Accelerate your information and simplify complexity with the M-Files Platform.
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.
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.
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.
| M-Files Base | M-Files Team | M-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 Salesforce | Add-on | Add-on | Add-on |
| Browse M-Files views via Microsoft Outlook desktop client using the Advanced Outlook Add-in | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 | Add-on | Add-on | Add-on |
| Use the Advanced Version Control module to manage multiple published versions and translations per document simultaneously | Add-on | Add-on | Add-on |
| Use the Change Request module to initiate version updates via formal change request objects | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 documents | | | |
| Enable optimal collaboration and productivity with Hubshare – a complete Digital Client Experience and Collaborative Workspace solution | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 scanner 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 | | Add-on | |
| Use the PDF Processor module for advanced document rendering | Add-on | Add-on | Add-on |
| Track and manage printouts of official documents with the Controlled Printing module | Add-on | Add-on | Add-on |
| Print and Download Prevention – prevent users from taking local copies and printing sensitive documents | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 metadata | | | |
| 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 | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 search | 1 million objects | Unlimited (Requires IDOL or Smart Search implementation) | Unlimited (Requires IDOL or Smart Search implementation) |
| 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 | | | |
| M-Files Base | M-Files Team | M-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-on | Add-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 | Add-on | Add-on | Add-on |
| Automate sending of learning requirement assignments of controlled documents with the Training Management module | Add-on | Add-on | Add-on |
| Enable automatic progression of parent or child workflows with the Hierarchy Manager module in the Advanced Workflows add-on | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 | Add-on | Add-on | Add-on |
| Log Exporter – export vault event logs into your log management and analytics tool of choice (e.g. Dynatrace, Splunk, Datadog) | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 | Add-on | Add-on | Add-on |
| 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. | Add-on | Add-on | Add-on |
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.
| M-Files Base | M-Files Team | M-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 | | | |
| M-Files Base | M-Files Team | M-Files Business | |
|---|---|---|---|
| Network folder connector | | | |
| SharePoint Online connector | | | |
| Google Drive connector | | | |
| Connectors for other repositories | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 | | | |
| M-Files Base | M-Files Team | M-Files Business | |
|---|---|---|---|
| M-Files API | | | |
| M-Files Web Service API | | | |
| M-Files UI Extensibility Framework | | | |
| Developer Portal | | | |
| M-Files Base | M-Files Team | M-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 Authentication | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-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 independently | Add-on | Add-on | Add-on |
| M-Files Base | M-Files Team | M-Files Business | |
|---|---|---|---|
| Deployment Options | Self-Hosted: bring your own cloud or on-premises | M-Files Cloud, bring your own cloud, on-premises, and hybrid | M-Files Cloud, bring your own cloud, on-premises, and hybrid |
| Included self-hosted or on-premises file storage | no charge for self-storage | no charge for self-storage | no 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 storage | | 10 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 size | | 200 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 implementations | | Add-on | |
Customer’s on-premise usage includes one logical application server (even if run on multiple servers in multi-server mode).
| M-Files Base | M-Files Team | M-Files Business | |
|---|---|---|---|
| Maximum volume per M-Files vault | N/A | 40 million objects | 40 million objects |
| Maximum average metadata database consumption per object | N/A | 50 KB | 50 KB |
| Maximum average search index consumption per object | N/A | 20 KB | 20 KB |
| Maximum number of database calls per second | N/A | 100 | 500 |
| Restriction | Limit |
| Maximum number of objects per single vault | 100,000,000 |
| Maximum average metadata database consumption per object | 30 KB |
| Maximum number of database calls per second | 5 |
| Maximum average search index consumption per object | 5 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
| M-Files Base | M-Files Team | M-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 support | | 8/5 | 8/5 |
| Phone support | | 8/5 | 8/5 |
| Initial response times | No SLA | Standard SLA | Standard SLA |
| Fix or workaround times | No SLA | Standard SLA | Standard SLA |
| 24/7 Email and Phone Support | Add-on | Add-on | Add-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.