6 min read
Christina Miranda
If M-Files’ metadata-centric approach doesn’t work for you, there are many M-Files alternatives that can be a your perfect DMS. These are 5 of our favorites.
If you’re considering M-Files but aren’t looking forward to designing entirely new governance policies, you probably should consider other options.
Here you can find 5 M-Files alternatives that vary between DMS and ECM and include metdata tagging, indexing, and workflow automation.
M-Files is a metadata-driven document management system that has redesigned how document can be stored in a DMS.
Instead of filing documents in assigned folders, for example, by project, documents are stored by “what they are”, for example, contracts, inventory, etc.
The goal with this intelligente information management sytem is you make it easier to search, organize, and retrieve documents.
M-Files is a valuable tool if your oganization shares and reuses documents across several teams or projects.
For example, law firms, consulting companies, accounting offices, and manufacturers all use the same documents even though they are used in different contexts.
For example, engineering drawings can move from design review to compliance checks to production planning, all while being searchable by each department.
Beyond storage, M-Files supports AI-powered search and capture, workflow automation, collaboration, and compliance, making it suitable for both simple file sharing and complex enterprise document handling.
Its interface resembles Windows File Explorer, meaning most users can adapt quickly without steep training curves, however, many users have reported that M-Files has an outdated interface and a stepp learning curve due to the organization system.
So, if you’re looking to switch from one DMS to M-Files, take into conseration that you will have to establish entirely new governance.
M-Files combines ease of use with powerful enterprise-grade features. Its core strengths include:
As you can probably imagine, this is M-Files’ most characteristic feature.
Files aren’t stored in fixed folders but categorized by properties such as document type, project, client, date, or approval status.
This allows the same document to appear under multiple searches without duplication. For organizations struggling with overlapping folders, this approach can feel transformative.
However, it requires cultural change, as you will have to consistently tag files with metadata for the system to work effectively.
M-Files uses OCR and AI to extract key information from invoices, contracts, and other structured documents, then auto-suggests metadata.
Over time, it uses machine learning to learn from user corrections and becomes more accurate.
This reduces manual data entry and speeds up high-volume document processing, though the setup phase requires effort to train the AI effectively.
M-Files includes a visual workflow builder for automating processes like approvals, notifications, and document routing.
Non-technical users can set up simple workflows, while more advanced organizations can manage multi-stage approval chains.
It integrates with tools like DocuSign for e-signatures, though its automation features aren’t as advanced as full Business Process Management (BPM) platforms.
One of M-Files’ biggest advantages is usability.
The desktop interface looks similar to Windows File Explorer, reducing the learning curve.
Most users can start working with minimal training. The mobile app is equally streamlined, offering full functionality on smartphones and tablets.
This makes adoption easier compared to other enterprise DMS platforms with clunky or complex UIs.
M-Files integrates with widely used business tools such as Microsoft Office, Google Workspace, Salesforce, SharePoint, and Adobe products. This ensures files remain accessible within the applications people already use daily, improving adoption and minimizing disruption.
M-Files has a native integration with the Microsoft package including Microsoft Copilot, Microsoft 365, Sharepoint, Excel, Word, PowerPoint, Outlook, and Teams.
Emails, attachments, and files can be saved directly into M-Files with metadata applied automatically, while Copilot enhances productivity with AI-powered insights and search.
Users enjoy M-File’s powerful search and discovery functions and enjoy its document storage.
However, there are some challenges that M-Files can present including disciplined metadata tagging, outdated development environment, and high pricing.
If these are challenges you with to avoid or are currently experiencing, you may be interested in discovering 5 alternatives to M-Files that can take care of your document management and storage without M-Files’ challenges.
