IronMountain M-Files Archiving
How to configure and use the IronMountain M-Files (CloudVault) archiving module in the ssm.ro admin panel.
The IronMountain M-Files Archiving module allows automatic sending of approved documents from the platform to an M-Files electronic vault (CloudVault), ensuring electronic archiving of personnel files.
1. Configuring the M-Files connection
From the Connection tab, fill in the connection details for the M-Files account:
| Field | Description |
|---|---|
| REST API URL | The address of the M-Files CloudVault server (format https://...cloudvault.m-files.com/REST) |
| Username | The username of the M-Files account |
| Password | The account password |
| Vault GUID | The unique identifier of the M-Files vault (format {XXXXXXXX-XXXX-XXXX-XXXX-XXXXXXXXXXXX}) |
Press "Save connection". The system automatically validates that it can connect to M-Files.
After saving, activate the connection with the "Active connection" toggle. If activation succeeds, automatic archiving is started.
If activation fails, check the URL, the GUID, and the credentials.
2. Selecting archived documents
From the Documents tab, you can select which document types from the employee's file will be automatically archived in M-Files. Automatic archiving runs daily; in addition, each eligible document can also be archived manually (see below).
Check the desired documents from the list of all available document types. Unchecked documents will not be archived.
3. Configuring document metadata
For each activated document, you can configure the metadata with which it will be registered in M-Files.
Press the configuration icon next to a checked document to define the metadata mapping: the fields in M-Files that will be automatically filled in with the employee's data (e.g. name, department, document date, etc.).
4. Tracking archived documents
The module's main tab displays three lists:
| Tab | Description |
|---|---|
| Archived | Documents successfully sent to M-Files |
| Not archived | Eligible documents that have not yet been sent |
| Ignored | Documents excluded from archiving |
For each document in the Not archived list, you can manually initiate archiving by pressing the archive button next to it.
If the connection is active, automatic archiving is done daily. You can also archive a document manually at any time from the Not archived list (eligible documents that have not yet been sent, e.g. those approved before the connection was activated).
The module's main page is organized into three tabs:
The "Archived" tab
Displays revisions already successfully archived in M-Files.
| Column | Description |
|---|---|
| File name | The title of the archived revision |
| M-Files file ID | The document's identifier in the M-Files system |
| Archiving date | The date and time the archiving was performed |
The "Not archived" tab
Displays PDF-type revisions with approved or archived status that are configured for archiving but have not yet been archived. These documents can be archived manually.
| Column | Description |
|---|---|
| File name | The revision's title |
| Actions | "Archive" button for manual archiving |
The "Ignored" tab
Displays records whose document type is not configured for archiving. These documents will not be archived automatically.
2. Configuring the M-Files connection
The connection to the M-Files server is configured from the "Connection Configuration" button.
| Field | Description | Example |
|---|---|---|
| Client REST API URL | The REST endpoint URL of the M-Files CloudVault instance | https://organizatie.cloudvault.m-files.com/REST |
| Username | The username for authentication in M-Files | |
| Password | The M-Files account password | |
| Vault GUID | The unique identifier of the M-Files vault, in curly braces | {xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx} |
Validation conditions:
- The URL must start with
http://orhttps://and end with.cloudvault.m-files.com/REST - The GUID must be in curly braces
{...}
Press "Save" to save the configuration.
3. Activating and deactivating the connection
The "Active connection" toggle controls whether automatic archiving is active.
- Activation: The system tests the connection by obtaining an authentication token from M-Files. If the test fails, the connection is not activated and an error message appears.
- Deactivation: Stops automatic archiving. Already archived documents are not affected.
Always verify that the connection details are correct before activation.
4. Configuring archived documents
From the "Configure Documents" button, you can select which document types (RequiredRecords) will be automatically archived in M-Files.
Displays the list of all operators-type document types available in the system. For each document, you can:
| Field | Description |
|---|---|
| Archiving active | Yes/No toggle — whether revisions of this document type are archived automatically |
| M-Files document ID | The document type's identifier in the M-Files system (required for correct mapping during archiving) |
Press "Save" on each row after making changes.
If a document type does not have an M-Files document ID configured, its archiving will fail even if archiving is enabled.
5. Manually archiving a document
From the "Not archived" tab, you can manually archive a revision:
- Identify the desired revision in the table
- Press the "Archive" button next to it
- The system sends the PDF file to M-Files via the API
- On success, the revision disappears from the "Not archived" tab and appears in "Archived"
Possible errors:
- The M-Files connection is not active
- The PDF file is missing from the revision
- Communication error with the M-Files API (expired token, server unavailable)
- The document has already been archived
6. Viewing the metadata of an archived document
From the "Archived" tab, click on a document to see its metadata from M-Files.
The displayed metadata is retrieved in real time from M-Files via the API and reflects the document's current state in the archiving system (properties, version, document class, etc.).
If the connection is inactive or the M-Files API does not respond, displaying the metadata will fail with an error message.