Some businesses experience an ever-increasing demand for secure, cost effective document management software as they develop and grow together. It is easy to access multiple files and share them with the workforce no matter where they are located.
The management of thousands of documents can be achieved alongside faster and easier retrieval afterwards. Hence, document management softwares are essential.
M-Files
- FREE FOR 30-DAYS
- CUSTOMIZED PRICING
- INDUSTRY-SPECIFIC SOLUTIONS
- AI TECHNOLOGY
M-Files offers the future of document management. The software leverages AI technology to automate your organizing process.
When you upload content to M-Files, the platform automatically organizes the data based on what it is, as opposed to just where you want to store it.
Protect your information by connecting your existing network to M-Files’ AI, automatically and securely.
Another top benefit of M-Files is that they offer industry-specific solutions. Some popular industries that they service include:
- Financial services
- Construction and engineering
- Oil and gas
- Real estate
- Manufacturing
- Professional services
M-Files is great for larger teams that need to access documents at different times. If someone on your staff needs a file that was uploaded and saved by another colleague, they won’t need to search through different folders to see what the document was saved as.
With AI technology, all you need to know is what type of document you’re looking for. Then you can organize the content based on criteria like project title, author, customer, or expiration date.
It automatically detects duplicate content and updates the latest document to one singular file. This way you always know that you’re viewing or working with the latest version.
With M-Files, you can store a wide range of document types, including emails. The software also allows you to collaborate with external users who don’t have M-Files. That content can be shared as a secure link.
M-Files offers cloud storage, on-site storage, and hybrid storage solutions as well.
You can try M-Files free for 30-days but pricing for M-Files is not listed on their website. You need to contact their sales team to inquire about a custom solution.>> COMPARE QUOTES
Templafy
- TRY FOR FREE
- CUSTOMIZED PRICING
- ENTERPRISE SOLUTIONS
- ALL-IN-ONE DOCUMENT MANAGEMENT
Templafy is a relatively new DMS. After launching in 2014, they have been providing all-in-one document management solutions for enterprises all over the world.
It’s designed for large businesses and helps streamline tasks to save time when it comes to storing and accessing files.
More than 300 enterprises across 80+ countries use Templafy for document management. This translates to more than one million users.
Using intelligence software, Templafy will automatically show the most relevant content to each employee based on their usage and position.
That means your marketing team doesn’t need to see documents only relevant to accounting, and so on.
Templafy eliminates of having to create new document on a new platform by giving users the ability to create and edit new content directly within the system.
Both new and uploaded content can all be managed in a simple and singular feed on your dashboard.
Templafy’s cloud storage software means you can access documents from anywhere, including on your smartphones and tablets.
You can integrate Templafy with Microsoft Office 365, G-Suite, and other platforms that you’re using to run your business on a daily basis. You can even integrate Templafy with CRM solutions like Salesforce or Microsoft Dynamics.
Big brands like Pandora and IKEA trust Templafy to manage their documents with enterprise-grade software.
In addition to managing documents and files, Templafy has solutions for maximizing employee productivity and creating an evergreen IT infrastructure.
Security is another top benefit of using Templafy. You and your team can securely store and access content from anywhere, using any device, whether you’re online or not.
Like most enterprise software, Templafy provides custom solutions for each unique company. So they don’t list any prices online. You can try Templafy for free before you commit to a contract by reaching out to their sales team.>> COMPARE QUOTES
eFileCabinet
- STARTING AT $15 PER MONTH
- INTEGRATES WITH MANY THIRD-PARTY SERVICES
- FILE SHARE & COLLABORATION TOOLS
- ACCESS FILES FROM ANYWHERE
eFileCabinet is one of the best document management solutions on the market. They help individuals, small business owners, and enterprise-level companies organize data and files online.
Their solution helps you remain organized no matter how many documents and files you have.
You can search for documents or locate them based on folder templates or pre-defined file names. eFileCabinet also keeps a portfolio of your most used documents for quick access.
The eFileCabinet solution does the hard work for you. Simply upload a document, and the software will file it. The automated workflow streamlines your time-consuming tasks to improve efficiency in the office.
All of your documents can be accessed from anywhere with a web browser or mobile app. Use your phone or mobile device to upload directly too. eFileCabinet also allows you to sign contracts.
One of the biggest standouts for this solution is the collaboration features. The system allows you to create different levels of security, so only certain people can access data.
eFileCabinet has encrypted file sharing and requests, two-factor authentication, and role-based permissions. You can even set IP or location-based authentication.
The software integrates with popular third-party services like DocuSign, Salesforce, and Microsoft Office.
Here’s an overview of the plans and price points for eFileCabinet:
- Starter — Starting at $15 per month (25 GB of storage)
- Advantage — Starting at $55 per month (1 TB of storage)
- Business — Starting at $99 per month (5 TB of storage)
- Unlimited — Starting at $199 per month (Unlimited storage)
All prices are listed per user and billed on an annual basis. Once you upgrade from the Starter plan to Advantage, you’ll need to pay for a minimum of three users.
