Team Collaboration Document Sharing is intuitive, user friendly, easy to use and helps you improve your business processes for managing projects, team collaboration, supplier collaboration among business partners.
Team Collaboration Document Sharing is a web-based, social document management system that supports co-authoring and real-time editing with built in versioning so there’s no worry about overwriting a file with newer versions. Features include: Drag/Drop File Upload – for fully integrating with digital asset management systems.
Google Docs
With over 800 million active worldwide users, Google Docs is the most well-known of all the document collaboration software on this list.
However, many don’t realize that, in addition to adding comments and making edits to a finished draft, real-time online collaboration is possible with Docs.
Up to 200 people can simultaneously view a Doc, and 10 users can make simultaneous real-time edits.
All edits are automatically updated in the same master doc and saved in the cloud, so there is no need to create a new document for every draft. This version control feature prevents teams from making edits to outdated drafts.
Documents are shared via email or through a URL, and team leaders can select which specific employees can directly edit, suggest edits, or have view-only access.
The “Live Edits” feature shows real-time, color-coded updates that multiple people have made to a file. Users can track changes to see previous file versions without the new changes, approve or deny edits. They can also make comments in the sidebar, tag each other in these comments, or communicate via chat messaging.
Docs also allows users to save files in multiple formats, including PDF, plain text, web page, and rich text. It’s a wise choice for teams with a focus on user-friendly software, or for smaller companies that need a free editing tool.
Pricing and Plans
Google Docs can be purchased as a part of the G Suite product package or on its own. The below table compares the prices and plans of the free Google Docs Personal plan and the paid Google Docs Business Plan.
| Features | Personal Plan | Businesses Plan |
| Cost | Free | $10/user per month |
| iOS and Android Mobile App | ✓ | ✓ |
| Autosave | ✓ | ✓ |
| Real-Time Collaboration | ✓ | ✓ |
| Work Offline | ✓ | ✓ |
| Voice typing | ✓ | ✓ |
| Revision History | ✓ | ✓ |
| Comments and In-Line Edits | ✓ | ✓ |
| Includes Google Meet | X | ✓ |
| Cloud Storage | 15 GB per user | 100 GB per user |
Zoho WorkDrive
Zoho WorkDrive’s Writer is a real-time online document creation and editing platform ideal for businesses that have numerous files requiring frequent collaboration across devices.
It’s “blank page” interface is designed to eliminate distractions when writing or editing. For reviewers who must perform especially detailed edits, the tool’s “Focus Mode” highlights only one line of text at a time.
Zoho also comes with a virtual writing assistant, Zia, that scans documents for grammar errors and readability.
It integrates with Microsoft Word and WordPress and comes with a template library for drafting documents like HR policies and event invitations. Zoho WorkDrive includes a “Content Mask” feature that allows admins to hide sensitive information or specific parts of a document from selected reviewers. Its “Content Lock” lets the document’s creator select which parts of the text they don’t want to be changed.
Additional Zoho WorkDrive features include:
- Quick chat messaging tool
- Live cursors
- Offline editing
- Access receipts on collaborators
- Comments and user tagging
- Track changes
- Document merging
- Digital signatures
Pricing and Plans
Zoho WorkDrive offers three paid plans that can be paid monthly or annually. Additional storage is available for purchase.
| Features | Starter | Team | Business |
| Cost | $2.00/user per month | $4.00/user per month | $8.00/user per month |
| File Upload Limit | 1 GB | 5 GB | 50 GB |
| Storage | 1 TB/team | 3 TB/team | 5 TB/team |
| Team Folders/Subfolders | ✓ | ✓ | ✓ |
| External File Sharing | ✓ | ✓ | ✓ |
| iOS and Android Mobile App | ✓ | ✓ | ✓ |
| Content Search Bar | ✓ | ✓ | ✓ |
| Real-Time Collaboration and Commenting | ✓ | ✓ | ✓ |
| File Activity Timeline | ✓ | ✓ | ✓ |
| File Access Statistics | X | X | ✓ |
| Team Activity Timeline | X | X | ✓ |
| File Locking | X | X | ✓ |
Dropbox Paper
Dropbox Paper is similar to Box’s collaboration system in that, in the past, Dropbox was solely a tool to store and share files.
Dropbox Paper is a completely free document editing tool that lets simultaneous users make real-time edits and suggestions. As with Zoho WorkDrive, Dropbox Paper’s interface is uncluttered and free of distractions like menus and toolbars, which are only available when specific text is highlighted.
In addition to making live line edits, users can use the comment and tagging features to make suggestions in the sidebar. They can also mark comments as unread, and edit and delete past comments. Comment history is also available.
While primarily a file editing tool, Dropbox Paper also offers project timelines. This allows admins to manage deadlines, use task management features, and set project milestones to ensure responsibilities are clear.
It’s a good choice for businesses that require specific document outlines, have a high number of people collaborating on files, and those that rely heavily on images and URLs when creating content.
