IBM FileNet Reviews

We use IBM FileNet for content management purposes.

The application's processing engineer needs to be more advanced.

We have been using IBM FileNet for two years.

I rate the platform's stability a nine out of ten.

We have more than 500 IBM FileNet users in our organization. It is a scalable platform, and I rate the scalability a seven out of ten.

A third-party services vendor, a gold partner certified by IBM, helps us communicate with the technical support team.

We are working with many products for content management, including SharePoint.

Our team didn't encounter any difficulties in implementing the product. The installation process takes a week to complete, whereas it takes around six months to create the content. We have a team of four technical engineers to work on deployment.

We take assistance from a third-party vendor for implementation.

The product generates around 30% benefit.

The platform is inexpensive. I rate the pricing a seven out of ten.

The operations management team primarily utilizes IBM FileNet as the foundational tool for content management. It offers a range of modules with additional functionalities for tasks such as daily maintenance, yearly maintenance, and quarterly maintenance. It has broader capabilities, and the team has tailored its usage to meet specific content management needs.

The platform efficiently streamlines the handling of documents and content in our organization. It is a user-friendly system and easy to manage for anyone with basic knowledge.

It has been leveraged effectively in our existing workflow, particularly concerning third-party components and directory services.

The security features work effectively in managing sensitive information and ensuring confidentiality.

I rate it an eight out of ten.

On-premises

We have created document types for various types of documents, such as invoices (both incoming and outgoing), and normal posts in German. This involves automatic content detection, where the content itself goes via scanner to the content store. Links are then sent to the user, where they can find the documents.

IBM FileNet as a solution is very good for midsized companies and offers a compact solution where content can be stored in an IBM DB2 database. It requires minimal management effort, provides alerts when the database exceeds a certain capacity, and offers a control center over the ECM system.

FileNet provides a compact solution for midsized companies. It allows content to be stored in IBM DB2 database blocks with minimal management effort. Additionally, there are alerts to monitor the database capacity and ensure a manageable space. FileNet also provides a control center over the ECM system to monitor states and transcripts.

IBM does not do very good marketing for FileNet. Initially, after IBM acquired the product, there was good marketing support, but this has dwindled as IBM has lost personnel. More could be done to highlight the benefits to customers. Additionally, there are no visually appealing interfaces or apps for the product, which can influence customer buying decisions.

We have used IBM content management solutions since the year 2000.

We have not experienced stability issues with IBM FileNet. The database and the product itself have been stable for our needs.

Most of our customers do not want to move their sensitive internal data to the cloud. However, the solution's scalability within the IBM cloud has been very well maintained, and clients do not face issues.

Customer service is very good. I would rate it between eight and nine out of ten.

Positive

The setup process of IBM FileNet is straightforward and well-documented. There is a good online interface to configure parameters.

As IBM partners, we typically handle the deployment process for our customers as they may not have the required expertise.

Content management has been a cornerstone of our company since we started with IBM solutions, making it difficult to quantify the direct return on investment given its integral role.

It depends on the business partner providing the solution to the customer. We have an ESA contract with IBM which allows us to offer the solution at a competitive price, providing added value when combined with our expertise.

In anticipation of AI solutions becoming more prevalent, it is necessary to manage content storage efficiently to enable effective use of such technologies. We advise customers to consider a consolidated content store approach.

IBM FileNet is an enterprise content management solution. We use the solution for document management in the legal, insurance, and banking sectors.

We're implementing an on-premise solution. We're handling the installation of the product and customizing it to build a customized application addressing specific use cases. We use all kinds of documents including audio, text, images, and office documents.

The product is robust and can process a lot of documents for enterprise content management.

The user interface of IBM content management, including the ability to customize screens without the need for coding, could be improved. Customers can use it to split the screen, enhancing its suitability for office use cases.

I have been using IBM FileNet for 20 years.

The product is stable.

I rate the solution’s stability an eight out of ten.

The product is one of the best products that can handle high availability. It can work with distributed content and servers around the globe on the same cluster of content engines. We cater the solution to medium-sized businesses.

I rate the solution’s scalability a ten out of ten.

The professional services are not familiar with the product. They take too much time to handle a case. They need more knowledge.

Negative

The initial setup is very easy if it is containerized. It takes a few days to complete.

