10 Best DocStar Alternatives to Boost Your Document Management Strategy in 2024
Is DocStar proving challenging to learn?
With its confusing layout, it makes business document management very cumbersome.
Overall, DocStar’s user interface can be challenging to figure out and master, and this can increase its time to value and decrease your efficiency.
An Adobe study revealed that 47% of companies have hard-to-navigate digital organization systems. So complex filing software are holding back many businesses.
This is why you need to leverage the best DocStar alternatives with intuitive and straightforward user interfaces that you can quickly pick up. Coupled with simple filing structures, these tools will enable you to locate documents with very few steps.
With a less complex solution, you’ll be able to utilize key features right out of the gate and get maximum value from your document management software.
In this article, we’ll explore the best DocStar alternatives to boost your document management strategy in 2024 and save you time and money.
Quick summary:
1. FileCenter – Best for ease of use & installation.
2. OpenKM – Best for creating custom reports quickly.
3. DocuPhase – Best for managing email documents.
4. Folderit – Best for creating electronic signatures.
5. M-Files – Best for cross-platform file management.
Let’s get started.
3 Reasons to Consider a Great DocStar Alternative
a) Efficient approval workflows
While you can create document approval workflows with DocStar, they aren’t always very reliable. In fact, files frequently get stuck within these workflows, and you may need to manually intervene to get files moving along once more.
With a file management software that has more efficient document approval workflows, you can speed up approvals with a more efficient system. So you’ll not waste time reviewing whether your systems are working correctly and instead focus on your work.
b) No additional servers
To use DocStar in your enterprise, you’ll require special on-premise DocStar servers that only attract additional infrastructure and maintenance costs. Furthermore, it offers very costly storage fees that quickly stack up as your document storage needs grow.
If you go with the best DocStar alternatives like FileCenter, for instance, you won’t need to get an additional database just to manage your business’s documents. You can manage your files on your existing systems which is very cost-effective and efficient.
c) Excellent OCR reliability
You may also run into frequent problems with its OCR technology, and it may just stop working entirely sometimes. This will mean occasionally having to perform time-intensive manual data entry which hurts productivity for your enterprise.
However, you can enjoy excellent OCR accuracy and reliability with a great DocStar replacement. It can help you achieve end-to-end data entry automation and also give you accurate results so that you don’t have to spend a lot of time cleaning up data.
1. FileCenter
Need a simple but effective file management solution?
FileCenter leverages a smart electronic filing system that mimics Windows folders and directories, enabling you to work with your files in their current location. So it’s one of the best DocStar alternatives in 2024 if you want a tool that’s easy to learn and use.
Moreover, you get reusable templates with standardized folder structures that help you ensure information stays organized no matter who creates it.
It can also improve your company’s efficiency with its drop renaming feature, which enables you to quickly rename huge volumes of incoming files with simple drag-and-drop actions.
Best features:
- FileCenter allows you to create shared network folders where you can place documents that you want to share with coworkers. This eliminates the need for a complex database system to enable very high-speed document collaboration.
- It gives you seamless integration with cloud platforms like Google Drive and SharePoint and productivity tools such as Microsoft Office. So you can turbocharge the capabilities of your underlying systems to boost productivity.
- FileCenter gives you enhanced PDF editing features that let you create forms from scratch and edit both images and text within these files. These functions can help your small business to create very professional documents with ease.
Pricing:
- 15-day free trial.
- Starting plan: $5/user per month.
Verdict
FileCenter uses a smart e-filing system that leverages basic Windows Explorer knowledge, which makes it a very user-friendly solution that you can easily learn & use. What’s more, you get advanced scanning features with enhanced OCR accuracy that enables you to digitize your paperwork to make files easier to store and retrieve.
2. OpenKM
OpenKM makes it very easy to create documents.
Its iReport designer helps you OCR business documents and draft stunning reports from scratch or compile files you’ve imported into one coherent file.
Furthermore, OpenKM provides a search engine that lets you view search results in the structure of a thesaurus so you can easily find relevant documents.
Want to delegate mundane document tasks?
You can create hot folders and give them instructions, such as sending a file via email to a client, to implement business process document automation and enhance efficiency.
Best features:
- OpenKM’s File Plan module enables you to configure settings that determine how incoming files are organized in your electronic filing system. This helps you create a great file organization framework to reduce human error & save time.
- It gives you a robust AutoCAD previewer that allows you to hide/show layers, rotate the image, and zoom in/out, among other basic operations. This feature can help you work with AutoCAD files without needing additional software.
