The 15 Best Document Workflow Software for Improved Management

We live in a world where time is the new currency, and efficiency isn’t just an advantage—it’s a necessity. The flow of documents in any organization is its lifeblood, but manual handling can turn this vital process into an arduous task. Enter document workflow software: the unsung hero in the modern office.

Understanding the need for streamlined operations, document workflow software emerges as the cornerstone of productivity. Misplaced files, delayed approvals, and data inaccuracies plague manual processes, but the right software can turn the tide, enhancing operations with the touch of a button. The implications are profound, not just for day-to-day tasks but also for overall business strategy.

In this article, we’ll uncover the top document workflow software picks that promise a more efficient workplace. From the features that set them apart to the considerations for making the best choice, we’ll guide you through transforming your document handling from a chore into an asset.

We’ll cover: 

• Why Document Workflows Matter
• 15 Best Document Workflow Software
• Benefits of Using Document Workflow Software
• Key Features to Consider in Document Workflow Software
• Considerations for Choosing the Right Document Workflow Software

Why Document Workflows Matter

Document workflows are integral to business efficiency, playing a vital role in ensuring that tasks are carried out with precision and accountability. 

By clearly assigning responsibilities, a document workflow enhances transparency and supports the timely completion of tasks. 

It’s not just about moving documents from one place to another; these workflows optimise business processes to boost customer service, providing quick access to necessary information that can significantly improve response times.

Implementing document workflow management software can be a game changer for businesses. It streamlines everyday tasks to achieve accuracy and traceability. 

This technological assistance comes with the added benefit of cost savings, a crucial factor in operational management. Furthermore, document workflows automate processes, thereby reducing wasted time and avoiding delays that can derail productivity.

In essence, document workflows facilitate the organized and automated transition of documents, eliminating manual routing. 

This ensures that every action in the process is documented, offering a clear picture of progression and accountability at each stage. 

Efficiency and the smooth handling of critical business documents are thus enhanced, making document workflows a cornerstone of effective business administration.

With effective document workflow management in place, businesses can:

• Optimize business processes
• Expedite response times
• Enhance accuracy and traceability
• Improve efficiency and reduce delays
• Facilitate seamless document transition

15 Best Document Workflow Software

Process Street

Process Street is a powerful yet simple workflow management software that allows users to create and automate workflows, checklists, and standard operating procedures. It excels in document workflow automation, making it an excellent choice for teams needing comprehensive document management workflow software.

Pros:

• User-friendly interface
• Seamless integration with various apps
• Highly customizable workflows
• Strong collaborative features

Cons:

• Can be expensive for small teams

Best for: Teams looking for a straightforward and intuitive document workflow automation tool.

Nintex

Nintex provides a comprehensive workflow automation platform with drag-and-drop tools to automate processes and manage documents efficiently. It offers robust document workflow solutions, making it ideal for enterprises requiring advanced workflow document management.

Pros:

• Extensive automation capabilities
• Easy to design workflows
• Integration with popular software like SharePoint and Office 365

Cons:

• Steep learning curve
• High cost for advanced features

Best for: Enterprises needing robust document management workflow solutions.

DocuWare

DocuWare is a document management and workflow automation solution designed to digitize and optimize business processes. Its document workflow automation capabilities are strong, providing efficient document workflow solutions for various industries.

Pros:

• Strong document indexing and search features
• Scalable and flexible
• Secure document storage

Cons:

• Complex setup process
• Higher price point

Best for: Businesses seeking comprehensive workflow document management.

Kissflow

Kissflow is a cloud-based workflow automation tool that helps manage and optimize document-centric processes. This software excels in document workflow automation and provides seamless document management workflow software for small to medium-sized businesses.

Pros:

• Intuitive drag-and-drop interface
• Excellent collaboration tools
• Extensive template library

Cons:

• Limited customization options for complex workflows
• Can become pricey as team size grows

Best for: Small to medium-sized businesses looking for an easy-to-use document workflow solution.

Zoho Creator

Zoho Creator is a low-code platform for building custom apps, including document management and workflow automation. Its capabilities in document workflow automation make it suitable for organizations needing tailored document workflow solutions.

Pros:

• Highly customizable
• Affordable pricing
• Strong integration capabilities

Cons:

• Requires some technical knowledge
• Limited advanced features compared to competitors

Best for: Organizations needing tailored document workflow automation solutions.

Laserfiche

Laserfiche is an enterprise content management system with powerful workflow automation and document management features. It offers robust document workflow automation, making it ideal for large enterprises with complex document workflow needs.

