Now is the perfect opportunity to “freshen up” your M-Files system. Regular maintenance can help keep everything running optimally, and as the seasons change, we have some recommendations to do just that.

First and foremost, you’ll want to make sure your system is running the most up to date version of M-Files: version 2015.3. Here’s how to check –

a.  Your user clients: simply hover over the “M” icon in your task-bar at the bottom of your screen. (You may need to click the up arrow to display all icons.)

**If you’re a client hosted on the 5i Cloud Vault, stop here. Your system is monitored and optimized by 5i Solutions**

b. Your server version: open M-Files Admin, and select the Help menu and

“About M-Files Admin…”. The popup will tell you which version is running.


If you find that you’re running a version other than 2015.3, please contact us for 1-click links to the current version, as well as an overview of the updates and all the new features and functions.

Verify Resource Usage – It’s important to keep track of available resources. Depending on how much space you’re using, it may be time to consider upgrading your system or moving to the cloud. Check with your system administrator for recommended usage levels. You may want to verify:

  1. Vault metadata and file data size
  2. You can check the location of the metadata file and the file data folder via the vault properties dialog in M-Files Admin.
  3. Memory
  4. Disk space
  5. Backup size and duration (should not overlap with optimization)

Back-Up Considerations:

  1. Do not schedule just one backup job that replaces the old backup file each time
    • Add multiple backup jobs to maintain multiple restore points (day, week, month, quarter and year tapes). If system is corrupted on Monday, but it is not noticed until Wednesday, you would have to roll the vault all the way back to Sunday to fully restore the system.
    • The functionality of the backup files should be tested regularly to ensure that the data can be restored if needed.
  2. When you restore the differential back-up you need
    • Latest full backup
    • Files from the last (or a specific) differential backup
  3. It is recommended to take full backups
  4. Testing the Restored Backup
    • Test the restored the backups using any computer connected to an M-Files Server
    • From the M-Files Admin choose:
      • Master database – Select under Operations > Restore master database
      • Document vault – Select Document vaults > Operations> Restore document vault

Manual Optimization – If your organization is using Microsoft SQL Server as the database engine and you are storing the file data in a file system folder (instead of the vault database), manually run the Optimize Database (Thorough) operation – this is the only way to remove any destroyed files from the file data server in this type of setup.

Note: Make sure that the optimization is not performed between file data and metadata backups.

Note: The operation forces a Firebird vault to be taken offline, whereas Microsoft SQL Server vaults remain in the online state for the duration of the operation. Before executing the operation for Firebird vaults, make sure that the server has at least three times the amount of hard disk space required by the metadata file of the vault. For instructions on how to check the size of the vault metadata file, see chapter one in he attached maintenance guide.

  1. To run the Optimize Database (Thorough) operation:
    • Open M-Files Admin
    • Expand the Document Vaults node
  • Right-click the vault of your choice
  1. Select Maintenance > Optimize Database (Thorough)

Note: The operation make take several hours to complete

Thank you for your assistance with Spring Optimization. Please feel free to contact us with any questions you may have, or if there’s anything we can assist you with. Have a great Spring!

Write a comment:


Your email address will not be published.