In today’s fast-paced business world, managing documents well is essential for improving productivity and streamlining workflows. There has never been a greater need for document management software that is safe, easy to use, and full of useful features. Organizations all over the world are actively looking for ways to store, organize, and quickly access their huge amounts of digital documents. There are many choices to meet this growing need, and they are all vying to be named the best Document Management Software Tools.
These tools have a lot of features, from powerful file organization to features that let multiple people work on the same document at the same time. The term best Document Management Software Tools refers to a group of software programmes that are very good at managing access to documents, keeping track of different versions of them, and integrating well with other business software. Below, we have mentioned the best Document Management Software Tools.
What is Document Management Software Tools?
Document Management Software Tools are programmes that help an organisation organise, store, and keep track of its electronic documents more efficiently. With these tools, users can make documents, edit them, work together on them, and manage them all in one safe place. Version control, access control, document search, and workflow automation are some of the features that may be available. Software for managing documents improves teamwork, speeds up the process of handling documents, and guarantees the integrity of documents. This makes it easier for teams to organise and manage their files.
Best Document Management Software Tools Comparison Table
Document Management Software simplifies digital document organisation, storage, and retrieval. These tools streamline workflow by enabling collaboration, version control, and secure access. They centralise data from creation to archival, ensuring compliance and reducing manual errors, boosting productivity and information governance.
| Feature | DocuPhase | Fluix | Jotform | Laserfiche | Bitrix24 |
|---|---|---|---|---|---|
| Document Management | Yes | Yes | Limited | Yes | Yes |
| Forms Automation | Yes | Yes | Yes | Limited | Yes |
| Workflow Automation | Yes | Yes | Limited | Yes | Yes |
| Collaboration | Yes | Yes | Limited | Yes | Yes |
| Integration | Yes (APIs, connectors) | Yes (APIs, connectors) | Yes (Integrations) | Yes (APIs, connectors) | Yes (APIs, connectors) |
| User Interface | Modern and Intuitive | Intuitive | User-friendly | Feature-rich | User-friendly |
DocuPhase
Features:
- Document Automation
- Workflow Management
- Data Capture and Extraction
- Business Process Automation
DocuPhase automates workflows and document management to help businesses change how they do things. Riva DocuPhase’s AI-powered data capture and document retrieval features are used by Jeane May Caburog of the law firm Nadrich and Cohen. Because DocuPhase can quickly pull out important information from a wide range of documents and get data from old files, their team can quickly meet their clients’ needs. Still, it is one of the best Document Management Software Tools that you can consider.
Pros
- Document automation and business process management.
- Workflow automation for increased efficiency.
- Integration capabilities with other business systems.
Cons
- Learning curve for users new to automation platforms.
- Advanced features may require additional customization.
Fluix
Features:
- Mobile Document Management
- Form Digitization and Completion
- Workflow Automation
- Real-time Collaboration
Fluix is the best DMS software for businesses with mobile workers. Its offline mode speeds up the document workflow so that field teams can quickly record information in faraway places and sync it with the system when they can connect to the internet again. They can also make reports and get to customer data, which makes them very useful out in the field. Overall, it is one of the best Document Management Software Tools that you can consider.
Pros
- Mobile document management and workflow automation.
- Annotation and collaboration features.
- Offline document access for remote work.
Cons
- May lack some advanced customization options.
- Pricing structure may not be suitable for all businesses.
Jotform
Features:
- Online Form Building
- Drag-and-Drop Form Design
- Form Templates
- Integrations with Various Apps
Jotform Enterprise is a SaaS document management solution for businesses. With its advanced form sharing, user permissions, and real-time collaboration, JotForm Enterprise excels at collaborative document management. Organizations can assign specific access rights to user roles in JotForm Enterprise to control form editing, submission viewing, and data management. This is the best Document Management Software Tools that you can consider.
Pros
- Easy-to-use form builder with a wide range of templates.
