Best Software File Management Systems

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Best Software File Management Systems

Best Software File Management Systems

Best Software File Management Systems 

File Management Software: The Ultimate Guide

Are you tired of searching through endless folders and files to find what you need? Is your current file management system holding you back from being productive? If so, it's time to upgrade to a better solution. In this guide, we'll discuss the benefits of using M-Files for file management and how it can simplify your workflow.

What is M-Files?

M-Files is a platform and device-independent file management software that allows users to choose between on-premises, cloud, or hybrid deployment options. With M-Files, you can easily search across devices, services, and locations. This means that you can find what you need quickly and easily, regardless of where it's located. M-Files also offers enterprise-grade security, so you never have to worry about losing your data.

Key Features of M-Files

M-Files offers several key features that make it an ideal solution for file management. Here are some of the most notable features:

  • Metadata-driven architecture: M-Files uses metadata to organize and manage files, making it easy to find what you need quickly.
  • Search across devices, services, and locations: With M-Files, you can easily search for files across multiple devices, services, and locations.
  • Integration with existing systems: M-Files can integrate with existing systems, such as CRM and ERP systems, to provide a seamless workflow.
  • Access control and permissions: M-Files offers access control and permissions, so you can control who has access to your files.
  • Version control: M-Files offers version control, so you can easily track changes and revert to previous versions if necessary.

Why Choose M-Files?

M-Files is an excellent choice for file management for several reasons. First, its metadata-driven architecture makes it easy to find what you need quickly. Second, its search capabilities are second to none, making it easy to find files across devices, services, and locations. Third, its integration capabilities allow you to seamlessly incorporate it into your existing workflow. Finally, its access control and permissions features give you complete control over who has access to your files.

How to Get Started with M-Files

Getting started with M-Files is easy. You can choose between on-premises, cloud, or hybrid deployment options depending on your needs. Once you've chosen your deployment option, you can begin setting up your file management system in M-Files. M-Files offers several tutorials and guides to help you get started, and their customer support team is always available to answer any questions you may have.

Best Software File Management Systems

  • Microsoft Sharepoint

The Microsoft file management system Sharepoint comes next. Teams may keep all corporate knowledge—documents, data, content, etc.—on SharePoint and easily access everything they need. SharePoint enables team members to build dynamic team sites for initiatives, divisions, and departments. Within these sites, staff members can collaborate both inside and outside the company and share data, news, files, and other crucial resources.

By having their files stored in team sites, your staff may use a platform like SharePoint to become more productive and organised. Sharepoint is not just a fantastic file manager, but it also incorporates many features of a calendar, messaging, project management, workplace intranet, cloud storage service, and even a content management system.

The platform, which is a component of the Microsoft 365 app suite, integrates with Microsoft Teams, Onedrive, MS Office, and other services to centralize all of your collaboration efforts.

Some Key Features of Sharepoint

  • Share files from Teams, Onedrive, and more
  • Mobile apps to access files anywhere, anytime.
  • Annotate, highlight and comment on files.


  • Free with limited functionality
  • Paid plans start from $5 per user per month
  • DocuWare

According to DocuWare, employees look for papers for 50% of their workdays. We are seriously in trouble if that is the case! However, Docurware takes care of all our search concerns without a problem by enabling customers to store all documents and files on its cloud-based platform. Document management and process automation service, Docuware minimizes time wastage drastically and help employees be more productive.

Docuware features powerful document indexing and storing capacities, making it easy to get a hold of your data, no matter where you are. Docuware, which has been in the business for more than 25 years, has developed into a powerful file management system and still offers top-notch support.

Docuware automates business procedures like new hire onboarding, invoicing processing, and contract administration in addition to file management. By offering regulatory compliance safety measures and disaster recovery advantages, Docuware also shields your files from illegal access.