I’d only recommend the Starter plan to individuals. Sole proprietors or very small businesses can probably get away with the Advantage plan, but the Business package will likely be the best for the majority of you.
With eFileCabinet, you get to choose if you want your storage either on-site or on the cloud. Personally, I prefer the cloud storage. But there are advantages to on-premises as well. Click here to learn more and sign up at eFileCabinet today.
Hightail
- LIMITED FREE FOREVER PLAN
- PAID PLANS START AT $12/MONTH
- TRACK FILE DELIVERY & DOWNLOADS
- SEND LARGE FILES SECURELY
Hightail is a document management solution with a specific purpose: sharing and collaboration.
Other DMS on the market have features for file sharing as well, but Hightail takes this to the next level.
If you need to send large files securely, this service is going to work well.
Secure sharing is simple. Just drag or upload a file from your device or cloud storage solution into your Hightail account. Enter the information for who you want to share it with, and automatically send an email notification to the recipient.
Share a video presentation with the team, and their get their feedback immediately.
With Hightail, you’ll be able to track the delivery and downloads of content you shared. So you know exactly who opened it and when.
Hightail lets you send files of up to 500 GB. You can add password protection to files and set expiration dates as well.
Here’s an overview of the plans and pricing for Hightail:
Lite — Free
- 100 MB file send limit
- 7 day file expiration
- Comments for feedback enabled
- Sync from third-party integrations
Pro — $12 per month per user
- 25 GB file send limit
- Configurable file expiration
- File previews enabled
- Send tracking and delivery notifications
- Password protection
- Phone and live chat support
Teams — $24 per month per user
- 50 GB file send limit
- Custom branding
- Organization and archiving tools
- Version control with side by side comparisons
- Real-time discussions for collaboration
- Members management
Business — $36 per user
- 500 GB file send limit
- Enterprise-grade security
- Dedicated customer support team
- Organizational level permissions
- Admin reports
As you can see, the pricing is largely based on the file sending limits. But the features get significantly better with each plan as well.
The free option is actually pretty good if you don’t need to send huge files, and even the entry-level Pro plan is suitable for a number of individuals.
If you’re interested in a paid plan, you can try Hightail free for 14 days.>> COMPARE QUOTES
PandaDoc
PandaDoc is a leading online document management platform that lets you create, deliver, and share documents online. It allows for legally binding e-signatures and supports various document formats like PDFs, Docs, and other preexisting digital documents for faster paperless transactions and processes. The software works well with quotes, contracts, agreements, and other sales collateral, and is ideal for use by your HR, sales, marketing, finance, legal, and operations departments. For that matter, any business or organization can reap the benefits of document management software like PandaDoc in terms of document building, sharing, and delivery.
You can use all the features for free for a period of time to see if the software matches your needs.
Try out PandaDoc with their free trialVISIT WEBSITEFREE TRIAL
The software is an all-around document management platform that enables you or any concerned individuals to approve and sign documents anywhere at any time with the built-in e-signature function. It comes with a robust but easy to use document creator with drag and drop editor, allowing you to quickly come up with all kinds of business documents such as proposals, business plans, contracts, and quotes, among others. Documents can be personalized to carry your brand, and customized with whatever elements such as text and images.
What is unique about PandaDoc?
- Granular-level analytics. It lets you track in real-time where your documents are, at what stage they are in (drafted, sent, received, opened, completed), what happens to your document when you send or email it, and how much time your recipient spent on each section and page of your document.
- Collaborative solution. In-proposal activity logging and commenting lets you or your teams work out deals and agreements with your customers, reducing your close time and accelerating workflows and processes.
- Reflect your brand all the time. Templates and content from the built-in library can be customized to reflect your corporate brand like name and logo, and editable to include graphics, texts, and other elements.
- Integrated platform. Almost two dozen tools and features converge in one unified package. Add to that its extensive integration capabilities, and you have an all-in-one document management platform in PandaDoc.
Juro
Juro is an all-in-one contract automation software created for medium-sized and large businesses. It snagged a spot on our list because of its document management capabilities which include version control and completion tracing, among others. It can also securely store contracts in one hub and allow you to retrieve the information you need through its intuitive text search option.
Aside from the platform’s basic document management tools, it also comes with metadata, tagging, and OCR capabilities. With these, it is easier to create a data-rich repository for your business. Plus, Juro supports a collaborative interface so editing documents with teammates is a breeze.
A web-based platform, Juro goes beyond document management as well. It is known for its comprehensive contract lifecycle automation options as well as its array of contract templates. Moreover, the platform can also handle custom approval processes. Last but not least, it integrates with a handful of other third-party applications such as Slack, Google Drive, Salesforce, and Zapier.
What is unique about Juro?
