M-Files 2015.3
User Guide
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  • Introduction to M-Files
    • M-Files Components
    • M-Files Terminology
    • Conventions Used in This User Guide
  • System Overview
    • Deployment Options for M-Files Server
    • Language Versions of the M-Files Software
    • M-Files Web
      • Logging in to M-Files Web
      • M-Files Web User Interface
    • M-Files Mobile
      • Enabling the use of mobile apps for on-premises vaults
      • Logging in to M-Files Mobile
      • Adding vault connections with links
    • Security and Authentication
      • M-Files and Virus Scanning
      • Accessing M-Files Vaults without VPN
      • HTTPS Connections to M-Files Server
      • M-Files and Federated Authentication
  • Installation and Implementation of the Software
    • System Requirements and Technical Details
      • System Requirements
      • Technical Details
    • Installing the Software
    • Creating a Document Vault and a User
      • Creating a New Document Vault
      • New Login Account
        • Creating a Login Account
      • Creating a User
    • M-Files Desktop Settings
      • Adding a Document Vault Connection
      • User-specific Settings
      • Computer-specific Drive and Cache Settings
      • Other Computer-specific Settings
      • Export Vault Connections and Settings
    • Installing M-Files Upgrades
      • Upgrade Instructions for Organizations Using Windows XP
  • Exploring the Document Vault
    • Using M-Files Desktop
      • Task Area
      • Listing Area
      • Metadata Card
        • Efficient Use of the Metadata Card
    • M-Files Shortcuts
    • Creating a Document
      • Example: A New M-Files Document
    • Saving in M-Files
      • Example: Saving a PowerPoint Presentation to M-Files
      • Example: Saving a PowerPoint Presentation to M-Files by Using the M-Files Tab
    • Checking In a Document
    • Deleting a Document
    • Creating and Completing Assignments
      • Creating a New Assignment for an Existing Document
      • Creating a New Assignment for a New Document
      • Completing an Assignment
      • Completing an Approval Assignment
    • Creating Other Objects
      • Example: Creating a New Customer
    • Transferring Existing Files to M-Files
      • Transferring Files to M-Files by Dragging and Dropping
      • Transferring Files to M-Files by Copying and Pasting
      • Transferring Folders to M-Files by Using the Import Files and Folders Dialog
    • Annotations and Redlining
      • Using Annotations
    • Version History
    • Using Views
    • Finding Documents and Other Objects
    • Show Status
    • Office and AutoCAD Functions
  • Basic Functions in M-Files Desktop
    • "View" Menu
    • "New" Menu
      • New Annotation
      • New Document
        • Class
        • Use Template
        • Single-File and Multi-File Documents
        • File Extension
        • Properties
        • Permissions
        • Effective Permissions
        • Pseudo-users
      • New Document Collection
      • New Object
      • New View
        • Example: Creating a New View for French Customers
        • Example: Creating a Common View Containing All the Documents Created by the Current User
        • Define Filter
        • Grouping Levels
          • Grouping Level Advanced Options
          • Group By and Add Grouping Level
        • View Advanced Settings
        • Permissions
        • Creating a View in a Folder
        • Customizing a Folder as a View
      • New Offline Filter
        • Example: Creating an Offline Filter for a Project
      • New Traditional Folder
        • Creating a New Traditional Folder
      • Add File
      • Import Files and Folders
        • Transferring Folders to M-Files by Using the Import Files and Folders Dialog
      • Convert to Document
    • "Operations" Menu
      • Make Copy
      • Check Out
      • Check Out for Co-authoring
        • Editing an Office Document in the Co-Authoring Mode
        • Participating in Co-Authoring
      • Check In
      • Undo Checkout
      • Properties
      • Offline Availability
      • History
      • Relationships
        • Adding a Relationship Between Two Objects
