Frequently Asked Questions
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Frequently Asked Questions : M-Files

APPLIES TO: * M-Files versions prior to 2015 SR1 (11.0.4300.34) * Microsoft .NET Framework 4.6 SYMPTOMS: .NET Framework 4.6 causes some compatibility issues with M-Files. In practice, this means that FEDERATED AUTHENTICATION (SAML V2.0, AD FS, OA...
You might have come across a situation where the filename changes if the file is exported outside of M-Files. The filename may have a "{2}" in it that wasn't present in M-Files. There is a good reason for this. The "/" is a prohibited character in Windo...
When the following error is shown upon a client operation (such as checking in or out a document), we have found that the most common resolution is to uninstall M-Files desktop client, reboot the computer, then re-install the client. There is mention re...
If are you using Microsoft SQL Server as the database engine for your M-Files document vault and suddenly many operations in M-Files start to produce errors like "Violation of PRIMARY KEY constraint.. Cannot insert duplicate key in object..." then ...
With regards to opening a vault when Windows opens, there is no configuration on M-Files to do this. However there is a trick to do this inside Windows under the Startup, depending on the version of Windows. 1. Go to Start > Run > and type "shell:startu...
Vault index data is redundant data, it is not absolutely necessary to back it up as it can be rebuilt. However, especially in large vaults, loss of index data will result in a demanding indexing operation, during which full text searches from the data (me...
In some cases it would be handy if you could change the "Assigned To" property of an assignment to someone else, but trying this gives you an error. Changing an assignment's "Assigned To" property requires "Full control of vault" permissions. Unfortunat...
We haven't made any changes to the module since 2015, except bug fixes. Here are the following bug fixes: #135077: MFWA: "You do not have permission to view this directory or page" when refreshing report #134686: Nothing happens when attaching report ...
Problem: Changing the user account or username to new login account with compliance kit or QMS creates an error stating "This operation is not allowed when the electronic signature and Compliance module mode is active." Similar error message can occur i...
If you want to use your own icons for your workflow states, it is quite easy, but first you need to know where it's done. The short answer is: in M-Files Admin tool. The longer and more accurate answer is: * Open M-Files Admin tool * Open [Vault N...
When using the Compare function in the M-Files ribbon inside Word, and you select the older document you want to revise, Word should display your current document and the older document on the right-hand side. https://www.m-files.com/user-guide/2018/eng...
M-Files 2018 was made publicly available on December 13, 2017. It featured the new Intelligent Metadata Layer (IML) to provide a unified and simple interface that enables users to quickly access documents and other information regardless of the system in ...
This is a quick notice of Compliance Kit versions and what version M-Files it belongs to. Below is a summary of the version compatibilities for M-Files Server 2018 M-FILES SERVER COMPLIANCE KIT 12.0.6400.37 2.4.675.50 (CK 2015.3) * 12.0.6550.8 ...
The following is supplemental knowledge in addition to the details provided in the 2018 user guide with regard to mail sources: https://www.m-files.com/user-guide/latest/eng/Connections_to_external_sources_Mail_sources.html Q: If the user chooses to rea...
If you use the "Event subscriptions" Event "Document or object matches the conditions of the filter" when creating a custom notification in M-Files Client side, note that only the Digest Message delivery actually works with this selection. You are actua...
If you encounter a problem in which the date format is not being observed in a concatenated property, here's what you can try: - Go to Settings > Time & Language > Change date and time formats. Make sure that "Short date" field has the desired format ...
_EDIT: Since this KB article was published, there has been an update in the M-Files User Guide that represents new settings available in later versions. For more information, see here: https://m-files.com/user-guide/latest/eng/configuring_automatic_update...
When you import objects from an external database, the ID on the object's metadata card displays the ID given to the objects by the external database. However, M-Files also assigns an internal ID to the external objects, just like it does for objects that...
If you run into a situation where you create an instance of a template from M-Files, fill out the metadata card, and then the Office Application such as Word or Excel opens up with the fields empty, chances are the MFstatus.exe is not running or respondin...
Scenario: Event Viewer shows the following errors when you start the vault/bring the vault online: Error 1: The vault application is not running. Check for errors in the event log around the time the vault was last brought online. For more information...
In M-Files 2018 and Online October '18 releases (version 18.10.6895.5) a new feature was introduced: Zoom and Rotate toolbar in Preview tab. The release notes (e.g. https://www.m-files.com/en/release-notes-2018 [https://www.m-files.com/en/release-notes-20...
When migrating an M-Files vault from Firebird to SQL, the below error may be encountered: _Status: Failed. Error: Migrating document vault "[vault name]" failed._ _Copying of database table "TRANSLATION_TID3_OT0_IW" failed._ _Unspecified error. (Uns...
