Our daily lives constantly revolve around the use and convenience offered to us by technology. Technology provided its numerous contributions to every field in society, such as education, medicine, transportation, offices, and many more. Because of this, we create multiple types of files that contain the information and data that we use in our careers. Might it be spreadsheets, documents, presentations, and others.
These files support and guide us in accomplishing our duties and responsibilities within our chosen fields. It can contain transactions within an office, medical records of patients inside a hospital, academic records, and so on. But how do we achieve effective document management within our line of work?
In this article, we will discuss the top 15 document management software for your mac that will make a significant difference within your field of specification.
Top 15 Document Management Software
Document management software is used to receive, track, store and manage documents to reduce paper. Which will help you easily look for a specific document that you will use. Document management software is most capable of keeping a record of the documents you created and edited by other users. Using document management software, you can easily find out who received a copy of your document and who modified them.
Some of the well-known free document management software that is suitable for your needs are:
1. WPS Office
WPS Office is a document management software that serves as an office suite compatible with Windows, Mac, Linux, iOS, Android, and other devices. It is a lightweight application with a comprehensive office suite that is suitable for your document needs. Users of WPS are enabled to create, share, and modify various files such as spreadsheets, word documents, and presentations within a single application. It also offers a membership bonus for new users and registrations. Some of its main features are:
Table formatting
Advanced Spreadsheets
Collaboration Tools
Extended Desktop Support
Complete Office Suite
User Comments
Pivot Tables
You can access and download WPS office using their website (wps.com). WPS Office has a WPS Academy where you can gain skills in using WPS Office and further understand its features and benefits exclusively for its users. You can also use this document management software for education, project, insurance, and many more.
Using WPS as your document management software will be a great help to you might it be for manufacturing, professional, or educational needs. Go to WPS Academy to learn more about the wonders of WPS Office or download the Word/Excel/PPT function of WPS Office for free! Aside from that WPS can be used as ppt template for freshers through their free PPT templates!
WPS is easy to use but not perfect. Just like any other software, WPS also faces bugs and malfunctions. But WPS came prepared, they publish articles and other information through the WPS Academy to further assist their users and help them maximize its full potential.
2. eFileCabinet
eFileCabinet increases the productivity of employees and students by streamlining their everyday tasks related to their documents.
It also allows you to sign a document using an electronic signature, as well as encrypt files with other users. eFileCabinet also uses Zonal OCR for its automated document filling.
Some of eFileCabinet's features are:
Documents are accessible through mobile phones (Android and iOS).
Document encryption with complex passwords.
Document version tracking.File retrieval
However, some users reported that eFileCabinet takes awhile to load especially if you already stored a lot of files within it.
3. Zoho Projects
Zoho Project is a great use for project planning and collaboration, where your team can share their ideas, insights, and knowledge on how your project can be a success. Because of this, Zoho Project can boost team productivity, allowing you to continuously track the progress of your project and think of ways how to solve a problem if there is one. Aside from that, Zoho offers a free trial allowing you to see whether this type of software is suitable for you. Zoho also has a rare downtime occurrence that enables you to continue with your work without the hassle of the app crashing.
However, there are a few cons with using Zoho, some of which is its searching feature which needs further improvement. There are also bugs within the software that can interfere with accomplishing your task.
4. Bit.ai
Bit.ai is known for being a powerful document collaboration platform that allows you to create notes, documents, and other necessary files with your team. It is also available for both businesses and schools, allowing educators to interact with their students and track down their academic progress. In businesses, this helps leaders to see what the current standing of their company within the market is, allowing them to interfere and formulate an immediate solution for every problem they encounter.
Bit.ai also offers customizable workflow solutions. Allowing you to personalize the options within your account. Some of its functions that will be helpful for you are:
Multiple workspaces
User managementFolders and Subfolders
Workspace customization
Workspace highlights
Digital Content Management
Smart Bit Document Editor
End-to-end Bit Document Sharing
Custom Document Branding
Secure
However, Bit.ai can further be improved as a document management software for manufacturing by adding other features that is beneficial for manufacturing.