- Collaborative editing. The application allows users to edit contracts within the platform and even simultaneously comment and edit the document. What is more, you can share these drafts with stakeholders so that all negotiations are recorded within the platform.
- Simple data retrieval. It comes with a global search option that lets you find documents easily. Moreover, it has a text search tool that lets you locate documents based on specific information found within the document.
- Easy document approvals. As a contract management tool, Juro supports automated document approval workflows that are completely customizable. This way you can ensure that drafts are being reviewed by the right people and sent to the right stakeholders.
- Third-party integrations. Juro can integrate with a range of third-party applications so you don’t have to worry about its compatibility with your existing business software ecosystem. This not only makes document import/export easy but also allows you to extend the functions of the platform.
PaperSave
PaperSave is a cloud-based document management system trusted by small and medium-sized businesses. It leverages smart document capture and Optical Character Recognition (OCR) features to quickly digitize and store documents. The platform can help you create a completely electronic workflow using data validation, smart forms, and configurable approval rules. Moreover, it keeps all of your files in a centralized database that you and authorized employees can easily access. It even comes with a dynamic search engine that quickly scans through document contents for easier data retrieval.
For teams that are always on-the-go, PaperSave is also equipped with native mobile apps for both iOS and Android devices. As such, it is easy to oversee all document management efforts even when you’re out and about. Another nifty thing about this platform is that it is built to integrate with different software for ERP and CRM such as Blackbaud and Intacct. It can also connect with Microsoft applications for easier data import/export.
Try out PaperSave with their free trialVISIT WEBSITE
What is unique about PaperSave?
- Fast document retrieval. PaperSave is equipped with dynamic search capabilities that allow users to perform full-text searches and structured searches. With this, you can scan through entire documents and find the file or information that you require in a matter of seconds.
- Simplfied document capture. The platform allows users to capture documents from a desktop scanner, an email, a fax machine, smart forms, or through an MS Office application. From there, users have the option to scan documents individually or in bulk, store scanned documents in the PaperSave’s centralized database, or even send them to your official records system directly. This way, you can accelerate the process of archiving your files.
- Completely paperless workflows. As PaperSave stores everything on the cloud, users can have a completely paperless document management workflow. It supports configurable approval processes so you can have control over what goes in your database and who can access them. What is more, PaperSave has top-notch encryption and security protocols so you don’t have to worry about any security breaches.
- Mobile document management made easy. Last but not least, PaperSave has native iOS and Android mobile applications. With this, you can access your document database, review and approve files, as well as retrieve information from your phone.
Detailed PaperSave Review
OnTask
OnTask may be a forms automation software at its core but it also comes with a powerful document management module that digitizes the entire document routing and approval processes. Built for small to medium-sized businesses, the platform offers an extensive library of custom templates, supports over 60 file types, and has the capability to scan PDFs and digitize them using find-and-replace fields. It even supports real-time collaborative editing so that redlining and negotiating document revisions are done directly on the platform. With this, businesses can create and manage contracts, proposals, offer templates, and other types of documents quickly and conveniently.
Aside from the abovementioned, OnTask is also equipped with workflow automation and customization wherein users can roll out if/then conditional branching, approval rules, and more. Plus, as a forms automation tool, OnTask can be used to generate dynamic, mobile-responsive forms and even handle data collection. To top it all off, OnTask is SOC2 and HIPAA compliant, so you can ensure that your confidential files are kept safe at all times. All digital signatures made on the program are also certified and trackable for your convenience.
Should you be interested in this platform, the vendor offers three subscription plans starting at $25/month. They also have a custom plan for those larger companies with more specific operational needs.
What is unique about OnTask?
- Real-time document collaboration. OnTask has a unique document collaboration tool that allows both internal and external stakeholders to work on a file in real-time. This allows them to redline documents and negotiate their contents in real-time. All updates are also recorded on the dashboard so everyone is kept in the loop.
- Automated workflows. The system has powerful workflow automation and customization options that include if/then conditional branching, approval rules, and signature auditing. It also has version control so that backtracking is easier. OnTask also allows users to set notifications for different steps of the workflow for improved progress tracking.
- Digital signature capture. Other than allowing you to create documents and manage the revision and approval process digitally, OnTask enables you to finish contract negotiations online. It comes with a digital signature capture tool so that you or your client no longer need to print out the document before signing.
- Secure document storage. Last but not least, OnTask recognizes international security standards to protect any sensitive information and data that you store on the platform. It is built to comply with HIPAA, SOC2, and FERPA. Moreover, all esignatures collected on the platform are considered legally binding under the ESIGN act
Detailed OnTask Review
Conclusion
File storage is one of the most important functions of business. It’s the need of every business to manage their internal, operational and external documents efficiently with advanced tools. As a result, they look for the best document management software out there on the market. The subsequent paragraphs, including over twenty options for over ten cloud based competitors, will summarize the systems that are available for businesses right now.