        • Relationships Between Objects in Separate Vaults
      • Collection Members
      • Subobjects
      • Comments
      • Workflow
      • Scanning and Text Recognition (OCR)
        • Adding Documents from the Scanner
        • Adding Documents from the Scanner to a Multi-File Document
        • Replacing a Document with a Document from the Scanner
        • Text Recognition (OCR) and Searchable PDFs
          • Importing and Converting an Image File to a Searchable PDF
          • Converting an Existing Image File in M-Files to a Searchable PDF
      • Archiving
      • Undelete
      • Convert to Single-file Document
      • Convert to Multi-file Document
      • Replace with File
      • Get Hyperlink
        • Creating Shortcuts
        • Sending Shortcuts
        • Copying Hyperlinks
        • Web Links
      • Share Public Link
        • Managing and Removing Shared Public Links
      • Sharing, E-mail and PDF
      • Go Offline
      • Go Online
      • Log Out
    • "Settings" Menu
      • M-Files Admin
      • Notification Settings (M-Files Desktop)
        • Example: Daily Notifications for New Orders
        • Example: Reminder Messages for Assignments
      • Refresh External Objects
      • Substitute Users
        • Appointing a Substitute User
      • Applications (M-Files Desktop)
      • Change M-Files Password
      • Change Language
      • Clear Local Cache
    • Export Results of Views or Searches
  • Search Functions
    • Quick Search
    • Advanced Search
    • Refining Your Search
    • Additional Conditions
      • Example: Searching for a Particular Word Form
      • Export Conditions
      • Filter Settings
        • Status
          • Example: Searching Only for Deleted Projects
        • Properties (Additional Conditions)
          • Example: Searching for Ongoing Projects for American Customers
        • Files
          • Example: Searching for PNG Images
        • Permissions
          • Example: Searching for Objects That Are Visible to the HR Department
    • Search Results Groupings
  • M-Files Functions in Microsoft Office and AutoCAD
    • Functions in Word, Excel and PowerPoint
      • M-Files Properties
      • Insert M-Files Property
        • Example: Inserting M-Files Properties in Microsoft Word
    • Functions in Outlook
      • Saving An E-Mail Message in Outlook to M-Files
      • Storage Formats
      • Creating a Microsoft Outlook Rule for M-Files
      • Saving messages in M-Files Folders
        • Automatically Populated Metadata
          • Defining Automatically Populated Metadata
      • Associating Messages with Contacts
      • The M-Files Flag
    • Functions in AutoCAD and AutoCAD LT
  • M-Files Admin
    • New Server Connection
    • M-Files Server
      • Disconnect, Connect
      • License Management
        • License types
      • Notification Settings (M-Files Admin)
        • Personalizing Notification Messages
      • Web and Mobile Access
        • Enabling the Necessary Internet Information Services (IIS) Components
        • Enabling Web and Mobile Access
        • M-Files Web Publication Settings
          • Example: Modifying the Appearance of M-Files Web
        • Document-specific Publishing via a Web Link
          • Creating a Login Account for Publishing
          • Assigning the Login Account to the Desired Vault
          • Providing the User with Read Permissions to Published Documents
          • Enabling the Login Account to Log In Automatically
          • Creating Direct Web Links
      • Back Up and Restore Master Database
    • Document Vault Overview
      • Creating a New Document Vault
        • Document Vault Advanced Properties
          • Using Firebird as the Database Engine
          • Using Microsoft SQL as the Database Engine
      • Attach Document Vault
      • Restore Document Vault
    • Interaction Among Several Vaults
      • Associating the Metadata Definitions
        • Purpose of the Vault vs. Metadata Associations
        • Associating Metadata
        • Aliases for Associating Metadata Between Vaults
          • Assigning Aliases for Metadata Definitions
        • Login Accounts
        • Related Objects in Separate Vaults
      • Synchronization of Objects and Their Values Between Vaults
