Engineering document management software enables businesses to electronically manage their documents. These software programs come in a variety of forms, each targeted at different business sizes and sectors. Users may access information more quickly, keep their documents in a more secure environment, handle document approvals and modifications more efficiently, enhance customer service, foster employee cooperation, and exchange data more easily thanks to engineering document management software. Although businesses can utilize this software solution in a variety of ways and for a variety of objectives, its overall goal is to help firms manage their time and resources more effectively.
Best Engineering Document Management Software
PDFelement
A dependable PDF editor that prioritizes affordability and efficiency, PDFelement Pro also serves as a fantastic engineering document management tool, offering a solution for data processing thanks to the new automation form integrated. This application can be used by businesses that need to manage a wide variety of PDF documents on a daily basis and have stringent engineering document management standards in order to streamline workflow. With only one click, hundreds of PDF forms can be created using the software programs that handle PDF.
Main Features of This Engineering Document Management Software:
- Edit texts, images, links and other element in PDF.
- Batching OCR of multiple scanned PDF files
- PDF sign and mark up
- Creating and converting PDF
- PDF organizing,sharing and securing
Autodesk Vault Collaboration
Engineers and designers can manage documentation, track changes, organize design data, and carry out other varied development activities with this program. With this tool, engineering efficiency is greatly increased because to all the essential features it provides. In order to keep all teams informed, 2D PDF is released during the release process, improving downstream communication to production. Organizations that use this approach may experience a decrease in errors, better designs, and an all-around improved development cycle. This software product’s solution can be altered to meet the unique requirements of each engineering business. Features of software related to engineering document management include:
conversions. All papers may be made selectable, editable, and searchable, digital signatures can be created, managed, and changed digitally, workflow is improved, and PDF files can be published, shared, or archived. Business leakage is also prevented.
- Easy configuration and administration
- Microsoft office integration
- Fast data searching
- Data release
- Data reuse
Adept Information Management
Engineering document management made simple This software product offers strong assistance that greatly aids businesses in handling workflow more quickly and effectively. The ability to assess capabilities for hundreds of file types and the ability to automate workflow procedures are two of the main factors driving engineering businesses to utilize this practical solution. The system’s features boost any organization’s efficiency in a variety of ways:
- Obtaining a fast way of tracking documents anywhere
- Engineering Document control and security
- Automating manual workflow processes
- Ease of compliance with government regulations and industry standards
- Enterprise business systems are integrated.
Adept employs encryption while in use, transit, and at rest, providing unparalleled security. You have total control over document security thanks to sophisticated rights control and user management. Every document in your system has a comprehensive history kept in the audit trail during its entire life. This makes it simple for you to find security gaps.
Treeno Electronic Document Management Solutions
Through the extensive feature set included, this software solution enables firms to stay on top of their engineering document management requiems without incurring higher IT costs. The tool’s job is to analyze the needs for business process management, then choose and set up solutions that will produce quantifiable results. After integration, this document management server will automate the processes of filing, retrieval, and identification. Organizations will be able to digitally access, securely store, and process their engineering documents, pictures, purchase orders, invoices, and other documents using a Treeno electronic document management solution. New workplace efficiencies will be simple to implement in this approach.
- Engineering document workflow automation
- One-click document file retrieval
- Document control and department segmenting
- Annotations and redactions
OpenText™ Extended ECM for Engineering
Due to its assistance in managing engineering information, risk, and work processes during operations and projects, this software solution has grown incredibly popular among enterprises. Engineering firms can profit from quick time on first production and effective asset operations thanks to the OpenText Extended ECM Platform add-on. This will inevitably result in quicker returns on investment. The risks that are typically associated with the scope of engineering projects will start to be more effectively managed. A single repository for managing and archiving engineering documentation and work processes will be advantageous to organizations.
- Streamlined work processes and persona driven dashboards
- Integrated sources of asset and engineering information
- Ensuring a single source of engineering truth
- Practice configuration templates meant to accelerate project setup
ClickUp
Due of its extensive toolkit, ClickUp is the ideal document management program for engineering teams. The key problems faced by engineering teams, like sprint management and backlog management, are addressed by its agile dashboard. Sprint workflows can be automated, which would greatly increase productivity.
For engineering teams, ClickUp provides a variety of agile templates, including agile management, product briefs, easy sprints, issue queues, and more. Choose a template, make any necessary changes, and you are ready to begin right away.
