10 Best Document Management Software For A Paperless Office in 2020

I analyzed 50 of the most popular document management software.

My goal?

To give you the best ones out there.

I found the 10 top-notch solutions.

Then I wrote an in-depth, data-driven review for each one.

But wait! There’s more!

Here’s what else you’ll find on this page:

  • My comprehensive evaluation methodology.
  • A user-friendly buyer’s guide on how to choose the best tool.
  • The benefits of a DMS system.
  • Up-to-date price comparison of all solutions.

But most importantly, my unbiased reviews will help you find the right solution for your business.

That way you’ll be running paperless and more efficient operations in no time.

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1. PandaDoc

PandaDoc is a cloud-based electronic document management software that can help you run an efficient paperless office. Full Review

  • Document analytics
  • Ease of use
  • Integrations with CRM platforms

PandaDoc is a cloud-based electronic document management software that can help you run an efficient paperless office. Full Review

2. Pinpoint

PinPoint is a robust document management system that is suitable for businesses of all sizes, no matter the industry. Full Review

  • Numerous features
  • Stellar support
  • Built-in contact management

PinPoint is a robust document management system that is suitable for businesses of all sizes, no matter the industry. Full Review

3. Alfresco

Alfresco Content Central is a top-notch enterprise document management software that takes advantage of Amazon’s AI and machine learning capabilities. Full Review

  • Top-notch security
  • Open-source
  • Workflow automation

Alfresco Content Central is a top-notch enterprise document management software that takes advantage of Amazon’s AI and machine learning capabilities. Full Review

4. Ademero Content Central

Ademero Content Central is an excellent digital file cabinet and document tracking system that is suitable for businesses of all sizes. Full Review

  • Ease of use
  • Granular role-based access
  • Excellent scanning capabilities

Ademero Content Central is an excellent digital file cabinet and document tracking system that is suitable for businesses of all sizes. Full Review

5. OnlyOffice

OnlyOffice isn’t only a business document management tool. It’s an all-in-one office solution that has multiple modules. These can streamline most of your business operations in a centralized platform. Full Review

  • Price
  • Multiple modules
  • Ease of use

OnlyOffice isn’t only a business document management tool. It’s an all-in-one office solution that has multiple modules. These can streamline most of your business operations in a centralized platform. Full Review

6. Zoho WorkDrive

Zoho Corp. offers an easy-to-use document management solution that comes with numerous handy features. Full Review

  • Ease of use
  • Price
  • Excellent document builder

Zoho Corp. offers an easy-to-use document management solution that comes with numerous handy features. Full Review

7. M-Files

M-Files is a great solution for companies looking for a DMS tool that offers AI-powered automated workflows, excellent collaboration module, and great document tracking capabilities. Full Review

  • Security
  • Multi-step workflows
  • Easy to find documents

M-Files is a great solution for companies looking for a DMS tool that offers AI-powered automated workflows, excellent collaboration module, and great document tracking capabilities. Full Review

8. DocuWare

DocuWare is an excellent DMS tool for running an effective, paperless business. Its best selling point is the automation of business processes like employee management and invoice processing. Full Review

  • Security
  • Intelligent indexing
  • Numerous integrations

DocuWare is an excellent DMS tool for running an effective, paperless business. Its best selling point is the automation of business processes like employee management and invoice processing. Full Review

9. Fluix

Fluix is one of the best pdf document management software for field teams. If your team is using iOS devices, you can count on Fluix to increase your team’s efficiency, speed, and save paper and money in the process. Full Review

  • Stability
  • Ease of use
  • Excellent for iOS users

Fluix is one of the best pdf document management software for field teams. If your team is using iOS devices, you can count on Fluix to increase your team’s efficiency, speed, and save paper and money in the process. Full Review

10. Xtensio

Xtensio is a flexible document management solution for streamlining and building smarter documents. With the platform, collaboration, creation, sharing, and presentation of living documents is hassle-free. Full Review

  • Easy to use
  • Customizable templates
  • Quick content generation

Xtensio is a flexible document management solution for streamlining and building smarter documents. With the platform, collaboration, creation, sharing, and presentation of living documents is hassle-free. Full Review

2020’s Best Document Management Software

In a nutshell, here are the winners and their strongest suites:

  1. PandaDoc – Overall best document management system
  2. Pinpoint Documents Now – best document management system with customer communications management
  3. Alfresco Content Services – best enterprise content management system
  4. Ademero Content Central – best scanned document management software
  5. OnlyOffice – Best value for money document management system
  6. Zoho WorkDrive review – best DMS tool for novice users
  7. M-Files – best construction document management software
  8. DocuWare – best DMS software for workflow automation
  9. Fluix – best DMS for mobile teams
  10. Xtensio – best DMS for creating living documents

So how did I find the best document management software, and how did I rate them?

First of all, I chose the main criteria by which I’d rate each solution. Here are the most important factors that I evaluated to find the best document management system.

The Main Components of a DMS Tool – and How You Can Choose the Best Document Management System

Coming up is the list of features that I looked for when testing the solutions. You can use the same guide when selecting the right one for you.

Free trial

Finding the right document management solution for your business isn’t an easy task, and online demos won’t help you much with your decision.

The best way to evaluate a system is to take it for a test drive yourself. That’s why all document management solutions on my list offer a free trial. That way, you can decide if any of the tools is the right one for you and your company without spending a dime.

Capturing and searching

The most important function of all DMS systems is to store and organize your documents. Naturally, it should let you find them easily as well.

That’s why I checked each software’s ability to capture documents from a computer, from a scanner, or third-party document repositories. I also checked if each tool uses optical mark recognition (OMR) or optical character recognition (OCR) to capture the text from the scanned documents.

Also, the best document management software should be able to extract metadata from the document automatically, to eliminate the data entry manual workflow. You should be able to add different tags and information so you can find the documents quickly and efficiently.

That said, you should be able to find electronic documents quickly by feeding the software any of the following:

  • Keywords
  • Date
  • Filename
  • Author
  • Content

Document storage and retrieval

One of the reasons why companies decide to buy a document management solution is to have all their documents in a centralized platform. That’s why the software should provide you with enough space to store your files.

Additionally, it should have quick retrieval capabilities so that you can retrieve the file from any location without waiting.

Distribution and collaboration

In 2020 success is a team’s effort.

That’s why you need a collaborative EDMS tool that will let your team members work together on a document, comment on it, and share it with internal and external parties.

Also, you know what it’s like to wait for approval, signatures, and so on. The DMS system of your choice should be able to eliminate this by automatically routing the documents to the respected parties.

But wait! There’s more!

The best document management system should give you the ability to create multi-step rules-based workflows to improve your team’s efficiency by eliminating manual labor. No one should waste time routing documents manually in 2020. Thankfully, most of the apps have excellent built-in workflow modules, that can save you a lot of time.

Integrations

Nowadays, businesses use numerous apps for their day-to-day operations. You’ll want the best CRM, the best project management, the best task management software, and so on. Moreover, all these tools should be able to integrate with each other.

That said, you should be able to sync the document managing system of your choice with the other apps that you are already using to streamline all your operations.

Security

This goes without saying, but security is especially important in today’s digital world. The global average cost per data breach incident was about $3.92 million in 2019.

That’s why you need a safe solution that also lets you set user permissions. Most document management systems are cloud-based, and the service provider is responsible for the first line of defense against attacks. Additionally, some of the solutions protect your files by using military-grade encryption.

