Xerox DocuShare is an enterprise document management system geared toward mid-sized and large businesses and on-premises solutions. DocuShare Flex boils that system down into a SaaS solution that brings the same features to small businesses in an easy-to-use package that requires minimal investment and technical support. The system is very user-friendly – new users can get up to speed quickly without much of a learning curve or any additional training. DocuShare has all of the core requirements we like in a document management system, plus additional tools that make it easier for teams to work together regardless of whether team members are spread out in various locations.
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Pricing and Plans
Xerox does not list DocuShare's pricing information. You'll need to call the company's sales department to get a quote. DocuShare Enterprise is an on-premises solution, while DocuShare Flex is a cloud-based version that maintains many of the same features at a much lower cost.
Xerox offers a 30-day free trial of DocuShare with no obligation to input your credit card information. To access the free trial, you'll need to provide your business's name and contact information, a common practice among the document management companies we evaluated.
Pros and Cons
Despite being billed as a lightweight SaaS version of a more robust enterprise document management system, DocuShare Flex is a strong option for small businesses' document management needs. It is an intuitive, easy-to-use software application. Here's more about the positives and drawbacks of this system.
- User interface: Flex's user interface is sleek and modern, making it easy to navigate, even by new users. A list of tabs appear on the left-hand side of the screen, including My Tasks, Manage Tasks, Search and Files. Tabs are self-explanatory and clearly labeled.
- Features: Although Flex is marketed as a lightweight version of DocuShare, it maintains a strong list of features that make it competitive with other applications we reviewed.
- Lack of transparent pricing: DocuShare Flex's pricing is not publicly available; instead, you'll need to request a quote from Xerox. This was not uncommon for the systems we reviewed; however, other vendors we did review did make their pricing public. Not disclosing your pricing adds an extra burden to buyers during the procurement process.
DocuShare Flex has nearly all of the features we like in a document management system – digitizing and importing files, plus teamwork and workflow tools. Flex lacks a true document imaging feature; instead, it relies on integrations with software like Nuance's PaperPort Pro.
- Document scanning and import: Capture paper or digital documents and have them automatically filed into the correct folder. This system is compatible with mobile devices. Documents and files can be uploaded into the system from elsewhere simply with drag-and-drop functionality.
- Search: You can search for items in the platform using either a full-text search or metadata.
- Audit log: Admins and managers can view activity logs to ensure no one has unauthorized access to content they should not be seeing or editing.
- Workflow automation: With Flex, you can set up automatic workflow processes. Users are notified when a document is ready for review and/or approval, and when they've finished their task, the next person in the designated workflow is notified. Workflows streamline processes and ensure all correct individuals have the information they need to complete business-related projects. You can set notifications so nothing is overlooked.
- Collaboration tools: In addition to providing feedback on files, team members can communicate with co-workers through wikis or blogs. Versioning tools are also available that allow you to view past versions of documents and prevent unwanted edits or changes.
- Data backup: Should disaster strike, DocuShare can replicate your content to allow for fast retrieval of files.
DocuShare Flex does not post its pricing. While this wasn't uncommon among the solutions we reviewed, it's an extra step, if you're strongly considering this application. Moreover, not every vendor withheld its pricing despite the fluctuating nature of the software on a client-to-client basis. Many offered ballpark pricing or subscription pricing models that at least gave buyers an idea of what they could expect to pay for a system.
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