Some Important Docuware Features

To organize corporate processes, use a process planner.
scanning barcodes and processing invoices
Google Drive integration with other cloud-based programs Cost:

Paid packages range from Cloud Basic (4 named client users with 20 GB storage), Cloud Professional (15 named client users with 50 GB storage), Cloud Enterprise (40 named client users with 100 GB storage), and Cloud Large Enterprise (40 named client users with 100 GB storage) (Includes 100 named client users with 250 GB storage)

  • ProofHub

ProofHub is a cloud-based SaaS platform that is well-known for improving team collaboration and streamlining project management. Under one virtual roof, ProofHub provides a wide range of cutting-edge capabilities, including effective "File Management Software." Organizing and arranging digital files and papers takes a lot of time for project teams as well, but ProofHub's File Management system streamlines the process.

Project teams can upload, save, and organize all of their documents using the program in a single location. Your team members who are dispersed throughout the globe can simply collaborate on your files, share links, and view them. Several versions of the same file can be kept using "File Versioning," and "Advanced Search" makes it simple to find your documents by utilizing pertinent keywords and phrases.

The ProofHub File Management application is also available for mobile devices.

Some Important Benefits of ProofHub’s File Management Software:

You can inspect, proofread, and annotate files with markup tools using online proofing.
Add documents and files to tasks, conversations, chats, and notes.
Real-time file sharing and collaboration with feedback

The Basic plan from ProofHub costs $45 per month when paid annually, while the Ultimate Control plan, which includes both basic and premium capabilities, costs $89 per month when paid annually.

  • Google Drive

Want something informal? Check out Google Drive, a platform for managing files. It does the job and is a great tool for the typical user, despite not being as strong or robust as other file management applications on this list. Google Drive is a free collaboration tool that works with Google Docs and Google Sheets. With just one click, you can store all of your files and projects inside of Drive.

Google Drive provides 15GB of free cloud storage for all of your data, and if you require more space, you can upgrade to a pro version. The software is easy to use and intuitive, however, it doesn't truly scale well for huge businesses. Drive also has mobile applications for iOS and Android.

Some Key Features of Google Drive

User-friendly, simple design
Integrates with Google Docs and Google Sheets
Perfect for individual users

Free 15 GB storage
Paid plans start from 100GB for $1.99, 200GB for $2.99, and 2TB for $9.99 per month.

  • Alfresco

Alfresco is the next option, an enterprise content management tool designed to organize knowledge within your company. By giving consumers a single source of truth for all of their data and files, Alfresco eliminates content silos. Stop looking for content and documents in emails and hard discs!

Do you want to enhance your workflow? Employees can locate, distribute, and save all vital papers like legal contracts, marketing materials, customer data, and more thanks to Alfresco's document management system. Get more out of your documents and unlock business insight like never before with document scanning and capture. The AI and machine learning tools in Alfresco can also harvest data from AWS. Alfresco is accessible online, on desktop computers, and through mobile apps.

Some of Alfresco's Main Features

Intelligent folders for speedy information discovery
Built-in procedures help streamline the process of reviewing and approving documents
Access permissions are layered for enhanced security.

Free test
Paid plans are available at three different price points: Starter (supports 100 users), Business (supports 300 users), and Enterprise (supports 1000 users). Speak with sales.

  • M-Files

M-Files is next on our list because it is an intelligent information management solution. The platform arranges business files according to their contents rather than their location in storage. M-files enable users to easily discover the file they're looking for, regardless of where the file is stored (on a desktop, in the cloud, etc.) by creating a central location for all files.

M-files will quickly locate your data and let you know if there are any duplicates if you simply tag the file, complete the metadata, and click save. Users can select between on-premises, cloud, or hybrid deployment of M-Files to streamline their workflow because it is platform- and device-independent. You wouldn't ever need to be concerned about data loss because to enterprise-grade security.