And let’s not forget about user permissions – you wouldn’t want everyone in your organization to have access to all documents. That’s why I looked for solutions that offer at least the bare minimum of permissions – view-only, modify, and complete access. Naturally, the more granular permissions you can set – the better.

Ease of use

Although the software’s capabilities are far more important than the interface, you’d want a DMS tool you’ll be comfortable with.

Some DMS providers offer robust and feature-rich solutions that are extremely hard to use, and you’ll need the IT team behind your back at all times while working. Pick a solution that offers the features you need, and you’ll have the technical expertise to use it.

Typically, the top document management software for 2020 are relatively easy to use even for non-tech savvy users.

Knowledge base and customer support

As mentioned in the previous paragraph, most solutions are relatively easy to use.

However, you’ll need to read some manuals, guides, and watch some videos to unleash the software’s full potential. That’s why the technical documentation on the company’s website should be detailed and up-to-date.

Of course, the easiest way is to get in touch with customer support. I judged the customer support based on the available channels (live chat, phone, email), working hours, and professionalism.

Keep in mind that some DMS providers offer 24/7 support for free, but most of them will charge you extra for such a service.

Pricing

At the end of the day, it’s all about how much moolah is your boss (or you) willing to spend on a business document management tool. Keep in mind that, usually, whenever you prepay for a longer period, you’ll get a better price.

So, to keep things simple, I made a table with the (public) prices of the solutions on this list.

PandaDoc PinPoint Documents Now Alfresco Ademero Content Central OnlyOffice Zoho WorkDrive M-Files DocuWare Fluix
$9 per user a month $14 per user a month Custom Quote $35 per user a month $2 per user a month $2 per user a month Custom Quote Custom Quote $20 per user a month

Methodology

Now I’ll guide you through the step-by-step process I followed to find the best document management system.

  1. I searched all over the Web to find the best document management software.
  2. I compiled a list containing more than 50 names.
  3. Then I started reading user-written document management software reviews.
  4. After reading hundreds of reviews, I was able to eliminate more than half of the solutions on my list.
  5. Then I went deeper. I checked reviews and videos dating several years back to see if the tools have improved. Some of the document management solutions had the same unresolved issues for years.
  6. That removed several more, and I made a quick document management software comparison to see if the remaining ones cover all the criteria I was going to review.
  7. And then, there were only nine left. I signed up for a trial for each of them.
  8. After several hours and talking to a handful of sales reps, all my accounts were ready, and I began testing each app.
  9. Once I reviewed each EDM software, I rated each of the features mentioned above. That’s how I created the final score.

Note: All of the solutions are compliant with all data protection laws, including GDPR, so I didn’t include this information in each review. 

That’s how I compiled this list of document management systems. Now you get to know the winners in more detail.

Best Document Management Software Reviews 

Coming up are the unbiased, data-driven reviews for each of our top picks.

Detailed Reviews

PandaDoc
PandaDoc

BEST FOR

Users looking for the overall best document management system.

Visit Website
  • Document analytics
  • Seamless integrations with CRM platforms
  • Great document builder
  • Free trial available

PandaDoc free trial

You can test this electronic document management system free of charge for 14 days. No credit card required.

Capturing, document storage, and retrieval

First of all, PandaDoc offers an impressive template gallery so you can get started in no time.

You can choose any of the pre-made templates or create your own via the powerful document builder.

The latter comes with a drag and drop UI, and you can customize the documents however you like. You can add your brand’s logo and colors, and even add videos to create more engaging content.

The storage of the documents is in the cloud, and there are no restrictions regarding space usage. Your information repository can be as big as you need, and you don’t have to pay anything extra.

You can also upload files from your device or import files from your current documentation repository. PandaDoc works with Google Docs, Dropbox, Box, and OneDrive. However, you can’t use a scanner to upload files directly.

Another drawback of this otherwise good DMS software is that PDF and MS office (except for .docx) files are uploaded as non-editable documents.

However, the good news is that you can easily find all your documents, thanks to PandaDoc’s powerful search engine.

You can add different tags to your files and you can search by title, content, or tags.

Distribution and collaboration

With PandaDoc, you can share your documents via email or create a link. You are in charge of the entire document control process and you get a built-in workflow management module.

This digital document management app offers multiple assurances of traceability and versioning, and you can easily retrieve previous versions of each document.

With the collaboration module, your team members can post comments, negotiate terms, pricing, and agreements. That way, you’ll save time and be more efficient at closing deals.

Speaking of closing deals, the top-selling point of PandaDoc is how easy and fast your recipients can sign contracts and other documents.  PandaDoc’s eSignature is legally-binding and can save you a lot of time in forwarding, reviewing, and signing documents.

One of the best DMS systems also offers mobile apps for iOS and Android. Unfortunately, you can only track your documents without the ability to create and send new ones.

Integrations

Out-of-the-box you can integrate this business document management tool with HubSpot, Zoho, PayPal, and some other third-party apps. You can also use Zapier connectors to sync PandaDoc with Slack, Gmail, and QuickBooks Online. If you opt for the Enterprise plan (or pay an extra $10 per user a month), you can sync your PandaDoc account with Salesforce.

All in all, you can integrate PandaDoc with some of the best CRM software out there.

If you need to use this EDM software with your own apps, you can use the PandaDoc API.

Security

PandaDoc secures your data by using 256-bit SSL encryption, and the company regularly performs audits to ensure the safety of your documents.

To ensure the integrity of the document, you can use the audit trail to see all changes made to the document and who made them.

You can also set role-based access to make sure your employees have access only to the documents they are entitled to. There are three levels of access:

  • Member
  • Manager
  • Admin

Should you opt for the Enterprise plan, you can set custom user roles to configure the permissions at a granular level.

PandaDoc extra features

One of the best document management systems in 2020 comes with a built-in analytics module. That way, you can see how many times your recipients have reviewed the document and on what part they focused the most. The analytics module lets you easily see your recipients’ pain points, therefore gain valuable insights.

Ease of use

PandaDoc will welcome you with a good-looking dashboard that lets you see your work progress at a glance. From there, you can quickly track the approval process, see the expired and declined documents, and much more.

This top document management software comes with a neat and well-arranged UI, and you can easily find whatever you are searching for. All in all, PandaDoc’s team has tried its best to make the software’s UI as organized as possible.

Knowledge base and customer support

This web-based document management software offers a decent knowledge base that includes a helpful blog, FAQs, guides, how-tos, and a few webinars. Still, the documentation is somewhat lacking, and more than likely, you’d prefer talking to the support reps instead of trying to find answers via the website.

The good news is that PandaDoc offers 24/7 email and live chat support. The reps reply fast (via both channels) and will do their best to help you. Overall I had a great experience with the reps, and so is the opinion of other users, judging by PandaDoc’s user-written document management software reviews.

PandaDoc pricing

One of the best document management software comes with three pricing tiers:

  • Individual – $9 a month per user. It allows you to send up to five documents a month.
  • Business – $49 a month per user. With this plan, you get the built-in workflow module, CRM integrations, and an unlimited number of sent documents.
  • Enterprise – request a quote. This plan includes the user rights management module, Salesforce, and Zapier integrations, and an unlimited number of team workspaces.

Verdict

Undoubtedly PandaDoc is one of the best document management systems. It comes with an excellent analytics module, numerous integrations and templates, and a powerful document builder. Sure, the latter can be a bit bulky and slow at times, and the software itself has some bugs here and there. However, these are minor drawbacks considering its capabilities.

Overall, PandaDoc is an excellent business document management solution if you are dealing with quotes, proposals, payments, and contracts on a daily basis.

Alfresco
Alfresco

BEST FOR

Users looking for the best enterprise content management system.

