M-Files Review and Pricing

Why We Chose M-Files for Ease of Use

Out of all the document management software we reviewed, M-Files has one of the most neatly organized and intuitive interfaces. The dashboard is reminiscent of Windows File Explorer, which most computer users are familiar with. Whereas other products have a steep learning curve, M-Files is user-friendly and easy to navigate. Documents can be uploaded with a simple drag-and-drop, and most of the software’s functions can be achieved with a few clicks on the dashboard. Users can search files by metatags or document text, making identification and categorization a breeze. For these reasons, M-Files stands out as the best document management software for companies prioritizing ease of use.

In addition to M-Files’ high usability, businesses can expect essential document management tools, including optical character recognition (OCR), e-signing and offline access. When we tried the platform, we enjoyed using the workflow automation features and a new AI tool, M-Files Aino, to increase efficiency and reduce the potential for human error. With this functionality, businesses will find it easier than ever to store, track, access and even synthesize company information.

The document management systems market, valued at $7.16 billion in 2024, is projected to grow to $24.34 billion by 2032, exhibiting a compound annual growth rate of 16.6 percent, according to Fortune Business Insights. This growth is driven by increasing digital transformation initiatives and the demand for efficient document storage solutions. Businesses are increasingly placing critical importance on streamlining their document workflows and improving employee productivity. Based on our testing and research, we found that companies can confidently rely on M-Files and its modern technology to meet their document management needs.

Ease of Use

One of our favorite aspects of M-Files is that it’s extremely intuitive. The user interface is neatly organized, and you can carry out most tasks directly from the central dashboard. The top navigation menu provides direct access to views and main functions, including:

• All
• Recent (showing documents accessed within the past 30 days)
• Assigned (displaying assignments requiring action from you)
• Checked Out (showing documents currently reserved for modification)
• Pinned (for your pinned documents and objects)

The interface also includes functionality for creating new assignments, customer records, documents and projects. Users can scan documents and use M-Files’ OCR tool to make them fully searchable, which is on par with what competing software solutions can do.

M-Files’ file explorer tool displays all publicly accessible folders and those you have access to privately. Users can easily view metadata cards, preview documents and apply filters using the right-side navigation. Another great aspect of M-Files is that most major functions can be carried out directly from the dashboard in a few clicks, making it easy to learn and reducing the time it takes to train employees on the software. This straightforward setup also allows users to complete tasks more quickly.

M-Files comes in both cloud-based and on-premises versions. The cloud document management system works on any major web browser, including Microsoft Edge, Google Chrome, Mozilla Firefox and Safari. The on-premises M-Files Desktop client is available only on Windows operating systems with Microsoft .NET Framework 4.7.2 or later. Mac and Linux users can access M-Files through the web version with M-Files Web Companion for editing content with desktop applications.

Features

While M-Files lacks some of the valuable features of more comprehensive document management software, it does have all the core functions we looked for in these programs, including the ones highlighted below.

Search

M-Files’ search function, like those of many other document management solutions, is based on the metadata associated with documents. When uploading a document, users can add metadata to the file. For example, uploading an invoice with the metatags “Q3,” “2024” and “invoice,” along with information such as the date and time it was uploaded, can make it easier to find what you’re looking for later on.

Optical Character Recognition (OCR)

M-Files’ optical character recognition (OCR) improves document searchability by scanning documents and making the text searchable beyond the metadata. For example, if you upload a document that includes the salutation “To whom it may concern,” you can search your files for that specific document using that exact phrase. OCR can also automate the process of applying metadata tags to new uploads.

>> Learn More: File Management Best Practices Every Small Business Should Follow

Workflow Automation

M-Files’ workflow automation abilities serve a project management function within the document management software. Built-in tools automatically categorize certain documents and assign certain tasks to users. For example, if a staff member has completed work on a document, they can send the document to a manager with the “review and approval” task assigned. All interested parties are notified once the manager approves the document, allowing the next step to begin immediately. If improving productivity is a top goal, we recommend also checking out our review of DocuPhase, one of M-Files’ competitors.

Research M-Files commissioned through Forrester Consulting found that knowledge work automation can increase workflow efficiency by 70 percent and document search by 50 percent, demonstrating significant time savings that translate to a 294 percent return on investment. This aligns with M-Files’ focus on automating manual tasks to allow employees to concentrate on higher-value activities.

M-Files Aino

We love that M-Files has integrated artificial intelligence features through M-Files Aino, an AI assistant designed to enhance document management workflows. This technology aims to help users work more efficiently with their organization’s information by automating certain tasks and providing intelligent search capabilities.

The AI assistant offers several core functions:

Document interaction: Users can ask M-Files Aino questions about documents in everyday language rather than relying solely on keyword searches. The system attempts to understand the context of queries and provide relevant responses.