Applies to: M-Files 2018 (12.0.6400.37), M-Files 2018 SR1 (12.0.6550.8). This bug has been fixed in M-Files 12.0.6554.0. Configuring a document vault connection or logging in to the vault may fail with the error "A security package specific error occurr...
This article focuses on SQL. When connecting to an external SQL source to get Object Types, you need to specify the log-on credentials. Please refer to the M-Files User Guide: https://www.m-files.com/user-guide/latest/eng/Connection_to_external_database...
Problem: After updating the M-Files client software to version 2018 or higher from 2015.3 or lower, the only properties available in the Advanced Search drop down are "Checked Out" and "Checked Out To". Resolution: The cache from the M-Files Client need...
FIREWALL SETTINGS FOR M-FILES SERVERS ►Incoming TCP/IP traffic from Client computers to port 2266 should be allowed Only applicable when using standard TCP/IP protocol For RPC over HTTPS allow incoming traffic to port 443 ►HTTP-traffic to port 8...
It is normal in M-Files operations that the IDs of the vault events or objects within an object type are not continuous. During M-Files operations, object IDs and event IDs etc. other ID values are reserved at the time such object or event is being create...
A small, but an often forgotten tip on using the Help in M-Files products: press F1 when you are in a situation where you need help and the M-Files User Guide is opened to that function of M-Files. For example, if you press F1 while creating a view, your ...
You can use an UI Extensibility Framework application to control which built-in commands are visible in the UI and which ones are hidden. Use the ready-made "Customized Commands Demonstration" demo application as a starting point: http://www.m-files.com/...
By default, M-Files stores 10,000 events in the inventory transaction log. When the maximum size is reached, M-Files will automatically remove events from the earliest time. However, if the Electronic Signatures module is in use and the Advanced Event Log...
You can try increasing the default values of the following registry settings on the server if you are having timeout errors with your scripts Default value Registry Key HKEY_LOCAL_MACHINESOFTWAREMotiveM-FilesServerMFServer Value ...
To build an advanced search or a view that uses a date range on a given date property's value as a filter, you need to add two instances of the date property as filters. One instance will specify the start of the date range and the other instance will spe...
Our download pages were changed a bit after the release of M-Files Online in August 2018. Here's how to download updates from the new pages. M-FILES CLOUD VAULT SUBSCRIPTION Login to the Subscription Management Portal with admin credentials (https://ma...
M-Files provides the option to allow/disallow use of properties, objects, and classes as grouping levels. This allows Admins to better tailor the views and grouping level options that users can access. If you would like to create a View with a Grouping ...
There is a feature to pop up the metadata card of an object, and have it updated when another object in listing view is selected. You can pop up the metadata card with ALT-ENTER or by right-clicking an object and choosing "Properties". This feature is p...
SYMPTOMS: IF YOU ARE RUNNING THE 64-BIT VERSION OF WINDOWS 7 (OR VISTA), YOU MAY FIND THAT YOUR PDF FILES DO NOT PREVIEW IN WINDOWS EXPLORER OR AT M-FILES PREVIEW WINDOW, AS THEY DO IN THE 32-BIT VERSIONS. INSTEAD, ALL YOU SEE IS A MESSAGE STATING THAT T...
In the latest versions of M-files 2018 Desktop, there is an issue in media file preview; video files, such as .mp4 ori .avi files, play not play correctly in the preview window. This issue can be fixed by setting Windows Media player as the Windows defa...
If you use an Employee object type to hold more metadata about your employees than what is available via the vault users and login accounts, you can fetch metadata for the Employee objects from Active Directory via the "Connection to External Database" ta...
The following error might be triggered when the user trying to import more than 1000 users from active directory to M-Files. Error: CoSnapInComponent.cpp, 815, Failure in retrieving the members of the group "XXXXXMfiles.XXXXX.ReadAccess [XXXXXMfiles.X...
Though SharePoint does not accept URLs that start with m-files:// as clickable hyperlinks, you can still enter clickable M-Files links to your SharePoint pages by using the M-Files URL Opener service. This service is hosted on the public Internet and can ...
The user guide has a chapter about installing a vault application, please see: https://www.m-files.com/user-guide/latest/eng/Applications.html?hl=install [https://www.m-files.com/user-guide/latest/eng/Applications.html?hl=install] Installing an update t...
The Date and number formats that are visible in M-Files UI are following the formatting set in Windows Regional settings on Current user or System account. Current user regional settings can be managed from Control Panel -> Clock, Language, and Region -> ...
Two grouping functions (InitialGroup() and FirstLetters()) were discarded from the view grouping level UI around the build 12.0.6678.0 because those functions could degrade the performance in some cases. Views that were built before and include one of tho...
