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How To Choose The Perfect Document Management Software 

So you need help choosing your perfect document management software?

You’re in the right place!

This page will guide you through all the basics of picking the right tool for you. We’ll even give you a list of all the features to look out for! 

And to save you time, here’s a list of all the software that we’ll cover in this post:

Are you ready? 

Let’s go!

What is document management software? 

Document management software is a tool designed to help businesses store, manage, track, and share electronic documents and files.

These tools control the creation, modification, and distribution of documents, enabling you to manage your data more efficiently and effectively.

Document workflow management software is utilized in various industries, such as healthcare, legal, finance, and government. It may be especially useful when creating large volumes of documents on a daily basis.

Document management software use cases 

Document management software can improve efficiency, reduce paperwork, and increase collaboration.

Take a look at how it can be applied to a variety of industries:


Document management software makes it easier to organize medical records, patient information, and other confidential data. 


Document management software is invaluable for both small and large law firms to manage case files, contracts, and other important documents.


Schools and universities can keep track of student records, teacher contracts, and administrative documents.


Document management software can help banks share customer data, loan applications, and financial statements.


State agencies can use document management software to operate public records, contracts, and sensitive documents.

Human resources

Document management software can be used to manage employee records, resumes, and job applications.

Real estate

Firms can use document management software to monitor property records, leases, and important documents.


Contractors may find it useful to use document management software to manage project plans, permits, and other construction documents.


Charity organizations can utilize document management software to handle donor information and grant applications.

Choosing the best software for your business

Here are some key factors to consider when evaluating document management software:

  • Think of the features that are most important to your organization
  • Look for software that is user-friendly, easy to navigate, and intuitive to use
  • Assess the software’s ability to integrate with other systems your organization uses
  • Choose software that provides robust security features to protect sensitive information
  • Evaluate the software’s pricing structure, including any ongoing costs
  • Pick software offering strong customer support
  • Consider whether the software can grow with your organization

Now that you have an idea of what to look for, let’s see what software tools are available on the market right now.

We’ve looked at 20 different tools and devised a list of 4 that we believe are the best.

1. User-friendly document management software 


Dropbox is a popular document management system known for its ease of use and collaboration tools. 

There may be better choices for organizations with high-security requirements or requiring more advanced functionality than Dropbox offers.

Why it’s best for user-friendly document management:

  •  Dropbox is easy to use and has a clear interface. It allows users to easily store, share, and collaborate on documents


  • Cloud-based storage
  • Integrates with software such as Microsoft Office, Google Workspace, and Slack
  • Mobile-friendly for iOS and Android


  • Easy to use, even for those who are not tech-savvy


  • Not the most secure platform
  • Few customization options
  • Limited features

2. Document management software for automating tasks


DocuWare is a robust document management system that offers a range of features and customization options.

Why it’s best for automating tasks:

  • DocuWare provides a workflow automation engine that can be used to automate document-related tasks, such as approval workflows and task management


  • Offers a range of document management features, including document storage, retrieval, indexing, and version control
  • Allows users to automate their document workflows, including approval processes and other business processes
  • Integrates with third-party apps, like Microsoft Office, Salesforce, and SAP


  • Robust security features protect documents and data
  • Includes customization options such as configuring workflows and creating custom fields


  • May not be the best choice for businesses that don’t require advanced functionality or those looking for a more user-friendly system

3. Best document management software for integrations

OneDrive for Business

OneDrive is a solid document management system that offers robust security and easy integration with other Microsoft applications.

The platform is tightly integrated with other Microsoft applications, making it easy to work across systems and access files from multiple locations.

Why it’s best for integrations:

  • OneDrive for Business integrates with a wide range of Microsoft applications, including Microsoft Office, SharePoint, and Teams


  • Cloud storage for documents and files with the ability to sync files across devices
  • Mobile apps for iOS and Android


  • Easy to use, even for beginners
  • Collaboration tools make it effortless to work with others on documents and files
  • Offers robust security features


  • There are better choices for organizations requiring advanced functionality or needing to integrate with third-party systems that Microsoft does not offer
  • Limited customization options
  • Few third-party integrations
  • Not enough features

4. Document management software for security


OnBase provides a centralized library for storing and managing documents with version control, automations, and integrations.

Why it’s best for security:

  • Provides advanced security features such as encryption, access controls, and user activity monitoring


  • Content analysis
  • Integrations with a range of third-party apps such as Microsoft and Salesforce
  • Workflow automations 


  • Suitable for small and large businesses
  • Advanced content analytics features provide deeper insights into processes
  • Offers a wide range of customization options


  • Can be complex to learn, particularly for new users
  • OnBase’s cloud options are limited compared to other document management systems

Essential features of document management software

Here’s a list of the best document management software features you should look out for:

  1. Provide a centralized library for storing documents
  2. Version control feature that lets you track changes
  3. Allow you to attach descriptive information to documents, such as keywords
  4. Offer advanced search capabilities
  5. Let administrators set permissions and control document access
  6. Automate document-centric processes, such as approvals
  7. Integrate with other applications, such as project management tools
  8. Authorize multiple users to work on the same document in real-time

These core features are commonly found in document management software, but different platforms may offer additional features and capabilities.
For this reason, it’s important to evaluate the specific needs of your business when choosing the best software for you.

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