Insert M-Files Property

Document metadata stored in M-Files can be included in document contents by using the Insert Property function.

List of properties that can be inserted to the document.

You can set up text fields or cells in Microsoft Word, Microsoft Excel, and Microsoft PowerPoint documents in which the selected M-Files properties are filled in automatically. For example, you can select a customer name and address from the document properties and insert them as the recipient's contact information in a proposal.

Other M-Files properties can be added in a similar way. For example, you might insert the name of your proposal document as the heading of the cover letter or add product information to the proposal.

The "Insert Property" function automatically inserts selected document properties into the document content.

You can also add an electronic signature to an Microsoft Word document by selecting the Insert property function. For more information, see Electronic Signatures.

Document metadata can also be edited by using the Properties function when the document is opened in Microsoft Word, Microsoft Excel, or Microsoft PowerPoint. For more information, see Properties.

Note: In Microsoft PowerPoint, the Insert Property function is available in versions 2013, 2016, and 2019, as well as in Office 365 ProPlus versions currently supported by Microsoft according to their lifecycle policy.

If required, you can limit the number of characters inserted into Microsoft Word documents via the Insert Property feature by adding the following Microsoft Windows registry setting to the client computer:

Key HKEY_LOCAL_MACHINE\SOFTWARE\Motive\M-Files\<version>\Client\MFOfficeAddin
Value name LongValueInMultilineTextPropertyInWordAllowed
Value type REG_DWORD
Description Defines whether users are allowed to insert long property values (that is, values of over 255 characters) to Microsoft Word documents via the M-Files Insert Property feature.
Default value 1 Inserting long values is allowed.
Valid values 0 Inserting a long property value to a Microsoft Word document only displays the first 255 characters.
1 Inserting long values is allowed. The number of inserted characters is not limited to 255 characters.
Note: If you wish to enable this feature for M-Files Web and M-Files Mobile, see Enabling Metadata Field Updates for the Classic M-Files Web and M-Files Mobile for instructions.

Utilizing Insert Property with document templates

The Insert Property function can be used to conveniently create document templates. Text fields or cells defined in the template are automatically populated with the selected properties when a new document is created. For example, a proposal template can be set up to include fields for the properties Customer, Contact, Address, and Country. When a new proposal is created using the template, the customer information in the metadata is automatically inserted into the fields. This means that address information no longer has to be separately copied from the customer contact information.

An existing document can be defined as a document template in M-Files by selecting the Is template option. The property definition permissions in M-Files Admin are used for controlling which users are able to set documents as templates.

If a property does not have a value, the text fields or cells in the document templates may also be left empty. When a user creates a new document using the template, these text fields and cells are automatically populated with the current property values.

An M-Files property inserted into a Microsoft Word document is displayed as a text field, which by default turns gray when clicked. In Microsoft Excel documents, M-Files properties are displayed as cell formulas and in Microsoft PowerPoint documents as text areas.

Note, however, that inserting metadata in a document does not in itself require the document to be defined as a template.

Example: Inserting M-Files Properties in Microsoft Word

  1. In M-Files, locate a Microsoft Word document of your choice, double-click it, and then click the Check Out button.
    Result:The selected document is opened in Microsoft Word.
  2. In Microsoft Word, place the cursor where you want the M-Files property to appear in the document.
  3. Open the M-Files ribbon and click Insert Property.
    Result:The Insert M-Files Property dialog is opened.
  4. The properties and property values of the current document are listed in the M-Files properties list. Select a property by clicking the name of the property.
  5. Click OK to close the Insert M-Files Property dialog.
The property value of the selected property is inserted in the selected location of the Microsoft Word document.