FileHold Express Review

Why FileHold Is Best for Scalability

FileHold stood out among its competitors as the best software for scalability because of its ability to store millions of documents with the right hardware configuration for your business’s needs. 

We appreciate that the company offers two distinct products to fit your needs: FileHold Cloud DMS and FileHold Document Management Software. Both the cloud and self-hosted DMS options offer enterprise-level features. The minimum user requirement for both platforms is five, with no maximum.

For smaller businesses or those lacking IT expertise, FileHold Cloud is a great fit. It’s hosted for you, so there’s no need to worry about IT maintenance. You can get up and running quickly without the need for in-house servers or technical expertise. You can choose either FileHold’s Azure cloud hosting space or your own. If you want more control over your setup and need the IT expertise, the self-hosted FileHold DMS lets you customize workflows and manage everything on your own infrastructure.

Each option has scalable storage. The more you store on FileHold Cloud DMS, the higher your subscription fees will be. If you go with the self-hosted solution, you need to make sure your network has the space you need for all your files.

The system is highly customizable, intelligent and intuitive, which is why we rate FileHold as the best document management system for scalability. 

FileHold makes it easy to find the documents you want with its intelligent search functionality. Image source: FileHold 

Usability

The web client you use to operate Cloud DMS and the desktop application for the on-premises solution are very similar. The desktop application is faster and offers more usability options than the web client. The platform provides seamless integration with Word, Excel, Outlook, PowerPoint, Visio and OneNote apps through the FileHold Office Client.

Once you’ve logged in to the FileHold client and connected it to other software, such as Microsoft Office, you’ll see the FileHold dashboard. We liked that FileHold’s dashboard provides a clear overview of your digital archive and allows you to navigate through a file cabinet structure akin to Windows File Explorer.

The FileHold desktop application neatly arranged by cabinets, drawers, folders and documents. Image source: FileHold 

The software arranges documents using folder trees in a document library, as shown in the image above. From that menu, you can access your:

• Inbox (send to library) folder: This is a holding area for documents before you add them to FileHold.
• My FileHold: The folder contains cabinets and drawers containing the most frequently used, recently accessed and recently added documents, a useful feature that most document management systems we reviewed didn’t offer.
• Reviews and approvals: This is a way for users to track the documents that need review or approval and where managers can review or approve files they have permission for.
• Recent folders: Quick access to the last 10 folders you’ve accessed.
• Search: Access previously saved results so you don’t have to repeat previous searches.
• Virtual folders: You can create custom folders to group and reference files from different locations. This allows you to group and access files easily — no matter where they’re stored — without cluttering the system with duplicates.
• Reports: Get detailed reports to help you track important data and insights in one place.
• Library: Find, manage and retrieve active documents quickly through a structured folder system.
• Library archive: This is where you store your older, inactive documents.

The platform would benefit from a design rethink and refresh, but we were impressed by how quickly a new user could pick up the main functions.

FileHold Features

FileHold’s features work together seamlessly without complicating the system or confusing users. The product offers premium features at an added cost, including workflow capabilities, the option to create guest accounts for read-only users and an electronic signature functionality via DocuSign and Adobe Acrobat Sign plug-ins. 

Below are some of the standard version’s most useful features for users who need a scalable document management solution.

Built-in Search Functionality

The built-in search engine makes navigating to specific documents quick and easy. In addition to filtering by file name and metadata, users can refine their queries using advanced filters such as date ranges, document types and custom tags. 

The search interface supports Boolean operators such as AND, OR and NOT for more in-depth queries. Searching for “contract AND 2023,” for example, will show only contracts from 2023, while “contract OR agreement” will return results for both terms.

Users can search document archives or exclude those from the search if they’re querying only active documents. You can also tailor your search to include either all versions of documents or only the latest version.

We loved the FastFind feature, which allows you to search for documents in third-party applications using hotkeys. That means you can find everything from shipping manifests to invoices without leaving the platform.

Users can easily locate and retrieve their documents with FileHold’s robust search functionality. Image source: FileHold

Document Check-In/Checkout

FileHold’s check-in/checkout feature blocks more than one person from working on a document at the same time. You can also set alerts that automatically notify co-workers when documents are available and unavailable, and when changes are made to files. FileHold’s version-control feature allows users to review or revert to previous versions of files at any time. When a document is checked back in, you can send an email to the users and groups that have access to the folder that they can open and work on the file again.

Some document management systems allow multiple users to collaborate on a file at once. If you prefer that method of editing documents, consider our review of M-Files.

