Easy-to-use filtered search for M‑Files

Many M‑Files customers keep a large library of governance documents: SOPs, policies, instructions and procedures. Finding the right one usually means knowing the metadata well enough to build a search, which most people do not. A CtrlPortals list lets people narrow the library down by picking from the values that are there, so nobody has to guess how a document was filed.

Two views of the same documents#

CtrlPortals includes a configurable dashboard that presents M‑Files data in two formats:

• Plot view. A visual overview of governance documents by class and workflow state.
• List view. A structured, sortable table showing the same data in columns.

VisualQMS, Solution Management’s quality system, uses this dashboard for its governance documents, and the same dashboard works for any kind of record in the vault.

Filter by what matters#

In the list view, people can:

• filter by type of document, process area, region or workflow state
• narrow the result with a free-text search
• change the filters as they go

Built on a view you already have#

A CtrlPortals list is based on a real M‑Files view. Its columns, its sorting and its search conditions carry over, so the list of guiding documents shows the same fields in the same order as the view your administrator already maintains. A search pane with facets sits on top: pick a value and the list narrows, with no search to write.

Export and share#

Once the list shows what you need, you can:

• open the document
• export the list to Excel for reporting or analysis
• copy it to the clipboard for sharing

From the chart to the documents to Excel#

The plot and the list read the same records, so the chart is a way in: click a bar and the documents behind it open as a list, ready to filter further or export. The export is not held back by the item limit on M‑Files’ own export, and the file opens straight in Excel without being saved first.

This filtered list is one component of CtrlPortals. Dashboards, kanban boards, gantt charts, forms and threaded comments are built the same way, from the metadata already in the vault, and the CtrlPortals page shows them. Book a demo and we will show you the products that fit your vault, then help set up a demo environment so you can try them yourself.