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External sources Integration-Cloud Server

Former Member
Former Member
Hello guys, i have a question, our client have a cloud deployment, and they need to make an integration between M-Files and a HR system. Basically, they want to send files from the RH system to a folder in a web application like dropbox or google drive (no problems doing that) or maybe Azure Files. Once the documents are there, these files are required to be monitored by M-Files and imported with the respective metadata. I don't know if this is possible on cloud deployment, we can do it if we have installed M-Files in a local server (like our own machine), so we can put in the source path in external sources connections the dropbox, google drive or one drive folder as is showed in the attach.

If it is not possible to do it via cloud, do we have another option to monitor files sent by HR system to somewhere in the cloud and import it automatically like we can do it with a local server? Is possible maybe an integration like Outlook with M-Files? I really don't know if we have a custom support for this cases of integration.
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  • You should be able to do that with the new Ground Link Proxy. Basically you install the M-Files server software on a server in the same LAN as your HR server (or in the same LAN where the HR server drops the files to be monitored). You do not need a license and you shall not configure a vault on that server. In stead you activate the Ground Link Proxy which will then from the inside out connect through your firewall to the Cloud Vault. Once that connection is established you can use Network Folder Connector to monitor the files. Alternatively you can use the relevant Connector to Dropbox, Google Drive or whatever you plan to use. All of these solutions require a license to M-Files Online 2020 Standard or higher. For some external repositories you will need an add-on license.
  • Former Member
    Former Member

    You should be able to do that with the new Ground Link Proxy. Basically you install the M-Files server software on a server in the same LAN as your HR server (or in the same LAN where the HR server drops the files to be monitored). You do not need a license and you shall not configure a vault on that server. In stead you activate the Ground Link Proxy which will then from the inside out connect through your firewall to the Cloud Vault. Once that connection is established you can use Network Folder Connector to monitor the files. Alternatively you can use the relevant Connector to Dropbox, Google Drive or whatever you plan to use. All of these solutions require a license to M-Files Online 2020 Standard or higher. For some external repositories you will need an add-on license.


    Thank you for your answer. I understand you can connect with Ground Link the Folder where HR server drops the files and after that you can see that files with the Cloud Vault. Is a good idea, but in this specific case you can't auto populate the metadata for that files, right? I mean, Ground Link is a good solution to integrate that files with a cloud Vault in M-Files. However, the idea is auto generate the metadata as well and i think Ground Link doesn't have that functionality, the idea is HR system will send the files and the metadata file related to it, so basically we need to catch and process both to automate 100%. I think we will have to use M-Files importer to do it since the external source functionality is restricted in Cloud deployment.

    Again, thanks!
  • Regarding the use of external repository connectors vs. external file sources in general, the first thing you should think in these cases is whether these files need to be stored in the M-Files vault or stay on the network drive (or other repository). External repository connectors such as the Network Folder Connector let you access files in their original location but they do not yet allow you to import the file data to M-Files. With external file sources you usually import the files to the vault and remove them from the original location after importing.

    On M-Files Cloud the use of external file sources is problematic since the cloud server cannot connect to the on-premises network shares without VPN. That's why in most cases we recommend using M-Files Importer instead like you already mentioned, it works the same with both on-premises and cloud vaults.

    I believe you are our reseller - there is some related information in the M-Files Cloud FAQ in Partner Portal.
  • Former Member
    Former Member

    Regarding the use of external repository connectors vs. external file sources in general, the first thing you should think in these cases is whether these files need to be stored in the M-Files vault or stay on the network drive (or other repository). External repository connectors such as the Network Folder Connector let you access files in their original location but they do not yet allow you to import the file data to M-Files. With external file sources you usually import the files to the vault and remove them from the original location after importing.

    On M-Files Cloud the use of external file sources is problematic since the cloud server cannot connect to the on-premises network shares without VPN. That's why in most cases we recommend using M-Files Importer instead like you already mentioned, it works the same with both on-premises and cloud vaults.

    I believe you are our reseller - there is some related information in the M-Files Cloud FAQ in Partner Portal.


    Excellent! Yes, we are the reseller and we'll work with importer because we need to auto populate metadata as well. I mean, external file source is easier to configure (on-premise case), but importer works as well. Now i'm sure about the next step, thanks!
  • Former Member
    Former Member

    Regarding the use of external repository connectors vs. external file sources in general, the first thing you should think in these cases is whether these files need to be stored in the M-Files vault or stay on the network drive (or other repository). External repository connectors such as the Network Folder Connector let you access files in their original location but they do not yet allow you to import the file data to M-Files. With external file sources you usually import the files to the vault and remove them from the original location after importing.

    On M-Files Cloud the use of external file sources is problematic since the cloud server cannot connect to the on-premises network shares without VPN. That's why in most cases we recommend using M-Files Importer instead like you already mentioned, it works the same with both on-premises and cloud vaults.

    I believe you are our reseller - there is some related information in the M-Files Cloud FAQ in Partner Portal.


    Joonas, I want to ask you a final question: If we decide to move the cloud vault to a dedicated server and use the VPN to promote the network folders (we know the cost). The configuration after that about monitoring the folders and assigning metadata (configuration we can do if the vault is on-premise).. Will it have to be done by M-Files consultancy or can we do it as the reseller? Can we have access to this functionality with M-Files admin console?
  • As a rule of thumb any operation that requires system administrator rights needs to be performed by M-Files in cloud vaults. External file source configuration is one of these operations. You can find a list of the operations in the user guide and the M-Files Cloud FAQ also contains this information.

    The benefit of M-Files Importer is that it's running locally on the customer side so you can configure it anyway you like.
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