--- title: "M-Files document management platform · Solution Management" url: "https://solutionmanagement.eu/m-files/" language: "en" description: "Search once and get the version that counts. M-Files document management with workflows, on-premises or in the cloud, implemented by Solution Management." dateModified: "2026-10-22" --- M‑Files document management # Search once and get the version that counts The same procedure ends up in several versions in different folders, and nobody knows which to trust. M‑Files is a document management platform from the company M‑Files, run in the cloud, on your own servers or as a hybrid. It files each document by what it is, and the current version comes up first. [Book a demo](https://solutionmanagement.eu/book-a-demo/) [Free 30-day trial](https://solutionmanagement.eu/free-trial/) ![Three screens from M-Files: a list of published procedures and policies with their next review date and approver, the working copy of one procedure at its approval with its editor, reviewer and approver, and the version history of the same document](https://solutionmanagement.eu/img/S6kx-a9d5r-200.webp) In short ## Small firms and global franchises use the same system ### Fits any size M‑Files customers range from small, local firms to global franchises, and you can expand as your needs grow. ### Secure and consistent Storage is encrypted, and access follows what a document is about. People work the same way every time, which means fewer errors. ### Quick to start We are an authorised M‑Files reseller, working across the Nordics. We implement M‑Files around your document types and the people who use them, and we can start quickly with a pilot for your use case. What you get ## One system for documents and more - All your data from one system — A document is filed by what it is, in the document types you define, and everything that belongs together is found together. New documents start from the approved template. - Secure on your servers or in the cloud — Run M‑Files in the cloud or on your own servers, with encrypted storage and access that follows what each document is about. Workflows carry the process, so everyone handles a document the same way. - Find it from desktop, web or phone — Search what a document says and what it is, from the desktop, the web or a phone, and open it in Word, Excel or PowerPoint as usual. ![The M-Files web client with a customer opened to its documents and emails beside the metadata card of its framework agreement, with class, customer, contact person, dates and the workflow band at Approved](https://solutionmanagement.eu/img/NIMF-eMlx8-200.webp) Guided video tour ## Watch the everyday tasks being done Short walkthroughs, one task at a time. If you would rather see it with one of us, book a demo. Introduction · M‑Files document management Plays from YouTube when you press play. Recognised software ## Recognised by Gartner, Nucleus Research and Forrester ### The Total Economic Impact™ of M‑Files A study by Forrester, commissioned by M‑Files. ### Gartner Peer Insights Strong Performer 2024 M‑Files, in the Content Services Platforms category. ### Nucleus Research Value Matrix 2023 M‑Files named a Leader in Content Services and Collaboration. ## Have one of us show you M‑Files [Book a demo](https://solutionmanagement.eu/book-a-demo/) More short videos ## One task per video ### Take the tour An introduction to the M‑Files desktop client and how its screen is laid out. ### Save documents How documents and other data are saved to M‑Files. ### Search and filter Advanced search, where a search is narrowed down with filters. ### Use views Views are virtual folders that gather documents by what they are, per team or per person. ### Start from a template How a new document is started from one of your templates. ### Hand out a task How an assignment is given to a colleague and marked as done. Plays from YouTube when you press play. A detailed look ## Every version, in one place The same document ends up in several versions in different folders, before counting the copies on people's desktops. With M‑Files you find the right version first, with the full history behind it, and a document is saved once, so the duplicates stop. - The reasons are in the documents — Business systems hold the figures. The contract, the procedure and the report that explain them are documents, and M‑Files keeps those, filed by what they are. - Documents reach the people who need them — You decide once what each type of document carries. After that it turns up for the right people in their views and searches. - Different ways for different people — Some