M-Files 2015.1 User Guide M-Files | Contents | 2 Contents 1. Introduction to M-Files..................................................................................7 1.1. M-Files Terminology..............................................................................................................................7 2. System Overview......................................................................................... 10 2.1. Deployment Options for M-Files Server............................................................................................. 10 2.2. M-Files Web........................................................................................................................................ 12 Logging in to M-Files Web.............................................................................................................. 12 M-Files Web User Interface............................................................................................................ 12 2.3. Mobile Apps........................................................................................................................................ 13 Enabling the use of mobile apps for on-premises vaults................................................................ 14 Logging in to M-Files Mobile...........................................................................................................14 Adding vault connections with links................................................................................................ 15 2.4. M-Files and Virus Scanning................................................................................................................15 2.5. Accessing M-Files Vaults without VPN...............................................................................................15 2.6. HTTPS Connections to M-Files Server.............................................................................................. 16 2.7. M-Files and Federated Authentication................................................................................................ 16 2.8. Language Versions of the M-Files Software...................................................................................... 16 3. Installation and Implementation of the Software......................................18 3.1. System Requirements......................................................................................................................... 18 3.2. Installing the Software.........................................................................................................................19 3.3. Creating a Document Vault and a User............................................................................................. 20 New Document Vault.......................................................................................................................21 New Login Account......................................................................................................................... 22 New User......................................................................................................................................... 23 3.4. M-Files Desktop Settings.................................................................................................................... 24 Adding a Document Vault Connection............................................................................................ 25 User-specific Settings...................................................................................................................... 28 Computer-specific Drive and Cache Settings................................................................................. 29 Other Computer-specific Settings....................................................................................................30 Export Vault Connections and Settings.......................................................................................... 33 3.5. Installing M-Files Upgrades................................................................................................................ 33 Upgrade Instructions for Organizations Using Windows XP........................................................... 36 4. Exploring the Document Vault................................................................... 38 4.1. Using M-Files Desktop........................................................................................................................38 Task Area........................................................................................................................................ 40 Listing Area......................................................................................................................................41 Metadata Card................................................................................................................................. 42 4.2. M-Files Shortcuts................................................................................................................................ 46 4.3. Creating a Document.......................................................................................................................... 47 Example: A New M-Files Document............................................................................................... 49 4.4. Saving in M-Files................................................................................................................................ 50 Example: Saving a PowerPoint Presentation to M-Files.................................................................51 Example: Saving a PowerPoint Presentation to M-Files by Using the M-Files Tab........................ 52 4.5. Checking In a Document.................................................................................................................... 52 M-Files | Contents | 3 4.6. Deleting a Document.......................................................................................................................... 52 4.7. Creating and Completing Assignments.............................................................................................. 53 Creating a New Assignment for an Existing Document.................................................................. 55 Creating a New Assignment for a New Document......................................................................... 55 Completing an Assignment..............................................................................................................56 Completing an Approval Assignment.............................................................................................. 56 4.8. Creating Other Objects....................................................................................................................... 57 Example: Creating a New Customer............................................................................................. 58 4.9. Transferring Existing Files to M-Files................................................................................................. 58 Transferring Files to M-Files by Dragging and Dropping................................................................ 59 Transferring Files to M-Files by Copying and Pasting.................................................................... 60 Transferring Folders to M-Files by Using the Import Files and Folders Dialog............................... 60 4.10. Annotations and Redlining................................................................................................................ 61 Using Annotations............................................................................................................................62 4.11. Version History..................................................................................................................................64 4.12. Using Views...................................................................................................................................... 64 4.13. Finding Documents and Other Objects............................................................................................ 64 4.14. Show Status...................................................................................................................................... 65 4.15. Office and AutoCAD Functions.........................................................................................................67 5. Basic Functions in M-Files Desktop..........................................................68 5.1. "View" Menu........................................................................................................................................68 5.2. "New" Menu........................................................................................................................................ 69 New Annotation............................................................................................................................... 69 New Document................................................................................................................................ 69 New Document Collection............................................................................................................... 75 New Object...................................................................................................................................... 76 New View.........................................................................................................................................76 New Offline Filter.............................................................................................................................85 New Traditional Folder.................................................................................................................... 