I rate the initial setup an eight out of ten for containerized installation and six out of ten for standard installation, where one is difficult, and ten is easy.

The product is expensive. The price was 30% higher than what we needed to pay for IBM.

I rate the product’s pricing a ten out of ten, where one is cheap and ten is expensive.

Overall, I rate the solution an eight out of ten.

On-premises

I have been working remotely for an insurance client and I use IBM File Manager.

The most valuable features of IBM File Manager are workflow, content, and process capabilities.

IBM File Manager should improve the UI. There should be more customization based on the user.

I have been using IBM File Manager for eight years.

I have found IBM File Manager to be stable.

IBM File Manager is scalable and it is easy to do.

We have approximately 100 users using this solution.

I rate the technical support of IBM File Manager a three out of five. They could improve by being more responsive.

The rate of initial setup complexity of IBM File Manager a two out of five. Whereas five is complex.

We have two people for the maintenance and support of the solution.

I rate the technical support from IBM File Manager a three out of five.

I rate IBM File Manager a seven out of ten.

On-premises

Our client is using it for search and retrieval and for archiving. From the very onset, it was deployed for archiving of their legacy records. We did not implement any workflow for them. We use the FileNet Content Engine Web Services to retrieve documents. We use high-end production scanners to scan the records. After that, users can use FileNet to search for these records.

There is automation involved in the process. At the point of scanning, the scanner dispatches the records to a particular folder. In each folder, there is an application that has been designed by us, which files the records in FileNet. We are not using any FileNet application to do the filing. We have an application which renames the XML to FileNet to do that.

We mainly use it for inactive documents. These are records they don't need to edit any longer. They are still necessary for their day-to-day operations; they provide evidence about their operations so they cannot be deleted.

 Our client is using version 4.2 on-prem.

We implemented it, per our client's request, as an archival solution. FileNet has given us what we needed.

FileNet has helped our client implement a retention policy for their inactive records.

We mainly use the Metadata, we don't use content, as such, for the retrieval. It has been robust because that's how we designed it. The application, in terms of durability, has been able to withstand the usage, given that it was installed in 2003 and it's still working. The version installed back then was 3.6. In about 2009, it was upgraded to 4.2.

For us, the back-end has been good. The system is so robust that we've never had problems, in terms of system administration. We've never had any challenges.

Our client feels FileNet does not provide them with content searchability. They feel it's cumbersome. They're only using Metadata. If the Metadata is not well-populated, it becomes a problem to retrieve a document.

Aside from that, they feel the interface — when they look at modern interfaces — is not robust enough for them. However, they're on an old version and I wouldn't know what the current interface looks like.

For non-technical users, with what we currently have on the ground, which is the web services, the only challenge we have is that content searchability is not available, because it is an old installation.

I've been using FileNet since back in 2003.

From a technical point of view, FileNet is very stable.

We have never had to contact FileNet support.

I was part of the team that set up the FileNet installation we are currently using. I don't remember how long it took to implement, as that goes back to 2003.

The installation has been going on for a long time. I believe they have seen value for their money. They've been using this application for over 15 years and it's still delivering.

FileNet is quite expensive, although Documentum is expensive too. There are several other content service platforms with a very low price, and they deliver as much as FileNet and Documentum do.

Our client is trying to move away from the FileNet to Documentum and that has been difficult. The migration from FileNet to Documentum was started sometime in 2013 but, unfortunately, they have not been successful with it. I believe the vendor they used did not have enough knowledge to be able to deploy it, so they're having challenges with it.

They decided to move away from FileNet back because there was no clear direction as to where FileNet was going. They wanted to do content, and there was an option to go with FileNet P8, but they got direction from industry reviews and decided to go with Documentum because of the content functionality. Aside from that, ideally, they need to bring in workflow, as well as content searchability — full-text search. Those are some of the things they desire.

When they began with FileNet it was started as an archiving solution. That is what it was conceived for initially. But the need arose to get into content and workflow and they felt they needed a new platform.

I do believe FileNet has such capabilities. We are trying to propose to them to go for FileNet P8. Unfortunately for them, they have spent so much time trying to implement Documentum and have not made headway. They have yet to look at P8. We are the ones supporting FileNet for them. We have told them that the functionality they're looking for is available in FileNet P8. I would love to use FileNet P8 to see what it can deliver. However, whether they want to implement FileNet P8 or Documentum, the procedure is cumbersome.