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  • Top-notch security
  • Workflow automation
  • AWS AI and machine learning
  • On-premise and cloud version

Alfresco free trial

This enterprise document management tool offers two trial versions – on-premise for 30 days, and cloud-based for 14. You don’t need to enter your credit card details. However, the cloud-based version isn’t available for all countries.

Capturing and searching

You can upload documents from your device, from a scanner, or any other document repository.

One of Alfresco’s best selling points is that it uses Amazon’s AI to extract metadata from the document automatically. Amazon Comprehend uses its NLP engine to quickly capture entities like people, places, dates, quantities, companies, and so on.

On top of that, Alfresco uses Amazon Textract to extract text from scanned documents automatically. Not only it uses optical character recognition to “see” the words, but it can also identify the content of the fields in forms, thus improving the service immensely.

And if that’s not enough, the enterprise document management system uses Amazon Rekognition to extract textual context from photographs and images and then adds this information to the file’s metadata.

All that information helps you immensely when searching for a file. You can search by filename, keywords, date, folders, and the software has a full-text search capability as well.

Distribution and collaboration

You can easily share files via the Alfresco Digital Workspace. You can create a link to any file and set an expiration date.

Unfortunately, there aren’t any security settings like setting a password, like with other documents management solutions.

In terms of collaboration tools, Alfresco is a great solution.

You and your teammates can comment on documents, create wiki pages, and much more. And the best part is you have full control over the documentation and can keep track of all changes. You get notified when someone modifies a file, and you have full versioning controls.

The company also offers mobile apps for both Android and iOS devices, which can further ease the collaboration between your team members. The apps have doc tracking, sharing, editing, and uploading capabilities.

On top of that, you can set up several workflows to improve your team’s efficiency. You can assign team members to review or approve documents, set various triggers for metadata collection, and create automated document routing workflows.

All in all, this enterprise document management solution offers multiple tools that can improve your document-related business operations.

Integrations

Out-of-the-box this enterprise content management offers several built-in integrations:

  • Salesforce
  • Outlook
  • Google Docs
  • Microsoft Office
  • SAP
  • AutoCAD
  • Box
  • Google Drive

Still, since Alfresco is an open-source document management solution, you can integrate it with virtually any other third-party app. The platform supports multiple open standards, including CMIS, CIFS, and WebDAV.

There’s also the Alfresco Content Services REST API that provides access to all the software’s core features.

Security

Alfresco offers a secure enterprise document management software that can be enhanced by additional third-party authenticators. That way, you can ensure that your documentation is safe, and only people who are entitled can access the content.

Naturally, you can set role-based access and permissions. This business document management solution offers six roles:

  • Managers – have full access to all content, can change user roles, and remove users.
  • Collaborators – have access to their own content and can edit (but not delete) other members’ documentation.
  • Contributors – have full access to their own files.
  • Consumers – can only view content.
  • Coordinator – can share all types of content.
  • Editor – can edit and share files, but can’t create their own.

Ease of use

Since this document management solution offers a vast array of features, and it’s quite complex, there will be a steep learning curve. You’ll also need rock-solid knowledge in Java to customize the software.

Still, Alfresco isn’t a home document management software, so such experts should be available in an enterprise that chooses this solution.

The admin console’s interface looks a bit outdated, but the digital workspace looks great. If you aren’t the software’s administrator, you’ll enjoy a good-looking and easy to use UI.

Knowledge base and customer support

This open-source document management has such an extensive knowledge base that you can get lost in it.

There are resources for developers, manuals, guides, videos, forums, and a university for training.

All in all, you can find all the resources you need on the company’s website.

Still, since the software is relatively hard to use, you’ll need to reach out to the support team. The reps are available via live chat and email, but they work during business hours only. The reps are professionals, and you’ll be able to get the help you need.

The company also offers 24/7 support for critical issues.

Pricing

The enterprise document management solution offers three plans, but their pricing isn’t public, and you’ll have to request a custom quote.

Starter Edition – up to 100 users. This plan gives you the following modules and add-ons:

  • Microsoft Outlook Client
  • Alfresco Records Management
  • Alfresco Content Connector for Salesforce.com
  • Amazon S3 Connector

Business Edition – up to 300 users. In addition to everything from the Starter edition you get:

  • Alfresco Media Management
  • Document Transformation Engine
  • Media Transformation Engine
  • EMC Centera Connector
  • Alfresco System Receiver

Enterprise Edition – it’s suitable for companies with up to 1,000 users. In addition to everything from the previous two plans you get:

  • Alfresco Index Engine
  • Alfresco Content Encryption

You can combine this enterprise document management software with Alfresco Process Service and Alfresco Governance Service to get an all-in-one solution. Still, you can buy each component separately if you don’t need the entire package.

Verdict

In a nutshell, Alfresco is one of the best enterprise document management systems on the market.

The only serious drawback is that Alfresco is way harder to use in comparison with other document management software. It’s also not suitable for SMBs and definitely isn’t the right document management software for home use.

However, if you work for an enterprise and look for a tool with excellent workflow automation features, top-notch OCR, excellent security, and a good collaboration module – Alfresco might be just the right solution for you.

Ademero Content Central
Ademero Content Central

BEST FOR

Users looking for the best scanned document management software.

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  • Ease of use
  • Granular role-based access
  • Excellent scanning capabilities
  • Workflow management

Ademero Content Central free trial

You can try out this DMS tool free of charge for seven days. No credit card required. If you need more than a week to get to know the software, the sales reps can extend the trial.

Capturing and searching

You can add documents by uploading them from your device or use a scanner to import them directly in the document tracking system.

What makes Content Central a valuable tool for scanned documents is its zonal scanning capabilities. You can set different zones, and the information from the document will be extracted automatically in Content Central.

Like the other document management applications on this list, Content Central offers multiple search fields to help you find the right document. There are numerous filters, and the software has an excellent full-text search capability.

Document Storage and retrieval

You can organize your documentation repository the same way as with other file systems – by using folders. That way, you can create a data classification system that works best for you. You can also add subfolders if you need hierarchical storage management, or group the documents in any other way that suits your needs.

As for file retrieval, the process is easy and fast. You find files directly in Content Central’s repository or use the API to capture information from other applications.

Moreover, this document management solution allows you to create forms and documents easily by using pre-defined templates. For instance, you can create a Leave request and send it to your manager for approval in a few seconds.

There are several pre-defined document templates, and you can customize them to suit your business needs. Naturally, you can create your own templates as well.

Distribution and collaboration

This DMS tool lets you share documents via email only. The good news is you can share your files with particular users, or entire groups, while some other content management systems require you to send the file manually to each user separately. That way, you can quickly gather signatures, or send the document to the respected parties for approval.

Content Central also has a powerful automated workflow module. You can set various triggers and actions, create message templates, and much more.

All in all, Content Central offers you multiple ways to eliminate the manual workflow and focus on more important tasks.

Integrations

Out-of-the-box you can integrate Content Central with QuickBooks, Sage, and Workday. If you need to integrate Ademero’s document managing system with other apps, you can use the API.

Security

With Content Central, you can easily set security permissions. The EDM software has an excellent module that lets you customize each user’s access levels.

Also, you can easily audit all actions performed by the users, including searches, edits, views, and so on.

Ease of use

The ease of use is one of Content Central’s strongest selling points. This document management solution comes with a tidy, intuitive, and good-looking interface.

The first thing you’ll notice is the customizable dashboard with several widgets that can give you quick access to a variety of queues and documents.