Smartsheet
Everything can be managed from the dashboard. You may access the admin section, the activity log, notifications, workflow, automation, discussions, insights, and much more.
You can easily develop, manage, and collaborate on new content production with the help of content collaboration. It provides functions including task management, simultaneous reviewing, version control, review and editing capabilities, automated notifications, and more.
Smartsheet’s resemblance to Microsoft Excel in that it supports formulas, grids, Gantt charts, and projects is one of its strongest features. It is therefore perfect for handling technical projects and papers. It is beneficial for automating company procedures, particularly for repeated, everyday chores.
Smartsheet offers 3 plans: Pro, Business, and Enterprise. The pricing model is per user per month with a starting price of $9 per month.
The Pro plan is priced at $9 per user per month and supports up to 25 users. It offers basic features that allow your team to collaborate and manage projects with basic functionalities.
The Business plan is priced at $32 per user per month and supports a minimum of 3 users. It comes with advanced functions such as automated workflows and process management.
The Enterprise plan has custom pricing and is suitable for large businesses with dispersed teams. It comes with an app builder that lets you build customized apps for your business and teams. It offers a lot of additional advanced features such as governance controls, custom domains, encryption keys management, and more.
SharePoint
In addition to being a top document management system, Microsoft SharePoint is also among the most affordable options available today. The greatest candidates for it are start-ups, small firms, and organizations that detest shelling out thousands of dollars each month for document management simply because they have tens of thousands of workers who want to interact with and work on documents on a daily basis.
It has every functionality you’d want in a document management system. You may easily share files and documents with others inside and outside of your company. Multiple persons can work on a single document with real-time coauthoring without causing a mess.
The two extra tools you have access to with SharePoint—Lists and OneDrive—enhance the functionality and combine to give your company all the features it needs for document management, communication, and storage.
Using the special functionality of team sites, you may make websites for particular teams. The team members get access to all the most recent site activity, including notifications, project status, tasks, and more. Because it has a sophisticated DLP mechanism that continuously checks for breaches, your data is kept secure.
DocuWare
Check out DocuWare if you’re looking for technical document management software for a sizable company with multiple locations. Businesses who wish to become paperless and have complete control over document management should use this technology. DocuWare provides you with all the tools necessary to manage documents and content throughout your organization through cloud and on-premises solutions.
DocuWare’s workflow management, which enables you to construct any form of workflow with its drag-and-drop interface, is one of its important features:
You can do a number of things, including create variables, assign tasks, add data and conditions, send alerts, and much more. You can greatly increase productivity by automating monotonous operations.
With the help of DocuWare’s powerful capabilities, document creation, review, editing, and collaboration are made simpler. Documents that have been scanned can be edited digitally with complete version control. You can establish deadlines with specific guidelines when distributing work for review and editing. Importantly, you have a vast selection of prebuilt process solutions to pick from that require little to no customization.
Best Document Management Software
Rubex
Rubex by eFileCabinet Online is a cloud-based service that gives remote workers the same capability that they would have in the office when they log in from any computer with internet connection. In fact, we’ve already named Rubex by eFileCabinet as the top document management solution for companies that employ remote workers. It features a smart mobile app that allows access to all of the files that are kept. The system offers a number of ways to search for documents and utilizes a conventional cabinet-folder file structure. There are three pricing tiers for Rubex by eFileCabinet Online, each with a different amount of storage and features.
Microsoft SharePoint
Microsoft SharePoint is a leader in the document management and collaboration space, and for good reason. Its comprehensive slate of features includes the ability to establish content hubs or organize archives by teams. It allows you to create custom metadata fields across all files stored in the system, making it easy to tailor the way you organize your documents to your business’s needs. It is especially convenient for businesses that already use other Microsoft products, such as Office 365.
SharePoint provides a scalable and adaptable platform for managing and organizing your documents as well as working together on their production and editing. But because it’s a complicated system with a steep learning curve, you can assume that your team will need training and some time to get used to it.
M-Files
A complete document management solution with an elegant and simple to use interface is M-Files. Numerous industries, including accounting, business consulting, building, engineering, energy, finance, manufacturing, professional services, and real estate, can benefit from it. Numerous capabilities in M-Files enable companies to automate workflow procedures, digitize huge amounts of physical paper, and manage documents with ease. It streamlines the storage and retrieval process, for instance, by providing version control and metadata suggestions. You may further expedite and streamline your document management processes by integrating it with Parashift, a deep-tech business that specializes in machine learning document retrieval. You can automatically process a wide variety of organized, semi-structured, and unstructured documents rather than manually classifying documents and reading data.
