An open-source document management software is now required by every business to manage its documents effectively. A variety of paid and free document management programs currently available on the web can assist you in completing this task without difficulty. But, the first thing you must be aware of before purchasing one is what they are about.
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What is Document Management Software?
Document management (DM) software includes various options and functions essential to running an enterprise. Many small and mid-sized businesses (SMBs) include legal firms, creative companies, or publishing and media companies that want to become paperless and are searching for the right tools. Companies generate lots of data independently, so picking a reliable and robust DM system is crucial in streamlining workflows and automating processes. For SMBs, an effective DM system can enhance overall performance due to various factors. The most fundamental reason is the ability to store and organize documents.
The DM solution could also manage workflow, version control access permissions, backup, and data protection. It’s the primary point to store, secure, and share different business documents. The ability to categorize data is a different DM capability that has the potential to transform the way your company organizes its workflows. With all the power available, it’s no surprise that revenue projects worldwide to DM, as well as enterprise-level Content Management (ECM) platforms, are slowly increasing, as is evident in the chart below, which comes from an industry research firm. That’s why we’ve made the top 5 document management software tools on the market in 2022. Let’s have a look.
Top 5 Document Management Software in 2022
The guide below will assist you in determining the most suitable software for your requirements in document management software. You’re sure to find the perfect solution for your company here. We’ll also list their top features, the most utilized features, and the full description of each one below.
Confluence
Confluence is the first item on the list. Confluence is a workspace shared for managing and creating all of your work. Contrary to file-sharing and document instruments, Confluence can be accessible and collaborative, ensuring that your team and the business collaborate. From project management and technical teams to HR, marketing, and finance – the more significant number of employees in the organization that utilizes it, the greater the value that teams can derive from it.
Companies are becoming increasingly digital. The days are gone when we used to keep papers on essential documents. Join the digital revolution by making Confluence your primary document Management application.
Make your organization more efficient by creating a unifying source of truth and disseminating crucial information throughout your business with a single click.
- Deployment – Cloud, SaaS, Web-Based.
- Platform – Mac, Windows, Linux, Android, iPhone, iPad.
- Top Features – API, Access Controls/Permissions, Activity Dashboard, Activity Tracking, Alerts/Notifications, Archiving & Retention, Assignment Management, Audio File Management, Audit Trail, Brainstorming, Calendar Management, Cataloging/Categorization.
- Free Trial & Version Available
- Prize – $0/month
- Best for – API, Access Controls/Permissions, Activity Dashboard, Activity Tracking, Alerts/Notifications, Archiving & Retention.
- Support – Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat.
- Overall Rating – 5/5 Stars
PandaDoc
The second that comes on the list is PandaDoc. PandaDoc has enabled sales teams to increase deal workflow, insight, and speed while providing the best shopping experience. Over 40,000 users use PandaDocs, the all-in-one document automatization software, to make it easier to create the documents, approve them, and then electronically sign quotes, proposals, and contracts.
PandaDoc simplifies processes and improves efficiency across your business by integrating your software for payment, CRM, and file storage applications into one workflow.
- Deployment – Cloud, SaaS, Web-Based.
- Platform – Windows, Linux, iPhone, iPad.
- Top Features – API, Access Controls/Permissions, Accounting Integration, Activity Dashboard, Activity Tracking, Alerts/Notifications, Approval Process Control, Approval Workflow, Archiving & Retention, Audit Management, Audit Trail, Authentication.
- Free Trial & Version Available
- Prize – Price not provided by the vendor.
- Best for – API, Access Controls/Permissions, Activity Dashboard, Activity Tracking, Alerts/Notifications, Approval Process Control, Archiving & Retention, Audit Management.
- Support – Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat.
- Overall Rating – 4.8/5 Stars
Greenbox
Greenbox is third on the list. Greenbox is a document management software that assists organizations in storing, tracking, updating, and managing documents on one platform. Features include tracking comments, labeling periodic reminders, watermarking, and user management. It also allows extensive permissions for bulk users, the transfer of files, and space utilization. It lets users track the history of the file’s version and restore earlier versions and track actions taken through audit trails.