You can access the document management system repository with two clicks, and the same applies to all of the software’s features.

However, setting workflows, role-based access, and some of the other settings are somewhat difficult and time-consuming, but the same goes for the majority of document management systems.

Knowledge base and customer support

The company’s website offers a detailed knowledge base that includes the software’s manual, numerous help articles, and lots of videos that can guide you through your Content Central journey.

There are also several ways to reach out to the company’s support team. Ademero offers email, phone, and live chat support.

The reps are especially helpful and go beyond traditional one-liner answers to help you out. Overall, I had a great experience with Content Central’s customer support.

Content Central Pricing

If you choose the cloud-hosted version of this digital document management tool, it will cost you $35 per user per month. The price includes support and maintenance and 250 GB of storage. You can purchase more storage if needed.

If you want to install this DMS software on your server (on-premise), you’ll have to pay $500 for a Perpetual Named User License Type, or $1,000 per Perpetual Concurrent User License. The price includes support and maintenance for the first year. After that, the price for support and maintenance equals 20% of the software’s cost.

Verdict

One of the best things about Content Central is its flexibility. It offers enterprise content management at a fraction of the cost and is equally good as a small business document management solution.

Sure, judging by my document management software comparison, Content Central is pricier than most of the tools on this list.

However, its ease of use, excellent zonal scanning capabilities, stability, and workflow management options are worth every penny.

If you can overlook some minor issues and don’t need dedicated mobile apps, Content Central is among the best document management systems for 2020.

OnlyOffice
OnlyOffice

BEST FOR

Users looking for the best value for money document management system.

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  • Affordable
  • Multiple modules
  • Great for collaboration
  • Versioning

OnlyOffice free trial

You can test OnlyOffice for free for 30 days. No credit card is required.

Capturing and searching

Unlike other file storage engines, OnlyOffice lets you upload all types of files from your device – including music and videos. You can also import data from online sources like Google Drive, DropBox, and OneDrive.

Unfortunately, you can’t add metadata, tags, or any other additional information to the files.

However, even if you could, it wouldn’t make any difference, because you can search for files by filename only. There’s no text-indexer function that can search the document’s content or any other attributes.

Document storage and retrieval

The disk space you get depends entirely on the number of users who’ll be using OnlyOffice. The document management system offers quick retrieval of documents from all connected repositories.

Also, you can easily see and retrieve previous versions of each document, thanks to the software’s intuitive interface.

Distribution and collaboration

With OnlyOffice, you can easily share files with internal and external parties. The document control software can send files to particular users or entire groups. You can set up various permissions and let your teammates, shareholders, or other viewers access the documents. They can review them, fill forms, edit or comment on them.

One of OnlyOffice’s biggest pros is the easy collaboration between team members. They can comment on the document or use the built-in IM system to collaborate on a file.

On top of that, the OnlyOffice Online Editor (a built-in word-processing software) offers real-time correction options, and your teammates can co-edit and comment on the spot.

All in all, OnlyOffice offers the essentials in terms of distribution and collaboration. Unfortunately, you can’t set up automated workflows for routing the documents.

Integrations

One of the best document management software comes with 20 out-of-the-box integrations.

You can easily sync your OnlyOffice account with cloud storage services like Google Drive, Dropbox, OneDrive, and others. You can also add DocuSign for eSignatures.

What impressed me the most was the speed and ease of integrating third-party apps to OnlyOffice. Adding my Google Drive documents to OnlyOffice took less than a minute.

The company also offers an API for additional integrations.

Security

In terms of security, everything looks great.

First of all, it’s an open-source document management tool that ensures transparency and reliability.

Secondly, the software encrypts the data while collaborating on documents, thus keeping the data safe from prying eyes. OnlyOffice uses AES-256 encryption, which is considered a military-grade security protocol. If you want to learn more about this encryption method, check out this awesome article.

Last but not least, you can set basic permissions for each user.

Additional features

OnlyOffice isn’t only a decent file management software that can serve as a repository for text and image file formats. It’s an all-in-one office solution, packed with useful features.

The software comes with several handy modules that can help you run an efficient business from a single platform. I won’t dwell much on these since this page is about document management software reviews, but let me show what you’ll get if you decide to buy OnlyOffice:

  • Project Management
  • CRM
  • A centralized mailbox for all your email accounts
  • Community module
  • Instant Message system 
  • Calendar

These tools would typically cost you hundreds (if not thousands) of dollars per user yearly, but you get them included in the DMS tool’s price. This makes OnlyOffice an exceptional solution for every small business.

Ease of use

OnlyOffice offers one of the most user-friendly and intuitive interfaces on this list of document management systems.

Everything looks simple and a click away. When I installed OnlyOffice, the only thing I wish I could change was the color. And guess what – you can choose between several color themes. Overall it’s almost a perfect interface – intuitive, good-looking, and easy to use.

Also, unlike some of the other document management solutions, OnlyOffice has that modern cloud-based feel about it. It’s not like someone took software from a decade ago and uploaded it in the cloud.

Knowledge base and customer support

OnlyOffice’s website offers a decent amount of resources to help you figure the software out. There are guides, numerous videos, and webinars. All in all, you can find almost everything you need.

Customer service is available via phone, email, and live chat. Unfortunately, the company doesn’t offer 24/7 support. On the bright side, the reps are friendly, polite, and, most importantly – helpful.

OnlyOffice pricing

This small business document management software offers three subscription plans.

  • One month – $5 per user
  • One year – $3 per user a month
  • Three years – $2 per user a month

The storage space you get depends on the number of users who’ll use the DMS software. For instance, 1-2 users get 20 GB disk storage, 11-20 users get 200 GB of storage, and so on.

Verdict

Obviously, OnlyOffice isn’t the best document management system out there. It lacks some essential features, like adding metadata, automated routing, approvals, and much more.

However, the built-in modules outshine all document tracking services out there. Moreover, OnlyOffice is a good choice if you want to track, manage, and store documents in a centralized platform. Also, sharing and publishing files is extremely fast and easy.

In a nutshell, if you are looking for an all-in-one tool for your office, and you don’t need a robust DMS system, then OnlyOffice is your best bet. Moreover, the price is unbeatable for a solution packed with so many useful features.

Zoho WorkDrive
Zoho WorkDrive

BEST FOR

Novice users.

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  • Affordable
  • Excellent document builder
  • 400+ integrations
  • Great word processor included

Free trial

You can test one of the best document management solutions for free for 15 days. No credit card required.

Capturing and searching

You can add files directly from your device or import documents from a cloud service. At the time of writing, Zoho WorkDrive supports:

  • Google Drive
  • Box
  • Dropbox
  • OneDrive
  • Evernote

Unfortunately, Zoho WorkDrive doesn’t come with a built-in document scanning software, and neither do its mobile apps.

That said, you’ll need another app for accepting and processing images of paper documents and importing them to Zoho WorkDrive.

Still, the company does have such an app – Doc Scanner, which can transform your paper documents into PDF. However, it’s available for iOS only and comes with subscription plans.

When it comes to searching, Zoho does a decent job. It can find information based on the title, author, or content. Unfortunately, you can’t add any unique document identifiers like tags or metadata. Still, you can apply some filters to remove the clutter from your search results.

Document storage and retrieval

Depending on the plan you choose, your Zoho WorkDrive document repository can hold as low as 100 GB of files to more than 5 TB. The company also offers packages for additional storage, but naturally, they’ll cost you extra.

One of the things that I didn’t like about Zoho WorkDrive is that you can’t preview documents larger than 10 MB directly in the software. You’ll have to download and edit them with another app.

