PROS / You can access documents from any internet-enabled device, including tablets or phones.
CONS / A download is required to use M-Files, which isn’t as convenient as software you access and use online.
VERDICT / M-Files DMS is a powerful document management application that increases company productivity by organizing and managing all electronic documents. With the check-out feature, you not only keep track of what files are being worked on but also every change made to a document.
M-Files DMS is an easy-to-implement and robust document management software (DMS) application that helps you create, organize, revise, share and control your company's electronic documents.
This DMS expands on features and functionality native to Windows Explorer, making it easy to learn and intuitive to use. Because of its scheduling and management tools and smooth integration with the applications businesses use the most, M-Files DMS earns our Top Ten Reviews Gold Award.
M-Files is available for all versions of Windows and Mac computers. It is compatible with Android and iOS tablets and phones, making it easy to use when you're on the go.
Usability & Storage
M-Files is one of only two applications in our review to earn a 100 percent for ease of use. Installing the program is easy and many convenient features are available, such as scanning and editing documents, saving documents to the database and more.
The only downside of M-Files DMS is that you must download the program onto your computer, which is sometimes not as convenient as a Software as a Service (SaaS) program. After installing M-Files DMS on your computer, you set up files and folders by applying tags and metadata to each file. Ongoing additions are made easily. As you open or generate each new document through M-Files, it brings up a creation template that asks for brief notes and metatags that then become associated with that document. You can also add paper documents to the repository by scanning them or even taking a photo with your mobile phone or tablet.
While its look and feel is familiar, M-Files DMS is not an enhanced version of Windows Explorer. Metatags allow documents to be located in many different ways. If you need a receipt, for example, M-Files quickly searches through all files tagged as being receipts rather than searching through folders for the word "receipt" in the actual document. This cuts the time involved in locating documents.
M-Files DMS also offers automatic backup-and-restore features to protect against file loss. Files are set up both on your own server and off-site in the cloud.
If your business must comply with certain standards or regulations, like Sarbanes-Oxley (SOX), the Securities and Exchange Commission (SEC) or other regulations, this DMS application supports compliance with those and other regulations.
M-Files DMS can be accessed by anyone in your office who has been given the appropriate permissions. As an administrator, you can set permissions for individual employees, files or make everything completely open to the entire office.
If someone opens a file to edit or work on it, M-Files checks the file out to that person. Others can view the file, but no one else can make changes to it. This ensures that you don't have conflicting versions of a single file. Editors or managers with the right permissions can add notes to in-progress files, but they do not become part of the final version.
You can also open scanned or photographed documents in M-Files, and the software automatically prompts you to use optical character recognition to convert your document to a PDF. This enables your document to become searchable and speeds the process of finding paperless files. If you lose track of a receipt or contract, you can search using the metadata you included with the file when you saved it.
One of the tools that M-Files provides is the ability to designate a set of files for off-site use. While all documents are available with an internet connection, if a company employee is going to be without such access, he or she can select a set of files and mark them for off-site use. The files then become available on that person's device.
Working with Microsoft Suite applications is especially easy with M-Files DMS. The M-Files document control software adds a toolbar to applications like Microsoft Word or PowerPoint. You can check out, work in, save or request approval for any Microsoft Suite file by simply using built-in menus for such commands. M-Files is also available for Mac users and is not limited to Microsoft applications.
Another nice bonus is its integration with mobile devices. If your smartphone or tablet is networked to your business or you have cloud-storage permissions, M-Files recognizes the device and allows you to import, export and edit files as you would with any other computer.
Help & Support
M-Files offers an array of support options. After installing the software, you can tour the entire application on your own using the Guided Tour feature. You can also watch videos and consult the User's Guide from inside the software.
An M-files user community and the ability to contact support are offered both from the website and within the application, along with FAQs, white papers and case studies. Email, phone and live chat support are all accessible from the website.
M-Files DMS integrates seamlessly with the Microsoft Office programs you use the most; it provides robust, paperless document management and workflow options; and can be accessed from the internet by any employee or customer with the right permissions. In addition, M-Files minimizes the learning curve by offering a wealth of training materials and customer support.