Customer Forms Portal

We love how FileHold’s Customer Forms Portal automatically manages the downloading and completion of forms. You can also create custom workflows for each document type, saving time and keeping your work organized. 

You can, for example, automatically route a digitally signed and completed customer order form for review and approval step by step, so it conforms with your internal processes.

The Forms Portal works on internal documents (such as HR forms or internal requests) or external documents (such as customer applications, sales contracts or compliance documents). It extracts metadata from documents and, using preset rules, you can program the system to send documents to the correct folders. It can also launch and track approval workflow processes, including documents requiring a digital signature. 

It streamlines form handling, reduces manual data entry, minimizes errors and improves overall operational efficiency.

Versioning and Offline Editing

FileHold records a log of everyone who accesses each file and when they do so, creating an auditable trail of activity. Users can review previous versions of documents after changes have been made. If needed, you can revert to previous versions of documents, enabling users to restore old content that may have been erroneously changed or deleted, a critical function we looked for in our reviews. FileHold also supports flexible version control so every iteration has its own unique identity. 

Unlike its competitors, FileHold allows you to edit documents at any given time, whether or not you have an internet connection, by checking in to a document and downloading it to a “working folder” stored on your local hard drive. Once the internet connection is restored, choose between three synchronization options to handle edited documents: download newer file versions from the library, upload files that were updated offline, or remove duplicate or older files from the local computer.

As a FileHold administrator, you can control how users interact with documents by assigning a different level (1, 2 and 3 on FileHold). Each level has its own set of permissions, allowing features such as annotation editing and high-quality rendering. The higher a user’s level, the more they can do on the platform.

Workflow Automations

We were very impressed at the level of control FileHold gives users over workflows. You can create as many custom templates as you want to cater to each type of document you work with. [Read related article: The Benefits of Workplace Automation Software]

We like how you can factor in up to 20 different review and approval steps to each workflow. Building the processes is simple and straightforward, allowing you to adjust steps, set deadlines, choose participants and add instructions to a stage to fit your business processes.

You can also use FileHold’s automations to guide documents automatically from one stage to the next, saving colleagues time and reducing manual work. You could, for example, set up an automation so that a completed, digitally signed order form is automatically converted to a PDF and sent to the sales rep for final approval.

FileHold’s Jumpstart Templates are excellent. Users receive a full set of prebuilt and customizable workflows for use across the business. There are templates for workflows, custom naming, auto-filing, metadata fields, schema and more.

User Permissions and Restrictions

FileHold features a robust system for user roles and permissions that allows admins to restrict users’ access to only the documents that pertain to their job roles. You can set 12 security roles for documents, more than any other document management system we’ve reviewed. Each role varies regarding what the individual can access or change in the system, whether that means read-only access or system administrator privileges. 

You can also create custom permission settings for each cabinet, drawer, folder and even individual file. Those features are especially important for growing teams. As your company scales, you will need to create more permissions and restrictions to ensure access to documents is properly controlled and monitored.

OCR Technology

FileHold offers scanning software with optical character recognition (OCR) that automatically converts the text on typed paper documents into editable and searchable data. 

It streamlines the process of digitizing records by making it easier to categorize files and search for them later. We love how FileHold automatically produces an extra layer featuring the text from a scanned PDF or TIFF document, making it easier for users to retrieve later on.

That helps identify key words or phrases that can be used to sort files with minimal user effort, enabling FileHold to support large scale digitization projects with ease. Each edition of FileHold contains software that supports scanners using the industry TWAIN standard. [Read related article: Document Scanners: A Buying Guide]

The best document management software offers OCR functionality to make scanned paper documents easier to search. Image source: FileHold

Calendar Tools

We liked that FileHold includes a calendar that keeps track of uncompleted tasks, which enables basic project management functionality. On the Calendar, you can see workflow tasks that are active, overdue or completed highlighted in different colors so you can spot what you need to do faster. It’s especially useful for teams that collaborate on creating and editing documents directly within the system. 

Users can be assigned to specific tasks and put on deadline, complete with notifications when the due date is approaching. 

All users with permissions can view the calendar to see whether or not a project remains on time and which tasks need completing.

Integrations

We were impressed by FileHold’s connectivity to other apps. It uses a service oriented architecture (SOA) model to share data and other functionality with apps including Microsoft Office, QuickBooks, DocuSign, Salesforce and SAP. The applications are prebuilt, which means you can use them right away.

There are prebuilt integrations from FileHold too. For an extra charge, you can add workflows, email notifications, authentication protocols, file compression, annotation and watermarking.