In terms of Zoho WorkDrive’s retrieval capabilities, everything looks good. You can retrieve documents from your email and other third-party apps. Moreover, with the business plan, you get 90 days of file recovery. That way, even accidentally deleted files can be easily restored.

Distribution and collaboration

One of Zoho WorkDrive’s benefits is the automated signature workflow. Once you’ve completed a document, you can automate the process of approving and signing, thus save a tremendous amount of time.

With this top document management software, you can upload documents to a secured link, and your teammates can add comments and edit the file.

Once everything is done, you can upload documents, send them via email, or download them. Zoho WorkDrive also allows printing directly from the software, and it supports most multifunctional printers.

But it gets better!

For teams on the go, Zoho has dedicated apps for both iOS and Android devices.

Integrations

One of the top documents management solutions comes with a few out-of-the-box integrations – Gmail, Slack, and Zoho CRM.

However, you can integrate Zoho WorkDrive with all other Zoho products, and you can use Zoho Flow to integrate your WorkDrive account with more than 400 third-party apps.

Since Zoho has an impressive portfolio of products, you’ll find almost everything you need within the Zoho ecosystem.

Security

In terms of security, Zoho’s document control software offers several security features.

First of all, you can set up role-based access. There are four levels available:

  • Admin – has full control
  • Organizer – can organize, share, create, edit, and manage members
  • Editor – can create, edit, and comment
  • Viewer – can only view and comment on a document.

 

Zoho Sheets also comes with data validation functionality. It allows you to restrict the data that is entered in a sheet by setting up specific conditions.

You also set some security options for each published document. You can protect it with a password, set expiration date, and request user data.

On top of that, you get a great history tracking module that allows you to see all activities regarding a document and version control.

Zoho WorkDrive also has a two-factor authentication, so no one else can gain access to your information.

Advanced features 

One of the features that make Zoho WorkDrive outshine the majority of document management systems is called Zoho Writer. Zoho’s text editor is one of the best I’ve seen in the industry.

It comes with a variety of features like:

 

  • Readability analysis
  • Grammar check
  • Suggestions for improving your text

 

Not only it’s a great tool for proofreading electronic documents, but it also comes with several automation options. You can merge the document with existing data, publish it, start a signature workflow, and upload it to sign services.

You can also add barcodes, QR codes, charts, and videos to enrich your document’s content.

All in all, Zoho Writer is an excellent tool for creating engaging documentation that comes with real-time correction options so you can create professional content in no time.

Ease of use

Zoho WorkDrive is an easy-to-use file organizer software. It comes with a simple and good-looking UI that gives easy access to all your files.

You can arrange all your digital documents in folders and subfolders, give role-based access to your team members, and create private folders. The best part is, you can do it all, with a few clicks. The UI is extremely intuitive, and even novice users won’t face any challenges while using Zoho WorkDrive.

Knowledge base and customer support

Zoho’s website offers a decent knowledge base consisting of guides, how-tos, FAQs, and a few videos.

If you need help with this file management software, you can get help from your peers in the company’s forum or reach out to customer support. The latter is available via email or the built-in live chat.

The reps reply relatively fast and are polite and helpful. The company is well-known for providing excellent customer support.

Zoho WorkDrive pricing

Zoho WorkDrive is among the cheapest document management solutions on the market. The company offers three pricing tiers:

  • Starter – $2 per user per month. This plan offers all the software’s features except for unlimited file versioning, password-protected links, and file activity timeline. You also get 100 GB of storage.
  • Team – $4 per user per month. This plan includes all the software’s essential features and offers 1 TB of storage.
  • Business – $8 per user per month. Should you purchase the business plan, you’ll get some additional features like advanced admin controls, 90 days of file recovery, audit trail, and much more. The storage limit starts at 5 TB.

You’ll need at least three users for each plan. If you need additional storage in your document management system repository here’s how much it will cost you per year:

  • 10GB – $48
  • 100GB – $120
  • 1TB – $300

All in all, Zoho Corp. offers one of the best document management software that comes with an affordable price tag.

Verdict

Although Zoho WorkDrive isn’t such a robust tool, if we compare it to other document management software, it offers some great features that can help you run paperless operations.

Sure, this DMS lacks some advanced features, it’s slow at times and has some minor drawbacks, but it does deliver all the essentials and then some.

That said, the price tag, ease of use, excellent document builder, and workflow automation capabilities make Zoho WorkDrive one of the top document management software for 2020.

M-Files
M-Files

BEST FOR

Users looking for the best construction document management software.

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  • Security
  • Multi-step workflows
  • Easy to find documents
  • Automations

M-Files free trial

You can test this document management solution free of charge for 30 days. No credit card required.

Capturing and searching

One of M-Files’s great pros is that it can capture data from anywhere. You can add files from any cloud service storage, like Google Docs, DropBox, and so on. Naturally, like with all DMS systems, you can add files from your device as well.

On top of that, M-Files has built-in document scanning software that can capture paper documents and import them in the tool.

All in all, M-Files is an excellent document organizer that can capture documents from a variety of sources.

But it gets better!

One of M-Files’s coolest features is that the software can extract metadata from the document automatically. That way, you can easily find each file.

Document storage and retrieval

With M-Files, the quick retrieval of information from all your document repositories is a breeze. You don’t need to migrate your data to the system – you can simply access the files you need directly via the platform.

The storage of the documents isn’t limited to M-Files alone – the information can be in any other platform. You can use the DMS tool for classification, auditing, and authorizing access to the documents.

Distribution and collaboration

One of M-Files’s biggest pros is how easy you can share documentation with internal and external parties. You can share a link via email, or email the file directly to the recipient(s). Be it sending work instructions, policy statements, or collecting missing signatures, you can assign various tasks to the recipients and let them collaborate on each document.

M-Files also offers an excellent collaboration module. You can assign multiple people to co-work on a document and add comments. The approval process is automated, and the document’s new version will be ready to go when all parties finish their work.

On top of that, you can create a multi-step document management workflow through the admin console. It’s relatively easy to set up workflows, although it will take some time to get used to the tool.

Integrations

M-Files won’t blow your mind when it comes to integrations. In fact, my document management software comparison shows that M-Files offers a below-average number of built-in integrations.

However, you can integrate M-Files with several practical third-party apps like:

  • Microsoft office
  • Google G Suite
  • Microsoft Dynamics CRM
  • Salesforce
  • DocuSign
  • SAP
  • AutoCAD

The last integration turns M-Files into an excellent construction document management software. There are also about 130 other third-party apps that can sync to your M-Files account, like analytics and compliance tools, eSigning, and more.

Security

When it comes to security, M-Files is among the safest documents storage systems. Microsoft Azure is in charge of cloud security, and the DMS app supports multiple fast recovery features.

On top of that, M-Files supports encrypted file sharing between different clients (Desktop, Web, mobile).

The solution also creates regular backups of your data, so you don’t need to worry about your documentation in case something goes wrong.

In terms of permissions, you get only three options. You can configure who can delete, view, and modify documents. You can choose the role for each employee, and you can limit the permissions for outside users easily.

Ease of use

The DMS tool’s interface is deceptively simple.

When you get past the outdated look, you’ll probably be like, “Looks easy – I’ve got this.”

Unfortunately, that’s only the first impression.

To get started, you’ll have to check out the knowledge base, watch videos, and probably get in touch with the support reps. That said, there will be a learning curve before you or your employees get comfortable with M-Files.

The app is available as a SaaS, on-prem for Windows PC, and there are dedicated apps for iOS and Android. Unfortunately, if you are looking for the best document management software for Mac, M-Files isn’t the solution. You can always use the web-based client, though.

