Comparing Documents

When the Advanced Document Compare feature has been set up as explained in the document Setting Up M-Files Advanced Document Compare, you can use M-Files to compare the content of two documents or two versions of the same document. This section describes a few ways you can use the feature.
Note: The file extension of the compared documents must be either DOC, DOCX, PDF, or RTF, and their combined file size must be less than 16 MB.

Comparing Document Content via the Listing Area

To start comparing the content the most recent version of a document with that of another version or document, follow the steps provided below. If you need to compare two specific versions of a document with each other, see Comparing Document Content via the History Dialog.

  1. Log in to the vault of your choice.
  2. Locate the document you want to compare, for example via a search or a view.
  3. Right-click the document on the listing area, and in the context menu, select either:
    • Compare > Compare with Previous Version to compare the current document version with the previous version.
      or
    • Compare > Compare with Another Version... to compare the current document version with an earlier version. This command opens the History dialog from which you can select the desired document version to compare the content with.
      or
    • Compare > Compare with Another Document... to compare the current document version with another document entirely. This command opens the Windows Open dialog that you can use to select the desired document to compare the content with.
    Result:The Document Compare window is opened.


  4. Review the modifications by using the Previous Change and Next Change buttons, the navigation links in the Change Summary list, or simply by scrolling through the document.
  5. Optional: Save a copy of the comparison in PDF or DOCX format by using the commands Save as PDF, Save as DOCX, or Track Changes.
    Save as DOCX creates a simple Microsoft Word rendition of the comparison that you see in the Document Compare dialog, whereas Track Changes creates a document that allows you control the tracked changes via the Review tab in Microsoft Word.

Comparing Document Content via the History Dialog

Starting the comparison via the M-Files Desktop listing area allows you to compare the most recent version of the selected document with another version or document, but if you want to compare two specific versions of a document with each other, you need to start the comparison via the History dialog.

To start comparing the document content of two specific document versions:

  1. Log in to the vault of your choice.
  2. Locate the document you want to compare, for example via a search or a view.
  3. Right-click the document and select History in the context menu.
    Result:The History dialog is opened.


  4. Hold down the Ctrl key and select the two versions that you want to compare from the list.
  5. Right-click on one of the selected versions and select Compare Selected Documents.
    Result:The Document Compare window is opened.


  6. Review the modifications by using the Previous Change and Next Change buttons, the navigation links in the Change Summary list, or simply by scrolling through the document.
  7. Optional: Save a copy of the comparison in PDF or DOCX format by using the commands Save as PDF, Save as DOCX, or Track Changes.
    Save as DOCX creates a simple Microsoft Word rendition of the comparison that you see in the Document Compare dialog, whereas Track Changes creates a document that allows you control the tracked changes via the Review tab in Microsoft Word.

Comparing Document Content via the Microsoft Word Ribbon

The Compare functionality is only available for documents that are stored in M-Files.

To start comparing the content of the document you are editing in Microsoft Word with that of another document or document version:

  1. In the Microsoft Word menu ribbon, select the M-Files section and then Compare.
  2. Select either:
    • Compare > Compare with Previous Version to compare the current document version with the previous version.
      or
    • Compare > Compare with Another Version... to compare the current document version with an earlier version. This command opens the History dialog from which you can select the desired document version to compare the content with.
      or
    • Compare > Compare with Another Document... to compare the current document version with another document entirely. This command opens the Windows Open dialog that you can use to select the desired document to compare the content with.
    Result:The Document Compare window is opened.


  3. Review the modifications by using the Previous Change and Next Change buttons, the navigation links in the Change Summary list, or simply by scrolling through the document.
  4. Optional: Save a copy of the comparison in PDF or DOCX format by using the commands Save as PDF, Save as DOCX, or Track Changes.
    Save as DOCX creates a simple Microsoft Word rendition of the comparison that you see in the Document Compare dialog, whereas Track Changes creates a document that allows you control the tracked changes via the Review tab in Microsoft Word.