DocuWare Review

Why DocuWare Is Best for Integrations

Among all the available options, DocuWare stood out as the best pick for integrations due to its array of more than 500 integrations, the most we found in our review of document management systems. DocuWare offers a secure and easy way to connect your file cabinet with the applications you use most, including payroll software, accounting software, HR software and more. Users don’t need to worry about programming or how to code to create these integrations — everything is done for them with the click of a button. Between the breadth of integrations and the simplicity with which even new users can build them, we felt DocuWare was the clear choice.

Usability

Navigating the DocuWare software is simple. The platform features an intuitive user interface that is made easily navigable by its drag-and-drop functionality. We liked that paper documents can quickly be uploaded in a number of ways, including via mobile device, which enables flexibility for the workflow that is best for your team. DocuWare also automatically classifies and indexes uploaded documents, making it easier to organize your digital archive without a lot of extra work on the front end. Users who want to take it one step further can manually add more metadata to each document, enabling detailed, customized organization of your digital files.

DocuWare’s file naming fields allow you to enter and view advanced metadata, making it easier to search for and retrieve specific documents later. Image source: DocuWare

In addition, users can easily integrate their most important programs, such as Salesforce and Microsoft Outlook, for seamless workflows. However, Mac and Linux users have fewer options with DocuWare; they must rely on the web-based application, as the desktop application is only available for Windows operating systems at this time.

Users can set up the program using premade configurations, or they can create custom workflow automations that are right for them. Custom workflows don’t require any programming knowledge, and the system’s drag-and-drop functionality extends to this feature, so it’s easy for any user to design a workflow. Users can access resources in the Knowledge Center to learn more about setting up their workflows correctly and quickly.

DocuWare Features

Integrations

DocuWare offers unparalleled integration options, which are available for up to 500 different applications, including Oracle, Sage, Infor and Microsoft Dynamics. Integration options include simple click-and-connect options, along with deep API-based integrations for those looking to customize their system further. DocuWare also offers dedicated connectors for Outlook, SAP and more.

These integrations are especially important in a document management system since it houses every digital file an organization needs. The ability to seamlessly communicate with all other business software in the ecosystem means your entire digital archive is available to your other software. We especially liked that if you use software that isn’t already integrated with DocuWare, you can easily build a new connection.

Smart Connect

Smart Connect allows users to reveal all the documents associated with a specific process — including invoices, contracts, emails, receipts and resumes — with a click of a button to remove any redundant data entry tasks. This is also helpful for categorizing files by their purpose. For example, you can create a folder for all payroll-related items and a separate one for any HR files.

Thanks to DocuWare’s integration capabilities, once Smart Connect helps you organize your files, you can easily share any data they contain with other key systems. For example, your payroll documents can help you update your payroll software and accounting software accordingly, reducing the amount of manual data entry work needed.

DocuWare’s intuitive document tray makes it easy to visually view and organize your files. Image source: DocuWare

Drag-and-Drop User Interface

In our review of document management systems, we found DocuWare’s drag-and-drop capabilities to be a standout usability feature; it allows users to easily customize their workflow to suit their own processes. DocuWare employs its drag-and-drop features in a way that eliminates the need for any programming knowledge to build integrations or custom workflows (though if you do know how to code, you can create even deeper customizations.)

AI Indexing

You can use DocuWare’s AI to intelligently convert documents of any into readable versions for fast, automated indexing. Documents can be read and converted automatically within seconds, taking manual processes off employees’ plates so they can focus on bigger tasks. This gives your digital archive a basic organizational hierarchy and searchability even without manually entering any metadata or tags. We liked how this feature could streamline big digitization projects and eliminate the need for tedious manual entry.

Version Control

Versioning is an essential feature we looked for in every document management system we reviewed. Version control allows users to actively collaborate on editing documents while still retaining old versions. This is useful for living documents that need to be regularly updated, and gives users the peace of mind that old versions can be referenced in case of an audit or reverted to if a mistake occurs. Version control is critical for a document management system that’s being actively used and updated by a team, rather than simply serving as a digital archive.