Additional Dropbox features include:
- Real-time comment notifications
- Searchbar
- Pre-made template library
- Keyboard shortcuts for document formatting
- Emoji comment reactions
- Drag-and-drop image insertion
- Automatic image gallery creation
- Link embedding
- Ability to connect multiple documents
Paper is 100% free to use.
Notion
Notion is a real-time collaboration app designed to replace a variety of popular workflow management tools like Trello, Confluence, and Asana.
It has the most customizable interface of any tool on this list, allowing users to create their own sidebar file organization system, add action items, and create tags and labels for files.
In addition to standard features like live co-authoring and editing, Notion provides version history, unlimited team member access to documents, and multiple view options.
It’s ideal for companies who need to consolidate the number of collaboration software programs they’re currently using, but still, need project collaboration features.
Additional Notion features include:
- Distraction-free interface
- Mobile and desktop versions
- Keyboard shortcuts
- User tagging
- Commenting feature
- Due dates
- Notifications
- Drag-and-drop content organization
- Kanban board and to-do list formats
- Template library
Pricing and Plans
Notion offers one free plan and three paid plans, billed monthly or annually. The most important file collaboration tools come with the Team or Enterprise plans.
| Features | Personal Plan | Personal Pro | Team Plan | Enterprise Plan |
| Cost | Free | $4.00/user per month | $8.00/user per month | Unlisted |
| Android and iOS Mobile App | ✓ | ✓ | ✓ | ✓ |
| Guest Access | 5 maximum | Unlimited | Unlimited | Unlimited |
| Version History | X | ✓ | ✓ | ✓ |
| Commenting and Real-Time Editing | X | X | ✓ | ✓ |
| Advanced Permissions | X | X | ✓ | ✓ |
| Wiki | X | X | ✓ | ✓ |
| Multiple Views | X | X | ✓ | ✓ |
| App Integration | X | X | ✓ | ✓ |
WeTransfer
If all you’re looking to do is send big files to your coworkers and nothing else, than a file sharing service like WeTransfer might be right for you. WeTransfer has been around since 2009 and has expanded from a simple way to send files to include a suite of other collaborative tools such as Paste (presentations), Paper (sketching and collage), and Collect (moodboards).Synchronization Heaven with Planio Storage.
Plus, with integrations to Slack, Chrome, Sketch, and other creative apps, WeTransfer integrates with some of your company’s workflows. But not all.
While a powerful tool for individuals and small teams, WeTransfer isn’t a cloud storage device and therefore won’t sync your files and keep them organized and accessible. For this reason, it’s best to use for one-off transfers rather than as a team collaboration tool.
Box (for Business)
Question: If you don’t have the word “box” in your name, are you really a file sharing and storage company?
While Dropbox and Box may share a syllable they take different approaches to file sharing. Box started out geared toward providing cloud storage for businesses and enterprise. As such, it focuses on team collaboration features such as sync, file locking, version history, user tracking, and external collaboration, as well as secure data storage and compliance for whatever data regulations your company requires.Make Planio Storage indispensable to your teamTry Planio Now
However, while their security features may work for your company, for others it can unnecessarily impose sharing limitations.
Hightail
Unlike many of the other file sharing options that are built for any type of business, Hightail focuses in on creative companies like design and advertising agencies. By pairing file sharing with some simple project management features, Hightail is designed to help agencies and other teams get assets like designs, photos, and video productions approved quickly.
When you upload a digital asset to Hightail it can be previewed and streamed as well as directly commented on or approved. While these are great features if you’re an agency or design shop looking to send files to a customer, they’re not as ideal if you’re sharing and collaborating on files within your team.
Nuclino
Nuclino is a collaborative documentation and knowledge sharing platform for teams. It has everything you would expect from a document collaboration tool – real-time collaborative editing, auto-save of changes, version history, comments, and more.
The visual editor of Nuclino is exceptionally easy to use even for non-technical people. It offers only the essential formatting options, enabling an easy and fast editing experience and making your documents look clean and consistent.
What makes Nuclino stand out among many other document collaboration tools is its unique approach to organizing documents. Instead of relying on the traditional folder system, where important documents can easily get lost, Nuclino allows you to link related documents together. It works like your own internal Wikipedia, making it easy to browse and explore.
But Nuclino is more than a simple document collaboration tool. In addition to being able to organize your content in a nested list, you can visualize your documents in a Kanban board, or a mindmap-style graph. This makes Nuclino a great solution for a wide range of use cases beyond simple documentation, including knowledge sharing, employee handbooks, employee onboarding and offboarding, sprint planning, process documentation, and many more.
Nuclino is also tightly integrated with 40+ other apps, allowing you to embed slides, spreadsheets, diagrams, videos, and more directly into your documents.
What users say about Nuclino:
“Anyone trying to organize a series of documents/notes in an organization should check out Nuclino because it fits the bill. The design of the product is so good that it’s actually fun writing new notes/docs in the app. Live multi-user collaboration rounds out the feature set.”
Conclusion
Team Collaboration allows you to share any type of document with other users. The other user will receive an email notification telling them the document is ready for viewing. They can view, comment, and edit the document in the account they are assigned Most Requested Features (and quick tour)