DocuWare Review

DocuWare is an easy-to-use document management software app suitable for small and midsize businesses. It incorporates a flexible workflow automation system that makes it adaptable to virtually any workflow. It features a well-organized user interface that employs drag-and-drop functionality. Document imaging and optical character recognition (OCR) classify documents and automatically apply metadata, making files easier to locate. Users can manually refine or add more detailed metadata if they want.

View all of our recommendations for document management software on our best picks page.

Plans and Pricing

DocuWare offers four different plans for its cloud-based software. Each plan includes a full-featured version of the software, varying only in storage space and the number of users supported. You can upgrade plans at any time. DocuWare, though, does not publish the pricing for these plans. You'll need to contact the company for a price quote and to schedule a demo of the software.

Here's more about these four pricing plans:

• Base: The lowest-tier plan includes 20GB of storage space and licenses for four users.
  
  
• Pro: Storage space for Pro accommodates up to 50GB, and it supports up to 15users. 

• Enterprise: This plan bumps up your storage space to 100GB, and up to 40 total users are allowed.
  
  
• Large Enterprise: This plan gives you up to 250GB of storage space and supports 100 users.

DocuWare offers a 30-day free trial. You do not need to provide credit card information to start the free trial.

DocuWare Features

DocuWare's automation features take the burden off your team by automating some functions while streamlining document creation and approval so your employees can focus on more important things.

Here are some of the other key features we liked about DocuWare:

• Document imaging and OCR: DocuWare works in tandem with your scanner, as well as your digital uploads, applying OCR and artificial intelligence to automatically index paper documents based on the text.
  
  
• Search: DocuWare's intelligent and full-text indexing makes finding documents easier by providing multiple ways to locate them. Every document uploaded is classified by artificial intelligence using key terms identified within the document. This information can be supplemented manually by users to add more precision to searches.
  
  
• Workflow automation: Drag-and-drop functionality makes it easy for anyone, even those without technical skills, to develop custom workflows for virtually any business process involving a company's documents and digital files. Establishing a workflow is as simple as setting specific tasks and assignment triggers, along with if/then statements, which are displayed in an easy-to-follow, color-coded flow chart. Once applied to a document or task, workflows notify users when a document needs their attention and then automatically proceeds to the next step in the process until the workflow is successfully completed.
  
  
• Versioning: DocuWare's version control tool automatically saves edits made to documents as new versions. Through the versioning feature, users can access the full history of a document and refer to previous versions.
  
  
• Integrations: DocuWare offers integrations with SharePoint, most CRMs and ERPs, Microsoft Outlook, and more. Integrations are available for up to 500 different applications.

Pros and Cons of DocuWare

DocuWare's strengths include workflow automation that is nearly effortless to set up, strong ease of use, and its ability to automate certain functions like imaging.

Its Windows-only desktop application may pose a problem for some users. Still, DocuWare is a highly effective document management system that can streamline office operations and improve efficiencies around several common tasks.

Pros

• Ease of use: DocuWare has an uncluttered user interface that incorporates drag-and-drop functionality, which makes it easy to learn and use the software. You can upload paper documents multiple ways, and when documents are added, the software automatically classifies and indexes them.
  
  
• Document imaging and OCR: DocuWare's imaging process automatically adds metadata to documents based on OCR. The system displays a confidence rating for each document scanned and indicates how accurately the system was able to index the file. This makes it easier for users to determine when additional metadata should be manually added.
  
  
• Workflow automation manager: The workflow automation manager is similarly easy to use, incorporating flowcharts and drag-and-drop functionality that admins use to set up custom workflows, even if he or she doesn't have any programming background. Once workflows are created, they can be applied to any file to keep team members on task and up to date with their responsibilities within the system.

Cons

• Lack of transparent pricing: While DocuWare lists its various plans, including storage space limits and the number of allowed users, it doesn't publish pricing on its website. Instead, you'll need to provide your information and request a demo and a quote. While this wasn't uncommon among other software solutions we assessed, some vendors published their pricing, which reduces the burden on B2B consumers when trying to gauge an accurate assessment of software programs and whether they fit into their budget.
  
  
• Desktop application: The DocuWare desktop application is only available for Windows operating systems. Mac and Linux users must use the web-based application through one of the supported browsers. This can cause collaboration issues between Windows users and Mac users in the same organization.

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