        • Synchronizing Objects
        • Synchronizing Metadata Values
    • Cached Replica Vaults
      • Creating a Cached Replica Vault
    • Login Accounts
      • New Login Account
        • Creating a Login Account
      • Importing Login Accounts
      • Changing the User Login Account
      • Show Logged-in Users
    • Scheduled Jobs
      • New Scheduled Job
      • Scheduled Backup Jobs
    • Server Activity Monitor
    • Applications (M-Files Admin)
    • Electronic Signing and Compliance
  • Document Vault Administration
    • Document Vault Action Menu
      • Creating and Attaching a Document Vault
      • Log Out, Log In
      • Vault Operations
        • Backing Up a Document Vault
        • Copying a Document Vault
        • Migrate to Microsoft SQL Server
        • Detach
        • Destroy
        • Upgrade
        • Take Offline, Bring Online
      • Vault Maintenance
      • Languages and Translations
        • Multilingual Metadata Structures
          • Translating the Metadata Structure
            • Adding and Exporting Languages
            • Translating in Excel
            • Importing Translations
        • Selecting the Software and Vault Language
          • Changing the User-Specific Default Vault Language
      • Event Handlers
        • Available Event Handlers
    • Users
      • Creating a User
      • Permissions
        • Adjusting Permissions
      • Importing Users
    • User Groups
      • Creating a User Group
      • Permissions
        • Adjusting Permissions
      • Importing User Groups
        • Defining, Editing or Disabling Import Settings of Existing User Groups
        • Users in Synchronized Active Directory Groups
    • Metadata Structure
      • Object Types
        • Creating a New Object Type
        • Advanced (Object Type Properties)
          • Object type hierarchy (Object Type Properties)
            • Defining an Object Type Hierarchy
          • Default for automatic permissions (Object Type Properties)
          • Aliases (Object Type Properties)
          • Performance (Object Type Properties)
        • Permissions
          • Adjusting Permissions
        • Connection to External Database (Object Types)
          • Provider Recommendations for External Database Connections
      • Value Lists
        • New Value List
          • Creating a New Value List
          • Converting a Value List to an Object Type
        • Value List Contents (Individual Values)
          • Adding Values to a Value List
          • Automatic Permissions
            • Enabling Automatic Permissions
        • Advanced (Value List Properties)
          • Value List hierarchy (Value List Properties)
            • Defining an Internal Hierarchy for a Value List
            • Defining a Hierarchical Relationship Between Value Lists
          • Default for automatic permissions (Value List Properties)
          • The contents of this value list can be translated (Value List Properties)
          • Aliases (Value List Properties)
        • Permissions
          • Adjusting Permissions
        • Connection to External Database (Value Lists)
      • Property Definitions
        • New Property Definition
          • Creating a New Property Definition
        • Automatic Values
          • Specifying an Automatic Value for a Property
          • Specifying an Automatic Property Value Using VBScript
        • Automatically Validating Property Values
        • Built-in Property Definitions
        • Permissions
          • Adjusting Permissions
      • Classes
        • New Class
          • Creating a New Class
          • Assigment Class
        • Permissions and Automatic Permissions
          • Adjusting Permissions
      • Class Groups
    • Workflows
      • Graphical Workflow Designer
      • New Workflow
        • Creating a New Workflow
        • Workflow States
          • Adding States to a Workflow
          • Conditions
          • Actions
            • Set permissions, Delete, and Mark for archiving
            • Send notification and Set properties
            • Convert to PDF format
            • Run script
            • Assign to user
            • Create separate assignments
