Instead, it is installed locally on an organization's server and then users can access it via their assigned usernames and password. This on-premises feature makes it more personalized and secure. An elaborate change management system ensures that no changes are lost and tracks who made the changes. Versioning is another great feature which keeps track of every change made in the document and assigns a version number to it. Logical Doc uses cabinet and folder structure to classify files into different categories.
Also, there is a restricted access feature which allows only authorized users to a specific file. There are also some downsides. They urge you to contact by email in case of any problem and claim to respond all emails immediately, but it won't be helpful in case of emergencies. There is also no integration with Microsoft Office in Mac which slows things down a bit.
PinPoint is more suitable for small businesses where there is no intense need of document processing, tracking, and management. Although all these basic features are supported, but they have some limitations and you can't push those limits. It has both self-hosted and cloud-hosted deployment options which are great for businesses as they can choose which system suits best for their business. The user interface is pretty clean and sleek. It is not cluttered as it is with other feature loaded tools.
So you easily navigate through different settings and features. Access from anywhere is a great feature of PinPoint for small businesses. Whether it is self-hosted or cloud hosted, all files are accessible through your phone or tablet. Workflow is a great feature for bosses and admins as they can track the progress on a certain file and get notified when it is done.
The sequential workflow will let other employees know that now it's their turn to work on the project. So if you are on a budget, this software is not for you. Although PDFelement is not a typical document management platform, it's offers complete PDF solution that would be extremely helpful for business that looking for document standardization.
To manage your documents more easily, you can convert all kinds of dcouments into PDFs and enjoy smooth editing experience just like in a word processor. The intelligent data extraction can help you batch extract data from form fields or customised areas, which is practical when you deal with a pile of documents.
This software is cloud-based content management platform designed for business which is also good compatible with Mac.
It is also made to cater the demands of individuals like lawyers, professors, etc. All your documents, emails, images and PDFs are in one place and easily accessible. Different powerful tools are useful to research and create different types of documents. You can sync your data with all of your Apple devices like iPhone and iPad and then access it from anywhere. Ideally, it would offer you an archive solution to facilitate proper identification of obsolete files without compromising you legally.
Compliance considerations should be part of evaluating every aspect of your DM system. In cases where documents containing patient or other customer information are being handled or other compliance factors are in play, collaboration features should be managed very carefully. Microsoft SharePoint Online takes this one step beyond the competition by offering rule sets that are tailored toward compliance, with specific laws and regulations based on geography.
Microsoft also has the advantage of being able to offer operating system OS -level data protection features such as access controls set at individual and group levels and especially data encryption. But, while Microsoft is able to offer these features largely because of its Windows OS, that's not the only way the company can deliver these benefits; it's not the only way its competition can deliver them, either. Be sure to ask how a prospective DM system can deliver advanced security features and you'll find that some will deliver them through whatever OSes they support, while others will integrate with other back-end business platforms for the same capabilities.
Once you've nailed down the how, be sure to evaluate how well these measures will work in your particular business environment. Nobody really likes a tool if its sole purpose is just to maintain compliance and provide oversight for management.
Windows, Mac and Linux. Bottom Line: Fluix features impressive document workflows and integration with popular cloud storage providers most small to midsize businesses SMBs already use. Learn more about eDoc Organizer. One of the primary drivers of climate change is the loss of our forrests. Learn more about GhostDraft Studio CCM software that enables rule-based assembly of standardized business documents for unified customer communication. Learn more about MaxxVault Enterprise Document management solution designed to simplify document review process and improve document quality control.
Therefore, ideally, your DM system will also make DM-related tasks easier and more efficient. Automation tools are one area in which a DM system can make your life easier. In some cases, these tools are related to a workflow, though each system implements workflow differently. Integrating with other business systems, whether a financial system, database, or a cloud storage provider, can increase efficiency and accuracy in a number of ways.
One DM system we reviewed can even take scanned documents, automatically divide them into separate records, perform optical character recognition OCR on the documents, and then produce output files based on the document content. These can then be imported into other systems to eliminate double entry. Most of these services also have mobile apps that offer limited or nearly full functionality. Ideally, there should be apps for both Android and iOS so that your employees can have mobile access regardless of their device.
Look for features in the app such as document editing and creation and file sharing. Microsoft SharePoint Online also has a mobile user interface UI that worked well in our tests and even includes an option to switch between desktop and mobile views. There, you can open documents, upload files, and add folders. You can view and sign documents, and even snap photos of forms and then fill them out on your device.
Touch-enabled features make this functionality simple. Within a PDF, users can change text, format and edit as well as rotate and resize images. Administrative controls are also important in a DM system. While most file-sharing services let you set permissions on particular files or folders, admins may also want to set global permissions for users. For instance, an admin may want to restrict some users from ever being able to delete files. Other admin controls include the ability to remove a user's access to some or all files such as when an employee leaves the company or moves departments and the ability to change ownership of a file for the same reason.
Customer service and support is a very important element even if the DM system is easy to use. The best systems offer live help in the form of phone calls or web chat; email is also a good resource for non-urgent issues or questions. You may even be able to schedule a phone call with support so you don't have to wait on hold. For small issues or for when you're still learning how to use features, access to thorough online documentation is necessary and video demos are even better.