Knowledge base and customer support

The website offers an extensive resource page. There you’ll find everything you need to know about this DMS software. There are numerous guides, webinars, podcasts, and numerous videos that can help you get to know the tool and its benefits.

The company also supports a forum where you can get help from your peers.

You can also reach out to customer support if you face any challenges while using this EDM software. Support is available via email and phone. Personally, I’m not impressed with the speed and quality of email support.

However, judging by other user-written document management software reviews about M-Files, the company offers excellent support.

M-Files Pricing 

The pricing for this digital asset management tool isn’t public, so you’ll have to request a quote.

Verdict 

Although M-Files needs some polishing, it’s definitely one of the best DMS systems on the market. It offers excellent built-in collaboration tools, automated workflows and metadata extraction, and much more.

Still, the software looks outdated, and it will take some time to get to know it and explore its features. It’s also slow with bigger files, and if you are impatient by nature, then M-Files isn’t the best document management system for you.

Anyways, the pros of this product heavily outweigh the cons – that’s why it’s on my list. Plus, it’s an excellent construction document management software, and it offers everything you need if that’s your industry.

DocuWare
DocuWare

BEST FOR

Users in need of workflow automation.

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  • Intelligent indexing
  • Numerous integrations
  • Advanced workflow module
  • Sharing and collaboration module

DocuWare free trial

You can try this paperless document management software for free for 30 days.

Capturing and searching

You can upload files directly from your device or scan paper documents directly from DocuWare. The software uses optical character recognition (OCR) to capture the text from the documents. You can also include metadata and schedule periodical import of files from a given source.

In terms of searching, DocuWare leaves room for improvement. You can search by a file name, but you have to do so by typing the exact file name (case sensitive). You can also find files by company, contact, subject, date, number, or use DocuWare Full Text. DocuWare’s full-text search capability lets you search for specific content within the document.

But it gets better!

This business document management tool also comes with AI-powered Intelligent Indexing. It identifies the valuable information on the document and automatically converts it into structured data. This feature comes in handy when you need to manage paper-based documents since the software can automatically identify which documents are invoices, proposals, and so on.

By identifying the keywords, DocuWare can automatically figure out the document’s type, contacts, serial number, thus removing the manual workflow of data entry. Even better, that way, you eliminate the possibility of a human error like misspelled names, etc.

Document storage and retrieval

Depending on the plan you choose, you’ll get 20, 50, 100, or 250 GB of cloud storage that acts as your document repository. Although it’s not that much, it should be enough for smaller companies.

In terms of document retrieval, everything looks good for DocuWare. The software offers rapid retrieval of information from your email or any other third party app, thanks to the numerous integrations.

Distribution and collaboration

DocuWare doesn’t have a traditional collaboration module for commenting and working together on a document. However, it eliminates the manual workflows by forwarding all documents to the respected team members.

You need a signature or approval?

With DocuWare, you can quickly send the document to whoever needs to review it. And the best part is, you can automate this process.

One of the features that make DocuWare one of the best document management software for a small business is the workflow module. You can use the drag and drop interface to create a fully customizable, multi-step, and rules-based workflow.

Moreover, this DMS tool comes with dedicated apps for both Android and iOS smartphones. You can complete and sign forms, access and review contacts, and much more. On top of that, the company offers a free app (PaperScan) that turns your smartphone into a mobile scanner.

DocuWare integrations

You can integrate DocuWare with about 500 third-party apps. They include email services, CRM, ERP, HR systems, scanners, and multifunctional printers.

Some of the key DocuWare integrations include Microsoft Outlook, Sage, Intuit QuickBooks, Sharepoint, Oracle, and Microsoft Dynamics.

In a nutshell, this document management system can integrate with the most popular apps businesses use.

But!

Unfortunately, you can’t integrate DocuWare with cloud storage services like Google Docs, DropBox, Box, and so on.

Security

One of the best document management software comes with top-notch security. You gain total revision control, changes, and workflows. You can also encrypt sensitive data to keep it safe.

In terms of role-based access, DocuWare offers several options. You can choose who can store, retrieve, edit, export, modify, and remove files from the electronic cabinet.

On top of that, you get multiple secure backups, so in case of a data center fail, you can easily retrieve all your information.

Ease of use

The first thing you’ll notice about this DMS tool is the outdated UI.

By “outdated,” I don’t mean only the feeling you’ll get when you start working with DocuWare. The solution’s UI is quite the same as it was in 2014. There aren’t many document management solutions that didn’t update their interface in the last six years.

On the left, you’ve got your document trays, search, and tasks, while on the right, you’ve got a document preview. This layout may not be everyone’s cup of tea, but still, companies like Sony, Toshiba, Ikea, and Kellogg’s are using this EDMS, so I guess they feel comfortable with it.

On the other hand, the software is relatively easy to use. The UI is intuitive, and you can access all the features with a few clicks. Still, if you face any challenges, you can turn to the website’s knowledge base or customer support.

Knowledge base and customer support

The website offers a decent knowledge base that includes all the technical documentation about the software. There’s also a FAQ section, a community forum, and a few dozen videos that can guide you through your DocuWare journey. You can find additional handy information on the website’s blog.

As for customer support, the website didn’t do it for me. I sent a few emails and never got an answer. There’s a live chat function, but the chatbot is outright useless, and I couldn’t get a human in there.

On the bright side, I got contacted by a local vendor that took care of customer support. The company’s reps were polite and helpful, and judging by other user-written document management software reviews, DocuWare offers reliable support. Through its partners, though.

DocuWare pricing

This small business document management software offers four pricing tiers. Unfortunately, the pricing isn’t publicly available, and you’ll have to request a quote for each plan.

The plans are as follows:

  • Base – 4 users, 20 GB storage
  • Pro – 15 users, 50 GB storage
  • Enterprise – 40 users, 100 GB storage
  • Large Enterprise – 100 users, 250 GB storage

The good news is that each plan includes all the document controller software’s features.

Verdict

In a nutshell, DocuWare isn’t a flawless tool.

For teams that work together on documents, DocuWare doesn’t offer a decent collaboration module. Also, it wouldn’t hurt if the UI gets an update.

However, this DMS tool has some practical features that make it one of the best document management software out there.

The machine learning algorithm is one of the core features that will save you a tremendous amount of time and limit the human error factor.

And although the workflows are somewhat hard to create, once you get the hang of it, you can skyrocket your team’s efficiency.

All in all, DocuWare is an excellent document management workflow tool, that can help you save time, money, and eliminate the tedious manual workflows.

Fluix
Fluix

BEST FOR

Mobile teams.

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  • Stability
  • Excellent for iOS users
  • Advanced workflow capabilities
  • Fast document retrieval

Free trial

You can try this document management solution for free for 14 days. No credit card required.

Capturing and searching

Fluix lets you upload files from your devices or import them from cloud storages. This paperless document management software supports the most popular cloud services, like:

  • Dropbox
  • Google Drive
  • OneDrive and SharePoint
  • Box
  • Sharefile

However, there isn’t an option to import documents directly from a scanner, so you’ll have to transform your paper documents into electronic ones manually.

When it comes to searching capabilities, Fluix isn’t the best document management system out there. You can search your files by name only.

That said, if you are looking for a tool that offers federated search, metadata, tags, and so on – Fluix isn’t your best bet.

Document storage and retrieval

Unless you opt for the “Advanced” plan, you’ll get 5 or 10 GB of cloud storage.

