Platform Editions

Accelerate your information and simplify complexity with the M-Files Platform.

M-Files Base

Leverage the power of the unique M-Files metadata architecture and M-Files Intelligent Metadata Layer®, workflows and permission management, and integrate with common business applications. M-Files Base is a self-hosted option for smaller and simpler workloads.

M-Files Team

Cloud-native intelligent information management platform with comprehensive feature set for intelligent content management with integrations to extended line-of-business applications and office productivity suites. Available for our M-Files Cloud, your own cloud of choice, on-premises, and hybrid deployments.

M-Files Business

Leverage the full power of M-Files AI-powered smart features to automate more of what you need to do. Spend less time organizing and maintaining high volumes of information with peer-leading capabilities to manage information complexity.


User Interfaces

M-Files BaseM-Files TeamM-Files Business
M-Files Desktop for Windows
M-Files Mobile for Android and iOS
M-Files Classic Web
M-Files New Web
Embedded UI for Microsoft SharePoint Online & Teams
Chrome Extension for Gmail and Google Drive
Embedded UI for SalesforceAdd-onAdd-onAdd-on
Browse M-Files views via Microsoft Outlook desktop
client using the Advanced Outlook Add-in

Version Control

M-Files BaseM-Files TeamM-Files Business
Prevent inadvertent simultaneous and conflicting edits
with the Check Out and Check In features
Capture full history of all changes in file content
and metadata with Enforced Version Control
Use the Version Control Lite module to configure
multiple versioning schemes, including major and minor
versioning, and manage working copies separately from published
versions of documents
Use the Advanced Version Control module to manage
multiple published versions and translations per
document simultaneously
Use the Change Request module to initiate version
updates via formal change request objects

Collaboration and Sharing

M-Files BaseM-Files TeamM-Files Business
Passive sharing with permissions-based access rights
Share documents as email attachments
Share objects and documents with other M-Files users
with M-Files URLs
Share files to external users with Public Links
Use co-authoring to let multiple users edit Microsoft
Office files simultaneously
Use the M-Files for Google Workspace module to
enable editing and co-authoring of native Google
Enable optimal collaboration and productivity
with Hubshare – a complete Digital Client Experience
and Collaborative Workspace solution

File Manipulation and Control

M-Files BaseM-Files TeamM-Files Business
Show a file preview for common file types
Annotate and redline files without modifying the
original file
Convert files to PDF in workflows, while importing files,
while sharing files, and when adding documents from a
to M-Files
Compare two different file versions of the same
Microsoft Word document
Use the Advanced Document Compare feature to
compare two different file versions, two different
documents, and multiple file types
Use the PDF Processor module for advanced document
Track and manage printouts of official documents with
the Controlled Printing module
Print and Download Prevention – prevent users from
taking local copies and printing sensitive documents

Filing Content

M-Files BaseM-Files TeamM-Files Business
Save content based on what it is and apply metadata
properties for better discoverability
M-Files Information Extractor – suggests metadata tags
for documents based on text analytics or matches with other metadata
Save documents from any Windows application
directly to M-Files’ virtual M drive
Save emails and email attachments from
Microsoft Outlook to M-Files
Assign documents to workflows automatically based on
Set permissions individually for each document and
object manually or automatically via metadata
Organize files with dynamic views and virtual folders
Detect duplicate files based on the file content
Save email messages from Gmail to M-Files
Save email attachments from Gmail to M-Files
Leverage full AI-powered metadata suggestions for more
efficient and accurate filing
Automate filing of email correspondence from
Microsoft Outlook using the Advanced Outlook Add-in


M-Files BaseM-Files TeamM-Files Business
Use full-text search from M-Files repository (file
content and metadata)
Use fuzzy search for searching for spelling variations of the search term
Use proximity search to find two words or phrases
within certain distance from one another
Save searches (dynamic views) for later use
Use full-text search from connected external
repositories (file content and metadata)
Use faceted search to provide additional search filters in the user interface
(Requires IDOL or Smart Search implementation)

(Requires IDOL or Smart Search implementation)
Maximum supported object volume for full-text search1 million
(Requires IDOL or Smart Search
(Requires IDOL or Smart Search
IDOL Search – run advanced full-text search indexing services on separate servers and implement multi-server search
index cluster to support large search indexes with
millions of indexed files
Smart Search – run advanced memory-based search hosted in M-Files Cloud and available for both cloud vaults and
on-premises vaults

