Match every output to its receiving role.
ENG-024_0007.tifDefine the vault’s object and property model
M-Files documents multiple import and development paths, including external file sources, XML created by scanning and imaging software, a COM/.NET API, and a REST-like web service. Those paths have different platforms and administrative scope. The customer administrator selects the applicable path for the named vault and provides the object class, required properties, value-list lookups, workflow/state expectations, and approved access procedure.
We record property data types, required or optional status, controlled values, date formatting, document naming rules, and any class-specific validation. If the vault expects particular permissions, workflow states, or versions, the M-Files owner defines those decisions in the test criteria rather than leaving them implicit in a generic metadata file.
Build a package that supports the chosen path
Each document is associated with a stable record ID, source reference, image or PDF path, OCR status, and mapped properties. A customer-approved data dictionary makes object class and property transforms inspectable. When XML is the selected import preparation format, it follows the approved vault mapping; otherwise the neutral data can be prepared for the designated external-file-source, service, or customer-run process.
The package distinguishes the source image from requested access derivatives and identifies MIME type, page grouping, and checksum. This supports reconciliation and preserves the context needed when a record is held for an unresolved property or lookup value.
- Vault and object class selected by the customer
- Property and value-list mappings reviewed before test import
- Workflow state and permissions assigned only as approved by the vault owner
Validate properties and retrieval with a sample
The customer’s authorized M-Files team tests a representative package for object classification, property validation, lookup resolution, file accessibility, and the intended workflow state. National Microfilm reconciles the test IDs and output files, records exceptions, and applies approved corrections before release. The customer retains control of vault permissions, service access, and activation of the selected import or API route.
Illustrative M-Files property map
Actual property definitions and aliases come from the target vault. This example illustrates the reviewable crosswalk.
| Prepared field | Example value | Vault mapping review |
|---|---|---|
| object_class | Correspondence | Customer-selected class |
| title | Letter to Procurement | Name or title property |
| record_date | 1954-04-19 | Date property |
| series | Administrative Files | Value-list-backed property |
| record_id | NM-000001 | Reconciliation property or sidecar key |
Common questions
Can you provide XML for M-Files?
M-Files documents an XML import path for content created by scanning and imaging software. XML is prepared only when it is the customer-approved path and its vault mapping has been supplied and tested.
What must our M-Files team decide before delivery?
The vault, object classes, required properties, value lists, selected import route, access owner, file rules, workflow expectations, and sample acceptance criteria.
Sources & further reading
These references explain technical formats, standards or destination requirements. They do not imply endorsement of National Microfilm.