- You get a document task manager that lets you create and assign tasks to users and even manage their permissions. So it’s an excellent DocStar replacement to help streamline collaborative document work for your mid-sized business.
Pricing:
- 7-day free trial.
- Contact OpenKM for pricing.
Verdict
If you’re looking to accelerate report generation, OpenKM’s iReport builder can be a big help. It has vital features that let you create business documents with ease and speed. However, I’ve discovered that it doesn’t support offline document access and this can leave your enterprise at the mercy of server outages and poor internet connections.
3. DocuPhase
DocuPhase is a great tool for managing email files.
It gives you automatic file routing that retrieves, redirects, and sorts documents in lengthy and confusing email threads. This can improve email management by helping you sort and group email documents so they are easier to locate.
Additionally, DocuPhase’s iLink feature integrates with various applications to unite data so you can centrally access documents in different systems.
It also enables you to set advanced security protocols, with tiered permissions to control access to sensitive information. This enhances regulatory compliance and also helps your company to bolster data privacy and security.
Best features:
- DocuPhase has auto-indexing, which automatically gives incoming files indexing terms and pre-set tags based on the information they hold. With this feature, you can now search and find documents easily based on file metadata and titles.
- It has an electronic web form designer that enables you to capture more leads for your startup via your website. This can help improve your lead generation processes to accelerate conversions and ultimately increase your revenue.
- You also get intelligent automation solutions for your accounts payables and accounts receivable processes. So it can improve your accounting workflows to streamline tax compliance and help you monitor your business’s cash flow.
Pricing:
- No free trial.
- Contact DocuPhase for pricing.
Verdict
If you receive many documents via email and sorting them has become an uphill task, DocuPhase’s auto-filing solutions can help you improve email management efficiency. Nonetheless, I’ve determined that its iLink tool sometimes fails, and this can cut you off from data in your CRM, ERP, and other information systems, leading to data outages.
4. Folderit
Do you work with documents in multiple languages?
Folderit’s multilingual OCR document scanning software helps digitize files in different languages to make them searchable. In turn, this makes it easier for your startup to locate documents by metadata and other filters.
Moreover, you can utilize Folderit’s document numbering function to create a consistent and efficient system for organizing your small business’s documents.
It also doubles up as an excellent e-signature application because of its integration with DocuSign. So I rate it as one of the best DocStar alternatives if you’d like to have documents signed remotely.
Best features:
- Folderit enables you to create custom metadata fields for documents using lists and checkboxes, and you can even link related files and folders while you’re at it. This enables you to easily unearth related files when looking up documents.
- You can also track all document iterations via its file versioning feature, which improves accountability when you’re collaborating on document work. Speaking of which, you also get a check-in/out feature that eliminates editing conflicts.
- Folderit enables you to create independent data subsidiaries for different departments, each with its own admins and permissions. This is very useful if you want to delegate administrative duties and restrict access to sensitive data.
Pricing:
- 30-day free trial.
- Starting plan: $27 per month.
Verdict
With Folderit’s e-signing workflows, you get a variety of electronic signature methods that enable you to quickly send documents for signing to accelerate contract approvals. However, I’m concerned about its independent subsidiaries feature, which essentially alienates information, because it can reduce data visibility across your enterprise.
5. M-Files
M-Files is an excellent cross-platform solution.
So if you’re keen to find the right document management system that you can use on the web, Windows, and mobile platforms like Android and iOS, M-Files is a great alternative to DocStar because it enables you to manage files across multiple systems.
More importantly, you get contract templates that enable you to draft contracts quickly for common business use cases like client onboarding.
It also lets you share PDF documents easily as password-protected email attachments so that you can securely and conveniently share information with parties who don’t use the M-files platform.
Best features:
- M-Files has GDPR vault templates for managing privacy policies, data requests, and personally identifiable information. So it’s an excellent choice if you want to reduce data security risks and streamline GDPR compliance for your startup.
- You can create a document vault that supports co-authoring to simultaneously edit a document with colleagues and clients. This helps you streamline collaboration and improve team performance to complete projects faster.
- M-Files has an advanced Outlook add-in that enables you to leverage powerful document management capabilities within the email platform itself. So you can easily file emails without needing to constantly switch between different systems.
Pricing:
- 30-day free trial.
- Contact M-Files for pricing.
Verdict
If you’re looking for a versatile document management solution that you can use across devices and platforms, M-Files is an excellent choice for its cross-platform capabilities. However, I’ve realized that its user interface is quite clunky and it takes very many clicks just to perform basic document tasks and this makes the software complex to use.