86 Add File............................................................................................................................................86 Import Files and Folders................................................................................................................. 87 Convert to Document...................................................................................................................... 89 5.3. "Operations" Menu.............................................................................................................................. 89 Make Copy.......................................................................................................................................89 Check Out........................................................................................................................................90 Check Out for Co-authoring............................................................................................................ 90 Check In...........................................................................................................................................93 Undo Checkout................................................................................................................................ 93 Properties......................................................................................................................................... 94 Offline Availability............................................................................................................................ 94 History.............................................................................................................................................. 94 Relationships....................................................................................................................................96 Collection Members......................................................................................................................... 98 Subobjects....................................................................................................................................... 98 Comments........................................................................................................................................ 99 Workflow.......................................................................................................................................... 99 Scanning and Text Recognition (OCR)...........................................................................................99 Archiving........................................................................................................................................ 102 Undelete......................................................................................................................................... 102 Convert to Single-file Document................................................................................................... 102 Convert to Multi-file Document......................................................................................................103 Replace with File........................................................................................................................... 103 Get Hyperlink................................................................................................................................. 103 Sharing, E-mail and PDF.............................................................................................................. 105 M-Files | Contents | 4 Go Offline.......................................................................................................................................106 Go Online.......................................................................................................................................107 Log Out.......................................................................................................................................... 107 5.4. "Settings" Menu.................................................................................................................................107 M-Files Admin................................................................................................................................107 Notification Settings (M-Files Desktop)......................................................................................... 107 Refresh External Objects...............................................................................................................110 Substitute Users............................................................................................................................ 110 Applications (M-Files Desktop)......................................................................................................110 Change Language......................................................................................................................... 111 Clear Local Cache.........................................................................................................................111 5.5. Export Results of Views or Searches............................................................................................... 111 6. Search Functions.......................................................................................112 6.1. Quick Search.....................................................................................................................................113 6.2. Advanced Search.............................................................................................................................. 116 6.3. Additional Conditions.........................................................................................................................118 Example: Searching for a Particular Word Form.......................................................................... 119 Export Conditions.......................................................................................................................... 119 Filter Settings.................................................................................................................................120 6.4. Search Results Groupings................................................................................................................ 132 7. M-Files Functions in Microsoft Office and AutoCAD............................. 134 7.1. Functions in Word, Excel and PowerPoint....................................................................................... 134 M-Files Properties..........................................................................................................................135 Insert M-Files Property.................................................................................................................. 135 7.2. Functions in Outlook......................................................................................................................... 137 Storage Formats............................................................................................................................ 137 Utilizing Outlook Rules.................................................................................................................. 139 Saving messages in M-Files Folders............................................................................................ 139 Associating Messages with Contacts............................................................................................ 141 The M-Files Flag........................................................................................................................... 142 7.3. Functions in AutoCAD and AutoCAD LT..........................................................................................142 8. M-Files Admin............................................................................................ 144 8.1. New Server Connection.................................................................................................................... 146 8.2. M-Files Server...................................................................................................................................148 Disconnect, Connect......................................................................................................................148 License Management.................................................................................................................... 148 Notification Settings (M-Files Admin)............................................................................................ 150 Enabling Web and Mobile Access................................................................................................ 153 Back Up and Restore Master Database....................................................................................... 160 8.3. Document Vault Overview................................................................................................................ 160 New Document Vault.....................................................................................................................160 Attach Document Vault..................................................................................................................166 Restore Document Vault............................................................................................................... 166 8.4. Interaction Among Several Vaults.................................................................................................... 167 Associating the Metadata Definitions............................................................................................ 168 Synchronization of Objects and Their Values Between Vaults..................................................... 