Three alternative service plans are provided by M-Files. We like that each one may be used on-premises, in the cloud, or in a hybrid system, allowing customers to select the kind of system that best suits their organization’s requirements and capabilities. You can be guaranteed that your document management system is current with each plan’s simple deployment and automatic updates. If you require more help, M-Files provides managed services, team training services, and rapid deployment packages. In addition, the business provides a wide range of online learning tools, including case studies, infographics, e-books, films, podcasts, and on-demand webinars.
VIENNA Advantage Community
Businesses can use VIENNA Advantage, an open-source, community-driven document management system, for nothing. Its user-friendly interface is intuitive to use and well-structured. It includes features for process automation to speed up tasks and secure document encryption. Additionally, it is expandable, enabling your company to expand with a free document management solution.
The technical hurdle with VIENNA Advantage is that you have to rely on the community of users to assist you set up the software and resolve any problems. VIENNA Advantage does not have a tech support staff, in contrast to commercial document management software.
Microsoft SharePoint
One of Microsoft’s top document management programs is called SharePoint. For companies of all sizes, it offers a complete and incredibly effective document solution. Not only does it interact with popular tools and apps, but it is also affordable, simple to use, and feature-rich.
Workflow management and sharing are its main focuses. It will be simple to travel around SharePoint for those who have used Microsoft Office 365. Each user has access to at least one TB of space and it is connected to OneDrive.
Sites that function as independent content libraries can be made. You could, for instance, designate a site for every project and every team. People are aware of the websites they can access for a certain project. In huge organizations where you must work on hundreds of projects at once, this keeps documents ordered.
Microsoft SharePoint also makes use of artificial intelligence, which analyzes the data of your company and generates insights that may be used to improve workflows, file searches, picture scanning, and other aspects of your organization.
Workspace by OnlyOffice
The versatile document management program OnlyOffice provides you with a wealth of productivity tools and resources. Its official document management program, Document Management, aims to swiftly and easily make your office paperless.
The nicest part about document management is how many helpful applications it comes with, which simplify sharing, collaboration, and document management. These are the characteristics that you don’t find with many document management systems; it supports a variety of file formats, including spreadsheets, text files, multimedia, and digital forms.
Permissions, teamwork, revision tracking, and concurrent, real-time document editing are all supported. Your files and documents are protected by AES-256 encryption in the private area.
The Workspace platform from OnlyOffice provides document management software in addition to other capabilities like email, CRM, projects, calendar, and more. All of these platforms will be available to you, making document management more potent than it would be with alternative options.
OpenKM
A free version of the open-source document management program OpenKM is available for companies. The free version is available for download; you can use it for your company. It provides all the capabilities found in the majority of document management systems available today.
The fact that OpenKM is free, web-based document management software is its strongest feature. Due to the fact that it is written in Java, you can employ a programmer to add more features as necessary. All the essential functions, such as document management, record management, workflows, task automation, and more, are included in the free open source version.
The fundamental features are completely covered by the free edition, but if you require more features and sophistication, you must upgrade to the professional version, which isn’t free. Therefore, you have two choices: either upgrade to the professional edition or have your IT team add more customized features internally.
List of Document Management Systems
DocuWare
Overview: One of the top providers of document and content management systems, DocuWare was formed in 1988. (as of 2021). Major corporations including IKEA and Sony utilize it, and it is available in 16 different languages.
DocuWare offers automated workflow and digital document management solutions. It works well for businesses of any size in all significant sectors, including manufacturing, retail, healthcare, and government.
Key features:
- Operates on Windows desktops, web browsers, or iOS/Android mobile apps.
- Offers training in person and remotely, with customer support available during regular business hours.
- Provides collaboration tools, compliance tracking, and eSignature.
- Offers features for document archiving, assembly, indexing, and retention.
- Offers optical character recognition (OCR), file recovery, version control, and offline access.
- Enables integration with over 500 different applications.
Pros: The user interface is easy on the eyes, intuitive, and user-friendly. The tool has an effective drag and drop functionality, and users can perform multiple tasks in multiple documents without leaving the main console.
Rating: 4.4 out of 5 on G2.
Price: DocuWare offers a free trial. Its basic plan provides four users with 20GB of storage for $300 a month.
