However, after you’ve decided on an information management solution, there are still decisions to make. One of the most important decisions you must make is whether your company will use the desktop or web-based version of that software. Sometimes, this decision makes a big difference in what features are available to your company.

In the past, the M-Files desktop and web versions have been drastically different. Thankfully, that’s all changing. In this blog, we’ll highlight the all-new M-Files Desktop software and show how the update is bringing the two implementation options into better alignment. If you have M-Files Desktop, we’ll also talk about the update process and what new features you can enjoy.

Desktop vs. Web Document Management

Before we dive into M-Files specifically, let’s take a step back and discuss the general differences between a desktop and a web-based document management system (DMS). Here are a few key differences:

• Accessibility and Convenience: Web-based solutions allow users to access documents from anywhere with an internet connection, promoting remote work and collaboration. A desktop DMS, on the other hand, limits access to specific devices where the software is installed, making it less flexible.
• Storage and Scalability: A web-based DMS typically utilizes cloud storage, offering virtually unlimited space and easier scalability. Desktop DMS relies on local storage, which can be limited and might require significant upgrades to handle increased data volume.
• Maintenance and Updates: Web-based systems are maintained by the service provider, ensuring automatic updates, security patches, and minimal downtime. Desktop systems require manual updates and IT intervention, which can be time-consuming and disruptive.
• Cost Considerations: A web-based DMS often operates on a subscription model, which might be more predictable and spread out over time. However, you may lose access to your information if something goes wrong with your subscription. Desktop solutions usually involve a one-time purchase but may incur additional costs for upgrades and maintenance.
• Security: Web-based systems benefit from advanced cloud security protocols managed by service providers, though such a setup requires more trust in third-party security measures. A desktop DMS allows for greater control over data security but requires robust in-house security practices to protect sensitive information.
• Integration: A desktop DMS may enable easier integration with other desktop apps or software systems.
• Power: While this isn’t universally true, most desktop solutions will be more powerful (in terms of processing power and time, for example) than web-based solutions.

Each system has its unique advantages and potential drawbacks, depending on the specific needs and infrastructure of the organization. That’s why many business software providers will offer their solutions in both forms.

The New M-Files Desktop 

So, what’s new with M-Files? M-Files recently released a comprehensive update of their M-Files Desktop version. This update brings M-Files Desktop into alignment with M-Files Web—from now on, all features available in Web will also be available in Desktop. There will be no major functionality differences between the two.

Here’s what M-Files has to say about the update: “This new version will be built on top of our web client, offering a unified and modernized user experience … The transition to a shared platform allows us to leverage the latest technologies, resulting in faster product development cycles and reduced maintenance efforts. This unified approach also benefits external developers, who can now create UI extensions once and deploy them across both the desktop and web clients effortlessly.”

In addition to the significant back-end improvements, the navigation and user experience of the new M-Files Desktop will become more efficient. Some of the user-facing features of the new Desktop include easier vault navigation, redesigned faceted search results, advanced Quick Search, and a History and Activity feed. Keep in mind that some features may take more time to deploy than others. In addition, customizations made in the old Desktop may need to be updated in the new experience.

Although M-Files will focus its attention on developing features for this new Desktop experience, the “classic” desktop will still be supported for some time. While most features will remain the same or be enhanced, a few little-used features may be deprecated in the new client in order to focus development attention elsewhere.

What Happens Now? 

Current M-Files users may be wondering how this transition is going to play out with their M-Files implementation. Read on to find out!

Customers currently using the old version of M-Files Desktop will need to meet certain requirements before installing the update.

• Your Desktop software must have at least the October ‘24 update (which can happen automatically or manually, depending on your update preferences).
• Your M-Files Server must have at least the June ‘24 update.
• Your vault must be in online mode (in other words, it must be open). In order to bring a vault online, you’ll open M-Files Admin, expand a connection to the M-Files server on the left, then right-click the vault and click “Operations > Bring Online.”
• Your vault must use a gRPC connection. All Cloud customers have gRPC enabled by default, but self-hosted customers must ensure that they are using the gRPC connection (not HTTPS or direct TCP/IP).

If your M-Files Desktop installation meets these requirements, you’ll have access to the new version. During the implementation period, users can switch between the new and classic Desktop using a toggle in the upper-right-hand corner of the screen.

Administrators can set the default interface of a vault in Advanced Vault Settings (which will not allow a user to toggle) or of the entire client with Windows registry settings (in which you can decide whether individual users can toggle or not). If you’d like to test out the new experience with a small group of users, the registry settings will be your best bet.

If your company’s own developers need to work with the new system, M-Files has made the UIXv2 documentation available on the Developer Portal. This documentation includes API references, samples, and instructions on how to upgrade M-Files apps to the new version. M-Files will continue to add visual studio and code templates to the portal throughout Q4.

The new Compliance Kit has also been released, and it covers the Object Creator and Version Control modules. More modules will be added as time goes on.

Software Implementation Can Be Overwhelming. We’re Here to Help! 

If you’re a bit daunted by all of this, we understand. Software implementation—even one as streamlined as this—can be overwhelming. It helps to have a partner that knows both M-Files and your company inside and out. After all, the best software solution is one tailored to your company’s specific and unique needs.

Here at Laminin, we have years of experience with M-Files and other business information systems. If you don’t have M-Files, we can help implement and integrate it into your business. If you do have M-Files, we can help update, customize, and optimize your solution. To learn more about what we do or to get a project started, contact us today. We can’t wait to hear from you!