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M-Files
®
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Contents
1 Copyright......................................................................................................8
2 Introduction to M-Files................................................................................9
3 Installation and implementation of the software....................................10
3.1 System Requirements.......................................................................................................10
3.2 Automatic installation and distribution of the software.......................................................11
3.3 Installing the software........................................................................................................11
3.4 Creating a document vault and user..................................................................................16
New Document Vault........................................................................................................17
New Login Account...........................................................................................................19
New User..........................................................................................................................20
3.5 Implementing the document vault......................................................................................21
Document Vault Connections............................................................................................22
3.6 Exploring the document vault............................................................................................25
3.7 Installing the M-Files update.............................................................................................26
4 Daily use of M-Files....................................................................................29
4.1 M-Files terminology...........................................................................................................32
4.2 Creating a document.........................................................................................................35
4.3 Saving in M-Files...............................................................................................................37
4.4 Checking in a document....................................................................................................38
4.5 Deleting a document.........................................................................................................39
4.6 Creating other objects.......................................................................................................39
4.7 Using views ......................................................................................................................40
4.8 Finding documents and other objects...............................................................................41
4.9 Transferring existing files to M-Files..................................................................................42
4.10 Version history.................................................................................................................44
4.11 Web access.....................................................................................................................44
4.12 Mobile access..................................................................................................................46
4.13 M-Files Cloud Vault.........................................................................................................47
4.14 Office and AutoCAD functions.........................................................................................48
5 Description of the basic functions...........................................................49
5.1 Explore M-Files (View menu)............................................................................................49
Clean View, Hide View, Unhide View, Unhide Views.........................................................55
Save As Common Display Settings..................................................................................57
Reset Display Setting to Defaults.....................................................................................57
Change Password.............................................................................................................57
Binding the report to the view and selecting the location.................................................58
5.2 New Menu.........................................................................................................................58
New Document.................................................................................................................58
New Object.......................................................................................................................70
New Document File..........................................................................................................70
New Document Collection................................................................................................71
M-Files® 10
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New View..........................................................................................................................73
New Offline Filter..............................................................................................................84
New traditional folder........................................................................................................84
Convert to Document........................................................................................................85
Import Files and Folders...................................................................................................85
5.3 Operations Menu...............................................................................................................86
Make Copy........................................................................................................................87
Check Out.........................................................................................................................87
Check Out for Co-authoring..............................................................................................87
Check In............................................................................................................................89
Check in with comments...................................................................................................89
Undo Checkout.................................................................................................................89
Properties.........................................................................................................................90
Offline Availability .............................................................................................................90
History..............................................................................................................................90
Relationships....................................................................................................................93
Collection members..........................................................................................................95
Subobjects........................................................................................................................96
Comments........................................................................................................................96
Workflow...........................................................................................................................96
Assignment.......................................................................................................................97
Scanning and text recognition (OCR).............................................................................100
Archiving.........................................................................................................................101
Undelete.........................................................................................................................102
Convert to Single-file Document.....................................................................................102
Convert to Multi-file Document.......................................................................................103
Replace with File............................................................................................................103
Create shortcut or send copy.........................................................................................104
Sharing, E-mail, and PDF...............................................................................................106
Go Offline.......................................................................................................................108
Go Online.......................................................................................................................109
Log Out...........................................................................................................................109
5.4 Settings Menu.................................................................................................................109
M-Files Server Administrator..........................................................................................109
Notification Settings........................................................................................................110
Refresh External Objects................................................................................................112
Substitute users..............................................................................................................112
Applications....................................................................................................................113
Change Language..........................................................................................................114
Clear Local Cache..........................................................................................................114
5.5 Search functions..............................................................................................................114
Quick Search..................................................................................................................116
Advanced search............................................................................................................117
