to master. It takes years if not used constantly. After several years of use I am still learning to manipulate the interface to work as I desire. It gets the job done by holding all of our documents in one place and fairly easy to access once learned.
Verified User
Team Lead (201-500 employees)
Vetted Review
M‑Files
5 years of experience

2 thumbs up

Rating: 9 out of 10
Incentivized

Use Cases and Deployment Scope

We use this for Enterprise Content Management.

Pros

  • Content Management
  • Support of Processes

Cons

  • GUI configuration - Consistency of Architecture between metadata card positions
  • Limitations on counts in vaults and associated Non-Doc objects

Likelihood to Recommend

The system has been great for consistent user interaction. Only down side on the user side is the multiple vault configuration specifically with searches. This is probably more of a training issue but users really have confusion knowing to go to other vaults when searching archive items.
Verified User
Engineer in Information Technology (501-1000 employees)
Vetted Review
M‑Files
3 years of experience

Satisfied user

Rating: 9 out of 10
Incentivized

Use Cases and Deployment Scope

I use M-Files in my daily work. I save documents, read instructions, create instructions, manage user accounts, and more. The problems are often user-driven.

Pros

  • Saving and editing documents to the system
  • User management
  • Training documentation and monitoring

Cons

  • Appearance of the Client version
  • The whole system in Finnish
  • The admin tool is a bit complicated to use

Likelihood to Recommend

M-Files is easy to use as long as you get to know it properly. M-Files support is available quickly when you need it.
Päivi Lentovaara-Msadek
System Expert in Quality Assurance at SPR Veripalvelu (501-1000 employees)
Vetted Review
M‑Files
3 years of experience

How a services company uses M-Files in intelligent information management

Rating: 9 out of 10
Incentivized

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.

Likelihood to Recommend

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.
Jesper Storm Hansen
IT & Development Manager in Information Technology at Risk Intelligence A/S (11-50 employees)
Vetted Review
M‑Files
4 years of experience

Getting excited about document management

Rating: 10 out of 10
Incentivized

Use Cases and Deployment Scope

I'm a key user at my location. I maintain metadata and views. I train other users to use M-Files and help them solve problems. I'm in a supportive role to make the document management system better. I enjoy using and M-Files to meet our needs at work. The amount of information we have is currently enormous; Thanks to M-Files I can find data systematically and fast.

Pros

  • It's easy to adjust. You can modify the system to better meet your needs.
  • User-friendly.
  • Metadata structure is systematic and easy understand and/or to modify.

Cons

  • Photo archive properties.
  • I would like to have pictograms in reporting.

Likelihood to Recommend

I'm a big fan of M-Files but I also have development ideas. We have a chemical register in M-Files but the reports we create don't have chemical hazard signs. Also some visual effects in the main menu would be very good to have.
Verified User
Supervisor in Quality Assurance (201-500 employees)
Vetted Review
M‑Files
7 years of experience

Great Product, Great Team!

Rating: 8 out of 10
Incentivized

Use Cases and Deployment Scope

We use it to address compliance and workflow issues.

Pros

  • They have a high level of customer service
  • The sales/pilot team was truly a pleasure to work with
  • The workflow tool is extremely user friendly

Cons

  • workflow visibility
  • API integrations to other applications is lacking

Likelihood to Recommend

M-Files is a wonderful enterprise document management tool. The only area where I see it lacking is visibility into the workflow; i.e. a visual of what step/person a certain task is with. Secondly, most of the integrations to do document federation is custom code. I'd like to see them have more out-of-the-box functionality to plugin with other major systems such as Oracle.
MK Fisher
at Equitrans (501-1000 employees)
Vetted Review
M‑Files
1 year of experience

Document Sharing Portal

Rating: 9 out of 10
Incentivized

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

Likelihood to Recommend

Like to recommend for Document exchange portal. Construction related companies may use it for Transmittal.
Muddassar Inayat
IT Solutions Consultant in Information Technology at Gulf Commercial Group (501-1000 employees)
Vetted Review
M‑Files
1 year of experience

M‑Files has been a great solution for us!

Rating: 8 out of 10
Incentivized

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

Likelihood to Recommend

M‑Files is great for companies with multiple locations. Drive letters can become cumbersome to use and collaborate with colleagues and M‑Files fills that gap. The check out/check in system is great and allows only one editor at a time. This can be good and bad depending on the situation.
Gary Downs
Senior IT Administrator in Information Technology at Barton & Loguidice (201-500 employees)
Vetted Review
M‑Files
7 years of experience

M-FIles as metadata machine and efficiency producer

Rating: 9 out of 10
Incentivized

Use Cases and Deployment Scope

We use M-Files in multiple use cases from a base document management solution to dedicated build workflow and business automatization in different business processes. M-Files is for us a strategic DevOps platform in addition to its normal DMS capabilities.

Pros

  • Free metadata is the key
  • Capability to integrate to all sorts of solutions
  • Agility in implementation

Cons

  • User experience and user interface - however, now with the web interface we are on the right track

Likelihood to Recommend

Overall document management, one may also build any type of workflow, service management, or further automatization or integration to other solutions very easily. Naturally then one needs to have detailed knowledge of M-Files and coding power.
Verified User
Director in Information Technology (1001-5000 employees)
Vetted Review
M‑Files
6 years of experience