Although locating documents could be much easier, the DMS system can retrieve documents from your document repositories relatively fast.

You get to see the complete version history of all documents, and you can download and edit each one.

Distribution and collaboration

Although Fluix doesn’t have a traditional collaboration module, you can still remotely review and sign your employee’s documents, even if he’s miles away.

However, you can’t add suggestions, comments, and so on. The software’s focus is on mobile teams that should be able to dispatch documents and gather signatures and approvals as fast as possible. That said, the lack of a dedicated collaboration module is expected.

In a nutshell, Fluix isn’t the best collaborative EDMS out there.

As for distribution, Fluix lets you share documents via email, print them, and copy the files directly via iTunes USB file transfer.

However, Fluix’s best selling point are the built-in advanced workflow mechanisms that let you create a multi-step, rules-based workflow that will save you a ton of time.

Integrations

You can take advantage of Fluix’s application programming interface (API) and integrations only if you opt for the “Advanced plan.”

Unfortunately, there are no out-of-the-box integrations, and you’ll have to user Zapier, or the API to connect your Fluix account with third-party apps.

Security 

Fluix has one of the best role-based access modules on our list. There are five pre-configured roles:

  • Account admin
  • Group admin – manages groups, configurations, and workflows
  • Data analyst – manages data sets and exports data
  • Storage manager – manages files on Fluix Storage only
  • Messenger – sends documents to specified groups and users
  • Blank template

The last one lets you set up the identity of the user and configure the role at a granular level.

Ease of use

If you like minimalistic design, you’ll fall in love with Fluix.

One of the best content management systems comes with a clean interface and a few tabs – dashboard, configuration, data, and actions.

The software is easy to use and even newcomers won’t face any challenges while working with the tool.

Knowledge base and customer support 

This EDMS has neither an extensive knowledge base, nor an active community, nor or a video-rich YouTube channel.

There are a few tutorials, an easy-to-digest guide, and a handful of videos.

However, because of the software’s simplicity, you won’t need much outside help to figure its functions out. Also, you can always reach out to customer support.

The latter is available via live chat, email, and phone. The reps are polite and helpful, and they can help you achieve everything with Fluix – from text extraction to automating your workflows.

Fluix pricing

Fluix may be one of the best document management software, but it surely isn’t among the cheapest ones. The company offers three pricing tiers:

  • Starter – $20 per user per month. This plan includes all the basic features of the software and is suitable for smaller teams.
  • Core – $30 per user a month. This plan unlocks Fluix’s multi-step workflows, real-time activity dashboard, and bulk send and sign module.
  • Advanced – $50 per user a month. This plan turns Fluix into a powerful digital document management software that comes with no limitations.

You need at least 10 users to purchase any of the plans.

Verdict

In a nutshell, Fluix is one of the best document management software for teams that aren’t stuck in the office.

It’s an excellent tool for form filling, data collection, and collecting signatures. The ease of use and speed is why numerous companies choose Fluix for their DMS system.

Sure, it’s not a robust document tracking system, and if you are looking for an all-in-one powerful solution, than Fluix is definitely not what you need.

On the other hand, if you are running a mobile team and want to reduce paper, save time and money – Fluix can be an excellent choice for your company.

Pinpoint
Pinpoint

BEST FOR

Users in need of a DMS tool with customer communications management.

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  • Numerous features
  • Stellar support
  • Built-in contact management
  • Easy to find documents

Free trial

You can test this DMS solution free of charge for 30 days. No credit card required.

Document capture, storage, and retrieval

With PinPoint, you can easily capture documents and convert them to digital formats. You can either drag and drop files or use scanners to upload paper documents to the system. PinPoint uses an optical character recognition engine to capture the files, and the text-retrieval function works like a charm.

You can organize your repository easily by creating folders and sub-folders. However, you don’t even need to do that because of PinPoint’s powerful search engine. Searching document collections is a breeze, and you can find whatever you are looking for via content keywords, metadata, date, tags, and even notes.

Another of PinPoint’s benefits is that it stores each document in its native file format. That way, the software eliminates all document failures due to conversion errors.

Distribution and collaboration

You can use this EDMS to share files easily via email or by generating a link.

You and your teammates can comment and edit the documents, sign or gather signatures, and much more. Moreover, you have complete version control and can review and audit each of the document’s versions.

A.R.I.E.

PinPoint’s Automated Robot Integration Explorer is a set of features that can eliminate the manual workflow from many document-related operations.

Undoubtedly, the handiest feature is the automated filing. PinPoint uses OCR to “read” the documents and file them correctly. The software can also automatically name your files and extract metadata so that you can take advantage of PinPoint’s full-text search capabilities.

Integrations 

Like the majority of document management systems, PinPoint has built-in integrations with the most popular cloud storage services and business apps like:

  • Dropbox
  • Salesforce
  • Google Drive
  • OneDrive
  • SharePoint
  • QuickBooks
  • G.P. Dynamics
  • Adobe Create Suite
  • AutoCAD

The company also offers an API so you can sync your PinPoint account with other apps as well.

Supported industries

One of PinPoint’s best selling points is that it’s extremely flexible.

It’s an excellent document management software for law firms, manufacturers, bankers, and so on. The DMS tool is highly customizable, and you can tailor it to suit your industry’s needs.

The best part is, you don’t need any industry-specific add-ons that will cost you extra. You buy the regular license, and you can customize the software accordingly.

Security

You can be sure of a document’s integrity thanks to PinPoint’s excellent permissions module. You can set a variety of access roles, and you can base them on individual users or groups.

From the admin console, you can set who can manage, access, track, and edit the documents stored in the electronic cabinet.

Ease of use

Although PinPoint is one of the best enterprise document management software, it’s certainly not the easiest to use.

The interface is a bit overwhelming, especially for novice users. Also, it’s not as intuitive as other solutions on this list of document management systems. So keep in mind there will be a learning curve.

The UI itself looks a bit outdated, and if you are used to beautiful and shiny apps, you won’t find PinPoint appealing. However, this is a small drawback, considering the software’s capabilities.

It’s the sheer number of features that make this robust software somewhat difficult to use – at least in the beginning. Still, the company offers (paid) training, and the reps can competently introduce your employees to the document managing system.

Knowledge base and customer support

This DMS tool offers a decent, albeit not extensive knowledge base that includes the software’s manual – as well as numerous videos that guide you through the software’s capabilities.

However, what makes PinPoint outshine the other document management solutions is the stellar customer support. You can reach out to the reps via live chat, email, and phone. The reps work during business hours, but you can opt for 24/7 support, which will cost you $500 extra.

PinPoint pricing

One of the best document management software comes with an affordable price tag if you are running a larger company.

  • The price starts at $750 per year for three users. That’s about $21 per user a month.

The good news is that the more users you have, the more the price per user drops.

  • For instance, for 10 users, it’s $14 per user a month. For 1,000, it’s only $1.50 a month for each user.

Verdict

All in all, PinPoint is one of the best document management software in 2020 for many reasons. The software can automate numerous workflows, has excellent customization capabilities, and much more.

This all-in-one product also has a built-in content, version, retention, and forms management, as well as a contact management module. On top of that, it’s secure and accessible from anywhere.

Sure, some features could use some polishing, and there is a steep-ish learning curve, but those aren’t deal-breakers, considering the software’s enormous potential.

In a nutshell, PinPoint is an excellent DMS software for the digital preservation of all types of documentation.

Xtensio
Xtensio

BEST FOR

Creating stunning living documents.