people want ready-made views on their home screen, others build their own, and some only search. - Your own home screen — It shows the projects you have a stake in and the documents you edited recently. ![Two screens from M-Files: a list of published procedures and policies with their review dates and approvers, and the version history of one procedure with the person, the date and the workflow state of each version](https://solutionmanagement.eu/img/M78EbgkHn5-200.webp) The published procedures in one list, and every version of one of them with who changed it and when. Capabilities ## Look closer at what M‑Files does [### Knowledge work automation Find information with M‑Files Aino, create and collaborate on documents, and automate workflows. See the capability](https://solutionmanagement.eu/m-files/knowledge-work-automation/) [### AI with M‑Files Aino Ask a document a question and get an answer with its sources, within your own permissions. See the capability](https://solutionmanagement.eu/m-files/ai/) [### Metadata instead of folders One document, filed once, visible under every customer, project and process it belongs to. See the capability](https://solutionmanagement.eu/m-files/metadata/) [### Intelligent Metadata Layer Network folders and SharePoint Online beside the vault, found by what the documents are. See the capability](https://solutionmanagement.eu/m-files/intelligent-metadata-layer/) [### Workflow automation Review, approval and deletion as workflows that tell the next person, hand out the task and record who did what. See the capability](https://solutionmanagement.eu/m-files/workflow-automation/) [### Microsoft 365 integration Open and save from Word, Excel and PowerPoint, with details from M‑Files written into the document. Outlook, Teams and SharePoint are covered too. See the capability](https://solutionmanagement.eu/m-files/microsoft-365/) [### Security and compliance Access that follows the document, an event log, deletion rules and encryption. See the capability](https://solutionmanagement.eu/m-files/security-compliance/) [### M‑Files and GDPR The ten data-privacy requirements for a document system, and how M‑Files handles each. See the capability](https://solutionmanagement.eu/m-files/gdpr/)  Workflows ## The lead reaches sales when it is worth their time In a CRM on M‑Files, every sales opportunity moves through these steps. Workflows run on documents and on other data, such as projects. Each step can notify a role, create an assignment, give more users access or change the details on the record. 1. ### Lead A new opportunity is registered. Sales people who should not be disturbed by every incoming lead have no access to it yet. 2. ### Qualified Sales Access rights now open the opportunity to the sales group, so it reaches them through their home screen, searches and views. 3. ### Closed as won or Closed as lost Every opportunity ends in one of the two closing states, and the process is the same each time. Solutions on M‑Files ## The same platform does more than documents There are ready-made solutions to configure to your needs, and M‑Files is straightforward to tailor when none of them fits. [### Contract management A pre-configured solution for managing contracts through their lifecycle. Learn more](https://solutionmanagement.eu/solutions/contract-management/) [### Quality management systems VisualQMS, a complete quality management system with the processes built in. Learn more](https://solutionmanagement.eu/solutions/quality-management/) [### GDPR compliance How M‑Files meets each of the ten data-privacy requirements. Learn more](https://solutionmanagement.eu/m-files/gdpr/) [### CRM, HR and many processes Customers, employees, projects and suppliers with their documents. Learn more](https://solutionmanagement.eu/solutions/) [### Add‑ons from CtrlDocs Dashboards, Teams, OneDrive co-authoring and time recording, from our development partner CtrlDocs. Learn more](https://solutionmanagement.eu/products/) [### M‑Files and Elements.cloud Your Elements.cloud process diagrams shown inside M‑Files, through the integration from our development partner CtrlDocs. Learn more](https://ctrldocs.com/ctrldocs-for-elements/)  Next step ## Tell us which documents cause the trouble We scope and deliver full M‑Files implementations, and we can start quickly with a pilot for your use case. Email sales@solutionmanagement.eu or call +45 2141 6100. We answer the same working day. [Book a demo](https://solutionmanagement.eu/book-a-demo/) [Ask for a free trial](https://solutionmanagement.eu/contact/) Questions ## Questions about M‑Files What is M‑Files used for? For