About CtrlShare

CtrlShare adds commands to a document in M-Files that check it out to OneDrive, share it with named people, and check the edited file back in as a new M-Files version.

What a session looks like

1. A user runs Check Out to OneDrive on a document.
2. CtrlShare copies the file to a OneDrive location and shares it with the users named by the document’s viewer and editor properties.
3. Everyone edits it in Office, at the same time, with normal Office co-authoring.
4. A user runs Check In. CtrlShare pulls the final file back, stores it as a new version in M-Files, and removes the OneDrive copy.

While the session is open the document is checked out in M-Files, so nothing else can modify it, and it cannot leave its workflow state — not by a user and not by an automatic state transition. That last part is the mechanism that keeps a controlled document controlled while four people are editing it. What the same lock means for automation and for the other applications in the vault is Working alongside other vault applications.

The vault is the record, OneDrive is the workspace

Only the checked-in result becomes an M-Files version. Intermediate edits live in OneDrive and are not versioned in the vault. If a session is abandoned, Undo Check Out discards the OneDrive copy and the vault keeps the version it had.

What it needs from Microsoft 365

A Microsoft Entra ID app registration with delegated Microsoft Graph permissions Files.ReadWrite.All and offline_access. No directory or user permissions are required — this is deliberately a narrow grant. Making the registration is Register the Entra ID application.

What it does not do

• It does not synchronise continuously. The file moves at check-out and at check-in, not in between. For continuous synchronisation between M-Files and SharePoint or Teams, that is CtrlSync.
• It does not co-author PDFs or other non-Office formats. Office co-authoring is what it brokers, so the supported file types are Office’s.
• It does not change M-Files permissions. Who can open the document in the vault is unchanged; who can edit the OneDrive copy is driven by the properties you configure.