Some Key Features of M-Files

  • Search across devices, services, and locations
  • Cloud-based, on-premise, or hybrid deployment
  • Integrates with Salesforce, Sharepoint, Google Gsuite, and more


  • Contact sales
  • OnlyOffice

OnlyOffice promises to deploy all of your office documents on their platform for simple storage and access. The web interface for Onlyoffice allows users to upload and manage files, documents, spreadsheets, presentations, and other work-related material online. We are not upset that PCmag named OnlyOffice the best document management program of 2018!

OnlyOffice gives customers the ability to store their files as well as track changes, work together in real-time, submit suggestions, and view version history. The fact that OnlyOffice supports all popular file types, including PDF, DOC, CSV, TXT, and HTML, ensures that all of your files are safe on their platform.

To consolidate all of their data under one roof, users can also link their cloud storage services like Dropbox or Google Drive.

Some Key Features Onlyoffice

  • Store and play videos in multi-format
  • Share files as read-only, review, comment, form filling, or full access.
  • Version and revision control system


  • Free trial
  • Paid plans start from Enterprise Edition Start ($1200/server, lifetime access), Enterprise Edition Standard ($2400/server, lifetime access), and Enterprise Edition Standard+ ($4800/server, lifetime access).
  • LogicalDoc

In search of an open-source response to your file management issues? Try LogicalDoc, an open-source file management program with enterprise document management features. For companies who already have a tonne of paper papers laying around and want to turn them into digital documents, LogicalDoc is ideal. Both on-premises software and cloud-based web apps can be deployed using the platform.

Use the tool to create your digital file collection by simply dragging and dropping files onto your dashboard. Users can create and modify documents collaboratively while keeping track of version history thanks to built-in collaboration tools. The platform also offers the ability to manage barcodes and an internal communications system.

Some Key Features of LogicalDoc

  • Auto-naming and auto-filing of documents
  • Syncs across devices, be it Windows, Mac, iOS, or Android
  • Barcode scanning, bulk upload, auto-import from email, and more


  • Book demo for pricing quote
  • Dokmee

Dokmee is the next, superb file management program that also aims to assist you get rid of your paper records. The user uploads electronic files to the Dokmee cloud, and Dokmee handles the rest, in order for the platform to function. Users can set up distinct folders and spaces for their data, which will make it simple to locate and recover them. Users may easily scan and index files onto the Dokmee cloud thanks to powerful production-level imaging and data capture.

Dokmee supports teamwork and compliance in the workplace with collaboration capabilities including multi-user access, document audit, limits, version control, and more. Page size, page count, and compression type are just a few of the data that Dokmee's scanning technology can retrieve from documents. With data centers with enterprise-grade security, constant monitoring, and power supply, your

Some Key Features of Dokmee

  • Automated data capture and annotations
  • Rules-based document indexing and routing
  • File sharing and collaboration


  • Free trial
  • Paid plans start from $29/per month
  • Hightail

The last tool on our list is Hightail, formerly known as YouSendIt. Hightail is a platform for file sharing and collaboration that relies on "spaces," which are essentially just groups where workers may share files and work together on projects. Whether you choose to drag and drop files onto the Hightail dashboard or import them from other services like Dropbox or Google Drive, Hightail makes it incredibly easy to upload files to their platform.

In addition to file sharing, Hightail encourages creative collaboration. Staff members can mark information, gather various versions, and communicate in real-time to complete tasks. Also, you can keep tabs on sent and received files and manage your workload. Users can exchange their data in a secure environment with password security and time constraints.

Some Key Features of Hightail

  • Integrates with Google Drive, Dropbox, and OneDrive
  • Share files without needing a Hightail account
  • Receive email notification once your files are delivered.


  • Free with limited functionality
  • Paid plans start from Pro ($12/month per user), Teams($24/month per user), Business ($36/month per user)


If you're tired of searching through endless folders and files to find what you need, it's time to upgrade to a better solution. M-Files offers a powerful, metadata-driven file management system that can simplify your workflow and improve your productivity. With its search capabilities, integration options, and access control features, it's the ideal solution for businesses of all sizes. So why wait? Start using M-Files today and take your file management to the next level.


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