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  • Easy to use
  • Customizable templates
  • Quick content generation
  • Real-time editing

Xtensio free trial

Xtensio doesn’t have a trial-free period. However, the company offers a 30-minute demo to give you a feel of how the software works. 

Capturing, document storage, and retrieval

First things first, let’s define the word “folio”.

Folio is a term that Xtensio uses to refer to collaborative, customizable, responsive, or exportable (PNGs and PDFs) live webpages or presentations. Folios can be in the form of landing pages, proposals, agendas, one-pagers, or sales pitches. 

This DMS software has 53 attractive templates that you can use to build beautiful folios.  If you’re feeling a little more creative, you can build your folios from scratch. 

Xtensio has a beautiful palette of pastel colors that you can use to make your documents stunning. You can also change fonts or add your company logo to showcase your brand.

The drag-and-drop interface allows you to add background images on your text modules either from your device or the software’s gallery. 

But: 

The upload limit on the free package is 1MB per image. Upgrading to premium plans increases that threshold to 4MB.  

The system’s document repositories are in the cloud and across all devices. 

Distribution and collaboration

Xtensio allows all team members to share documents via links. Alternatively, you can add people or download folios at any time.

There’s more:

You can embed folios on your website to communicate agendas or display reports.   

Any edits are visible to all collaborators in real-time. The solution allows you to revert to the original should you make mistakes or disagree with a collaborator’s edits.

Integrations

Xtensio doesn’t allow third-party integrations. 

Security

Quality document management systems must have a reliable security feature, and Xtensio is no exception. This platform uses a 128-bit secure socket layer encryption to keep all your private documents away from internet thugs. 

You can also protect your folios using passwords to lockout anyone without a pass. The system also allows you to set different access rights to ensure that only those with permission can view or make edits. 

The rights and privileges are as follows:

  • Private – Only channel members can view and edit documents
  • Team visible – Any team member can view and edit. 

You can also turn off link sharing to ensure that the information doesn’t leave your team’s confines. 

Extra features

This document tracking system sends alerts to show you how your team is engaging with your documents. With this feature, you can track edits or shares.

Ease of use

This tool needs a little getting used to. However, learning its ins and outs is easy. No technical knowledge is necessary to go about your business here. 

Once you master how the system works, everything falls into place. 

The software neatly lays out all the templates on the screen. The system groups them into categories and even mentions how many times customers have used each one to give you a hint on the popular ones. 

Knowledgebase and customer support

The business document management has different support types for different tiers.

Let me elaborate on this a little more: 

  • Pro gets email, chat, and knowledge base.
  • Team has priority response time in addition to Pro’s options.
  • Agency gets a dedicated customer success manager in addition to Team’s options.
  • Enterprise gets premium support and onboarding in addition to Agency’s options.

Let’s see what each support option has to offer.

The DMS tool’s extensive self-service knowledge base is full of how-to articles to guide you on how to perform different actions. 

The company’s chat option doesn’t work 24/7. It could take hours before you hear from them, and this I tested out. The customer support representative that I spoke to shared with me that it takes about 24 hours or less for them to respond.

The solution also has a couple of case studies, videos, and past webinars geared towards helping you use the software. 

Unfortunately, this platform doesn’t have phone support. 

Xtensio Pricing

This web-based document management software has a free plan that gives you access to basic features. Here are the platform’s paid packages for additional functionalities:

  • Pro – $50/month for two users (allows the addition of up to 5 users at $25/month/user)
  • Team – $120/month for four users (you can add up to 10 users at $30/month/user)
  • Agency – $500/month for 20 users 
  • Enterprise – Custom pricing

Verdict

Xtensio is a reliable tool to create, edit, and share your living documents. You can rest assured that this software will keep your folios safe with encryption, passwords, or different rights and privileges.

I experimented with the templates, and I was able to create some beautiful folios. Sharing them with my team members was easy and effortless. 

Note that if you’re on a free account, you will have to pay to download any user persons that you might have built. 

However, you can still share links to folios at no cost. 

Also, bear in mind that if you downgrade your subscription, you might lose some of your work. This document management software’s free version will only let you keep the last three folios. The company will then store the rest of your work for two weeks before permanently deleting it. 

To be fair, the company outlines that bit regarding folio loss on its pricing page. So, be sure to read the terms carefully. 

All in all, if you are looking for a DMS system that can help you create beautiful living documents, Xtensio is worth a shot. 

How Can You [and Your Business] Benefit From Document Management Software?

Well, since you are here, you already know you need a DMS tool.

It could be because your workflows are getting too chaotic.

Or you are sick of wasting too much time and money on meaningless manual tasks.

Or you just need to free up some office space by removing the cabinets filled with paper documents.

Whatever the reason, an EDMS can help you solve these and many more problems. Let’s review just a few of them.

Problem #1 – Storage space 

I’m not talking only about the space on your devices’ hard drives. I’m talking about valuable physical office space. Thanks to the file organizer software, you can free some space and create a better working environment in the office.

Problem #2 – Security

A document management solution can offer excellent security for your documentation.

First of all, you can set permissions, thus restricting access to sensitive information. You can also view who and when modified a document. This traceability is impossible with paper documents. Moreover, some DMS systems can notify you instantly when someone accesses a file.

Problem #3 – Retrieval

When searching for a document, your employees lose time. In fact, according to a study, the average employee loses 19% of their workweek in searching and gathering information.

With a DMS solution, doc tracking is a process that takes seconds instead of hours. Moreover, you can access the documents no matter where you are.

The best part is, you’ll never face the challenge of searching for a misplaced document again.

Problem #4 – Disaster recovery

Many scenarios can create serious problems for your organization. Be it a flood, fire, or anything else that can damage your crucial documentation. Not to mention that paper is a fragile material.

Thanks to the document management systems, your files are always safe – in the cloud or your server. And even if something goes wrong, you can quickly recover the information since the software creates regular backups.

There are also numerous other benefits, like improved compliance, better collaboration, automated workflows, and so on.

But most importantly – your teams will be more efficient and have much more time to focus on the stuff that matters instead of wasting time looking through cabinets.

Wrap Up 

Finding the best document management system isn’t easy.

There are hundreds of solutions on the market.

Thankfully, I did the work for you, so you don’t have to waste additional time in searching and evaluating all the tools on the crowded DMS systems market.

Now you know what the best document management software are, the benefits you can reap, and what to look for when choosing the right one for you.

I presented you with the best of the best, and you can try them all for free. Undoubtedly, you’ll find the right solution for your business among my picks.

Now you can go ahead and create a paperless and efficient business that can crush the competition with ease.

FAQ

What does document management software do?

Generally, the document management software stores, manages, and tracks electronic documents and other files in a centralized repository. Still, it can do way more than that – like automating workflows, collecting e-signatures, and improving your teams’ collaboration.

Does Microsoft have a document management system?

Not exactly.

Microsoft’s SharePoint is an enterprise content management (ECM) solution that is suitable for larger organizations, while a DMS system is suitable for smaller companies. Still, with SharePoint, you can also do everything you can with a DMS solution. However, if you need only a document management system, you’d be better off choosing one from our list.

What makes a good document management system?

Several features make a document management system good:

  • The ability to capture files from several sources, including cloud storage services, scanners, etc.
  • A powerful search engine that can find files quickly by using metadata, full-text search, and other fields.
  • Role-based access
  • Version control
  • Workflow automation
How much does a document management system cost?

That depends entirely on the solution you choose, the number of users you’ll need, the period you’ll pay for, and the add-ons you’d like to purchase (optionally).

However, to be more specific – the average price of the best document management software on this list is about $14 per user a month.