              • Creating a Workflow State with a Separate Assignment
        • Workflow State Transitions
          • Adding State Transitions to a Workflow
          • Parallel State Transitions
          • Example: Creating a Workflow with a Parallel State Transition
          • Permissions
          • Electronic Signature
            • Metadata Definitions for an Electronic Signature Object
            • Inserting the Signature Property to Office Documents
          • Trigger
    • Named Access Control Lists
      • Creating a New Named Access Control List
      • Modifying Named Access Control Lists
      • Permissions
        • Adjusting Permissions
    • Connections to External Sources
      • External File Sources
        • Creating a New Connection to an External Source
        • Defining Metadata for an External File Source
          • Defining an OCR Value Source
        • Searchable PDF
      • Scanner Sources
      • Mail Sources
        • Creating a New Connection to a Mail Source
        • Defining Automatic Metadata for a Mail Source
    • Event Log
    • Reporting and Data Export
      • Creating a New Data Set
      • Specifying the Report Access Identity
      • Creation of Reports and the Required Software
      • Creating a Report Object for a Report
        • Attaching a Report Object to a View
        • Associating the Report Object with Other Objects
        • Bringing the Report Up to Date
      • Exporting a Report
    • Content Replication and Archiving
      • Exporting Content
        • Export Package Location
        • Export Objects and Files
        • Export Structure
      • Importing Content
        • Import Package Location
        • Import Objects and Files
        • Import Structure
        • Permissions (Importing Content)
        • Import Summary Report
      • Scheduled Export and Import
        • Defining a Scheduled Export
        • Defining a Scheduled Import
      • Archiving Old Versions
    • Metadata Card Configuration
    • Performance
  • VBScript Variables Explained
  • Contacting Support
  • Frequently Asked Questions
    • What are the hardware requirements and recommendations?
    • How often should I make backups?
    • What's new in this M-Files version?
    • How do the automatic updates work?
    • Why can't I access the document vault?
    • Why can't I edit a document that has been checked out?
    • How can I find the documents I have created myself?
    • How can I create a document that is only visible to me?
    • How can I add a new property to a class?
    • Why did a file with a grayed-out icon appear on the M-Files drive when I saved a new document in Word?
    • How can I add a new item to a value list?
    • How can I create a new view in which the objects are displayed by customer?
    • How can I add a new user to the document vault?
    • Why can't I find the Checked Out to Me view?
    • Can I use M-Files programmatically?
    • How do I change the name of a client computer without interfering with M-Files functionality?
    • Where can I find more information when I need it?
  • access control list [1] [2]
  • additional information [1]
  • administrative permissions [1]
  • administrative rights [1]
  • advanced search [1]
  • alias [1]
  • aliases [1] [2]
  • Android [1]
  • application license [1]
  • application types [1]
  • archiving [1]
  • assignment [1]
  • AutoCAD [1] [2]
  • automatic permissions [1] [2]
  • automatic value [1]
  • backup [1]
  • boolean [1]
  • business Intelligence [1]
  • cache [1]
  • CFR [1]
  • change permissions [1]
  • Check in [1]
  • Checked Out to Me [1]
  • classes [1]
  • client application [1] [2]
  • command prompt [1]
  • common rule [1]
  • computer-specific settings [1] [2]
  • concurrent editing [1] [2]
  • conflict object [1]
  • connection status [1]
  • connections to external locations [1]
  • copy a document vault [1]
  • data set [1]
  • data type [1]
  • database insert speed [1]
  • date [1]
  • default vault language [1]
  • DELETE statement [1] [2]
  • deleted documents [1]
  • differential backup [1]
  • digest message [1]
  • disabling an application [1]
  • document collection [1]
  • document file [1]
  • document vault [1] [2] [3]
  • document vault connection [1]