I'm very familiar with Documentum. I've gone for Documentum training in Germany. But I would still go with FileNet because it delivered for me. It has been stable for many years. That is a strong point for me.

My advice would be, before you go for any DMS, don't get stuck on looking for solutions that rate highly in industry reviews. For some of my clients, that is important, but others aren't concerned about that. They say, "Does the solution address my problem? Is it cost-effective? Can I scale up? If yes, good." Those are all things my clients are looking for.

One of the primary use cases is for documentation processing, including image processing and all the content. It is also used for archiving and document management.

For example, in the mobile telecom or financial industries, there are requirements to retain a customer's documents, depending on regulations, for five and sometimes ten years. In this instance, FileNet is used for archiving all of the documentation.

We are using it for documentation automation projects, especially for content management such as customer contract management and some vendor contract management.

It has reduced operating costs, especially postage and courier costs and the cost of printing hard copies.

It has also helped with compliance issues. Instead of archiving hard copies, where there are regulations regarding the conditions in which they are stored, which means there are energy costs for climate control, FileNet saves on those energy costs. There are also savings on the cost of renting warehouses for the hard copies. Keeping everything digital means there are a lot of savings.

One of the most valuable features is FileNet's ability to capture things from the stack, from e-mail, to scanning of Excel and Word. FileNet can also convert many types of files to PDFs very easily.

Also, when the Content Engine processes files, it can reduce the size by up to ten times by compressing them. It has a very low storage profile. This is very important because storage is something that adds to the cost. In this way, it can reduce costs.

It is also possible to search any customer's documentation. If you want to find historical documents, you can find them very easily.

With the application layer you can install it with Windows Application Server to create web logic. 

You can also use clusters.

When requests come from users, you can extend it horizontally or vertically. You can put a lot of application servers in a vertical arrangement, so it's very flexible.

It's very simple to integrate it with other solutions. The business process management layer makes it very easy.

It's really user-friendly. Everything can be managed via a web application, a web console. And for non-technical users, it's mostly web-based now, so it's not so hard for them to use. Especially in the mobile industry, most workers are not technical. They are sales-based and are not familiar with a lot of technical features. But they find it very easy to use.

Finally, behind FileNet is IBM, which is a big company.

I have been using FileNet for 12 or 13 years.

It is very stable because FileNet is mostly compatible with Unix, Solaris, and also IBM Unix (AIX). It's also compatible with Windows but the Unix system is really robust. When I was working with FileNet for a telecom company, it never went down. The uptime was five-nines.

Scaling is easy. You can scale vertically because in front of the application server there is load balancing. You can put a lot of application servers behind the load balancing. It's very easy. We were using Oracle Database and we could scale the database very easily as well. You can upgrade and scale up without any downtime. That is very important.

The initial setup is very easy. You first implement the database and after that the application. You can even install it on a remote site. It's that easy.

However, the configuration does take a long time. Every company needs its own configuration design. It depends on how many applications are connecting to FileNet. It can take a long time, depending on the application count.

The installation itself only takes one or two days, but the configuration can take a long time. The first time we configured it, it took over 20 days.

First of all, the automation means there is no more dependency on hard copies. Storing those documents was dependent on the environmental conditions, and if they weren't right, the documents could break down. And they had to be sent via post or courier.

By using FileNet, especially with bigger contracts, it doesn't take ten days or two weeks to receive and store the documents. Instead, when the documents are emailed it takes under one second and it arrives to customer service. Once they open the email, they can activate the customer's product immediately. The customer doesn't have to wait two weeks and it means the company can earn money for the product sooner. It helps with time to market.

Overall, ROI depends on the particular project. Every project is different.

Licensing costs depend on the size of the storage.

I also know SharePoint and Documentum. When I looked into them, Documentum was harder to use than FileNet and more expensive. Implementing and integrating Documentum was much harder than with FileNet. I'm not sure how it stacks up now. SharePoint was not robust or sustainable, in my opinion. FileNet is much better than SharePoint in those areas. 

In terms of the biggest lessons I've learned from using the product, when we installed the first time, I didn't know anything about document management. But with time, I learned that the most important thing is choosing the best infrastructure.

My advice would be to use a specialist in documentation management to implement the solution. That's not just true for FileNet, it's true for other solutions as well.

