FileHold Express Review

FileHold Express is our pick as the best document management system for small businesses. It is competitively priced, easy to use and scalable for growing businesses. The software is intended for five to 20 users, making it the perfect size for small businesses. For growing businesses with more than 20 users, the software easily upgrades to FileHold Enterprise.

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

 FileHold Express offers useful features that let you digitize, manage, and organize documents in a central location, and assign and manage tasks for your team. Its collaboration tools make working on documents within the system a seamless process that keeps every team member in the loop.

If you'd like to build on the core functions of the system, FileHold Express offers premium add-on functions that improve workflow automation, establish read-only guest accounts and enable electronic signing of documents.

Here is more about FileHold Express' features:

• Search: FileHold Express' search function can identify documents by file name, metadata, such as tags, or both. Users can include or exclude archived documents that are no longer active. Search results can be set to include all versions of the queried document or only the current version.

• OCR: FileHold Express' OCR feature identifies the text in scanned documents to better classify them, and you can further improve classification with the manual entry of metadata.
  
  
• Collaboration tools: FileHold Express includes collaboration tools, such as a check-in and checkout feature, as well as an audit log that tracks which users have accessed a document, the date and time of access, and any changes to the document.
  
  
• Task management tools: Complementing the collaboration tools are task management features, like a calendar that allows managers to assign tasks to team members and track whether the task has been completed. These features are useful for delineating responsibility and holding team members accountable for the work assigned to them.
  
  
• User permissions: FileHold's permission settings include 11 different security roles that allow varying degrees of access, from read-only user to system administrator. These security roles allow admins to determine whether a user can see, access or edit certain documents in the system. Custom permission settings can be established for every level of the cabinet, drawer, folder system.
  
  
• Premium add-ons: FileHold Express offers certain features as premium add-ons, including workflow automation functions, guest accounts set to read-only status and e-signing.

The cost of FileHold Express varies depending on the size of your organization and the specific features you require, including optional add-on features. You'll have to contact FileHold's sales department for a price quote.

Especially useful for small businesses are the multiple payment options that FileHold offers clients. These include 24 months of interest-free financing (longer periods are available depending on the number of users you need to access the system), a monthly subscription option for companies with seven or more users, or a one-time licensure payment for an on-premises server-based solution. For continued software updates and technical support, the on-premises solution requires an annual FileCare subscription, which costs 20% of your initial licensure cost.

FileHold offers a 10-day, full-featured free trial with no obligation or credit card information required. In addition, you can sign up for a free software demo to see the more nuanced capabilities of the system.

FileHold Express is intended for five to 20 users – a perfect size for many small businesses. Larger companies, or those planning to expand in the near future, can easily upgrade FileHold Express to FileHold Enterprise; the system is scalable and won't require you to deal with any costly or time-consuming migrations once you outgrow the Express version. 

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