There is a registry setting available to disable the ID number from the file name when it is being copied from M-Files to file system. Please take note, that it might cause serious problems if the ID is removed and the files are then imported back to va...
If you delete an object in M-Files, it can be restored (unless it has been destroyed). But if you have deleted a traditional folder, the process for restoring the folder is different. If you want to restore only the traditional folders, it must be done ...
Sometimes setting up IIS for M-Files Web or RPC over HTTPS connections causes issues whose root causes are not obvious. In these cases you can enable IIS Failed Request Tracing to get more details about what might be causing the problem. Before you star...
This knowledgebase article describes how to establish a connection between M-Files to an Oracle database. First, install Oracle's database drivers on the M-Files server computer. NOTE: M-FILES SERVER SERVICE MUST BE OFFLINE DURING THE DRIVER INSTALLATIO...
Placing various M-Files URL placeholders in workflow notifications results in the links being displayed as plain text in the notification message. Only the "M-Files hyperlink (HTML)" placeholder %HYPERLINKFRAGMENTHTML% and "M-Files Web URL" placeholder %W...
The process of indexing metadata and file data of vault objects can be very memory intensive and can take an extended amount of time. It is not recommended to start a "Rebuild Full-Text Search Index" task during working hours. Small vaults can be indexed ...
In many - if not most - cases, when a disaster happens, it happens suddenly and unexpectedly, like a hard drive failure. Or someone might accidentally delete something that is not supposed to be deleted. However, there is a far less common, but very disas...
M-Files 2015.3 introduced the ability to lock M-Files Mobile Apps (Android and iOS) with a personal PIN code. A fingerprint can be used if the device supports fingerprint identification. In this case, a PIN code is still required as a backup measure. This...
Features that are introduced in 2018 but will not function in 2015 server (not guaranteed to be full extensive list) -Pinning documents -IML (both external repository connections and AI powered information management) -Metadata configuration handled...
M-Files normally operates on object IDs (for which there are three types: Internal, External and Original). However, in certain situations, mostly in verify and repair reports or some error messages, a file id or file version may be seen. It is important ...
Since Office 2013/2016 and up, Outlook add-ins with load time over 1000ms tend to be automatically disabled. Microsoft explains that this has been implemented to speed up the performance of Outlook / Office products. The problem has been reported by m...
The M-Files Outlook add-on is part of the M-Files integration into the MS Office suite of products. It provides a ribbon along the top of the software that has M-Files actions such as "Save to M-Files" and "Save Attachments to M-Files". This add-on is ins...
Sometimes, the M-Files Reporting reports' "Update Report" button is not functioning. The solution to this kind of case to try to setting the Windows display scaling back to 100%. (In Windows 10: Settings -> System -> Display -> Scale and layout -> Cha...
In some rare occasions, the M-Files UI does not load when starting M-Files. Starting M-Files just opens the M-Files views in Windows Explorer as folders. We already have an internal bug report (ID 142426) about this. If you face this issue, please try fol...
Starting from M-Files 2018, the ribbon at the top of the metadata card does not change its color when an object is being edited. If you want to restore the orange color (or any color of your choice) to the ribbon when the metadata card is being edited, ...
APPLIES TO: * M-Files 8 and above ADDITIONAL INFORMATION: If the metadata extended permissions are set on for the vault (see the properties of the Vault), you cannot set automatic permissions that are based on choice "Current User". In automatic pe...
It has been observed that some parts of M-Files user interface are not shown optimally on Microsoft Surface devices with high resolution displays or an additional high resolution display connected to it as an external display. This problem is encountered ...
Here's an outline for a procedure to move the whole M-Files installation to a new server: 1. Take backups of the master database and document vaults. 2. Shut down the M-Files Server services on the current server computer to prevent users from accessi...
Microsoft Word has a feature that can be confusing if it is used without realizing it: hiding whitespace. Hiding the whitespace in a Word document hides headers and footers in a document. If that document is saved to an M-Files document vault, the previ...
When scanning a document from a scanner or simply dragging and dropping to the vault as a TIFF file, the conversion to a searchable PDF occurs only when the 2 conditions have been met. * OCR is enabled in your license. This would be listed under the A...
_WHAT IS HAPPENING?_ When opening Outlook the following error message is shown: CoMSOutlookApplicationEventSink.cpp, 497, Unspecified error. (The Outlook data file (.pst) failed to load for this session.) (0x80004005) MSOutlookApplication.cpp, 1221, Un...
SUMMARY M-Files integrates with AutoCAD and AutoCAD LT. If the version of M-Files that you have installed was released prior to the release of the AutoCAD LT version that you have installed, you may receive the following error message when starting AutoC...
Starting from M-Files 2015.1, M-Files server clears the "Assigned to" property from assignments that were created in a workflow when the workflow state changes. To prevent M-Files server from removing the "Assigned to" value, add the following script to t...