the documents a business runs on and everything around them: contracts, procedures, drawings, project files, employee files and the emails that belong with them. M‑Files keeps one copy of each, filed by what it is, with the current version first, approvals as workflows and permissions that follow the document. The [solutions](https://solutionmanagement.eu/solutions/) pages show it set up for [contracts](https://solutionmanagement.eu/solutions/contract-management/), [quality management](https://solutionmanagement.eu/solutions/quality-management/), [HR files](https://solutionmanagement.eu/solutions/hr-document-management/) and [projects](https://solutionmanagement.eu/solutions/project-management/), and the [industry](https://solutionmanagement.eu/industries/) pages show how they combine. Does M‑Files run in the cloud or on our own servers? Either, or a hybrid of the two. M‑Files Cloud runs on Microsoft Azure, and there your data is encrypted both in storage and on its way over the internet. On your own servers, we set encryption up with you. Which fits your requirements is part of scoping the implementation. Which M‑Files editions are there? There are two: Essentials and Enterprise. Both include metadata-based document management, M‑Files Aino, the Microsoft 365 integration and workflows. Enterprise adds more AI capacity, extended audit logging, customer-held encryption keys, federated sign-in and controlled rendering with watermarking; Hubshare is licensed separately. Essentials has a published per-user price on m-files.com and is usually billed yearly, while Enterprise is quoted. [Pricing and editions](https://solutionmanagement.eu/pricing/) sets out the four parts of a quote, and M‑Files lists the editions at [m-files.com/editions](https://www.m-files.com/editions/?Reseller_ID=505&partner=505). How does M‑Files work with Microsoft 365? You open, edit and save M‑Files documents from Word, Excel and PowerPoint and fill in the metadata as you save, and details from M‑Files can be inserted into the document itself. Emails are filed from Outlook with metadata, and M‑Files can pick up the customer or the contact from the email. You can open M‑Files content in Teams and search M‑Files from Teams, and the SharePoint Online connector shows SharePoint content from M‑Files without moving it. [M‑Files in Microsoft 365](https://solutionmanagement.eu/m-files/microsoft-365/) has the detail per program. What does the AI in M‑Files do? M‑Files Aino summarises text documents, answers questions about a document in the language you ask in, and shows the documents the answer came from. It only uses content the user is allowed to see, and M‑Files states that your documents, metadata and questions are not used to train it. Questions across the whole vault and metadata suggestions are extras we include in a quote where you need them. [M‑Files Aino](https://solutionmanagement.eu/m-files/ai/) goes through it. How secure is M‑Files? Access rights can follow metadata, so a document inherits the permissions of the project or customer it belongs to, and the event log records changes, downloads and deletions and can be filtered and exported. M‑Files holds an ISO/IEC 27001 certification that covers M‑Files Cloud, Hubshare and Aino, acts as a data processor under GDPR with a data processing agreement, and in M‑Files Cloud encrypts your data in storage and in transit. [Security, permissions and the audit trail](https://solutionmanagement.eu/m-files/security-compliance/) has the inventory. Is there a free trial? Yes, for 30 days. The trial is a cloud vault with basic content and workflows, and it includes M‑Files Aino. Colleagues can be invited, and the usual next step after the 30 days is a pilot on your own documents. No credit card and no software to install. [Ask for the free trial](https://solutionmanagement.eu/contact/), or [book a demo](https://solutionmanagement.eu/book-a-demo/) first if you would rather see it with one of us. Who implements M‑Files in Denmark? We do. Solution Management is an authorised M‑Files reseller based in Copenhagen (Søborg), with customers across the Nordics. We scope and deliver full M‑Files implementations: metadata, objects and workflows defined with you, the structure set up, integration with your CRM or ERP where you need it, and training. We can start quickly with a pilot, and after go-live you have fast access to specialist knowledge, an agreed SLA, technical advice and support. Enquiries are answered the same working day. [What our services cover](https://solutionmanagement.eu/services/) and [about us](https://solutionmanagement.eu/about/) have more.