171 8.5. Cached Replica Vaults......................................................................................................................172 8.6. Login Accounts..................................................................................................................................174 New Login Account....................................................................................................................... 175 Import Login Accounts...................................................................................................................176 M-Files | Contents | 5 Show Logged-in Users.................................................................................................................. 176 8.7. Applications (M-Files Admin)............................................................................................................ 177 8.8. Scheduled Jobs.................................................................................................................................178 New Scheduled Job...................................................................................................................... 178 Scheduled Backup Jobs................................................................................................................ 178 8.9. Electronic Signing and Compliance.................................................................................................. 179 9. Document Vault Administration............................................................... 181 9.1. Document Vault Action Menu........................................................................................................... 181 Creating and Attaching a Document Vault....................................................................................181 Log Out, Log In............................................................................................................................. 181 Vault Operations............................................................................................................................ 181 Vault Maintenance......................................................................................................................... 182 Languages and Translations......................................................................................................... 184 Event Handlers.............................................................................................................................. 189 9.2. Users................................................................................................................................................. 198 New User....................................................................................................................................... 198 Permissions....................................................................................................................................201 Import Users.................................................................................................................................. 202 9.3. User Groups......................................................................................................................................202 New User Group............................................................................................................................202 Permissions....................................................................................................................................202 Import User Groups....................................................................................................................... 203 9.4. Metadata Structure............................................................................................................................204 Object Types..................................................................................................................................204 Value Lists..................................................................................................................................... 211 Property Definitions....................................................................................................................... 219 Classes.......................................................................................................................................... 232 Class Groups................................................................................................................................. 236 9.5. Workflows.......................................................................................................................................... 237 Graphical Workflow Designer........................................................................................................ 238 New Workflow................................................................................................................................240 9.6. Named Access Control Lists.............................................................................................................262 New Named Access Control List.................................................................................................. 262 Modifying Named Access Control Lists.........................................................................................263 Permissions....................................................................................................................................264 9.7. Connections to External Sources..................................................................................................... 265 External File Sources.................................................................................................................... 265 Scanner Sources........................................................................................................................... 273 Mail Sources.................................................................................................................................. 273 9.8. Event Log.......................................................................................................................................... 277 9.9. Reporting and Data Export............................................................................................................... 280 Metadata Export and Data Set Settings....................................................................................... 280 Report Access Identity...................................................................................................................283 Creation of Reports and the Required Software...........................................................................284 Reports and Their Properties in M-Files Desktop.........................................................................285 9.10. Content Replication and Archiving..................................................................................................285 Export Content...............................................................................................................................287 Import Content............................................................................................................................... 292 Scheduled Export and Import........................................................................................................298 Archive Old Versions..................................................................................................................... 301 9.11. Metadata Card Configuration.......................................................................................................... 302 10. VBScript Variables Explained.................................................................304 M-Files | Contents | 6 11. Contacting Support................................................................................. 311 12. Frequently Asked Questions.................................................................. 312 12.1. What are the hardware requirements and recommendations?.......................................................312 12.2. How often should I make backups?............................................................................................... 312 12.3. What's new in this M-Files version?............................................................................................... 312 12.4. How do the automatic updates work?............................................................................................ 312 12.5. Why can't I access the document vault?........................................................................................313 12.6. Why can't I edit a document that has been checked out?..............................................................313 12.7. How can I find the documents I have created myself?.................................................................. 313 12.8. How can I create a document that is only visible to me?...............................................................313 12.9. How can I add a new property to a class?.................................................................................... 313 12.10. Why did a file with a grayed-out icon appear on the M-Files drive when I saved a new document in Word?.............................................................................................................................................. 314 12.11. How can I add a new item to a value list?...................................................................................314 12.12. How can I create a new view in which the objects are displayed by customer?...........................314 12.13. How can I add a new user to the document vault?......................................................................314 12.14. Why can't I find the Checked Out to Me view?............................................................................ 314 12.15. Can I use M-Files programmatically?........................................................................................... 