An automated document management system has many benefits for your company. You have a central database where you can store your files and make them searchable. Even remote workers will have easy access to the documents they need.
Many employees can access digital documents at the same time which makes it easier to collaborate. Many of them integrate with software you already use which increases productivity. These tools also offer better security due to more control and strong security features. Here are some of the best document management automation tools for you to consider.
1. Templafy
Templafy is document automation software that will help to improve your brand consistency. It streamlines template creation and distribution. All your employees will have access to brand-compliant templates. You can store them in a centralized and organized database. Automatic updates ensure templates are always current. Templafy integrates with other office applications such as Microsoft Office. Using it will speed up document creation and reduce errors. It will help you to maintain consistency across all brand materials. Cons are that it is fairly expensive and can be complex to set up.
One of the tasks you need to do when managing documents is selecting multiple files. What you do on a Mac depends on whether the files display next to one another in Finder or not. To select multiple adjacent items, press and hold the Command key. Click the first item, press the Shift key, and click the last item. If files or folders aren’t adjacent, you will hold ctrl key to multi-select on Mac. Left-click on each item you want to select. If you want to perform more complex tasks, such as keeping documents in order, you can use a variety of third-party apps.
2. Dropbox Business
Dropbox Business offers a cloud-based, user-friendly document automation solution. It excels at file sharing and makes collaboration easy. Some of its most useful features are as follows:
- It automatically syncs files and folders on your account across all devices. It allows you complete control over sharing settings. Sharing options appear when hovering over a folder or file.
- Various features support team management and collaboration on projects. For example, the admin console option in the left sidebar allows a team owner to control and manage the team.
- Document e-signature is a handy feature if you regularly need to have documents signed.
- Granular access controls help to improve security. You can limit access to sensitive documents.
3. HotDocs
HotDocs was one of the first document management solutions available and is still in use today. It gives you a central database for storing documents. You can create custom templates for documents you frequently use. Interactive Q&As allow you to gather information to build these templates. HotDocs integrates with other software your business uses. This platform does require a bigger initial investment than some of its competitors.
4. PandaDoc
PandaDoc helps you to organize files and create documents. The user interface is intuitive and automating manual tasks increases team productivity. Creating documents is quick with access to a library of templates and drag-and-drop functionality. PandaDoc is popular with sales teams as it focuses on proposals, quotes, and contracts. It offers e-signature functionality. It integrates with sales-related tools, such as CRM software. Pricing is affordable and the only real con is that the mobile app needs some work.
5. Notion
Notion is a versatile document management platform with a wide range of tools. You can use the platform for managing projects, workflows, and documents. The tools help you to organize information and tasks in one central space. Teams have a flexible workspace where they can collaborate and share information. Notion integrates with popular business apps which improves functionality. One con is that there is a learning curve to become familiar with all the features.
6. DocuWare
DocuWare is a cloud-based document management solution. It helps you to digitize, store, and organize documents. You can scan and import documents from a variety of sources. It offers features such as version control, document indexing, and workflow automation. Intelligent indexing capabilities allow you to make documents searchable and easy to retrieve. It integrates with various third-party apps such as CRMs. Secure access controls and encryption ensure that sensitive documents are safe and secure.
7. OnlyOffice
OnlyOffice is an open-source document management platform. It has tools for managing documents, presentations, spreadsheets, etc. The platform is flexible with features all sizes of businesses will find useful. Some of its features include:
- Editing tools for documents
- Real-time collaboration and communication tools
- Granular permission settings for access to documents
- Integration with popular apps such as Google Drive
- Supports access from mobile devices
Conclusion
You should now have an overview of some of the best document management tools available in 2024. Each one has its own strengths and suitability depending upon the specific needs and preferences of your business.