Team members can use the file to share it or sections with groups or individuals. They can also determine the expiration date for shared hyperlinks. Users can also find documents by adding metadata or using OCR and open text OCR methods.
- Deployment – Cloud, SaaS, Web-Based.
- Top Features – API, Access Controls/Permissions, Activity Dashboard, Activity Tracking, Alerts/Notifications, Approval Process Control, Archiving & Retention, Asset Categorization, Asset Library, Asset Sharing, Audio File Management, Audit Management, Audit Trail, Calendar Management, Campaign Management.
- Free Trial & Version Available
- Prize – $7/ user Per month.
- Best for – API, Access Controls/Permissions, Activity Dashboard, Activity Tracking, Alerts/Notifications, Approval Process Control, Archiving & Retention, Audit Management.
- Support – Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support.
- Overall Rating – 4.7/5 Stars
Formstack Documents
Formstack Documents is an online document creation tool for teams that offer options like customized document templates, automated forms, sophisticated data routing, document storage, and much more. With Formstack Documents, Teams can design new documents entirely from scratch or utilize one of the templates already built on the platform.
Documents can be made by uploading PDFs created by others, Word documents, PowerPoint presentations, or other documents.
Data can be combined with data from different integrated apps to create shareable documents about the metrics like customer payments, marketing, etc.
- Deployment – Cloud, SaaS, Web-Based.
- Top Features – API, Access Controls/Permissions, Batch Processing, Collaboration Tools, Compliance Tracking, Configurable Workflow, Contract Drafting, Customizable Branding, Customizable Fields, Customizable Forms, Customizable Reports, Customizable Templates, Data Import/Export, Digital Signature, Document Automation, Document Classification.
- Free Trial & Version Available
- Prize – $110/ Per month
- Best for – API, Access Controls/Permissions.
- Support – Email/Help Desk, Knowledge Base, Phone Support, Chat.
- Overall Rating – 4.7/5 Stars
Wrike
Wrike is a cloud-based collaboration tool that can help users manage projects from beginning to finish, giving them complete control and transparency over projects. The end-to-end service takes projects from initial inquiries to tracking progress on work and reporting on results.
With Wrike, project managers and team leaders can use the tool to capture and organize project requirements, make project plans, and display plans using Gantt charts. Gantt chart.
As the project progresses, plans can be modified easily. The teams that are involved will be informed of adjustments. Custom report builders help users cut project data into slices for presenting results to executives or couples.
- Deployment – Cloud, SaaS, Web-Based.
- Platform – Windows, Mac, Linux, Android, iPhone, iPad.
- Top Features – 360 Degree Feedback, API, Access Controls/Permissions, Accounting, Accounting Integration, Action Item Tracking, Activity Dashboard, Activity Planning, Activity Tracking, Activity/News Feed, Ad hoc Reporting, Agile Methodologies, Alerts / Escalation, Alerts/Notifications.
- Free Trial & Version Available
- Prize – $0/ user.
- Best for – Activity Dashboard, Activity Tracking, Alerts/Notifications, Approval Process Control, Archiving & Retention, Audit Management.
- Support – Email/Help Desk, FAQs/Forum, Knowledge Base, Phone Support, 24/7 (Live Rep), Chat.
- Overall Rating – 4.4/5 Stars
Conclusion
You’re first searching for document management systems because they’re great time savers. You could be aware that your DMS must have search filters, documents, indexing, and document storage permissions (to let users edit documents). This ability to version (to make files update automatically), document sharing, and various formats for documents. The tools for managing documents are among the top on the market regarding no-cost on-premise solutions.
While they’re not the most advanced in terms of functionality, like project management capabilities, they provide all the advantages that an efficient DMS system could provide.
