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Every day, companies exchange confidential information with customers and clients. A single document could be all that is needed to end a relationship.
Document management software is used by everyone I know. You’ll be amazed at the many benefits it offers beyond security once you get started.
Whether you are trying to go green, stay organized, or satisfy the strictest regulations–document management software can make a hard process much easier.
Finding the right solution for you is key. Here’s a list of my top five document-management solutions.
These products can serve many different purposes. Let’s discuss the benefits of each product and how you can choose which one is best for you.
#1 — DocSend Review – The Best for Sales Engagement
DocSend, a simple document management tool that gives you great insight into how people interact with files that you share, is DocSend. You can see who has read your pitch and who isn’t opening emails.
It is very easy to use. After your documents have been uploaded to DocSend you can share secure URLs instead of sending them directly.
You can also share links with virtual data rooms that hold multiple documents. All your documents can be kept in one place so that customers have easy access. Passcode allows you to protect the data-room link, manage permissions, and make sure that someone signs an NDA to be able view certain documents.
DocSend is compatible with most of the leading storage platforms so you don’t have to modify where or how you store your files. It will be much easier and safer to send them.
No more attachments.
You’ll receive a notification whenever someone views the link you have shared. This will allow you to track their engagement with the document. You can see if they have forwarded your document, and you will get page-bypage analytics showing where they spent most of their time.
What is the real focus of the customer? You now know.
These insights can prove to be extremely valuable in determining what is really connecting with customers.
Spaces can also be created. It is possible to store all your sales materials in one place, and give different customers access with flexible permissions.
You can create passcodes and expiry dates for documents you share, and then revoke access.
While there are many obvious uses of DocSend’s features in sales, DocSend is a great tool for companies that require rich engagement metrics. This includes marketing and fundraising, but anyone can benefit from DocSend’s ability to measure the interest level of their readers.
DocSend also offers:
- Branded spaces, deal rooms
- Signable documents
- Team engagement reporting
- Audit trails
- NDA in one click
This is especially useful for sharing sales materials. All viewers must sign a Nondisclosure Agreement (NDA) before they can access a document.
You can increase the security of your intellectual properties and get rid of the back-and forth of traditional NDA signing.
DocSend is available as an annual subscription at these pricing tiers:
- Personal: $10/month per user
- Standard: $45month per user
- Advanced: $150/month per user
- Enterprise: Contact sales
For entrepreneurs who want to share confidential information and have total security, the Personal plan is a great option. You also get excellent document-level analytics that allow you to see what people are doing when they submit proposals.
Standard plans will work for all businesses, while Advanced will meet the most stringent compliance requirements.
DocSend offers a 14-day trial that will allow you to test all of the premium features.
#2 — FileCenter DMS Reviews — The Best to Go Paperless
FileCenter DMS is a game changer in helping companies move beyond the file cabinet into the future.
It has an excellent interface that allows you to stay organized even during the most difficult jobs. It allows you to easily divide and label information, and even automate document separation and routing.
Anyone who has ever used Windows before will find the interface extremely user-friendly. The interface is identical for navigating your documents, but the advanced optical character recognition features (OCR) give you amazing power.
FileCenter DMS has such a good text recognition that OCR can be automatically added to the digitization process. FileCenter automatically reads scanned documents and names them.
Scanning a document will make it searchable, indexable and copyable. Instantly. OCR can also be used on scans already in existence.
How about this? With just one click, you can scan any document and convert it to a Word document. FileCenter extracts the text and pushes it into Word. Voila!
You should now be able to see how FileCenter DMS can help you digitize your entire office. They offer the following:
- Inbox for incoming documents
- Integrations with Dropbox and Google Drive
- Page cleanup automatically
- Convert PDF in One Click
- Search for local and national networks
- File recovery
FileCenter DMS can be downloaded to one computer as a one-time purchase. There are three editions to choose from:
- FileCenter DMS standard: $99.95
- FileCenter Pro: $199.95
- FileCenter DMS Pro Plus: $299.95
The fact that you only need to pay once to use FileCenter DMS is a great deal, especially when compared to other SaaS document management software. FileCenter also offers multi-user discounts if you require more than one license.
