DocuWare is our pick for the best document management software for workflow automation – it provides user-friendly tools that simplify the sometimes complicated process of establishing a document creation workflows.
View all our recommendations for document management software on our best picks page.
Workflow automation streamlines the way in which daily business tasks are completed. DocuWare allows you to customize how documents are created, edited and approved. Admins set triggers that automatically assign tasks to specific users and notify each member involved in a specific process when their input or action is required to move forward. The system features drag-and-drop functionality and an easy-to-follow flowchart that make setting up your document management process simple and even enjoyable. The cloud-based version of DocuWare also comes with several pre-built workflows that support common office functions, like accounting and sales processes.
Besides its exceptional workflow automation tools, DocuWare offers strong core features. Document imaging and optical character recognition (OCR) classify documents and automatically begin applying metadata, making files easier to locate later. Users can manually refine or add more detailed metadata if they want.
DocuWare's on-premises version is only available for Windows servers, and the desktop client is not compatible with any Mac OS. However, its web-based application is supported on multiple browsers, including Internet Explorer, Mozilla Firefox, Google Chrome, and Microsoft Edge.
Plans and Pricing
DocuWare offers four different pricing plans for its cloud-based software. Each plan includes a full-featured version of the software, varying only in storage space and number of users included. You can upgrade plans at any time. DocuWare, though, does not publish the pricing for these plans. You'll need to contact the company for a price quote and to schedule a demo of the software. Here's more about these four pricing plans:
- Base: Includes 20GB of storage space and licenses for four users
- Pro: Storage space accommodates up to 50GB, and the total number of users supported is 15
- Enterprise: Storage space increases to 100GB, and up to 40 total users are allowed
- Large Enterprise: Up to 250GB of storage space is allowed, and 100 users are supported
If you choose the on-premises solution, you'll need your own servers (which you must also maintain). All the features included in the cloud-based version are available in the on-premises version, although certain features – enhanced document capture, automatic classification and indexing, data synchronization, mobile application access, integration with ERP and CRM, task management tools, and the workflow manager – cost extra.
The on-premises solutions do not include access to the pre-built workflows that are available in the cloud-based version.
DocuWare offers a 30-day free trial period. There is no obligation or credit card information required to access the free trial.
Pros and Cons
DocuWare's workflow automation and ease of use are two of its strongest points, as well as its ability to automate certain functions of the document management process like imaging. However, its Windows-only desktop application may pose a problem for some users. Still, DocuWare is a highly effective document management system that can streamline office operations and improve efficiencies around several common tasks.
- Ease of use: DocuWare has a no-clutter user interface that incorporates drag-and-drop functionality, which makes it easy to learn and use the software. You can upload paper documents a number of ways, and when documents are added, the software automatically classifies and indexes them.
- Document imaging and OCR: DocuWare's imaging process automatically adds metadata to documents based on OCR. The system displays a confidence rating for each document scanned, indicates how accurately the system was able to index the file. This makes it easier for users to determine when additional metadata should be manually added.
- Workflow automation manager: The workflow automation manager is similarly easy to use, incorporating flowcharts and drag-and-drop functionality that allows an admin to set up custom workflows, even if he or she doesn't have any programming background. Once workflows are created, they can be applied to any file to keep team members on task and up to date with their responsibilities within the system.
- Lack of transparent pricing: While DocuWare lists its various plans, including storage space limits and the number of allowed user, it doesn't publish pricing on its website. Instead, you'll need to provide your information and request a demo and a quote. While this wasn't uncommon among other applications we assessed, some vendors published their pricing, which reduces the burden on B2B consumers when trying to gauge an accurate assessment of software programs and whether they fit into their budget.
- Desktop application: The DocuWare desktop application is only available for Windows operating systems. Mac and Linux users must use the web-based application through one of the supported browsers. This can cause collaboration issues between Windows users and Mac users in the same organization.
DocuWare's automation features stand out compared to other document management applications we evaluated. They take the burden off your team by automating some functions while streamlining document creation and approval, so your employees can focus on more important things. Here are some of the other key features we liked about DocuWare:
- Document imaging and OCR: DocuWare works in tandem with your scanner as well as your digital uploads, applying OCR and artificial intelligence to automatically index paper documents based on the content of the text.
- Search: DocuWare's intelligent and full-text indexing makes finding documents easier by providing a variety of ways to locate them. Every document uploaded is classified by artificial intelligence using key terms identified within the document's content. This information can be supplemented manually by any user to add more precision to searches.
- Workflow automation: Drag-and-drop functionality makes it easy for anyone, even users without technical skills, to develop custom workflows for virtually any business process involving the company's documents and digital files. Establishing a workflow is as simple as setting specific tasks and assignment triggers, along with if/then statements, which are displayed in an easy to follow and color-coded flow chart. Once applied to a document or task, workflows automatically notify users when their attention is required and then automatically proceeds to the next step based on their action until the workflow is successfully completed.
- Versioning: DocuWare's version control tool automatically saves any edits made to documents as new versions. Through the versioning feature, users can access the full history of a document and refer to previous versions.
- Integrations: DocuWare offers integrations with useful third-party applications, including SharePoint, most CRMs and ERPs, Microsoft Outlook, and more. Integrations are available for up to 500 different applications.
DocuWare's desktop application is a Win32 app that is only supported on Windows operating systems. Mac and Linux users cannot utilize the desktop client and must, instead, use the web-based application on one of the supported web browsers. This can create difficulties for organizations with users that work with a variety of operating systems.
An additional limitation, touched on before, is that DocuWare does not post pricing on its website. While other leading systems similarly don't disclose pricing, because it can vary from client to client, other vendors published ballpark pricing. Customers interested in DocuWare must contact the company for a demo and quote, which adds extra work when to the procurement process.
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