Additional Conditions......................................................................................................120
Grouping search results and making them more specific...............................................129
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Contents
C# PDF Sticky Note Library: add, delete, update PDF note in C#.net
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5.6 M-Files Client Settings....................................................................................................129
Document Vault Connections..........................................................................................130
Settings...........................................................................................................................131
5.7 Show Status....................................................................................................................140
File Transfer....................................................................................................................141
Document Vault Connections..........................................................................................141
5.8 Automatic Updates..........................................................................................................142
5.9 Change Language...........................................................................................................143
5.10 Export results of views or searches in CSV format.......................................................144
6 M-Files Functions in Microsoft Office and AutoCAD............................145
6.1 Functions in Word, Excel, and PowerPoint .....................................................................145
M-Files Properties..........................................................................................................148
Insert M-Files Property...................................................................................................148
6.2 Functions in Outlook........................................................................................................150
Storage formats..............................................................................................................151
Utilizing Outlook rules ....................................................................................................152
Saving messages in M-Files folders...............................................................................153
Associating messages with customers and contact persons..........................................155
The M-Files flag .............................................................................................................157
6.3 Functions in AutoCAD and AutoCAD LT ........................................................................157
7 M-Files Server Administrator..................................................................159
7.1 M-Files Servers...............................................................................................................162
New Connection to M-Files Server.................................................................................162
7.2 Server..............................................................................................................................164
Disconnect, Connect .....................................................................................................164
License Management.....................................................................................................164
Notifications....................................................................................................................167
Configure M-Files Web Access.......................................................................................170
Back Up Master Database, Restore Master Database...................................................179
7.3 Document Vaults.............................................................................................................179
New Document Vault......................................................................................................179
Attach Document Vault...................................................................................................184
Restore Document Vault.................................................................................................185
7.4 Electronic Signing and Compliance (FDA 21 CFR Part 11 Compatibility).......................186
7.5 Interaction among several vaults.....................................................................................187
Associating the metadata definitions..............................................................................188
Synchronization of objects and their values between vaults...........................................191
7.6 Cached Replica Vaults....................................................................................................193
7.7 Login Accounts................................................................................................................197
New Login Account.........................................................................................................197
Import Login Accounts....................................................................................................199
Show Logged-in Users...................................................................................................200
7.8 Applications.....................................................................................................................200
7.9 Scheduled Jobs...............................................................................................................202
New Scheduled Backup Job ..........................................................................................202
M-Files® 10
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8 Single document vault.............................................................................205
8.1 New Document Vault, Attach Document Vault, Properties..............................................205
8.2 Log Out, Log In................................................................................................................205
8.3 Operations.......................................................................................................................206
Back Up..........................................................................................................................206
Copy Document Vault.....................................................................................................206
Archive Old Versions.......................................................................................................207
Detach............................................................................................................................209
Destroy...........................................................................................................................209
Take Offline, Bring Online ..............................................................................................209
Upgrade .........................................................................................................................209
8.4 Maintenance....................................................................................................................210
8.5 Languages and translations............................................................................................210
Implementing a multi-language metadata structure.......................................................212
Adding languages and export for translation..................................................................213
Translating in Excel ........................................................................................................215
Importing translations to M-Files....................................................................................216
Selecting the software and vault language.....................................................................217
Language versions of the M-Files software....................................................................218
8.6 Event handlers.................................................................................................................219
Available event handlers.................................................................................................222
8.7 Users...............................................................................................................................226
New User........................................................................................................................226
Permissions....................................................................................................................229
Import Users ..................................................................................................................229
8.8 User Groups....................................................................................................................229
New User Group ............................................................................................................230
Permissions....................................................................................................................230
Import User Groups .......................................................................................................231
8.9 Metadata.........................................................................................................................232
8.10 Object Types..................................................................................................................233
New Object Type.............................................................................................................233
Advanced........................................................................................................................235
Permissions....................................................................................................................236
Connection to External Database...................................................................................236
8.11 Value Lists.....................................................................................................................240
New Value List................................................................................................................240
Value List Contents (individual values)...........................................................................241
Automatic permissions....................................................................................................244