You won’t find a better way to digitize documents that requires no learning curve if you’re looking for one.
#3 — PandaDoc Review – The Best For Closing More Deals
PandaDoc, a document management tool that is easy to use, will allow your sales team to create more engaging and on-brand content in a shorter time. It’s like a secret weapon.
In seconds, you can create a proposal or contract from one of our templates. You can create one in seconds while the rep is on the line. Once the document is sent, clients can sign it before you hang up.
PandaDoc is a smarter workplace for sales professionals. It is easy to create templates. You can add blocks such as text fields, dates and signatures to your templates.
You don’t have to create your own template. PandaDoc has 450 pre-built templates for different scenarios.
PandaDoc integrates natively with CRMs such as HubSpot, Pipedrive, and Salesforce. These integrations can be integrated directly into your workspace. This allows customers and pricing information to be automatically transferred.
For an additional upsell opportunity, you can add optional products to an invoice.
You can also use these features to streamline your sales process:
- A simple workflow builder
- Content locking
- Tracking document activity
- Audit trail
- Payment gateway and eSignature
PandaDoc offers a free Tier that allows unlimited uploads, eSignatures and payments. This is pretty cool, right?
You will need to pay for a paid plan if you want to create intelligent, trackable documents.
- Essentials: $19/month per user
- Business: $49/month per user
- Enterprise: Contact sales
Direct CRM integration is available with Business. I believe it’s well worth the investment. To see the impact PandaDoc can make, you can try PandaDoc for free for 14-days.
#4 – Rubex by eFileCabinet Reviews — The Best to Automate Daily Tasks
Rubex, the document management software from eFileCabinet, is helping companies streamline operations. Tasks that were once difficult to complete are now effortless, with no need to hire and data entry taking only seconds.
This intuitive interface consolidates all your documents into one place. Employees can then search the entire text of any scanned document.
Rubex can automatically name the file by using zonal OCR.
You can file documents by yourself!
Rubex is not only great at text recognition, search, tracking and text recognition, but it’s the ability to automate simple workflows which sets it apart.
You can set triggers that will push paperwork through, based on approvals or rejections. This will ensure that people spend less time doing repetitive tasks.
This is a very mature document management system, but it’s easy to use. Other great features that can save you time and frustration are:
- Integration of eSignature
- File versioning
- Audit log
- Search for missing items
- Automated Governance
- Integration with Microsoft OneDrive or Google Drive
Rubex pricing by eFileCabinet can be broken down into three tiers
- Advantage: Starting at $55/month per user
- Business: Starting at $99/month per user
- Unlimited: Starting at $199/month per user
All plans include full-text search, OCR and many other automated governance features. You can only get advanced workflow features and zonal OCR with Unlimited subscriptions or as an add-on to Business.
Advantage is loaded with many features that will help your team stay organized. Advantage is a great choice if you want to centralize document management.
#5 — MasterControl Review – The Best For Enterprise Compliance
MasterControl is a full-service document management program that can be used to manage any type of law or regulation.
MasterControl will perform better if the requirements are more strict.
MasterControl is a key component of many businesses, such as medical device manufacturers.
There is a lot of documentation involved in convincing the US government that artificial hips are safe.
MasterControl offers the security, document trail, and compliance features that companies need to stay in control during the most stringent audits.
The document security module is only one component of MasterControl’s quality management system. It may be a good idea to buy other modules depending on your requirements.
A lighter document management solution will not be sufficient for companies operating in highly-regulated and competitive markets.
MasterControl was specifically designed for this purpose and includes:
- FDA compliance requires continuous validation
- Conformance to ISO quality standards
- Secure web-based routing
- Automated approval and escalation
- Advanced tracking, analytics, and reporting
MasterControl will give you a quote for the document management module.
MasterControl isn’t for everyone. However, it is a great solution for enterprise compliance.