5. SmartSheet
Smartsheet is one of the known document managing software. It offers a rich set of workflows, reports, views, and dashboards that lets you capture and track your schedules, resources, and plans.
Smartsheet aims to provide students and professionals a venue to conveniently collaborate and equally distribute tasks among their teams. It is also used to assign tasks, manage calendars, track the progress of your projects, manage the work of your team, and share various documents.
However, Smartsheet has a 20,000 inbound cell-links limit per sheet. Its mobile application also needs further improvement for it to become a great companion when working on documents such as insurance. Its free account also offers limited features which requires users to proceed with in-app purchases.
6. IncoDocs
IncoDocs is used to digitize and manage export document operations. It is commonly used by companies that export products internationally. IncoDocs helps them by streamlining their product quote, and invoices, and providing export documentation processes, allowing their team to work remotely.
IncoDocs provides businesses with the necessary information about their exportation such as a tax calculator, payment processing, contact database, and other details you need to know about your trade. It allow users to connect with their team in one shared workspace wherein they'll manage and oversee the trading procedures of their products. It also offers document templates that can be easily stored in secure cloud storage.
However, IncoDocs users scored 79 over 100 in document management. It also requires in-app purchases to make it more suitable for manufacturing projects.
7. Templafy
If you are looking for document management software that will help you streamline tasks within your business, Templafy is the perfect one for you. Templafy automatically shows all relevant content to your employees based on their position and usage. It also allows you to manage the contents presented to them from a dashboard.
Templafy also lets you connect all DMS data to documents, providing a faster workflow for business document creation. Aside from that, Templafy also automatically fixes content inconsistency. It can also be integrated with different platforms such as Dropbox, Salesforce, G Suite, Box, and many more.
Templafy will help you engage with your team and easily oversee their work progress. Making your workspace more productive. However, Templafy can be costly. Its initial cost ranges from $320 to $3,216 for users to access the maximum potential of the document management software.
8. Bitrix24
Bitrix24 is a document management tool that enables your team to engage and become collaborative no matter what your group size is. Bitrix24 is also available in both cloud and on-premises through source code access. This tool lets you store documents, videos, presentations, and other files for download or personal use.
Bitrix24 also manages the previous versions of your documents, allowing you to see whether there are things that you should reconsider adding again to your document. Aside from that, it also allows you to edit your PC files with convenience. Bitrix24 can also be integrated into external online storage sites such as OneDrive, Google Drive, and many more.
Bitrix24 also has its downsides, including software malfunctions where some of the features doesn't work as intended. Users also reported that they had a hard time setting up and use the software due to it multiple additional features that you might not use. These additional features also take additional space in your storage.
9. Bynder
Bynder is rooted in an intuitive DAM solution, allowing it to be an integrated ecosystem of marketing tools that you will need within your business. Bynder lets you manage your enterprise digital and marketing assets in a single platform. Empower your team to create and distribute content for your consumers.
Bynder is also a digital content library where you can store all files that you might need in running your company. Allowing professionals to become effective in video and content creation that will showcase their entities and uphold brand compliance. It also possesses great collaboration tools and shareable style guides that will allow users to develop their skills and enable their supervisors to oversee their work progress. Bynder can also accelerate the end-to-end creative content lifecycle and enables users to securely share their files either internally or externally.
Even though Bynder offers the ease of sharing multiple files across your members, it lacks the ability to apply multiple filters from the same document. It also lacks the ability track assets being downloaded to the app and finding for assets can be a tough challenge. Some users stated that Bynder is expensive for service that you get out of it.
10. Docuware
Docuware is a document management software and workflow automation tool in one. Enabling its users to keep critical business information and data while making it accessible to the members of their enterprise. Docuware also enables its users to create, edit, share, and archive various documents such as contracts. Aside from that, it also offers automated invoice processing. It also lets you organize employee records with ease through accessibility from any device.
Docuware also provides repository and workflow automation functions such as content management and services. With Docuware you can capture and organize data within your company. It offers various features such as intelligent indexing, mobile uploading, full-text indexing, scanning and sorting, data enrichment, and many more.