In M-Files Views, for example, you can define property search conditions. If you want to set a certain property value as search term, you may see in the drop down list two types of items: normal properties and ones with a text (any property). What doe...
In the unfortunate situation you happen to encounter an error in M-Files, you can usually find a button labeled 'Details' in the error dialogue. The extra error data found when clicking the button is called an "error stack", which is very useful for M-Fil...
If you experience an error stating "Conversion to searchable PDF failed. The input file could not be loaded, possibly due to a wrong format." whether this happens in the client side or on an automated operation such as a file scan, the most common resolut...
* Open M-Files Admin. * Expand the server node in the left-side tree view. * Expand the _Document Vaults _ * Right-click the vault of your choice and select PROPERTIES. * Open the _Advanced _ * Click the DEFINE… button under the _Use Microsoft...
Setting up the preview pane to always show at the bottom of the client on a system can be accomplished by setting the following configuration in Named Value Manager. Be cautious as this will lead to some visual metadata card configurations from loading pr...
M-Files first checks if the file can be found from client's cache at the user's computer: If it is not found, M-Files Server will then generate a PDF preview of the document as a one-time operation for the first time. Subsequent previews will render faste...
 *** THE UPDATE TO FIX THE WINDOWS 10 CREATORS UPDATE M-FILES MENU AND DRIVER SIGNING ISSUE IS AVAILABLE, SEE BELOW *** BACKGROUND Microsoft released Windows 10 Creators update 1703 for general availability on April 11th, 2017 for manual installation v...
Note: This example is only useful for vaults that uses SQL for it's database and where the the file data for the vault is stored outside of the database itself. This is useful if, for example, you have a virus scanner that detects a virus in one of the ...
Many times customers have questions about what is actually going on when the Optimize Database job is run. Since some of the screens flash up so quickly they can't be read, here is a listing of exactly what is performed for each step during the Optimize D...
If you are experiencing issues with being stuck in Offline mode when logging in but the vault connection tests are successful from the document vault connection settings, following the steps below can help to resolve the issue. In this situation, the fa...
APPLIES TO: * M-Files 9, 10, 2015, 2015.1   SYMPTOMS: Often users tend to do fast full text searches with operators '+' or '-', and expect that if they use '-' the results do not contain the words excluded from search. However, as there are legima...
Here is a useful tip that was originally posted in the M-Files community: https://community.m-files.com/index.php?topic=4636.0 [https://community.m-files.com/index.php?topic=4636.0] It gives useful tips on how to find the total amount of documents (or...
When copying, moving or backing up a vault, this error might be encountered in rare instances. To troubleshoot this problem, please check the antivirus software's quarantine storage for these files. In general, you should set the antivirus software of t...
Situation: If the anti-virus software protection in use has not been excluded from M-Files, The error message below may be triggered and M-Files add-ins may be disabled. This can cause performance issues in M-Files Server and M-Files Server administrato...
If you have mail notifications enabled, M-Files server sends assignment notifications using assignment owner's email address by default.Some SMTP mail servers (in some cases Office 365 mail servers) are configured not to accept connections where the sende...
While deleting a project that contain documents in it, Event Log in M-Files Admin only registers the deletion of the project object but not its associated documents. This should be logged for auditing purposes. Improvement ID 149149 has been opened for th...
Using Excel as a data source for external object connections (.csv) In this article we will be using an Excel file (.csv) to import a list of employees into M-Files. To do this we have created an object type in M-Files called Employees. Below we will be...
In this article we will be using an Excel file (.xls or .xlsx) to import a list of employees into M-Files. To do this we have created an object type in M-Files called Employees. Below we will be setting up the Excel file and the external object connection...
You can configure one M-Files Web proxy to relay traffic to several M-Files application servers instead of installing a separate proxy server for each application server. As a starting point, follow this document to install the proxy server: https://kb...
When something doesn't quite work the way it should on a computer, Process Monitor (a.k.a ProcMon) can be a valuable tool to investigate the root cause of the problem. ProcMon is a tool that is named after what it literally does; it monitors processes on ...
There is an option in Object Type properties that says "Objects of this type can have files". This option enables users to drag and drop files on top of non-document objects, attaching the files directly to the object, instead of storing them as independe...
Customer's license works with M-Files major releases (e.g. 11.0, 12.0) and minor releases (e.g. 11.3, 10.2) that has been released during the subscription period. Also, it works with the patch builds (SR's and other "bug fix" releases) of the major and mi...
You have external file sources in M-Files and now some (or all) of those external files are deleted somehow? Have no fear, there is a method to the madness. And your files are safe. THIS IS WHAT HAPPENS * You have external file sources in M-Files and...
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