- Integration with various third-party apps and platforms.
- Versatile for creating different types of forms.
Cons
- Advanced customization may have a learning curve.
- Free plan limitations for high-volume users.
Laserfiche
Features:
- Document Imaging and Management
- Records Management
- Business Process Automation
- Enterprise Content Management
When it comes to enterprise content management (ECM) and business process automation, Laserfiche is the best SaaS provider. Laserfiche speeds up the way business is done with powerful workflows, electronic forms, document management, and analytics. More than 30 years ago, Laserfiche was the first company to use enterprise content management to make the office paperless. Overall, this is one of the best Document Management Software Tools.
Pros
- Document management and workflow automation.
- Robust security features for compliance.
- Integration with various business applications.
Cons
- Pricing may be on the higher side for some users.
- Advanced features may require additional training.
Bitrix24
Features:
- Collaboration and Communication Platform
- CRM (Customer Relationship Management)
- Task and Project Management
- Social Intranet and File Sharing
Bitrix24 is a place for small, medium, and large businesses to work online. More than 35 tools are built to work together seamlessly. These include a CRM, tasks, Kanban board, Gantt chart, messenger, video calls, file storage, workflow automation, and more! If you switch to Bitrix24, you won’t have to pay for a bunch of different SaaS services. Currently, this is one of the best Document Management Software Tools.
Pros
- All-in-one platform with CRM, project management, and collaboration.
- Extensive collaboration tools, including messaging and video.
- Free version available for small teams.
Cons
- May be overwhelming for some users due to feature richness.
- Customization options may require technical expertise.
Benefits of Document Management Software tools
Document Management Software (DMS) tools are helpful for businesses that want to keep their documents organised and in order. Here are a few important pros:
Storage of documents in one place: DMS tools give you a central place to store and organise your documents. This makes sure that everyone on the team has access to the most recent and useful files, so they are less likely to use old or wrong information.
Better organisation of documents: DMS makes it easy to organise and find files by letting you categorise, tag, and index them in a planned way. This organisational structure makes the work flow more smoothly and cuts down on the time needed to find specific documents.
Control of Versions: Document Management Software keeps good records of all versions of documents and handles them well. Multiple people on the same team may be working on the same document at the same time. This feature is essential for keeping everyone on the latest version and avoiding conflicts.
Safety of Documents: A lot of DMS tools have strong security features that let you control who can see sensitive documents. Encryption and role-based permissions help protect private data by making sure that only authorised users can access and change certain documents.
Audit Trails and Following the Rules: DMS keeps audit trails that keep track of what users do and how documents are changed. For compliance reasons, this feature is useful because it helps organisations meet regulatory requirements and makes actions related to documents clear.
Choosing the Right Document Management Software tools for Your Business
Picking the right document management software for your business is important for keeping your files organised, allowing people to work together, and making them easy to find. When making this choice, here are some important things to keep in mind:
Keeping documents safe and organised: Look for software that lets you store documents in a central, well-organized location. It should be easy to organise files by category, tag, and folder structure so that users can find them quickly.
Finding documents and searching for them: The software should have powerful search tools, such as the ability to search for text in its entirety. Users will be able to quickly find the files they need, even if they can only remember a few words or phrases.
Work together and keep track of versions: Pick a tool that makes it easy for team members to work together. Version control makes sure that everyone is working on the most up-to-date copy of a document, and collaborative editing makes it easier for teams to work together on documents that are shared.
Safety and Controlling Access: Safety is very important. Make sure that the document management software has strong access controls that let you choose who can see, change, and share documents. Safe user authentication and encryption are also important for keeping private data safe.
Integration with Software Already in Use: Think about how well the document management software works with the other tools and systems you already have, like your CRM, project management software, or platforms for working together. Seamless integration makes work more efficient.
FAQs
Google Drive is good for personal document management and small team collaboration, but storage, users, performance, and speed limit scaling.
Oracle Aconex provides an EDMS platform.