Dropbox Business
Dropbox is a platform for collaboration and cloud-based file storage created for the modern workplace to lessen busywork so you can concentrate on the things that matter. Dropbox Business enables limitless business growth while giving you total control over user behavior and sensitive company data.
Dropbox Business is best suited for collaboration across a team of users.
Key features:
- Operates on Windows/Mac desktops as well as web-browsers, iOS, and Android apps.
- Provides live training with 24/7 support with live representatives.
- Offers collaboration tools, eSignature, version control, and compliance tracking.
- Offers features for document archiving, assembly, indexing, and retention.
- Offers file recovery, file type conversion, offline access.
- Enables administration with user and role management.
Pros: Dropbox Business provides a good amount of storage space for a business entity. It is a great collaboration tool for our team. Working on common projects, revising documents, and creating system backups can all be done with ease.
Rating: 4.3 out of 5 on G2.
Price: A free trial is available. The Standard plan is $12.50 per month per user (starting at five users). For full access to more sophisticated features and unlimited storage, purchase the Advanced plan at $20 per month per user.
eFileCabinet
Overview: On a single platform, eFileCabinet offers companies intelligent organizing, workflow automation, secure file-sharing, and eSignature requests.
This tool is ideal for content management of businesses of all sizes across industries, including accounting, construction, real estate, manufacturing, and healthcare.
Key features:
- Offers a cloud-based and on-premise platform.
- Operates on Mac and Windows, iOS, and Android mobile apps.
- Provides features for managing workflows, OCR, secure file-sharing, email importing, and eSignature.
- Allows file type conversion, version control, file recovery, and document archiving.
- Offers in-person and remote training along with 24/7 support.
Pros: Offers on-premise and cloud options, giving customers the flexibility to choose the best plan for their business.
Rating: 4.4 out of 5 on G2.
Price: eFileCabinet offers three subscription tiers:
- Advantage: The Advantage tier is priced at $55 per user per month (billed annually). It requires a minimum of three users.
- Business: The Business tier costs $99 per user per month (billed annually).
- Unlimited: The Unlimited tier costs $199 per user per month (billed annually).
Google Drive
Overview: Anyone with a Google account can access Google Drive, a cloud-based DMS. It makes it simple to save, sync, and share files.
This tool is best suited for teams collaboratively working on real-time projects. Shareability and real-time editing features of Google Drive take professional collaboration to the next level.
Key features:
- Provides extensive storage for many file types.
- Enables integration with other Google products and outside apps and files.
- Offers Search function to find documents by file type or by name.
- Allows file conversion, file editing history, document back-up to the cloud for easy synchronization across devices and easy recovery.
- Offers easy file sharing with external members through like sharing and email.
- Offers offline capabilities for selected files and accounts.
Pros: Due to its intuitive UI, Google Drive aces it when it comes to usability. Its efficient built-in search engine is a highlight, allowing users to search files by type and owner.
Rating: 4.7 out of 5 on G2.
Price: Free, single users are given 15GB of storage, and they can pay for more storage (billed by month). GSuite subscriptions include 30GB with the Basic Plan at $6 per user per month for those looking to implement it in a business setting. The Business plan, which is the most popular one, offers unlimited cloud storage for $12 per user per month.
Laserfiche
Overview: Laserfiche offers automated business processes and intelligent document management. By using effective workflows, electronic forms, document management, and analytics, it eliminates manual processes and automates repetitive tasks, speeding up corporate operations.
Laserfiche platform is suitable for content management of businesses of all sizes in industries such as accounting, construction, education, real estate, manufacturing, and healthcare.
Key features:
- Operates on Windows, iOS/Android apps, and web-based access.
- Offers collaboration tools, eSignature, and compliance tracking.
- Offers features for document archiving, indexing, retention, version control, and offline access
- Offers file recovery and file type conversion.
- Provides business process management, workflow management, and enterprise content management features.
Pros: Laserfiche boosts efficiency with automation, optimizing the application process, simplifying case management, and eliminating paperwork for employee onboarding. Laserfiche makes it easy to create, store, and send digital documents within the business, speeding up correspondence and making it easy to make data-driven decisions since all the information is in one place.
Rating: 4.6 out of 5 on G2.
Price: The product uses a subscription-based model for $50 per month.
Editorial comments: Laserfiche seems more expensive than other solutions and does not provide document assembly
LogicalDOC
By emphasizing quick document retrieval and business process automation, LogicalDOC seeks to assist enterprises in taking control of their document management.