Pros:

• Robust security features
• Advanced workflow automation
• Excellent document search and retrieval

Cons:

• Can be expensive
• Requires extensive training

Best for: Large enterprises with complex document workflow needs.

Smartsheet

Smartsheet is a versatile work management tool that offers strong document workflow automation capabilities. It is ideal for teams seeking flexible and scalable document management workflow software.

Pros:

• Flexible and scalable
• Excellent collaboration features
• User-friendly interface

Cons:

• Limited offline access
• Can become costly

Best for: Teams looking for versatile document management workflow software.

M-Files

M-Files provides inteigent information management solutions with advanced workflow automation. Its document workflow automation capabilities are enhanced by AI-powered features, making it a leading choice for document workflow solutions.

Pros:

• AI-powered search and organization
• Strong compliance features
• Easy to integrate with existing systems

Cons:

• Higher learning curve
• Premium pricing

Best for: Organizations requiring intelligent document workflow solutions.

Monday.com

Monday.com is a work operating system that offers customizable workflow automation for document management. Its document workflow automation features make it a flexible choice for teams needing efficient document workflow solutions.

Pros:

• Great for team collaboration
• User-friendly interface

Cons:

• Limited advanced features
• Can become expensive with add-ons

Best for: Teams seeking a flexible document workflow management tool.

DocuSign

DocuSign is primarily known for its e-signature capabilities but also offers comprehensive document workflow automation. It is particularly useful for businesses needing secure document workflow automation and management.

Pros:

• Secure and legally compliant
• Easy to use
• Integrates with many apps

Cons:

• Focused more on e-signatures
• Limited document management features

Best for: Businesses needing secure and efficient document signing and workflow automation.

Templafy

Templafy is a document automation and content management solution that helps streamline document workflows. Its document workflow automation ensures consistent branding and compliance across all documents.

Pros:

• Consistent branding and compliance
• Easy to use
• Strong integration capabilities

Cons:

• Can be expensive
• Limited customization options

Best for: Enterprises needing consistent and compliant document workflows.

OnBase by Hyland

OnBase by Hyland is an enterprise content management (ECM) solution offering robust document management and workflow automation. It is designed for organizations needing comprehensive document workflow solutions.

Pros:

• Comprehensive ECM features
• Strong compliance and security
• Highly customizable

Cons:

• High cost
• Requires significant training

Best for: Large organizations with extensive document workflow requirements.

PandaDoc

PandaDoc is a document automation software that simplifies document creation, collaboration, and workflow management. It offers efficient document workflow automation, making it ideal for sales teams.

Pros:

• User-friendly interface
• Strong collaboration features
• Affordable pricing

Cons:

• Limited advanced workflow capabilities
• Focused more on sales documents

Best for: Sales teams needing efficient document creation and workflow management.

FlowForma

FlowForma is a no-code business process automation and workflow management tool, focusing on document-centric processes. It provides document workflow automation without requiring coding knowledge.

Pros:

• No coding required
• Easy to set up and use
• Flexible and customizable

Cons:

• Limited third-party integrations
• Can be pricey for smaller teams

Best for: Businesses looking for no-code document workflow management.

FileHold

FileHold is a document management software designed to securely manage and automate document workflows. It excels in document workflow automation and offers scalable document management workflow software.

Pros:

• Strong security features
• Comprehensive document management
• Scalable for different business sizes

Cons:

• Complex initial setup
• Higher cost for advanced features

Best for: Organizations needing secure and scalable document management workflow software.

Benefits of Using Document Workflow Software

Document workflow software is a foundational tool for modern businesses seeking to implement an office automation system geared towards a paperless environment. 

The reduced reliance on paper helps save physical file space and advances eco-friendly office practices. 

The software provides instant decentralized document retrieval, which means that employees across the organization—whether in-office or remote—have easy access to the necessary documents at their fingertips.

Security is paramount in today’s digital environment, and document workflow software excels by safeguarding sensitive information with robust security measures and offering backup solutions to prevent data loss. 

Features like audit trails and versioning equip businesses with the ability to track document changes with precision, further enhancing governance and control over document management. 

On the compliance front, the software is equipped with enhanced security features, including access controls, encryption, and digital signatures—all of which contribute to meeting regulatory requirements and promoting data integrity.

Streamlining Processes and Increasing Efficiency

The implementation of document workflow software heralds a new era of optimized business efficiency. By automating and streamlining operations, such software simplifies approval workflows and enables real-time visibility into document progress. 

A fundamental asset of workflow management tools is their capacity to standardize procedures, thus refining business processes and amplifying overall efficiency.