Workflows, Processes and Audit Trail

M-Files BaseM-Files TeamM-Files Business
Build workflows with graphical workflow designer
Send assignments to other users
Implement advanced automated processes without scripting or
API using the Configuration Accelerators utility
Use the Advanced Notifications module to log send notification messages better
and for more advanced features for notification message templates
Add-on Add-onAdd-on
Use the Periodic Tasks module in the Advanced Workflows add-on
to automatically create recurring periodic tasks, such as
periodic document reviews in workflows
Automate sending of learning requirement assignments
of controlled documents with the Training Management module
Enable automatic progression of parent or child workflows with the
Hierarchy Manager module in the Advanced Workflows add-on

Reporting, Analytics, and AI powered Smart Features

M-Files BaseM-Files TeamM-Files Business
Reporting module – export M-Files metadata to a
reporting database for data insights, visualizations, and dashboards in your
business intelligence and reporting tools of choice
Smart Metadata – use machine learning to suggest metadata
for new or existing documents
Image Analysis – metadata suggestions for images
based on the Computer Vision API of Microsoft Cognitive Services
(Requires Microsoft Computer Vision API subscription
that needs to be purchased separately)
M-Files Smart Classifier – machine learning for automatic
document categorization
M-Files Discovery – finds business critical information such as
agreements and sensitive data within M-Files
and any connected external repository
User Action Log – improve data security by logging user actions
of individual M-Files Desktop users in a given vault
Log Exporter – export vault event logs into your log management
and analytics tool of choice (e.g. Dynatrace, Splunk, Datadog)

Email management

M-Files BaseM-Files TeamM-Files Business
Standard add-in for Microsoft Outlook – save emails
and attachments from Outlook to M-Files
Chrome Plugin for Gmail – save email messages and
attachments from Gmail to M-Files
Advanced Outlook Add-in – automate archiving emails
to M-Files and browse M-Files directly via the Outlook UI

Electronic Signing

M-Files BaseM-Files TeamM-Files Business
Capture content approvals via workflows in M-Files
event log
Digitize signature processes with M-Files for Adobe Acrobat Sign
(Requires separate Adobe Acrobat Sign subscription)
Digitize signature processes with DocuSign integration
(Requires separate DocuSign subscription)
Digitize signature processes with Visma Sign integration
(Requires Visma Sign subscription)
Electronic signatures – formal verification of workflow state transition
and approvals within M-Files for compliance with technical requirements
for electronic signing in highly regulated environments
Trusted Digital Signatures – Ideal for use cases where documents
are approved internally within M-Files and signed documents
must be digitally signed for authenticity

This module is designed for use cases where two or more
organizations share official records as PDF files and the receiving party
wants to ensure that the digitally signed PDF document
was signed by the other party.

(Requires a hardware-based digital signature certificate
that must be obtained separately)
This feature is not compatible with M-Files cloud repositories.

Adobe Acrobat Sign Signature Package 1000 per Year (RB-ADBE1K) is limited to 1000 signatures per Subscription’s annual billing period. Such 1000 signatures will expire at the end of each Subscription’s annual billing period.

File migration, Capture, and OCR

M-Files BaseM-Files TeamM-Files Business
Import files and folders
Client-side scanning
Hot folder monitoring
M-Files OCR Lite – Convert scanned images to
searchable PDFs and use zonal OCR to capture
metadata attributes from certain areas on scanned pages
M-Files OCR – Use barcode recognition to capture
barcode values as metadata attributes and use hyper-compression
to reduce the file size of the scanned images
without compromising the image quality
Use M-Files Importer to mass-import documents
from file systems and data objects from Excel files to M-Files
Use M-Files Smart Migration to leverage AI-powered smart features to
easily classify and add metadata to documents as you migrate
them from external repositories into M-Files

Multi-repository support

M-Files BaseM-Files TeamM-Files Business
Network folder connector
SharePoint Online connector
Google Drive connector
Connectors for other repositoriesAdd-onAdd-onAdd-on