6. Revver
Need to store huge volumes of documents online?
With 20TB of space available, you can easily store documents in the cloud and even quickly share files as large as 3GB with Revver. So I’m certain it’s one of the best DocStar alternatives in 2024 if your mid-sized business has huge data storage needs.
You also get vital document automation features for streamlining mundane document tasks associated with iterative processes like employee onboarding.
Additionally, Revver’s advanced search features allow you to look up documents by metadata and even perform full-text searches to accelerate data retrieval.
Best features:
- Revver has an automated storage structure, complete with file templates and predefined folders and sub folders. This enables you to implement a consistent filing system across the board to eliminate document chaos and disorganization.
- You get multiple search abilities like metadata search, saved searches, advanced search, and basic search. All these enable your small business to accelerate search responses and ensure that you get the right documents on the first try.
- Revver can also automate document security by allowing files to inherit the governance, retention, and access controls and policies of its parent folders. This avoids the need to manually configure security settings for every incoming file.
Pricing:
- No free trial.
- Contact Revver for pricing.
Verdict
Revver provides a generous amount of online storage compared to DocStar, so I recommend it if you want to store large files online for your business more cost-effectively. Nonetheless, it doesn’t offer a mobile application which makes it challenging to access documents on the go and this can get in the way of remote work.
7. Tungsten Automation
Tungsten Automation is a top print management tool.
Via Tungsten Printix, it offers a cloud-based document management service that you can use to improve the efficiency of your printing operations. It intelligently selects the right printers and manages printing queues so that you don’t have to do it manually.
You can also leverage Tungsten Automation’s advanced generative AI to help you create documents for your enterprise faster and more accurately.
Want to automate tasks but don’t know programming?
If you’re keen to implement business document automation without writing code, Tungsten Automation’s Co-pilot feature is a lifesaver. You can prompt it to create automation workflows that accelerate productivity and efficiency.
Best features:
- Tungsten Power PDF offers a robust solution for annotating documents, redacting content, and e-signing files. It combines multiple functionalities that you’d often find in different tools to give you a cost-effective and holistic solution.
- The Tungsten e-invoice network helps you digitize invoices for your small business to reduce paper-based processes and save you money. Furthermore, it also has self-service portals for suppliers that streamline supplier onboarding.
- You can connect document workflows to cloud applications to minimize the need for complex and expensive on-site infrastructure. This feature also helps you improve business continuity by facilitating remote access to documents.
Pricing:
- 15-day free trial.
- Contact Tungsten Automation for pricing.
Verdict
If you need a great print management software for your mid-sized business, I recommend Tungsten Automation as it can automate iterative printing tasks to improve productivity. Nevertheless, I’ve noticed its PDF editor can be glitchy and it sometimes generates inconsistent fonts when you’re editing and converting files to other formats.
8. SmartVault
SmartVault greatly amplifies file security and control.
It can fortify your file management strategy with reporting and activity logs that let you monitor when users change a document or its access settings. This information can help you improve document security and regulatory compliance.
What’s more, you can use its smart PDF form filler to create very dynamic business forms and simplify data collection for your startup.
You can also bulk send financial statements and tax returns, making it one of the best DocStar alternatives in 2024 to improve small business bookkeeping and your accounting processes at large.
Best features:
- With SmartVaut’s folder templates, you can create a standard format for organizing files such as using time-bound criteria like the tax year, for instance. This makes it easy to file tax returns & improve tax compliance for your business.
- It provides a customer portal that you can brand with your logo to securely send files to clients and perform document requests. Furthermore, it grants your clients real-time access to progress reports & project updates to improve transparency.
- SmartVault’s Quoters comes with customizable and ready-to-use templates for creating pricing quotes, sales documents, and business proposals. So you can create more professional documents that help increase your deal close rates.
Pricing:
- 14-day free trial.
- Starting plan: $25/user per month.
Verdict
SmartVault templates and time-bound document organization features make it a great choice if you’d like to streamline accounting and bookkeeping processes for your small business. However, it has very basic document editing capabilities, which means that you may need to use other file editing tools alongside SmartVault and this is inefficient.
9. NetDocuments
Are your legal document processes getting out of hand?
NetDocuments is an excellent legal document management platform that helps digitize paperwork and group them by client-matter structures to streamline your workflow.
Furthermore, you get a cloud-based system that enables you to collaborate when drafting contracts, agreements, and other legal documents for your enterprise.