In the transparent and accountable environment fostered by document workflow management software, every participant has clarity on task assignments, significantly reducing bottlenecks. 

By alleviating the burden of daily activities through automation, businesses can anticipate a rise in accuracy and traceability, leading to noteworthy cost savings and optimizing various operational aspects.

Reducing Errors and Improving Accuracy

Errors and inaccuracies can stifle a business’s momentum, but document workflow software is a deterrent. 

Focusing on automating business processes, these software solutions strive to reduce errors and streamline operations. 

The rigorous execution of document management workflow tools bolsters task accuracy and timeliness, elevating the reliability of corporate workflows.

Visibility and traceability, keystones of document workflow management systems, mitigate errors that typically plague manual paper trails. 

Automation transcends the pitfalls of manual handling of paper documents — a historical source of delays and inaccuracies — paving the way for enhanced precision and improved operational efficiency. 

Companies can expect more streamlined, accurate, and less time-consuming processes that contribute to an overall reduction in errors and a boost in accuracy.

Enhancing Collaboration and Communication

Collaboration is the lifeblood of any successful organization, and document workflow software is the enabler, streamlining the collaborative efforts across teams. 

The software allows users to seamlessly request feedback, annotate, and send notifications within the team, cultivating an ecosystem of interaction within the platform. 

Process digitization propels distributed teams to contribute effectively, no matter their location.

Enterprise applications like accounting, HR platforms, and word processors sync well with workflow management systems, enhancing communication and coordination across departments. 

Real-time visibility into the approval history and workflow status afforded by document workflow automation tools empowers team members to stay informed and connected, fostering an environment primed for successful collaboration.

Improving Compliance and Security

In the domain of document workflow, compliance, and security take center stage. 

Software solutions in this area are engineered to fortify document security with access controls, encryption, digital signatures, and comprehensive audit trails. 

This protective shield fortifies sensitive data against unauthorized access, tampering, or loss—constituting a reliable defense against potential breaches.

Document workflow solutions are tailored to assist businesses in adhering to stringent government or industry regulations pertaining to document handling. 

From managing archived records to appropriate disposal in accordance with company retention policies, compliance is simplified. 

Solutions like OpenText’s document control ensure conformity to various regulatory standards by integrating user and document auditing and records management.

For instance, Docsvault’s software not only reinforces compliance but also security by enabling organizations to meticulously design and automate processes. 

This level of attention to detail offers visibility into performance metrics essential for process assessment and consistent improvement. 

In achieving this, businesses maintain an edge in both data confidentiality and integrity, critical in today’s competitive and regulated market landscape.

Key Features to Consider in Document Workflow Software

When selecting document workflow software, key features to consider include:

• No-code workflow builder: Allows users to create workflows seamlessly via drag-and-drop, without needing technical expertise.
• Automations: Streamlines repetitive tasks by automating reminders, notifications, and feedback loops to boost efficiency.
• Approvals and permissions: Offers control over document access with tailored permissions throughout various workflow stages.
• Browser-based Interface: Promises a user-friendly, browser-based experience that facilitates quick mastery and employs familiar actions like copy-paste.
• Full records management: Ensures robust version control and regulatory compliance by securely managing document lifecycles.

Understanding these features ensures that you can efficiently navigate your business documents, optimize business processes, and handle critical business documents with confidence and ease.

Considerations for Choosing the Right Document Workflow Software

When selecting the ideal document workflow software, you must consider key features that streamline and enhance your company’s document management capabilities. 

Look for a solution offering a no-code workflow builder. This is vital for users with varying technical skills who want to create and customize workflows efficiently through a simple drag-and-drop interface.

Automation of repetitive tasks is another significant consideration. 

The software should be capable of sending out timely reminders and push notifications for critical deadlines, required approvals, and pending feedback, thereby reducing the need for manual follow-ups.

Moreover, pay attention to the document access control the software provides. 

It should allow you to set detailed permissions at document and category levels, ensuring necessary confidentiality and regulatory compliance throughout the document lifecycle.

Additionally, seek out a document workflow solution with cross-departmental automation features. 

This functionality is crucial for establishing effective approval processes, contributing to a transparent workflow with real-time visibility for all participants.

Lastly, the software should enable mobile access, allowing team members to review and approve documents from any location, fostering greater productivity and accountability.

Feature	Benefit
No-code workflow builder	Simplifies workflow creation for all users
Task Automation	Eliminates manual follow-ups
Permissions Control	Ensures document security and compliance
Cross-departmental	Enables comprehensive approval workflows
Mobile Access	Provides flexibility for document management