Advanced........................................................................................................................246
Permissions....................................................................................................................248
Connection to External Database...................................................................................248
8.12 Property Definitions.......................................................................................................248
New Property Definition..................................................................................................249
Automatic Values............................................................................................................252
v
Contents
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Validation........................................................................................................................261
Permissions....................................................................................................................263
8.13 Classes..........................................................................................................................263
New Class.......................................................................................................................266
Permissions and automatic permissions........................................................................267
8.14 Class Groups ................................................................................................................268
8.15 Workflows......................................................................................................................269
New Workflow.................................................................................................................269
Individual states and their advanced settings.................................................................271
Conditions.......................................................................................................................280
Actions............................................................................................................................281
Automatic State Transition..............................................................................................288
8.16 Named Access Control Lists.........................................................................................290
New Named Access Control List....................................................................................290
Permissions....................................................................................................................291
8.17 Connections to External Sources: File Sources............................................................292
Metadata.........................................................................................................................295
Searchable PDF.............................................................................................................300
8.18 Connections to External Sources: Scanners.................................................................302
8.19 Connections to External Sources: Mail Sources...........................................................302
8.20 Event Log......................................................................................................................307
8.21 Reports and data export................................................................................................309
Metadata export and data set settings...........................................................................309
Report Access Identity....................................................................................................314
Creation of reports and the required software................................................................315
Reports and their properties in the client software.........................................................316
8.22 Content replication and archiving..................................................................................317
Export Content................................................................................................................319
Import Content................................................................................................................324
Scheduled export and import..........................................................................................330
9 Variables and their use............................................................................332
10 Instructions, questions, and shortcut keys ........................................338
10.1 Contacting Support.......................................................................................................338
10.2 Frequently asked questions...........................................................................................339
Hardware requirements and recommendations..............................................................339
Backup recommendations..............................................................................................339
What's new in this M-Files version?................................................................................340
How do the automatic updates work?.............................................................................340
Why can't I access the document vault?.........................................................................340
Why can't I edit a document that has been checked out?..............................................340
How can I find the documents I have created myself?...................................................341
How can I create a document that is only visible to me?................................................341
How can I add a new property to a class?......................................................................341
Why did a file with a grayed-out icon appear on the M-Files drive when I saved a
new document in Word?...........................................................................................341
M-Files® 10
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How can I add a new item to a value list?.......................................................................342
How can I create a new view in which the objects are displayed by customer?.............342
How can I add a new user to the document vault?.........................................................342
Why can't I find the Checked Out to Me view?...............................................................342
Can I use M-Files programmatically?.............................................................................343
How do I change the name of a client computer without interfering with M-Files
functionality?............................................................................................................343
Where can I find more information when I need it?........................................................343
10.3 Shortcuts.......................................................................................................................344
vii
Contents
1 Copyright
M-Files Corporation
Phone: +358 3 3138 7500
Internet: http://www.m-files.com
Copyright © M-Files Corporation. All rights reserved.
All product and company names and logos shown in this manual are trademarks or
registered trademarks of their respective owners.
8
1 Copyright
1 Copyright
2 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.
Your M-Files software includes the following components:
M-Files Setup: Use this to install M-Files.
M-Files Client:The most commonly used component that displays content in various
views and is tightly integrated into Windows.
M-Files Client Settings: Use this component to connect your client computer to document
vaults on the M-Files Server.You can also edit other local settings. For example, you
can change the drive letter of the M-Files drive.
M-Files Server:This component manages the centralized saving and sharing of content.
M-Files Server Administrator: A tool used by your company's information systems
administrator to change M-Files Server settings, manage the document vault, and modify
the structure of the vault.
Show Status:With this component, you can monitor the status of file transfers.This tool
is useful if you are using M-Files over a slow connection and need to view the transfer
progress.
Web Access: In addition to using M-Files Client, 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.The
M-Files Web Service API is documented at:www.m-files.com/mfws.
Thank you for choosing M-Files and welcome to a new chapter in productivity!
M-Files® 10
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M-Files® 10
3 Installation and implementation of the
software
This chapter includes the following sections:
•Installing and distributing the software automatically (concurrently for several computers)
•Installing the software with M-Files Setup (one computer)
•Creating a document vault and user with M-Files Server Administrator
•Implementing the document vault with M-Files Client Settings
•Exploring the document vault with Explore M-Files
If you already have the M-Files software installed on your computer, you can move to
Daily use of M-Files on page 29.
3.1 System Requirements
M-Files is compatible with both 32-bit and 64-bit Microsoft Windows operating systems.
The 32-bit and 64-bit systems have separate installation programs.
The M-Files software can be installed on computers running one of the following operating
systems:
•Windows 8
•Windows 7
•Windows Vista
•Windows XP Service Pack 3 or later
•Windows Server 2012
•Windows Server 2008 R2
•Windows Server 2008
•Windows Server 2003 Service Pack 2 or later (M-Files Server only)
Note:The M-Files Client version 10 only works in Windows versions 8, 7 and Vista.
The operating system version can be either Workstation or Server. For the M-Files Client
installation, ensure that the target computer has at least 200 MB of free space. Ensure
that the target computer also has at least 1 GB of free space if it is to run the M-Files
Server installation.The space required by the document vault depends on the number
and size of the documents and other objects to be stored.
Mac and Linux users can access M-Files via a browser-based user interface.
For more information, refer to the online technical data sheet at
http://www.m-files.com/Content/documents/en/res/m-filestechnicaldatasheet.pdf.
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3 Installation and implementation of
the software
3 Installation and implementation of
the software
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