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DocuWare is an easy-to-use document management software solution ideal for companies seeking extensive integrations and well-suited for small and midsize businesses (SMBs). It incorporates a flexible workflow automation system that makes it adaptable to virtually any workflow, and it features a well-organized user interface built around drag-and-drop functionality. Document imaging and optical character recognition (OCR) classify documents and automatically apply metadata, making files easier to locate. Additionally, users can choose to manually refine or add more detailed metadata.
DocuWare is the best document management software for companies seeking integrations due to its ability to integrate with hundreds of external applications. Unlike its competitors, the system can integrate with more than 500 applications, including Microsoft programs, Oracle, Salesforce and Xero — all commonly used business software. By syncing DocuWare with the other programs you use to run your business, you can share data between them and streamline operations easily. This saves time and reduces inconsistencies across different facets of your company.
DocuWare’s ease of use, drag-and-drop functionality and automated features also make it a great choice for SMBs managing varied workflow needs throughout their day-to-day operations. Users can take advantage of the search function to quickly locate documents, use OCR for automatic indexing and rely on version history to ensure text changes are logged and tracked. Linux and Mac users can access these features through the browser-based version of the software, while Windows users can opt for the dedicated desktop application instead.
DocuWare has an uncluttered user interface that incorporates drag-and-drop functionality, which makes it easy to learn and use the software. You can upload paper documents multiple ways and, when documents are added to the system, the software classifies and indexes them automatically.
DocuWare’s imaging process adds metadata automatically to documents based on OCR. The system displays a confidence rating for each document scanned and 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.
The workflow automation manager is similarly easy to use, incorporating flowcharts and drag-and-drop functionality that administrators can use to set up custom workflows, even if they don’t have a 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.
DocuWare’s automation features take the burden off your team by automating some functions while streamlining document creation and approval so that your employees can focus on more critical tasks. Here are the key features we liked about DocuWare, beginning with the aspect that sets the product apart: the available integrations.
DocuWare integrates with more than 500 apps, including SharePoint, most customer relationship management and enterprise resource planning tools, Microsoft applications and a wide range of other business platforms. That broad compatibility means most businesses will find it straightforward to connect DocuWare with the tools they already rely on, enabling document sharing across the entire organization. In addition to its massive number of software and application integrations, DocuWare also integrates with a variety of scanners and multifunction printers. This helps tremendously as businesses work to transition to a paperless environment. Between its software and hardware integrations, businesses can feel comfortable knowing they are getting the most out of DocuWare’s connectivity and capabilities.
We also like how the DocuWare website features specific guidance on how to connect all of its integrations. Some of the syncing is largely intuitive, while others require a bit more work. However, for those, the vendor offers clear step-by-step instructions.
DocuWare works in tandem with your scanner and digital uploads, applying OCR and artificial intelligence to automatically index paper documents based on the text. [Read related article: File Management Tips for Small Businesses]
DocuWare’s intelligent and full-text indexing makes finding documents easier by providing multiple ways to locate them. Every document uploaded is classified by artificial intelligence using key terms identified within the document. This information can be supplemented manually by users to add more precision to searches.
DocuWare’s drag-and-drop workflow builder makes it accessible for anyone — regardless of technical background — to design custom workflows for virtually any document-driven business process. Setting up a workflow involves defining specific tasks, assignment triggers and conditional “if/then” statements, which are displayed in an easy-to-follow, color-coded flow chart. Once applied to a document or task, workflows notify users when a document needs their attention and then automatically proceed to the next step in the process until the workflow is completed successfully.
DocuWare’s version control tool automatically saves edits made to documents as new versions. This gives teams a reliable audit trail — users can review the full edit history of any document and restore earlier versions when needed, which is especially useful for compliance-sensitive industries.
DocuWare has four plans for its cloud-based document management software. Each includes a full-featured version of the program, varying only in storage space and the number of users supported. You can upgrade plans at any time.
Here is how the plans break down.
DocuWare doesn’t publish pricing for these plans. When we contacted the vendor, we were told the typical price range is $25 to $100 per user per month for its fully featured cloud system. To get an accurate cost for your business, you’ll need to contact the company directly for a custom quote.
DocuWare offers a 30-day free trial. We especially like that you don’t need to provide any credit card information to start the free trial.
Getting started with DocuWare is a simple process. As with other document management systems, users can use DocuWare directly through their browsers, while those with Windows operating systems can also download a desktop application. DocuWare also offers a mobile application for both iOS and Android-based operating systems so your team can access company files from anywhere.
Team members with DocuWare administrative access can set up a new user account in just a few clicks, so employees can get up and running with the platform right away. The vendor offers thorough live demo training options so the system can work alongside your daily workflow from day one. The software’s core information platform — the Knowledge Center — holds system documentation, frequently asked questions and setup support through thousands of reference articles.
For businesses ready to switch to a paperless office, DocuWare suggests the entire transition will take up to 90 days. If your company already does digital file management, the implementation process should be significantly quicker.
DocuWare offers appealing customer support services, such as community forums, a chart of its current cloud system’s status by country and more. The platform includes a Support Portal where users can get access to technical support 24 hours a day, Monday through Friday, known as “24/5 Support.” Specific hours and options depend on your location.
To get assistance, you simply log into your DocuWare account and fill out a form during the vendor’s available hours. DocuWare users also can leverage a comprehensive Knowledge Base that provides workable solutions for common issues. For a vendor providing 24/7 phone assistance, see our review of M-Files.
While DocuWare outlines its various plans on its website — including storage space limits and the number of allowed users — it doesn’t publish specific pricing. Instead, you’ll need to submit your information through a demo request form to receive a quote. This approach isn’t unusual among enterprise document management platforms, but it does add an extra step for business owners trying to compare costs and fit a solution into their budget.
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.
To help businesses find the right document management system, we researched and analyzed dozens of options. With each product and vendor, we investigated its services, watched tutorials and how-to videos, tested out the system when possible and read user comments. We also considered the pricing listed on these services’ websites and contacted each company’s customer service department by phone or live chat, if possible, posing as new business owners to gauge the quality of support each provider offers.
During our evaluations, we considered ease of use, whether the solution was on-premises or cloud-hosted, the file cabinet structure, search capabilities, scanning options, editing abilities, collaboration tools, security measures, integrations, workflow capabilities, mobile access, customer service and cost. When seeking a document management system for businesses that prioritize integrations, we looked for a service capable of connecting seamlessly with a wide range of popular business software solutions to support streamlined day-to-day operations.
We recommend DocuWare for …
We don’t recommend DocuWare for …