Content analysis: The AI can examine documents and extract key information, helping users identify important details without reading entire files manually.

Metadata support: Aino can assist with document categorization by suggesting appropriate tags and classifications based on content analysis.

Multi-language support: The system works with documents in various languages and can provide responses in the user’s preferred language.

Access controls: The AI respects existing user permissions within M-Files, ensuring that it only provides information from documents that users are authorized to access.

It should be noted, however, that M-Files Aino is included only in the top-level M-Files Business subscription, which could prevent budget-conscious businesses from accessing this valuable tool. Furthermore, usage is limited to 500 inquiries per user per month, and to use M-Files Aino within multiple documents or your entire vault, there is an added fee.

Versioning

M-Files’ versioning feature, a key component to look for when picking a document management system, tracks a document’s history by monitoring changes and archiving old versions so you can refer to them as needed. It tracks who last opened the document, what changes were made and when, so you know exactly which team members made which edits. Versioning includes a check-in and checkout feature, too; when a user checks out a document, it’s unavailable to edit until it’s checked back in. This prevents multiple current versions of the same document. Rival program FileHold has virtually the same tool; learn more in our detailed FileHold review.

E-Signature Integrations

M-Files offers extensive integrations with electronic signature services, including Adobe Acrobat Sign, DocuSign and Visma Sign, to enable e-signatures on documents that require approvals. Users can affix their signature to any file within the M-Files application and send signed files to recipients directly from the software. 

We found the Adobe Acrobat Sign integration particularly robust. It allows users to send documents for secure and legally binding e-signatures using the Adobe Acrobat Sign cloud service directly from within M-Files workflows. M-Files also integrates with Adobe Certified without requiring a separate e-signature service contract from Adobe. The integration uses webhook technology for real-time signature process updates between M-Files and the e-signature services. 

M-Files also integrates with Salesforce, Google Workspace and a handful of other products, but for an alternative document management system with hundreds of third-party integration options, check out our review of DocuWare.

User Permissions

We appreciated that company administrators can set permissions for individual M-Files users and create groups of users, ensuring document security and confidentiality. Permissions can be set to read or write to allow users to view or edit documents, respectively. Users can also be granted priority. For example, if both a manager and a staff member want to access a document to make edits simultaneously, the manager would be granted priority and the staffer would have to wait.

Security

M-Files implements comprehensive security measures designed to protect organizational data throughout its entire lifecycle. In addition to enabling the role-based access controls discussed above, the program maintains detailed audit trails that track every user interaction with documents, creating a record of who accessed what information and when. Such document tracking is invaluable for compliance reporting and security investigations.

The platform’s security architecture includes advanced encryption both in transit and at rest, protecting sensitive information transmitted between users or stored in the system. M-Files supports integration with existing enterprise authentication systems, including Active Directory and single sign-on solutions, allowing organizations to maintain centralized user management while ensuring secure access. When we used M-Files, we saw that the system also includes features like: 

• Automatic document classification based on content sensitivity.
• Watermarking capabilities for confidential materials.
•  Configurable retention policies that automatically enforce data governance requirements. 

These security features work together to create a robust framework that helps organizations meet various compliance standards while maintaining the flexibility needed for efficient collaboration and document management.

Offline Access

If a user anticipates not having internet access, they can designate files for offline use on a laptop or mobile device. Any changes a user makes while offline are recorded and automatically synced with the system once internet access is restored. This is especially valuable in today’s world of remote work, where employees are sometimes working on the go or in unusual locations.

Pricing

M-Files doesn’t publish pricing online, which is also the case with competitors DocuWare and FileHold. As with those providers, you’ll need to contact the company for a customized quote, which will vary based on your chosen M-Files platform and any add-ons you select.

According to Cobb Technologies, user licenses typically range from $39 to $59 per user per month when billed annually, though actual pricing depends on several factors, including user count, deployment model and required features. For larger organizations with over 1,000 users, costs can decrease to around $15 per user per month thanks to volume discounts. 

The three platform options are M-Files Base, M-Files Team and M-Files Business. All editions can be cloud-hosted or hosted on your servers, with hybrid deployment options available. Here is a breakdown of how the current platform packages differ in functions:

Implementation costs range from $1,000 to $5,000 for small to medium-sized businesses and $10,000 to $50,000 for larger enterprises. Since M-Files provides custom pricing, we recommend negotiating with the sales team to get to a price point that works for your budget. Also factor in potential ROI when evaluating your costs. Cobb Technologies’ research shows that automating invoice processing alone can reduce costs from $12-$40 per invoice to just $3-$5, demonstrating substantial cost savings that can quickly offset such software investments.

As with DocuWare, M-Files offers a 30-day free trial. We highly encourage you to take advantage of this opportunity to test the solution before deciding whether to pay for it.