You’ll also find an extensive set of API documents which allows even deeper integration with the FileHold and your library of documents, although you will need a coder for it if you don’t have an IT team. 

FileHold Cost

There is no pricing on the FileHold site. Each quote is custom to your company, which means you’ll have to get in touch with a rep for a price for your firm.

We like that you can start small on FileHold and add new users, features and capacity as you need them.

Cloud customers pay by user. There are no extra fees for scans, document volume or storage, although cloud storage costs extra. Your subscription will also include FileCare (more on that under FileHold Customer Support), which offers unlimited support and access to upgrades, so your system stays up to date. 

The licensing option may work out cheaper for firms that want an on-premises solution. The company offers interest-free financing and there’s no penalty clause in their contract.

FileHold offers a range of free trial options:

• Up to 10 users can take a two-week trial (which can be extended) with two hours of training from FileHold. 
• Their team will install FileHold on your system to your specifications if you want an on-premises solution. 
• There’s also a proof-of-concept installation so you can check out whether FileHold solves the particular problems you want to address.

FileHold Setup

If you want the firm’s cloud-based, fully managed solution, access to the platform is via a web browser. All your files are held on your own cloud server on Microsoft Azure’s cloud platform. FileHold will help set you up — there’s a charge for it — and they’ll make sure you’re always using the latest software.

If you want to host FileHold on your own IT system, the company will install it for you. Their engineers install the solution remotely after sending instructions to your IT team for how to configure the system before installation. We like how the plan is fixed-fee no matter how long or complicated the process is. 

FileHold offers a range of chargeable training packages to help your team get comfortable with the system. The FileHold Fundamentals course includes eight hours of remote training, covering everything from library administration to workflow and other features. For very large deployments, the company offers unlimited training and a “train the trainer” option.

The firm’s Professional Service team is available for very advanced systems to help with everything from migration and database integration to high volume scanning and the API setup.

FileHold allows you to configure templates for auto-filing certain types of documents and automate email notifications for certain actions within the system. Image source: FileHold

FileHold Customer Support

There are two types of customer-support programs at FileHold: the FileCare customer-service subscription package or pay as you go. 

With FileCare, you’ll receive unlimited technical support via email and remote sessions during scheduled support hours. They have service-level guarantee arrangements that promise to deliver the support within defined timeframes depending on the severity of the issue. Other FileCare features include major and dot releases, service packs and hotfixes.

FileCare doesn’t cover everything. You’ll still have to pay for services such as end-user training, disaster recovery programs, business continuity best practices and new server migrations.

Once your system is up and running, you can contact FileHold’s customer-support team by email or by submitting an online help ticket. Support is available from 12 a.m. to 4 p.m. PT, Monday through Friday. 

The company’s website also provides extensive resources, including a series of user resources. In addition, the software includes built-in access to help guides. Unfortunately, phone service is not an option. 

FileHold Drawbacks

The cloud version of the control interface has fewer features than the desktop application. On the web interface, you can’t access the inbox, recent folders and calendar. You won’t be able to drag and drop multiple files into a folder or the inbox using Windows File Explorer; you’ll need to do that file by file. The web client also lets you upload only one document at a time, while the desktop version allows multiple uploads at once.

It’s important to note that the on-premises system isn’t compatible with Mac computers. If your office is Mac-based, you’ll need the cloud-based web browser version. If you need an on-premises solution for Macs, look at another application.

Another possible shortcoming is that customer support is available only via email and online. Even though we received an extremely quick response when we emailed, some businesses may prefer to call for help.

Methodology

To help you find the right document management system, we researched and analyzed dozens of options. We started with a pool that included all the vendors on our best document management software list. We researched each provider by investigating its services, watching tutorials and how-to videos, testing the system when possible, and reading user comments. 

During our research into the best document management system for scalability, we considered various pricing tiers and their storage capacities and user limits. We also considered how easy it would be to upgrade to a new pricing tier as your team grows. In addition, we factored in overall ease of use, the file cabinet structure, search capabilities, scanning options, editing abilities, collaboration tools, security measures, integrations, workflow abilities, mobile access, customer service and cost. In the end, we chose FileHold as our pick for the best document management system for scalability.

Overall Value

We recommend FileHold for …

• Growing small businesses that are looking for a solution to expand with them. 
• Businesses of all sizes that are looking to mix and match their add-on features as necessary.
• Organizations with large storage requirements that are looking for a secure solution.
• Companies that require document management software that easily integrates with their most important applications.

We don’t recommend FileHold for …

• Companies that use Mac-based operating systems.
• Businesses that prefer to resolve issues over the phone.