Given the various wonders Docuware provides, it lacks information on how to troubleshoot the problems occurring within the software. Users find little to no published information and walk-through on how to make the software work properly.
11. Logicaldoc
Logicaldoc is known for its high-performance document management designed to handle and share various files within an organization. It is a content repository that includes activity workflow and automatic import procedures, making it one of the best document management systems an enterprise could have.
Logicaldoc enables its users to create and coordinate documents. It also lets you store and process important data. With Logicaldoc you can easily retrieve content and files that will help you automate your business smoothly. It also enhances the productivity of your members by encouraging them to collaborate.
There are also cons with using Logicaldoc, some of which is bugs and malfunctions specifically with the PDF reader of the software. Users reported that after installing the software and using it to view a PDF file, Logicaldoc doesn't show any preview or content from the file, and once the same document was opened through another software or reader the content was presented in front of them.
12. Alfresco
Alfresco tool can make a significant difference in your document management. Alfresco is a document management software that enables you to keep track of your files with minimal effort. It groups your file according to your liking, making it easier for you to look for a specific document that you will need now.
Alfresco also enables its users to manage their uploaded documents across more than 60 applications such as Documentum, OpenText, FileNet, and others. Aside from that, Alfresco also has a built-in workflow that will simplify document review and approval. You can also use filters that will allow you to retrieve all relevant content faster. Not just that, Alfresco also lets you access your documents offline.
However, Alfresco ECM and BPM have separate licenses and user interfaces. This leads to the confusion of users on which one to use. Its UI development is also complicated, making it not suitable for beginners.
13. Openkm
Openkm is one of the best document management software known nowadays. It lets you manage and store your files and contents on one platform. This software also makes file distribution simple and easy while allowing you to monitor tasks, processes, and workflow status within your company.
Openkm can also scan all paper documents making them digitalized and securely storing them. You can also create a personal document copy for your members using Openkm, making sure that everyone within your team is knowledgeable of the changes happening within your workspace.
Just like any other document management, Openkm has its disadvantages. Some of its cons include confusing page layout, making it harder for users to become productive. Its interface design is also outdated. This might not be a problem to you, but some users get their motivation from a well-organized and designed interface.
14. Edmodo
Edmodo is an educational online platform and document management software in one. Edmodo is commonly used nowadays by K-12 schools and teachers since it enables its users to share content, distribute quizzes, and manage communication, and assignments. Teachers can also communicate with their colleagues and the parents of their students through this software making it one of the perfect software to be used during online classes.
Aside from being an educational platform, Edmodo is also used as a document management software. Where users can upload, edit, and share their files. It encourages collaboration among the members of a team by allowing their teammates to comment and contribute to the ideas posted by their colleagues.
Despite Edmodo being a great asset for education, it provided its fair share of cons in document management. Users often experience problem with opening their Edmodo applications, this might be a case-to-case basis, but some reported that their Edmodo application keeps on crashing. When a video is uploaded in Edmodo, there is an instance that some of the members cannot access or play the uploaded video causing frustrations to them.
15. Google Classroom
Google Classroom is a free blended educational platform developed by Google for institutions to simplify creating, distributing, and grading assignments. Its primary purpose is to streamline the process of document sharing between educators and learners. Aside from its educational purposes, it is also used as document management software since users are enabled to upload files and sort them according to the user's liking.
Google Classroom has become one of the default platforms when it comes to document management software for education. But this doesn't mean that it is free from disadvantages. When using Google Classroom, all members of a class should have their own Google accounts to participate. It also doesn't provide effective communication with people outside the class and offers limited integration options.
As technology continuously grow multiple document management software that you can use. These software can be a great help to you might it be for manufacturing or education. All you must do is make sure that your chosen software is perfect for you. Now that you know about the top 15 document management software suitable for manufacturing and even for education. Check them out and see which among them is best suitable for your needs.
Using WPS Office as document management software for education improved project outputs. Since it allows its users to conveniently access different files in one document management software it is also suitable for manufacturing or working on insurance papers. Downloading WPS and using its maximum potential not just provides convenience but assures you a quality output from your members.