315 12.16. How do I change the name of a client computer without interfering with M-Files functionality?.... 315 12.17. Where can I find more information when I need it?..................................................................... 315 M-Files | 1. Introduction to M-Files | 7 1. Introduction to M-Files Congratulations on your purchase of M-Files ® Dynamic Content Management software! M-Files ® enterprise content management software helps you easily store, organize and access all kinds of documents and information. Our revolutionary approach organizes content based on what something is (and what it relates to) instead of where it's been stored. Eliminating the traditional folder-based method ensures that you have instant access to all of your content via search or dynamic views. It's simple, dynamic, and flexible. From managing a wide variety of content to ensuring regulatory compliance, M-Files has you covered. Access your information anywhere: M-Files can be deployed on-premise, in the cloud, or a hybrid of both. Thank you for choosing M-Files and welcome to a new chapter in productivity! Video: M-Files Overview M-Files Components Your M-Files software includes the following components: • M-Files Setup: Use this to install M-Files. • M-Files Desktop: The most commonly used component that displays content in various views and is tightly integrated into Windows. • M-Files Desktop Settings: Use this component to connect your client computer to document vaults on the M- Files Server, and to edit other local settings. • M-Files Server: This component manages the centralized saving and sharing of content. • M-Files Admin: A tool used by your company's information systems administrator for adjusting M-Files Server settings, managing the document vault, and modifying the vault structure. • Show Status: With this component, you can monitor file transfer status. This is useful if you are using M-Files over a slow connection and need to view the transfer progress. • M-Files Web: In addition to using the M-Files Desktop, you can access M-Files by using a web browser. • Automatic Updates: Automatically keep your M-Files software up to date. M-Files also includes an ActiveX/COM API as well as the M-Files Web Service API that allows programmatic access to M-Files through a REST like interface. The M-Files API and its documentation are included within the installation of the M-Files software, and the M-Files Web Service API is documented at: www.m-files.com/mfws About using M-Files documentation Assuming you are reading the web help version of the user guide, you can access this help documentation anytime M-Files is active by pressing F1 on your keyboard. Opening M-Files Help via F1 adds the advantage of directly accessing a topic that is related to what you are doing. You can also open the documentation via the M-Files icon on the Windows notification area, as well as via numerous help buttons in the M-Files user interface. In addition, the user guide is available as a PDF version. You can download it by clicking the PDF icon in the upper right corner of the web help documentation. 1.1. M-Files Terminology The following table describes daily M-Files terminology. M-Files | 1. Introduction to M-Files | 8 M-Files software The M-Files document management software consists of the following components: M- Files Desktop , M-Files Admin , M-Files Desktop Settings , Show Status and M-Files Server You can also use M-Files with a web browser or a mobile device. File vs. document An example of a file is a memo created using Microsoft Word and saved on the C:\ drive. The file becomes a document only after you have associated metadata with it. When you have implemented M-Files and start transferring existing files to M-Files, you add metadata to the files to make them documents. In addition to documents, an M-Files vault can also store other types of objects, such as customers, assignments, or project data. Multi-file documents A multi-file document is a special M-Files document type that can contain more than one file. The files share one set of metadata. Typical uses include linking of an electronic document with its signed and scanned counterpart, an email and all its attachments, or any such case where files need to be linked together and treated as one unit. Temporary local file For example, Microsoft Word creates temporary files during the work. These are so-called temporary local files . Some programs cannot remove these temporary files, and they remain as temporary local files in M-Files. As temporary local files have no associated metadata, they are not saved on the server. The temporary local files can be converted to documents, refer to Convert to Document on page 89, and removed, refer to Clear Local Cache on page 111. Metadata Metadata consists of information about the document's properties, such as the parties of a contract or the recipient of a letter. Metadata is used to, for example, search for and organize documents. Document / object permissions Each document can be assigned permissions to specify the access rights of a user or user group . The permissions can be either allowed or denied separately. One user can have allowed or denied permissions in two different ways: the permissions have been specified for that particular user, or the user belongs to a user group for which the permissions have been specified. If no permissions have been specified for a user, the user cannot view the document or access it in any way. If certain permissions have been allowed, the user can perform the procedures determined by these permissions. Vault A vault is a centralized storage location for documents and other objects. Its physical location is on the server running M-Files Server. Regardless of the physical location, all users see the document vault as a directory on their local computer's M-Files drive. This means that using a document vault is similar to using a local hard drive. View Views are locations in which the documents and other objects are listed based on the metadata they contain. Virtual folder The objects and documents in the views include virtual folders (property folders). Virtual folders enable sorting documents in the view into categories. Traditional folder You can also create traditional folders in M-Files. These do not have the additional properties provided by views. Traditional folders compare, for example, to C:\ folders and can be used for importing files to M-Files. M-Files | 1. Introduction to M-Files | 9 Client A client is the regular M-Files user's computer and the software installed on it. The regular user performs operations like creating documents and exploring the document vault. Object type By defining object types , you can create different types of objects. Document is one of such object types, one that every vault contains. In addition, the M-Files administrator can create other object types for the vault, such as customer, contact , and project . This way, you can use M-Files to, for example, store the company's customer and project databases. Object The term object refers to instances of various object types – that is, individual objects created using object types. For example, one contact person in the document vault is an object. Most functions are identical for documents and for other objects. This manual often represents operations as being performed on documents, but the same operations are available for, e.g., document sets and other objects. An individual document can therefore also be thought of as an object. Document collection Document collections are collections of individual documents in the document vault. Each collection member document has its own metadata. In addition, the document collection has a collective set of metadata independently of member documents (cf. multi- file document). Each document in the collection can still be accessed as an individual document but also through the document collection. Relationships You can also define the relationships between objects. Using relationships you can, for example, indicate that two documents are related. Relationships enable easy tracking of all documents related to an issue. Template You can use another object as a template for creating a new object. When you select a template from the list, the metadata card adjusts itself to the specifications of the template object. You can edit and add metadata. Specify an object as a template by setting its Is template property to Yes Workflow The M-Files Workflow feature enables modeling object lifecycles according to real world processes. The workflow is grouped into states that correspond to the working stages of the document or other object. The M-Files administrator can easily define workflows to meet company requirements. For more information about workflows, refer to Workflows on page 237. Server M-Files Server runs on the server. Clients connect to the server and retrieve data so that the contents of the document can be viewed on the clients. The server is the physical location of the document vault. M-Files | 2. System Overview | 10 2. System Overview An M-Files system is composed of 1) a server computer (or multiple servers) running the M-Files Server component and containing the document vault or vaults, and of 2) M-Files clients used for displaying and editing the vault-stored information via the end-users' computers or mobile devices. Video: Technical Structure You can access document vaults 1) by installing M-Files Desktop on page 38 on your desktop or laptop, 2) via any web browser ( M-Files Web on page 12), or 3) with the M-Files mobile apps on page 13 for iOS, A