M-Files Professional is an easy to use document management software built by Motive Systems. The interface of this software is an exact clone of Windows Explorer except for the big M logo that is visible in the address bar and in the details pane. Motive systems deliberately designed the software as a lookalike of Windows explorer in the hope that users could find it easy to use and immediately begin working on it because of how familiar it is.  The main idea behind its design was to have employees in any organization to start using the document management software with minimal or no training while at the same time being productive at work.



Features of M-Files Professional

• M-Files Professional seamlessly integrates with the Windows Explorer operating system that you can access the document management program from within the local Windows Explorer window. All you need to do is click on the M-Files link in the Favorite Links window to display your M-Files document database.


• Although any user can see the M-Files link in the Favorite Links window, the system is very secure. Therefore, only users with specific permissions and access rights can have access to sensitive data that is stored in the database. M-Files Professional supports for a good security system, where in you can set up users and user groups with explicit permissions at the vault level, file level or the folder level. Security can be as broad or narrow as you want it to be.


• M-Files Professional features file check-in and check-out functions like any other document management software. The software also supports version control and automatically maintains a version history of all documents. It even logs every changes made along with the username of the person, the time when he/she last worked on a document and the comments made by the person on the changes made to the document.


• M-files Professional also features workflows. The workflow features makes it simple to run documents through formal processes and also helps to collaborate with other employees within the organization. You can assign users tasks to push documents through a particular workflow. Users can get email notifications about any new and modified documents in the workflow.


• M-Files Professional requires Microsoft SQL server as the backend for this document management software. The vaults that are created in the database are very flexible and customizable. You can also easily define and manage the relationships between documents and also define links between your database and other databases such as linking the accounting and billing system database with the customer relationship database.

M-Files professional are available in three versions, free, limited version and a professional full-featured version. The professional version can be downloaded for a trial period of 30 days for free. After 30 days you will need to purchase a license to use all the features and functions or else it will get reverted to the limited or free version.

Overall, M-Files Professional is an excellent document management product that is easy to use and is apt for converting your paper-based office to a paperless one. It is mainly targeted to large businesses. Because of its exorbitant price, small or home businesses cannot afford this software. But it is definitely a great choice for going paperless.

“BlueDoc” is document management software that contains all the document managing features. In fact it has more features than most of the popular document management software. It was built by Blue Project Software, a Romanian company. They started to build it for internal use initially and later on they released it as their flagship product.

Features of BlueDoc Document Management Software

• BlueDoc allows you to import or scan documents into the system. While importing documents you can add them to a folder hierarchy based on how your organization stores documents. BlueDoc also allows you to create new documents via a template. Depending on the template, the software will automatically open it in the appropriate program.


• BlueDoc supports document workflows. You can easily create a workflow using the workflow editor. The editor also allows you to assign tasks to people and link between the tasks.


• BlueDoc supports a powerful search engine that allows you to search by name, contents of the document, tags or categories assigned to the document. You can also combine your search criteria to make your search as broad or narrow as you want.


• BlueDoc also allows for version control of documents. The software facilitates for tracking multiple versions of one particular document which is a very essential feature. While making changes to a document, you can select Minor Change or Major Change and then save it depending on what changes you made to the document. If a document is assigned a version number 1.0, after a minor change it is saved as 1.1 and after a major change, 2.0. The version history allows you to keep track of who is working on the documents and who has made changes to a document. It also records dates and times of changes made to the document.


• BlueDoc allows for multiple users to access the database simultaneously, provided that each user has a user account with a separate username and password. You can also assign different access permissions to users at the folder level, such as None, View, Modify, Create, Add Versions, Overwrite Versions and Delete. You can also create user groups and assign permissions to the group rather than each individual.

BlueDoc document management software is based on the client-server technology. You have to first install the server database before you install the client interface. It doesn’t support multiple databases but allows multiple accesses to the system. It supports MS SQL and MS Access. During installation you will need to select which database you want and this cannot be changed later on.

Overall, BlueDoc is very good document management software that is ideal for any kind of organization. The software supports several useful features such as, managing documents, creating workflows, tracking the entire document lifecycle, assigning rights to users, revision control and much more. It also supports a very efficient search engine for the quick retrieval of documents. For further information on the software you can go through the user guide that comes with the software.

DYMO File Office is a document-management-software that is suitable for converting a pile of paperwork into electronic documents. This software uses a different method for scanning and importing of physical documents to electronic documents. With DYMO File, you can scan and import multiple documents simultaneously, in one session. In addition to the multiple-scanning feature, the document management software will automatically sort the scanned files and store them in appropriate folders for you.

How DYMO File works

Before you begin scanning the documents, you will need to create a reservation for each document, such as selecting the folder in which the documents needs to be stored in, appropriate filenames and the format in which the document should be saved - PDF, Word or Excel. With all this information in place, DYMO File creates a unique barcode for each document. The barcode will tell the document management software how to save the documents, where to save the documents and under what file name it should be saved once they are scanned.

Then you should place the barcode on the first page of each document that needs to be scanned and not on all the pages of the document.  DYMO File considers all pages coming after the barcode page as the same document. In a way, the barcode acts as separators between each document. The software reads the barcode as and when the documents are scanned and are automatically saved in its proper folders with the appropriate filename.

When you start DYMO File for the first time, the software will ask you to set up the scanner and printer that you will use for scanning documents and printing the barcodes respectively. DYMO File supports only scanners that have automatic document feeders. Any kind of printer can be used with DYMO File and any paper can be used for printing the barcodes. The software even comes with an optional printer called the DYMO LabelWriter which prints the barcodes on sticker labels. Just a point to remember is that, without a scanner or a printer, DYMO will be nothing more than just a Windows Explorer replica.

DYMO File is available in three versions. They are, DYMO File LT, DYMO File Office and DYMO File Professional. The LT (lite) version can allow you to scan up to 200 pages per month. The Office version will let you scan up to 5000 pages per month and is ideal for any small to medium sized companies. The Professional version allows you to scan unlimited documents and is best suited for large sized companies.

Overall, DYMO File may not be very good document management software but it is best suited for converting your large pile of paper documents into electronic documents. For your document management needs you may consider looking for a more suitable program.