I would rate FileNet at eight out of ten. No product is perfect. You will always find some bugs.

We used it to develop document-management solutions for various public sectors, in India. We also use IBM BPM on top of it, which is primarily used for Workflow, with FileNet as the repository in the backend for document storage. Our solutions manage the entire lifecycle of content, right from creation to disposal.

For example, when organizations receive invoices or proposals, using FileNet we have a solution which allows users to create the content, upload the content, manage the content, and it moves through the workflow.

Our solution is called E-Office is, which handles the entire file movement, correspondence, file creation, committee meetings, etc. Wherever content is involved, the solution is involved. All day-to-day, paper-based activities have been automated using the help of BPM and FileNet.

It's deployed as a hybrid. It's mostly on-premise but some of our customers have part of it on cloud.

It's not only about productivity but utilizing resources effectively. Because of the automation, they use a lot less paper for printing. And on top of the resource benefits, there are also a lot of cost-savings as a result.

In addition, because offices are located in different locations, they now work together virtually. It is very difficult to transfer this kind of data through emails. Our solution has really helped with that. Productivity is a primary focus for every automation we implement. And our client companies have seen that as a result.

Our clients are saving a minimum of two hours a day in work time. They no longer depend on couriers or whatever they were using to dispatch and move files. Everything happens in the solution.

The most valuable feature is the suite of IBM products. It's a packaged solution. We have IBM Datacap which is used for the OCR capabilities. FileNet is the repository for document management. BPM is primarily used for workflow. Then we have Red Hat Linux or AIX, which is an OS from IBM. There is also Db2 which is a database, again from IBM. We get all these products straight from IBM. We don't have to rely on different vendors or products when there is an integration issue.

The FileNet Navigator, which came out four or five years ago, was really a major upgrade from IBM in terms of the UI. Users are happy with that.

FileNet has the capabilities to meet compliance and regulatory requirements. It is very secure. That is also one of the key requirements of any automation that we do.

There is some confusion with FileNet workflow. It's not really going into the next level. They are probably replacing it with BPM's workflow. So there's an issue of clarity, the vision for going forward. There are a lot of tools and a lot of features, but which one is really going to stay and which one is going away. When they make that vision public it will be good.

I have been using this solution for about 12 years.

FileNet is stable. A lot of our customers are actually on older versions, so we've been upgrading their systems recently. The current version is really stable because it has been rewritten. Since IBM acquired this product — FileNet is not an original IBM product — they have rewritten certain engines in it. The more they release new versions, the more the product is stable, especially in the "five-dot" series. They are really stable. We are encouraging customers to upgrade to the latest version. That is what is happening now.

I don't remember any stability issues recently. Maybe a long time ago, with certain limitations, there were a couple of issues. But we don't have them now. There is a resolution for everything in the current versions.

We were using products like Documentum and OpenText, and we used to rely on different vendors for the database, etc., and we had certain challenges. But the IBM products come as an entire package for us, which is really helping.

The setup is going to be complex but we put the right people on the job. In the older versions, it was much more complex. Slowly it is improving. They started releasing container stuff, recently, which we like. 

I would say it is not too complex or too easy. It's somewhere in the middle. Hopefully, the coming versions will simplify the FileNet setup to help it go more quickly. Currently, it takes at least a day to set up a basic environment.

Our clients have definitely benefitted from FileNet but they don't disclose the numbers.

Some people say it is costly, but when they negotiate with IBM it is sold for somewhat less. IBM gives discounts depending on the customer base. We don't have complaints about it from customers.

FileNet is at the top of our list of referred content management solutions. It ranks well in industry reviews. FileNet has a customer base in different domains and different business areas. If somebody wants to implement it, they should look at the case studies and see how it is being implemented and what the benefits are.

In terms of its usability, we mostly use the out-of-the-box capabilities of FileNet, such as the Content Navigator. BPM has built-in capabilities to communicate with FileNet and we also develop certain Java-based GUIs.

With the new version, the UI has been improved as has the performance. There is also a distributed enrollment that FileNet allows. There is something Cache Service Manager so you can have this service set up and distributed so that people can access it locally.

I would rate FileNet at nine out of ten. IBM needs to clarify the vision, the roadmap of what is expected for it. How they want to take this product to the next level, that is what is missing.

