IBM FileNet Overview

IBM FileNet is the #1 ranked solution in our list of top Enterprise Content Management tools. It is most often compared to SharePoint: IBM FileNet vs SharePoint

What is IBM FileNet?

IBM FileNet is a leading IBM enterprise content management product family. IBM FileNet is one of the ECM solutions that can change the way a company does business by enabling users to capture, activate, socialize, analyze, and govern content throughout its lifecycle.

There are many IBM FileNet products available, all of which are integrated and based on the FileNet P8 Platform.

IBM FileNet Buyer's Guide

Download the IBM FileNet Buyer's Guide including reviews and more. Updated: July 2021

IBM FileNet Customers

Suncorp Group Limited, St. Vincent Health, Citigroup, SRCSD, and UK Dept for Work and Pensions.

IBM FileNet Video

Pricing Advice

What users are saying about IBM FileNet pricing:
  • "The licensing cost of FileNet is comparable."
  • "Licensing costs depend on the size of the storage."
  • "When it comes to pricing, IBM needs to make an effort to improve the cost. That's the main issue regarding use of FinalNet in Columbia."
  • "FileNet is quite expensive, although Documentum is expensive too."

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WolfgangPichler
Senior Consultant at pITsolutions
Consultant
Top 20
Easy to integrate, and enables our clients to guarantee compliance

What is our primary use case?

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… more »

Pros and Cons

  • "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."
  • "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.... In that area, they really must improve."

What other advice do I have?

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…
Moshe Elbaz
IT Manager & FileNet Specialist at a tech vendor with 201-500 employees
Real User
Top 20
Provides a robust, stable, and easily scalable solution for our clients

What is our primary use case?

We usually use it for document management in insurance or finance companies. Some of our clients are using the workflow for insurance cases. In these companies, FileNet is ingesting a lot of documents and a lot of insurance claims. In terms of automation, we're using IBM Content Collector and we have started using RPA a bit. We're using ICC for some of our customers to ingest and automate the upload of multiple documents in bulk. We've just started using automation with RPA but not with the P8 system; rather for other functionality that customers need. Ninety percent of our customers in the… more »

Pros and Cons

  • "For a large company, for the robustness, stability, performance, and the growth — that you can grow it within seconds — I would advise using FileNet, without any doubt."
  • "The analytics in FileNet are too complicated and they consume too much infrastructure, memory, and CPU. They're too expensive to work with."

What other advice do I have?

If you are a small or medium-sized company, I would advise working with other programs before you put money into FileNet, even though I've worked with it for a long time. If we're talking about a large company, for the robustness, stability, performance, and the growth — that you can grow it within seconds — I would advise using FileNet, without any doubt. The performance is dependent on the database. Issues with performance are usually associated with databases issues. And, as I mentioned, the GUI of IBM Content Navigator caused a lot of issues with performance, but it's working well with our…
Learn what your peers think about IBM FileNet. Get advice and tips from experienced pros sharing their opinions. Updated: July 2021.
521,817 professionals have used our research since 2012.
AD
Sr. Systems Engineer at a tech services company with 51-200 employees
Real User
Provides our clients with easy-to-configure and comprehensive compliance and governance

What is our primary use case?

All of our customers are using it to ingest, process, and retrieve their documents on a daily basis.

Pros and Cons

  • "There are a lot of valuable features, but the biggest advantage is that this system is stable; it's always online, it always works... once it's configured and running, we don't need to touch it and constantly make changes to it. It's a low-maintenance platform."
  • "There is room for improvement in the scanning solution, Datacap. It's improving all the time. But since it's more an end-user software, the end-users are constantly improving their processes, and I believe that sometimes we're not catching up with their requirements."

What other advice do I have?

The biggest lesson I have learned from using this solution is that every solution is unique. In general, out-of-the-box, it can meet up to 80 or 90 percent of the requirements, but you still need to gear it a little bit differently for different customers. Every business has its own requirements. My advice would be to make the right choice, which is IBM. It means less trouble for the customer and less trouble for the engineer installing it. In terms of the usability of the solution, once we configure and set up everything according to the requirements our customers have, they are really happy…
GupteshwarPrasad
AVP Technology at a financial services firm with 501-1,000 employees
Real User
Top 20
Reduced manual work significantly, from days to an hour for some tasks

What is our primary use case?

We are using it as a repository. We have multiple input sources where we receive files and, as of now, we are using it as a kind of a "dumping yard." We are not using it for end-to-end workflows and processes as well. We are just using it to get the files and keep them. It's deployed on-prem only.

Pros and Cons

  • "FileNet is very user-friendly... We have business users using and it is quite friendly for them."
  • "I would like to see it able to capture NLP in an advanced search. It would also be good if it could capture images and segregate them in categories within a span of seconds."

What other advice do I have?

If you want to integrate it with multiple other solutions you can do it quite easily. It exposes its services and it exposes APIs so you can integrate it with other applications have on the floor. These days, whatever products we have, we can do multiple things on the platform itself with some simple configuration. We are still thinking about merging IBM BPM with FileNet. In terms of automation, we have two BPM products. We capture the file transfers, outbound and inbound. We capture forms with pharmacy data from customers, the pharmacy branches. They collect it and scan it and then it is…
GV
Senior Architect at Tecnics
Real User
Automation and workflow save our clients significant time every day

What is our primary use case?

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… more »

Pros and Cons

  • "FileNet has the capabilities to meet compliance and regulatory requirements. It is very secure."
  • "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."

What other advice do I have?

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…
VeyselOzdemir
Managing Director at Ictnet
Real User
Top 20Leaderboard
Content Engine compresses files, reducing the storage profile

What is our primary use case?

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.

Pros and Cons

  • "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."
  • "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."

What other advice do I have?

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.
DO
SAE - Services Account Executive at RICOH
Real User
Check-in and check-out capabilities enable document security, but pre-configured use cases would be helpful

What is our primary use case?

We have some projects now with a university in Bogota, here in Colombia. We developed a correspondence process and some administration processes with invoices. We also have a government project where the main process is around the lifecycle of documents. We use FileNet to automate correspondence processes when our clients receive documents. There a lot of legal requirements in Colombia and companies need to automate their processes around these requirements. We incorporate FileNet in the middle of the process and we collaborate to make our clients' processes more efficient. We offer FileNet to… more »

Pros and Cons

  • "We use IBM Datacap's capabilities to capture data and then we use FileNet's capabilities for filing, to create an archive of documents... We [also] use FileNet's ability to expose information via APIs and interoperate with other systems."
  • "IBM has a lot of documentation but the kind of information in a lot of the documents can be confusing to our clients. It would be easier if they used video tutorials. Right now, the information is too hard to understand, and there is a lot of it. If they used videos I think FinalNet would be easy to use for an end-user."

What other advice do I have?

You need to be patient when you first use FileNet because the information is hard to understand. People often learn a lot when they go over the licensing agreement because it gives them all the possibilities of the platform. You also need technical expertise to use the platform. In addition, it's important to use support after implementation. Keep updated on the versions of the product and try to use all its capabilities. Don't try to customize the product code because that may lead you into difficulties. I would rate FileNet, overall, at seven out of ten. It's not just about the platform…
BolarinwaOyerinde
Managing Partner at Inception Business Concepts
Real User
Top 20
A very robust solution for my client after more than 15 years

What is our primary use case?

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… more »

Pros and Cons

  • "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."
  • "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."

What other advice do I have?

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.
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