Other important features include advanced search and organized FAQs. If you're investing in a DM system to manage large parts of your business, then it only makes sense to protect that investment by evaluating the support options for that system. In most cases, DM systems that are primarily cloud-based come with some level of support automatically. Systems that are designed to be implemented within your corporate datacenter will typically require a support agreement, usually with an additional annual cost. In any case, you should consider support costs when evaluating your options.
Finally, compatibility is also important. We're dealing with web apps here so, unless you're pairing them with desktop software, there's not as much to worry about compared with when you use other types of software. However, browser compatibility, API support, and file formats are still important considerations, even today.
Check to see that the software functions well on your preferred web browser, especially if your business relies on multiple web apps to function. Also, supporting only one browser can help keep your IT people sane.
Additionally, do a document audit to find out which file formats your employees are using day to day and pay special attention to files being produced by any custom software your organization might be using. These formats are de facto standards and you can save yourself some headaches by relying on them. If you're stuck using a proprietary format, then don't give it short shrift. Make absolutely sure any prospective system can handle these files, not just in terms of storage or routing but also as part of advanced features such as e-signatures and especially security.
Strong core set of features. Simultaneous document editing makes collaboration a breeze. Cons: Compliance features could be better. No corporate directory integration for cloud version. Pros: Robust ecosystem of third-party integrations. Much easier to use than before.
Available separately or packaged with Microsoft Office Highly configurable workflows. Cons: Experts are needed for installation. Carries a high price tag. But make sure you need all this power because its price can be significant.
Pros: Exceptional form capabilities. Strong document import and data field capabilities. Cons: Limited integrations.
Some features require a separate download. Sharing functionality could be better. Pros: Targets creative professionals. Includes comment and approval tools that initiate a feedback loop with customers. Enables easy receipt of files from clients through uplink feature. Limited support for standard office document types.
It has a rich feature set in this regard, though if you want to really enjoy its full scope, you'll need to opt for its highest pricing tier.
Pros: Convenient one-stop solution for securely storing, managing, and sharing business documents and files. Solid optical character recognition OCR and search functionality. Powerful audit trail features. Cons: Unable to edit documents online.
Poor mobile application integration. Pros: day refund policy.
Strong collaboration and administrative controls. Many third-party integrations. The updated user interface makes it all easy to find, no matter what device or platform from which you access it. Pros: Intuitive administration tools. Easy integration with Workaday and Quickbooks.
Smooth workflow implementations. Zonal recognition that improves overall image capture in forms. Highly configurable. Cons: Sharing and storage options are limited. Pricing for on-premises variant is expensive. Pricing options fall behind Editors' Choice product in value. Product feels deficient in cloud storage integration and sharing areas, though. Pros: Strong in PDF file management as well as form entry and document export. Mobile support is an added bonus. Cons: Falls behind other products in the space when it comes to sharing and collaboration features. Limited support for other file types besides PDF.
Pros: User-friendly workflows are easy to set up. Workflows are specifically designed for Apple iPad. Strong cloud storage integration features. Cons: Lacks support for collaboration basics, including document creation and sharing. Focus on iPad for client devices is a mixed bag. No Android support but available as a web app with various limitations. Yet the tool's stifled by lack of support for sharing, document storage, or enterprise-level features, including file retention.
Pros: Great granular control. Superb data handling. Abundant workflow templates. Many customization features. Minimal collaboration and sharing features. Storage requirements can quickly drive up costs. Collaboration and sharing features leave a lot to be desired, but data storage, tracking, and comprehensive security features make it worth considering. Pros: Robust feature set includes file retention, workflow, and redaction. Client-server architecture will appeal to some. Cons: Sharing is limited to email attachments and printing.
User interface is rough; it's hard to use and cluttered. Bottom Line: Computhink Contentverse provides some serious features in the enterprise document management space such as retention policies, workflow, and redaction. The downside is that document sharing doesn't get much attention, and the user interface is anything but intuitive. Pros: On-premises installation offers additional control. Cloud offering offers easy setup. File cabinets let you segregate files for both storage and permission purposes. Cons: Key features only available as add-ons at extra cost.
Pricing doesn't compare well to solutions with a more complete feature set. Bottom Line: Dokmee offers most of the features you would expect from a document management system, but struggles to compare positively against solutions such as Microsoft SharePoint Online, which offers additional innovative features, or Ascensio System OnlyOffice with its aggressive pricing structure.
Pros: User interface is simple to use. Compatible with several other apps. Offers unlimited storage. Cons: Online editing isn't included. Lacks private key management. Missing text optical character recognition OCR for mobile scanning. Bottom Line: Dropbox Business is an excellent cloud file storage solution for small to midsize businesses SMBs , but it can work as a document management tool for even smaller companies, too.
Pros: Doesn't restrict storage for more than five users. Offers offline and document management capabilities. Provides solid integration with numerous non-Google solutions. Cons: Works best when paired with other Google apps. Needs to add task management capabilities. Bottom Line: Google Drive for Work does well as a cloud file repository for smaller businesses as well as a document management platform for those looking for a no-frills option. Pros: Excellent online editing tools.
Sharing and collaborating on documents is a breeze. Cons: Monthly per-user fee can add up. Bottom Line: Zoho Docs Standard is a great document management solution to take your office online and collaborate on the go. Pros: Seamlessly integrates with Active Directory.