Implementation/Onboarding

M-Files offers comprehensive implementation and onboarding options to accelerate time-to-value and maximize user adoption. The company provides multiple service packages, from self-service DIY options to full professional implementation support.

• Rapid Deployment Packages: These are standardized offerings built on the minimum viable product approach, allowing customers to start with a simple use case and expand usage as needed. These packages help users realize value immediately and provide a foundation for future growth.
• Standardized Training Packages: These options facilitate project delivery and maximize user adoption by delivering the right training at the right time to prevent scope creep. The training framework is designed to serve various individual learning styles while catering to organizational needs.
• Custom Implementation Services: These onboarding resources are available for companies with greater support needs, including packaged implementation services for training, rapid deployment and managed services. M-Files can help identify key user roles, learning requirements, effective training plans and communication action plans essential for successful implementation.

As mentioned above, the cost for implementation support varies widely depending on the size of your organization and your specific needs. Fortunately, the company also provides free, scalable learning experiences through guided tour and interactive videos introducing M-Files features. We found these helpful as we explored the software. 

We also found M-Files’ customization options both plentiful and straightforward compared with other document management systems, which adds to its high ease of use. Solution templates, configurations, add-ins and APIs make it easy to build out the program for your company’s unique needs. Users can also install add-on products and extensions from M-Files and third-party partners, allowing seamless integration and more rapid deployment.

Unlike other vendors, M-Files requires only one license subscription to get started. With a single license, teams can deploy the software on-premises or in the cloud (or both), offering flexibility and limitless scalability.

Customer Support

M-Files users can contact customer support through phone, email or the web-based support portal, depending on which platform edition you select. Support availability varies by subscription level:

• Community Support (Base plan): No access to M-Files support via email, web or phone
• Standard Support (Team plan): Phone and portal support available during regional business hours (8:30 a.m. to 5:00 p.m., Monday-Friday, excluding local public holidays)
• Premium Support (Business plan): Phone and portal support available 24 hours a day, seven days a week

We found it handy that M-Files lists its country-specific sales and technical support phone numbers right on its website. M-Files offices and representatives are available globally, offering worldwide reach. While it’s disappointing that customers on the entry-level Base plan don’t have access to traditional support, the company provides robust online resources through the M-Files Community platform, including webinars, video guides, user forums, product documentation and an AI assistant for quick answers to common questions.

Notably, M-Files was recognized in the 2024 Gartner Magic Quadrant for Document Management evaluation and the companion Critical Capabilities report, highlighting the company’s strong position in the market and commitment to customer success.

Limitations

When using M-Files, only basic document access, viewing, editing and sharing can be accomplished through web browsers or the vendor’s mobile apps. For full functionality and seamless integration with your device’s file system, you’ll need to install the M-Files Desktop client on Windows computers. We think some users will find this inconvenient and limiting.

Also, while we love M-Files largely due to its user-friendliness, some users might have trouble adjusting to the search engine, which categorizes documents by generating lists of metatags. To make files easier to find, users can add their own specialized tags — a tool that’s especially useful for businesses dealing with a high volume of documents. However, this computerized filing system can have a slight learning curve for those accustomed to traditional document organization methods. In M-Files’ defense, though, users would deal with this regardless of which document management product or vendor they choose, as practically all of them use metatags.

Given current industry trends, it’s worth noting that a Nitro survey found that only 3 percent of knowledge workers are satisfied with their company’s document handling process, indicating widespread challenges with document workflows across organizations. This means that even with M-Files’ drawbacks, the software’s valuable features like version control and collaboration capabilities make it a worthwhile purchase.

Methodology

We evaluated dozens of products to determine the best document management software on the market. Specifically, we looked at each solution’s: 

• Search function
• Scanning options 
• Editing tools
• Collaboration options
• Workflow automations
• Third-party integrations
• Mobile access
• On-premises versus cloud-hosted deployments 

We also researched each vendor’s pricing, setup process, security measures and customer support. In addition, we tried the software ourselves, watched company how-to videos and read customer reviews.

When searching for the best document management software for businesses seeking high usability, we considered the system’s ease of use, the user-friendliness of the interface, and the program’s ability to improve workflow and make operations more efficient. We also took into account the software’s ease of implementation and its learning curve.

Bottom Line

We recommend M-Files for…

• Small to medium-sized businesses seeking an intuitive document management solution.
• Organizations requiring robust workflow automation to improve process efficiency. 
• Companies that need flexible deployment options.
• Businesses looking to leverage AI-powered features for enhanced document analysis and knowledge management.

We don’t recommend M-Files for…

• Businesses with very basic, low-volume document storage needs.
• Organizations requiring extensive third-party integrations.
• Companies seeking transparent upfront pricing without requiring custom quotes.