What I Did to Look for the Best Document Management Software
Every business relationship starts with estimates, proposals, contracts, invoices and other documents.
It’s easier to manage documents than it is to manage relationships.
Document management software can help you stay organized. Let’s take a look at some features that can make a big difference.
Scanning and Image
Without the right software, digitizing documents can be a nightmare. People buy document management software because they want to go paperless.
This tool makes a very inefficient workflow more efficient by providing tools that can identify, sort, tag and store all types of files.
Some products have optical character recognition (OCR), which converts printed words into digital text. You can search any document that you scan. This is pretty cool, right?
Many of these tools allow for greater control over documents even after they are shared.
Some features that I love are:
- Password protection
- Flexible view, comment and edit permissions
- Document expiry
- Use with restrictions
It is really convenient to be able send a document knowing it cannot be shared, modified, or printed. Businesses that have lost control of a document once they’ve sent it are able to take this step forward.
Document Engagement Metrics
It is easy to see who read the proposal and how long they spent reading each page. Microsoft Word will not tell you this.
This is a gold mine of information for sales. This is also useful information if you’re trying to raise money.
These metrics are extremely valuable to me. These metrics are a good reason why more document management software solutions add them.
It is difficult to create great-looking, brand-relevant, and up-to-date content. Document management software automates the formatting and presentation work.
There are templates to suit all types of uses, so you can quickly create proposals and newsletters that look amazing, and then optimize them for mobile and web.
Some products include a visual document maker. Drag and drop to create a stunning proposal with videos or a contract that has a signable field.
No law degree required to create legal documents.
It is really convenient when a document management system connects to your CRM software, and autofills templates using customer information. Before the first call ends, a lead will receive a proposal in their inbox.
Versioning and Logging
Document management software is able to keep a detailed record of all events, as you would expect.
This is crucial for collaboration. Everyone knows that the current version of the same document is being worked on. This prevents unnecessary time and confusion caused by redundant actions.
You can also view previous versions and restore the original if necessary.
Document management software is a useful tool for companies subject to many regulations. It provides audit trails and other compliance features.
eSignature, Payment Gateway
It is a great feature to have an electronic signature solution integrated into my document management platform. It eliminates any unnecessary hurdle between my customers’ and my service.
It’s hard enough to close a deal. I don’t want my worries about getting a signature.
Plus, I am not asking potential customers to sign up for third-party signature services. It’s all done in-house and is completely frictionless
This is also true for connecting to a payment gateway. It is always a good idea for streamlined payment processes. Amazon is an example of this. Amazon allows you to pay in one click, from almost any place on the site. It’s not an accident.
A eSignature solution can be used in conjunction with a payment gateway. You can get both payment and signature in one step with integrations with Stripe and PayPal.
What about the products you use?
No matter how your eSignature or payment gateway connects, you can find a document management system that simplifies the basics.
It doesn’t need to be difficult to manage your documents. There are so many options available, but which one is best for you?
Let’s start with my top recommendations.
- DocSend – The best for sales engagements
- FileCenter DMS – Best for going paperless
- PandaDoc – Best for closing more deals
- Rubex by eFileCabinet – Best for automating daily tasks
- MasterControl – The best for compliance in the enterprise
FileCenter DMS is the best choice for quickly digitizing documents. It offers the best text recognition capabilities for a reasonable price.
DocSend and PandaDoc are great for sales teams. DocSend’s deep engagement features will give reps insight into who is interested.
PandaDoc is the best choice if you want to give your team a visual edge. You will be able create professional, on-brand documents in a matter of minutes.
Rubex by eFileCabinet is a great tool to automate document workflows. You can quickly create elegant solutions that reduce the time it takes to complete each process.
MasterControl is the solution for companies who need to maintain firm control over document lifecycles due to regulatory requirements. MasterControl is designed to meet the most difficult requirements, allowing companies to quickly bring products to market.
By: Neil Patel
Title: Best Document Management Software
Sourced From: neilpatel.com/blog/best-document-management-software/
Published Date: Fri, 01 Oct 2021 06:00:00 +0000
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