Convert to PDF format

When the object's state changes, M-Files can convert the object files automatically to the PDF format. Conversion to PDF is possible for these file types:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Microsoft Visio
  • RTF
  • OpenOffice files

During the conversion, M-Files updates the M-Files property fields in Microsoft Word and Microsoft Excel documents with the object's current metadata.

Tip: If there are problems with non-English content, you can try to enable the Advanced Vault Settings option PDF Conversion > Word Files > Extended Language Support.

Conversion settings

When you activate the Convert to PDF option in the Actions tab, M-Files converts the files in a single-file or multi-file document to the PDF format automatically when the object's state changes.

Click Define to access these advanced settings for the conversion:

  • Store each PDF file as a separate file next to the original file: Select this option to keep the original file. In this case, M-Files creates the PDF as a new file with the same name as the original file. If the document is a single-file document, M-Files changes it into a multi-file document and adds the PDF file to it.
  • Overwrite existing PDF files: Select this option to overwrite existing PDF files with the same name in a multi-file document. In this case, these PDF files are replaced with the versions created with the workflow state action. If this option is not selected and a multi-file document already has a PDF file with the same name, M-Files notifies of the error and does not create the PDF file.
  • Convert to PDF/A-1b: Select this option to comply with the ISO standard 19005-1:2005 for long-term preservation of electronic documents. PDF/A-1b is a more restricted format than standard PDF, and files converted to PDF/A are often larger than files converted to standard PDF. In addition, in export to PDF/A, certain advanced appearance settings can be ignored. Use the conversion to PDF/A form only if it is necessary on account of, for example, requirements for long-term preservation.
  • Prevent state transition if the object contains files in an unsupported format: Select this option to prevent the state transition in cases where the PDF conversion is not possible (for example, ZIP files). If this option is selected and the PDF conversion is not possible, M-Files notifies of the error and prevents the state transition.