There are two use cases. One is as an extended datastore for IBM Connections, but we don't have many Connections customers. We have actually lost two such customers in the recent years because IBM didn't do anything for that product. 

The more common use case is as a general filestore for documents, with interfaces to the Web, etc. It is used to store incoming invoices and documents and to classify them. It's also used to automate the process of document storage, when documents come in. We have a mechanism to automatically categorize a document based on content. Based on that, we are able to create attributes for the content management system. Then we store the document in FileNet to enable retrieving it. We have PIDs, a universal access code, for each document and via that we are able to retrieve documents, even via applications.

We have created some interfaces. We have a central solution to make it easy for customers to plug in their application systems in an easy, customizable way, without having to program it. We also work in the area of analytics where we use Cognos. We have customers who retrieve information about incoming invoices. They can click on a link and retrieve it automatically out of FileNet or Content Manager.

FileNet helps increase productivity. For example, in reporting for a construction company, when they look at the costs, they can see the incoming and outgoing invoices. By clicking, they pull that document from the content store. The productivity comes from not having to go to a folder and look for a document. It's the integration which makes it productive, day-to-day.

You can only see how much the solution saves when you did not have a content system before. We have customers, for instance, who stored their documents in PDF format in folder structures. They had structures based on year and customer number. To find and use a document would take three to four times more effort than to have access via automated interfaces. The next gain is when you plug in mobile. Then you need something like FileNet, an intelligent content store.

It also helps with compliance and governance issues because it's a datastore that is not modifiable, and you can guarantee that. You cannot guarantee that with a folder-based file structure, where multiple people have access. In that scenario, you cannot guarantee that a document hasn't been changed.

The most valuable features of FileNet are the 

• storage mechanism
• search mechanism 
• interface through Content Navigator and 
• mobile interfaces. 

The area of migrations to new versions must be made easier. It's quite good that they have now begun to improve the API area, to modernize the interfaces, but there's always a very big investment involved in migrating from one version to another. That prohibits rolling out new functionalities to customers. It's not so easy. You can't release a new version every three months to bring in new capabilities. That is the old-fashioned, the way it worked ten or 20 years ago. That is bad. In that area, they really must improve.

We have FileNet, Content Manager, and TSM in our own installation. We migrated that installation three years ago to version 5.12. Now we have to migrate to 5.25 to bring in new facilities, and it's a big task. We have to do it in addition to our other tasks where we support customers. We need a parallel machine and to set it up there and to migrate step-by-step, then test it and roll it out. It's not so easy. That is a big area where there is much to be done to satisfy the needs of customers.

I've been using it a long time. We have been an IBM Business Partner for more than 20 years. We have been using FileNet since IBM bought it, I believe about eight years ago. We have been in the content management area since 2002. We started in the area of content systems with IBM Content Manager and then we added our support for File Net.

I have never really heard of problems with the stability because the database. IBM Db2 is never a problem. I cannot say anything about Oracle or other databases. We have avoided implementing with a non-IBM database where we can. When we do, there is no problem with stability.

In the larger installations, we use primarily TSM as the object store, and therefore we do not have problems with overrunning file space and those kinds of issues. The only thing we have seen is that when a customer's system administrator installs a new Java version on the server where FileNet is running, sometimes it can cause a big mess. FileNet doesn't come up.

We have customers with a very small user base, 50 users or so, and we have some who have a really big user base. But the scalability is primarily dependent on how long you are storing documents. The time over which documents are stored now has been extended far beyond seven years. In the past, often this was a financial necessity. But now, even though we do not have insurance companies as clients, we have customers where the stored documents are more than ten or 15 years old. The scalability is also more dependent on the count of documents than on the user-base interaction.

From my point of view, it's scalable enough. Today there are machines which are scalable, where you can put in additional processors and memory. In today's scenarios, scalability is not really an issue. FileNet can take advantage of today's technology for scaling. There are other products which cannot because the database prohibits it. When they use MS SQL Server Express, for example, there are limitations. And when you have windream and such solutions in the German market, which are also in the Austrian customer area, they show wonderful functionality and a wonderful GUI, but when it comes to the extensibility and scalability, they reach their limits relatively early.

We have not had to use technical support very often. We get technical support from Germany. There is a good support center where the response time is quite good.