Connections to external data sources

M-Files BaseM-Files TeamM-Files Business
Connections to External Databases – Synchronize data objects
from external databases and map them with M-Files metadata structure
Use Ground Link to establish secure network connections between
different network domains or between M-Files Cloud and
local on-premises resources, such as network folders
M-Files for Salesforce – Synchronize Salesforce data objects
to M-Files and tag documents to Salesforce accounts,
opportunities and other objects
M-Files Plugin for Microsoft Dynamics CRM and Dynamics 365
Synchronize data objects from Microsoft Dynamics to M-Files
and tag documents accounts, opportunities and other data objects

Extensibility and Programmability

M-Files BaseM-Files TeamM-Files Business
M-Files API
M-Files Web Service API
M-Files UI Extensibility Framework
Developer Portal

Authentication, User management and Permissions

M-Files BaseM-Files TeamM-Files Business
M-Files Authentication
Windows Kerberos Authentication for on-premises vaults
Azure Active Directory Authentication
Create and manage user groups and named access
control lists in M-Files Admin
Manage administrator roles and privileges
AD FS, OKTA, or Google AuthenticationAdd-onAdd-onAdd-on

Data Encryption

M-Files BaseM-Files TeamM-Files Business
File data encryption at rest is automatically enforced for
all cloud repositories and can be enabled for all on-premises vaults
Metadata encryption at rest is automatically enabled in our cloud but
requires additional configuration for on-premises deployments
Encryption of data in transit
Azure Key Vault integration – manage encryption keys independentlyAdd-onAdd-onAdd-on

Deployment Options and Included Volume

M-Files BaseM-Files TeamM-Files Business
Deployment OptionsSelf-Hosted: bring your own cloud or on-premises M-Files Cloud, bring your own cloud, on-premises, and hybridM-Files Cloud, bring your own cloud, on-premises, and hybrid
Included self-hosted or on-premises file storageno charge for self-storageno charge for self-storageno charge for self-storage
Included on-premises server instance
(1 production server, 1 test/QA server, and
1 development server)
1 production server, 1 test/QA server, and
1 development server
1 production server, 1 test/QA server, and
1 development server
1 production server, 1 test/QA server, and
1 development server
Additional on-premises server instances available
Included cloud file storage10 GB per named user
40 GB per concurrent user
10 GB per named user
40 GB per concurrent user
Additional cloud file storage available
Included maximum cloud search index size200 MB per named user
800 MB per concurrent user
200 MB per named user
800 MB per concurrent user
Additional cloud search index size available
Support for multiple M-Files cloud vaults
Support for multiple on-premises vaults
on each M-Files Server
Support for multiple on-premises servers
Use Multi-Server Mode to build fault-tolerant on-premises implementationsAdd-on
Every on-premises server requires a server license. On-premises servers configured in multi-server mode to support a single M-Files instance do not require additional payment for additional server license keys required.

Customer’s on-premise usage includes one logical application server (even if run on multiple servers in multi-server mode).

Restrictions for M-Files Cloud Vaults

M-Files BaseM-Files TeamM-Files Business
Maximum volume per M-Files vaultN/A40 million
40 million
Maximum average metadata database consumption per
N/A50 KB50 KB
Maximum average search index consumption per objectN/A20 KB20 KB
Maximum number of database calls per secondN/A100500

Restrictions for Data Archive

Maximum number of objects per single vault100,000,000
Maximum average metadata database consumption per object30 KB
Maximum number of database calls per second5
Maximum average search index consumption per object5 KB

Refer to the System Requirements and consult your M-Files representative for architectural guidance and best practices. M-Files Software Service is designed to support typical information management use cases.

To provide excellent customer experience to all M-Files customers, M-Files has the right to restrict the usage of the Software Service if the use results in Customer significantly exceeding the restrictions specified in the table above

Product Support and SLA

M-Files BaseM-Files TeamM-Files Business
Community support
User Guide and M-Files Knowledge Base
M-Files User Lite on-demand learning
M-Files Academy (up to 100 users)
Guaranteed uptime (99.5%) in the cloud
Email support8/58/5
Phone support8/58/5
Initial response timesNo SLAStandard SLAStandard SLA
Fix or workaround timesNo SLAStandard SLAStandard SLA
24/7 Email and Phone SupportAdd-onAdd-onAdd-on


Extend the value of the M-Files platform with add-ons for more complex and sophisticated use cases. Contact your M-Files representative for more details.

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