| Product | Best Feature | Who It’s For | Indexing / Search | Automation / Workflow |
|---|---|---|---|---|
| M-Files | Metadata-driven tags | Organizations with heavy document overlap, compliance needs, who want to move away from rigid folder structures. Mid-to large-size. | Full metadata + full-text + OCR; intelligent search across multiple contexts. | Visual workflow builder; rules-based routing; AI suggestions; automated notifications and conditional approval chains. |
| Dokmee | Full customization in security and workflws | Businesses that want ECM/DMS functionality but with less disruption. Departments or small-to-mid sized orgs. | Good search + metadata; OCR capture for scanned documents; full-text capabilities. | Workflow automation; practical automation; rules based triggers. Less of a steep conceptual shift. |
| Laserfiche | Enterprise ECM | Institutions with compliance-heavy environments; organizations wanting pre-built workflows + strong governance. | Very strong: metadata + full-text + OCR; audit & versioning. | Very strong workflow / automation; low-code/no-code designers; many built-in processes; large community of templates. |
| DocStar | Document management + scanning/imaging | Larger organizations or those with strict regulation requirements; departments that need complex workflows between multiple units. | Metadata + OCR + versioning. Strong indexing for scanned + structured documents. | Automation of document routing across departments; AP automation; retention policies; compliance workflows. |
| FileHold | Traditional folder & cabinet model | Mid-sized companies that prefer more conventional structure. | Good search: metadata tagging + OCR for scanned content; automatic filing options; multiple repository locations. | Has workflow features; repository automation; scripts/custom metadata for filing; but workflows somewhat more basic compared to pure ECM giants. |
| DocuShare | Document tagging/scanning; content sharing | Organizations who broad content management and that already use Xerox ecosystems. | Metadata + full-text + OCR + strong search & filter capabilities; good tagging. | Workflow tools; lifecycle / retention automation; document sharing / collaboration; some automation of approvals etc. |
Rating ⭐⭐⭐⭐⭐
G2 4.5/5 | Capterra 4.7/5
Overview
Dokmee is a DMS and ECM system that is built with a granular subscription so you include only what you need in your plan.
Dokmee offers (in all plans) fully customizable document storage with advanced indexing, metadata tagging, version control, roles and permissions, and workflow automation.
Additionally you can include OCR document capture, ECM capabilities, electronic forms, AI Chatbot software, page counter…
Dokmee aims to provide powerful document handling tools but with a gentler learning curve than strictly metadata-first systems.
When should you choose Dokmee over M-Files?
Rating ⭐⭐⭐⭐⭐
G2 4.7/5 | Capterra 4.5/5
Overview
Laserfiche is an ECM that is focused around process automation and governance. This tool is designed for larger organizations that have multi-stage process and strict regulations.
With Laserfiche you can build workflows such as employee onboarding or insurance claims, and include automation and e-forms.
It is ideal for environments that rely on clear rules and structured procedures.
However, this tool has an added complexity and cost, so if you’re looking for simple file storage, this may not be the tool for you.
When should you choose Laserfiche over M-Files?
Rating ⭐⭐⭐⭐
G2 3.8/5 | Capterra 4/5
Overview
DocStar is an ECM desgined for medium an large enterprises that need strong file storage but also document capture, automation, compliance, and integrations with ERP systems.
DocStar offers a centralized system to manage different content types through data capture, workflow automation, and strict compliance controls.
It’s a good options for manufacturers or healthcare providers who process thousands of invoices across many locations.
DocStar works well in multi-department environments where content must trigger simultaneous workflows across HR, legal, finance, and operations, ensuring accuracy, compliance, and process efficiency.
When should you choose DocStar over M-Files?
Rating ⭐⭐⭐⭐⭐
G2 4.6 | Capterra 4.7/5
Overview
FileHold is a classicc DMS that can be implemented on the cloud or on-premises. IT is better suited for smaller businesses who want to digitize their files without needing irrelevant and overly-complicated features.
It supports repository automation (automatic importing, repository carve-outs), OCR, and workflows, although less based on metadata than M-Files.
FileHold offers hierarchical document libraries with granular metadata tagging, role-based access, and full version history. It also has retention schedules and automated archiving.
Workflow automation is built into the tool, allowing users to design and manage documents with multi-step approvals, compliance checks, or contract reviews.
When should you choose FileHold over M-Files?
Rating ⭐⭐⭐⭐
G2 4.5/5 | Capterra 4.3/5
Overview
DocuShare (by Xerox) is an ECM that evolved from a basic DMS that can be implemented on-premise and on the cloud.
It manages your company’s content with document retention, tagging, scanning and imaging, sharing, and collaboration.
DocuShare is designed to scale from small businesses to global enterprises, DocuShare is best suited for organizations that need secure, centralized content management and are willing to work within a structured, enterprise-grade system.
When should you choose DocuShare over M-Files?
Whatever industry you’re in, you need a DMS that can effectively manage your documents throughout their entire lifecycle.
Capture → indexing → storage → editing → retention → archival
Your DMS or ECM should also support automated workflows to ensure that your whole team can work together, even if they are working remotely.
Lastly, choose a DMS or ECM that can scale with your business. Bonus points if you it offers granular subscription so you can add features and tools as you need them.
While M-Files is a solid choice, Dokmee includes all of these features.
If you need more information, contact us today.
Christina Miranda 