When you use IBM Content Foundation as the entry point for installation, it's quite well-documented. If you have know-how in the IBM area, including the area of WebSphere Application Server, then it's not too hard to install. It's up to your partner to download the right versions which fit together, the right way, and then it's not really a big deal. In those circumstances, you can install FileNet within two or three days and have a running version.

Process automation is the main reason we created our own server: To make the interfaces easy and to automate the process of storing and adding the right attributes, and to make sure you're able to search and find the document again.

It's very hard to say what the ROI is on that automation. The goal was to make a solution for the customer where he can solve his problems. For us, the greatest part is the services part. We set it up as a vehicle through which customers are able to implement automation, and to make it easy for them to apply it to their applications.

For FileNet in general, the return in investment happens over two to three years when you take into account the license costs, the maintenance costs, and the implementation. I think that is a reasonable ROI. I have heard of products that have much longer ROI.

The licensing cost of FileNet is comparable. It costs more if you use Case Foundation or the like — if you extended it. But that is not the scale of our customers. They are too small for that.

We do the scanning part, at the moment, with other products, not the IBM scanning engine, because it's a price-sensitive area.

The problem is that the competitors' products have, in most areas, a contract with an ERP system. We now have three customers who are migrating to new ERP systems and they all have contracts with a document management solution. They bring it in with a fixed price and give them a whole document integration path.

We have one customer who, for many years, used IBM Content Manager, and now he's migrating to a new ERP system and he's throwing out the old solution because, with the new ERP system, he has document management out-of-the-box with the licensing cost. This customer has no experience with the new document management system. Nothing. The ERP seller sold him the D3 DMS system and now we have lost that content management installation.

In terms of decision-making, the problem is that most customers have IT people making the decision about which product to use and they do not have really the experience. When customers come to us, they often come in with a prepared offer from someone else with a vested interest.

This is happening more or more and it is not good. In the past, it was up to the market to have a good but independent product with interfaces to all application areas. With this new scenario, it's the IT managers, who do not have much experience — they come from university from which they only have technical knowledge — and they say: "Okay, I have one supplier who is providing me one solution. I have an all-in service contract and I don't need to take care of the solution on a technical level." That is bad for independent solutions like FileNet.

It's a stable solution. It's proven. It provides guaranteed compliance; neither the attributes nor the content itself can be modified. You can guarantee and report that. The implementation time is no more than for other products. And the product is scalable.

In creating our tools we have integrated a lot with FileNet. It's very easy to integrate because the only thing you need is a mechanism to store, a way to add and change attributes, and to retrieve. You also have to be sure that you have a good search engine when you do not have direct attributes, a full content search.

In the first years, we were not happy with the usability of the content management products. Content Manager had no value for end-user interfaces. We passed on the strong demand for that. In the last few years, with the new versions of Content Navigator, it has been much better. We have a good interface also in Notes, in the right sidebar. It's a solution from IBM, Germany, where you can drag and drop documents. The Content Navigator now also has mobile support with a good interface. It's much more useful than it was before.

The internal features haven't changed and are enough to fulfill the requirements of customers. But customers always want a beautiful GUI. It's much more necessary to sell it with a beautiful GUI than with the functionality they really need. When we sell it, the end-user interface carries a much greater weight in customer decision-making than the technical part. On the technical side, there is nothing that FileNet is missing. There are three ways things can be stored: in the database, in the filestore, or in TSM. Our larger customers have TSM as object storage for FileNet and that is a very good solution.

We have not implemented the IBM Automation Platform for Digital Business. We have looked at it. We thought that in the last two or three years it was too big, too heavy, and too expensive for our customers. We are rethinking that at the moment, looking again to see if it can help and if it makes sense. We are not sure in the moment if this automation package is really a helpful and an effective investment.

Overall I would rate FileNet at nine out of ten. What it's missing to make it to a ten is the possibility of implementing new versions and new functions easily, in smaller time intervals, without a big investment on the customer's side. That is a barrier to new functionalities. In addition, IBM doesn't market well. You do not hear anything about FileNet in the market — nothing. Nobody has promoted it over the last three years. You hear much more about all other DMS systems compared to FileNet. You hear about new facilities, about mobility, and the integration of scanning and scanning-automation processes. You don't hear anything about FileNet. And that doesn't make it easy.