  • document vault copy [1]
  • domain [1]
  • edit permission [1]
  • effective permission [1]
  • electronic signature [1]
  • Electronic Signatures module [1]
  • email integration [1]
  • enabling an application [1]
  • event handler [1]
  • Export languages [1]
  • exporting an application [1]
  • external value list [1]
  • FDA 21 CFR Part 11 [1] [2]
  • file extension [1]
  • filter settings [1]
  • Firebird [1]
  • full backup [1]
  • grouping level [1]
  • grouping search results [1]
  • icons for value list items [1]
  • ID [1]
  • import languages [1]
  • indexing views [1]
  • indirect search [1]
  • indirect view [1]
  • individual ID [1]
  • inherited property definitions [1]
  • INSERT INTO statement [1] [2]
  • installation [1]
  • installing an application [1]
  • interactions between vaults [1]
  • iOS [1]
  • IP address [1] [2]
  • language [1]
  • language selections [1]
  • license type [1]
  • link path [1]
  • listing [1]
  • listing area [1] [2]
  • logging in as a different user [1]
  • logging in automatically [1]
  • login account [1] [2]
  • M-Files Admin [1]
  • M-Files authentication [1]
  • M-Files Desktop Settings [1]
  • M-Files flag [1]
  • M-Files menu [1]
  • M-Files reporting services [1]
  • M-Files Server [1]
  • M-Files URL [1]
  • M-Files Web [1]
  • master database [1]
  • measuring vault performance [1]
  • metadata [1] [2] [3]
  • metadata card [1]
  • metadata card shortcuts [1]
  • metadata definition [1]
  • metadata-driven permissions [1]
  • Microsoft Office [1]
  • Microsoft Outlook [1]
  • Microsoft SQL Server [1]
  • mobile app [1]
  • multi-file document [1]
  • multi-language metadata structure [1]
  • NACL [1]
  • named access control list [1]
  • network name [1] [2]
  • new file [1]
  • new named access control list [1]
  • new user [1]
  • new version [1]
  • notification [1] [2]
  • number (integer) [1]
  • number (real) [1]
  • object history [1]
  • object type [1]
  • OCR [1]
  • OCR module [1]
  • OCR value source [1]
  • ODBC [1] [2]
  • OLE DB connection string [1] [2]
  • OneDrive [1]
  • operating system [1]
  • operation [1]
  • operator [1] [2]
  • operators [1]
  • Outlook [1]
  • Outlook folder [1]
  • Outlook rule [1]
  • paginated listing [1]
  • pagination [1]
  • PDF [1]
  • performance [1]
  • permission restriction [1]
  • permissions [1] [2] [3]
  • placeholder [1]
  • pre-shared key [1]
  • property [1]
  • property definition [1]
  • protocol [1]
  • pseudo-user [1]
  • public link [1]
  • publication settings [1]
  • quick search [1] [2]
  • read permission [1]
  • refine your search [1]
  • replication [1] [2] [3] [4] [5] [6] [7] [8] [9]
  • report access identity [1]
  • report URL [1]
  • reports [1]
  • right pane [1]
  • round-trip time to the database server [1]
  • sample vault [1]
  • scheduled [1] [2]
  • search bar [1]
  • search filter [1]
  • search function [1] [2]
  • search refinement [1]
  • search results in other vaults [1]
  • search string [1] [2]
  • searchable PDF [1]
  • SELECT statement [1] [2]
  • send by E-mail [1]
  • server application [1] [2]
  • server role [1]
  • setup [1]
  • share [1]
  • share public link [1]
  • single document vault [1]
  • software language [1] [2]
  • space requirements [1]
  • subordination of search criteria [1]
  • substitute user [1]
  • support [1]
  • system administrator [1] [2]
  • system administrator versus vault administrator [1]
  • system requirements [1]
  • task area [1]
  • temporary local files [1]
  • text recognition [1]
  • toolbar [1]
  • transferring files to M-Files [1]
  • translation [1]
  • uninstalling an application [1]
  • UPDATE statement [1] [2]
  • upgrade [1]
  • user [1]
  • user from metadata [1]
  • user group [1]
  • user vault language [1]
  • user-specific settings [1]
  • validating property values [1]
  • validation [1]
  • value list contents [1]
  • variables [1]
  • vault access [1]
  • vault backup [1]
  • vault language [1] [2] [3]
  • vault performance [1]
  • VBScript [1]
  • version history [1]
  • view hierarchy [1]
  • virtual folder [1]
  • VPN [1]
  • web publication [1]
  • wildcard [1] [2]
  • wildcards [1]
  • Windows Phone [1]
  • workflow [1]
  • workflow assignment [1]