It also offers an open API that you can customize to create integrations for your timekeeping, accounting, and CRM software. This helps you centralize your data to make it easier to manage and control documents across your organization.
Best features:
- NetDocuments leverages geo-redundancy, which backs up your applications across different locations. This helps you avoid a single point of failure by spreading your risk to eventually improve uptime for your mid-sized business.
- It provides reusable document templates and court forms that you can use to set predefined patterns for creating extremely laborious legal forms. This not only saves you time but also helps to avoid errors and increase your case win rates.
- NetDocuments’s metadata scrubbing feature allows you to remove or reduce metadata from very sensitive documents. This can help your legal department to protect sensitive case information and maintain witness confidentiality.
Pricing:
- No free trial.
- Contact NetDocuments for pricing.
Verdict
If you’re keen to streamline your legal processes, NetDocuments delivers a host of legal-specific templates and functions that help you boost efficiency for your business. However, I’ve realized that its custom pricing plans tend to be extremely high for smaller teams so it may not be the right solution if you have a very tight budget to spare.
10. Egnyte
Egnyte has impressive data governance features.
It gives you a data management system that automates the classification and discovery of sensitive information. Therefore, it’s one of the best DocStar alternatives to help you formulate a great data governance strategy.
What’s more, you can create specialized file handling and content workflows to help you accelerate employee productivity for your company.
You also get enhanced Egnyte scans that asynchronously review file uploads to help you detect and protect yourself from ransomware attacks. This enables you to respond to threats before they cause irreparable damage.
Best features:
- You can create multi-step workflows to guide document actions across the entire file lifecycle. If you don’t want to create a workflow from scratch, you can use ready templates to help you hit the ground running with document automation.
- Egnyte gives you an OCR search feature that lets you search for files that are typically unsearchable like images. Additionally, you get a Document Q&A assistant that you can query to quickly get summaries and insights about a file.
- It also automates SAR/DSAR reporting to make data privacy, audits, and compliance more effortless. Furthermore, you get industry-specific compliance patterns that help you manage data according to your unique compliance needs.
Pricing:
- 15-day free trial.
- Starting plan: $20/user per month.
Verdict
If data security and governance is a top area for improvement in your company, Egnyte offers advanced document tracking and security features that can help you out. However, I’ve noticed the system frequently crashes when you upload large files exceeding 1GB, so it can be challenging to work with these types of documents.
Conclusion
DocStar’s approval automation features are glitchy.
Your files may get stuck within your approval workflows and you’ll need to follow up manually each time.
So with DocStar, your document approvals may take too long and, consequently, this can cause task delays that grind business to a halt.
In fact, a Nunex study brought to light that 43% of businesses struggle with document approvals. So inefficient approval systems will only rub salt into the wound.
You can get more effective document approval workflows with the best DocStar alternatives in 2024 to speed up document reviews. In particular, I recommend FileCenter because it’s easy to learn so you can hit the ground running.
Click here to start your free FileCenter trial to unlock your maximum productivity potential and bolster your document management strategy.
With our technology, you’ll get essential features that can help you improve regulatory compliance, collaboration, and cost-efficiency for your business.
Why FileCenter is the best DocStar alternative for your business
a) Extremely user-friendly
DocStar has powerful document management features, but you’ll struggle to make the most of them because of its complex user interface. Its functionalities are buried within poor navigation systems while its filing structures can get very complex.
On the other hand, our software integrates with Windows Explorer to offer a simple UI that you can learn quickly to search for documents faster. This means there’s a very smooth learning curve so you can improve business productivity right from day one.
b) Effortless scanning automation
If you’ve tried to use DocStar for document scanning, you may have noticed that its OCR technology can sometimes be so slow and even fail altogether. So you’ll spend a lot of time digitizing documents because of its OCR accuracy and reliability challenges.
However, our document scanning software makes the process simple and effortless with highly accurate, one-click scanning and OCR technology. Beyond scanning, it can even route and name documents to make your small business very efficient.
c) More reliable search features
With DocStar, you can sometimes get false positive search results, especially when you use search phrases commonly found in many of your documents. So you’ll need to create longer search queries to improve accuracy and this just slows you down.
FileCenter, meanwhile, gives you full text and metadata search features that are more accurate and highly responsive. It will therefore not only surface results with great accuracy but also speed up file retrieval to amplify your small business’s efficiency.
Click here to schedule your free FileCenter demo to learn how our software can help you improve your document management and turbocharge productivity.
