I need to save a large collection in M-Files, which includes folders, subfolders, and sub-subfolders. Where should I start in order to achieve a result with the least effort, ensuring that the files can be easily found in M-Files in the future?

This is a great question but one that doesn’t have a quick, one-size-fits-all answer. Below are some of my thoughts. Our Services teams are also happy to assist with deep expertise for migration scenarios.

You should start by thinking about the desired outcomes for the long-term findability and not the folder structure.

Before touching the files, clarify:

• What kinds of files do these folders contain (contracts, statements of work, CAD drawings, marketing presentations etc.)
• Who needs to find what (documents by client / project / contract / case / asset, etc.)
• How do they search (by year/quarter, lifecycle phase, validity date, etc.)

In other words, don’t mirror your folders in M-Files. Design metadata first, then import in batches using rules that derive metadata from the folder path (where possible) or file content. Use value lists for consistency. Pilot after the first batches before scaling to confirm that your metadata supports the views and searches users need.

Large imports are typically done with specialized tools like M-Files Importer, which offer flexibility but require experience. For this reason, consider engaging our Services team for migration planning and implementation. They can help you avoid pitfalls and get this done quickly.