Because of its adaptability, LogicalDOC is best suited for small, medium, and large businesses, such as banks, healthcare facilities, mechanical industries, and medium-sized towns.
Key features:
- Operates on web-browsers, iOS, and Android App with a multilingual interface.
- Provides multilingual full-text indexing, version control, document password protection.
- Allows document search, check-in/check-out function, annotations, internal messaging, and email sharing.
- Enables modifications under specific functions.
Pros: LogicalDOC is a very intuitive tool for planning, executing, and managing business projects.
Rating: 3.5 out of 5 on G2.
Price: LogicalDOC Community is free, open-source software. There are larger packages available with consultation. Check LogicalDOC’s website for more.
Editorial comments: The free, open-source software, while being a cost-effective option, lacks some safety and document recovery features. These are available with paid licenses.
M-Files
A next-generation intelligent information management platform from M-Files helps individuals access and use information more efficiently, which boosts corporate performance. M-Files unites systems, data, and content throughout the organization without interfering with current systems and processes or necessitating data migration, in contrast to standard enterprise content management (ECM) solutions or content services platforms.
M-Files is suitable for small to mid-sized businesses that lean heavily on paper-based processes. Their packaging is unique. Customers can choose which features they want and can opt-out of others, making it both flexible and cost-efficient.
Key features:
- Enables customization with other features available for purchase and bundling.
- Offers offline access, file recovery, file type conversion, version control.
- Provides OCR features for more complete search capabilities.
- Offers collaboration tools, automated workflow, compliance tracking, eSignature.
- Offers features for document archiving, assembly, indexing, and retention.
- Provides access and control permission tools.
Enterprise Document Management System
An organization’s paper and electronic documents should be managed using enterprise document management (EDM) so that they may be quickly accessed in the case of a compliance audit or subpoena. The phrase initially applied to paper documents that were scanned into a digital format or electronic papers that were written on a computer. The definition has been expanded to encompass email, photos, internal papers like corporate memoranda, as well as external materials like marketing or sales content.
EDM is an acronym for electrical discharge machine, engineering data management, and electronic document management.
How does enterprise document management work?
An business can have a clear plan for its document management procedures thanks to an enterprise document management strategy. An organization can select how to accept, process, evaluate, store, retrieve, and discard documents, as well as when to finish each activity, using an EDM strategy. The EDM strategy defines how the company should modify the procedure to boost productivity.
A document management system (DMS) can be used by a company to consolidate all of its documents into a single view and offer workflow tools to track and manage changes. Businesses can use a DMS to capture a document by scanning the original or downloading the digital copy.
Why is enterprise document management important?
Businesses have enormous volumes of content in both paper and digital formats that users can keep in shared drives, email, public or private networks, or filing cabinets. But there are risks involved with storing tangible documents.
Physical storage space is not as necessary or as expensive when using an EDM system. Physical files might be harmed or destroyed by unforeseen events like a fire or flood. Data backup and disaster recovery plans are frequently included in EDM systems, giving firms a digital backup.
The information that is necessary for completing legal obligations may be difficult to obtain for organizations with files spread across several places. Greater organization is made possible by EDM systems since all files are kept in a single area and are simple to access using full-text search. Users can access the files from anywhere at any time by keeping them all in one digital spot.
EDM systems can be integrated with a wide range of other programs, including as Microsoft Office, Salesforce, and content management systems. Users typically utilize other tools as part of their workflow, thus it’s crucial for the company’s EDM system to be simple to link with other programs.
The information that is necessary for completing legal obligations may be difficult to obtain for organizations with files spread across several places. Greater organization is made possible by EDM systems since all files are kept in a single area and are simple to access using full-text search. Users can access the files from anywhere at any time by keeping them all in one digital spot.
EDM systems can be integrated with a wide range of other programs, including as Microsoft Office, Salesforce, and content management systems. Users typically utilize other tools as part of their workflow, thus it’s crucial for the company’s EDM system to be simple to link with other programs.
A corporation has many moving elements, and an EDM system can aid in reducing bottlenecks and upholding an ordered workflow. Users can easily see who has access to specific documents and what modifications other users made thanks to version control and security features in the EDM system, which also guarantees a well-organized workflow.
Conclusion
Engineering Document Management Software can be a great way to manage your documents. It can be used to create documents, print documents, store Documents, and manage Documents. If you find a software that you like, use it to create documents and manage them. Other features that may be important to consider include the ease of use and the usefulness of the software.