With DocuWare’s collaborative versioning functionality, multiple users can leave comments and change requests on each iteration of a document. Image source: DocuWare

Onboarding and Employee Documentation

Employee processes, including most HR tasks, can be handled directly within the DocuWare software. We liked that you can use the software to create, store and fill out documents such as employee records and resumes from anywhere. You can also use e-signatures to collect legally binding signatures when needed. This functionality means you can use DocuWare to fulfill some basic HR functions, though for more comprehensive HR processes the system can also integrate with your HR software.

DocuWare Cost

DocuWare offers four pricing plans: Base, Pro, Enterprise and Large Enterprise. Unlike the comparable options at many companies, each DocuWare plan includes a full-featured version of the product; only storage space and the number of users supported depend on the plan you choose. The Base plan offers 20GB and licenses for four users, Pro comes with 50GB and supports 15 users, Enterprise offers 100GB of storage and supports 40 users, and Large Enterprise comes with 250GB of storage and accommodates 100 users.

According to a DocuWare representative we spoke with, businesses can expect to pay between $25 and $100 per user per month for the full-featured cloud system. On-premises pricing can begin as low as $5 per user per month. For more specific pricing, contact the company directly to get a quote or to schedule a product demo. Sign up for a 30-day free trial to get started; the trial period does not require your credit card information.

DocuWare Setup

DocuWare offers free live demos to help you set up the system and train employees on the features that are most important to successfully implementing the platform. During the demo, businesses can discuss a realistic timeline for getting their DocuWare software up and running, so teams can begin learning the product ahead of time. DocuWare suggests a business should take about 90 days to transition to its paperless system.

This 90-day period involves digitizing paper records and creating an organizational hierarchy for indexing them. DocuWare’s AI indexing takes some of this heavy lift off users, but some manual entry is encouraged to get the most out of the system. Once the initial foundation for a paperless system is in place, users can begin implementing DocuWare in their day-to-day workflow. While the software is relatively intuitive compared to some other systems we reviewed, we highly recommend training with the DocuWare team.

DocuWare is available as a download-free web service, and Windows users can download a desktop app. The company also offers a mobile app for iOS and Android operating systems.

With DocuWare’s mobile PaperScan app, you can easily digitize important documents by uploading photos from a mobile device. Image source: DocuWare

DocuWare Customer Service

Compared to others in the industry, DocuWare offers a competitive level of customer service with a range of options, including a knowledge center and community forums. Users who are just getting started can access DocuWare’s Knowledge Center, including the How-to Portal, for step-by-step guides to help set up your system.

Those with business-critical questions or more specific questions about their configuration can find answers through DocuWare’s support portal, which you can access by logging in with your credentials and filling out the online form. Users can submit requests for help from an expert and browse answers to previously asked questions. Support via the portal is available 24 hours a day, five days a week (Monday through Friday).

Users can also seek help by asking the DocuWare community questions in the community forums.

DocuWare Drawbacks

Businesses looking to use a document management system as their primary storage space may find that the 20GB storage capacity (in the Base plan) does not offer much leeway. Those on the Large Enterprise plans can quickly reach their storage limit as well, since the 250GB storage space is shared among 100 users. Businesses should consider their storage needs when looking at DocuWare. If you need a document management system with expansive storage capacity, consider our FileHold review for a system that offers up to 4TB of storage.

In addition, businesses should take stock of the operating systems their employees use, as DocuWare’s desktop application is only available for Windows operating systems. This means Mac and Linux users must rely on the web browser application, which can potentially cause collaboration problems among the team.

Methodology

In our review of document management systems, we researched and analyzed dozens of options. We began 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 out the system when possible, and reading user comments. We also considered the pricing listed on these services’ websites.

During our research into the best document management system for integrations, we considered the scope of pre-built integrations, the ability to build new integrations with an open API, and how easy it was to create new integrations. We also considered overall ease of use, security measures, workflow abilities, mobile access and customer service. We found DocuWare offers the most pre-built integrations and the easiest method to create new ones, as well as an intuitive system that most users could learn and adapt to quickly.

DocuWare allows users to easily configure and export data to their desired location. Image source: DocuWare

Overall Value

We recommend DocuWare for …

• Small to midsize businesses looking to streamline their paper-dependent processes.
• Businesses looking for an abundance of integration options.
• Those in need of a cloud-based storage solution under 250GB in capacity.

We do not recommend DocuWare for …

• Companies with a mix of Mac, Linux and Windows users.
• Businesses looking for a storage solution with a large amount of space.
• Large organizations with over 100 people.