UK BUYER’S GUIDE · 3 PRODUCTS
Document Management
Can people find the authorised document, work on it safely and prove what happened to it?
Compare controlled capture, retrieval, versions, approval workflows and retention across business documents. The focus is managing the document lifecycle rather than simply storing files or obtaining signatures.
YOUR SHORTLIST STARTS HERE
Compare the options.
Highest documented score first. Fit adds up the 20 feature checks below, including AI, across documented plans. Entry prices may exclude scored capabilities. The upper end of a range represents unverified points.
3 of 3 products · Highest documented score first
| Product / good fit for | Pricing context | Documented fit | Next step |
|---|---|---|---|
Document Manager by Document Logistix Document Manager by Document Logistix UK operational and professional-services teams needing document governance with local supplier support. | Request pricingper deployment VAT basis not stated quote | 85–100/100 documented fit85% evidence coverage | Details ↗ |
M-Files M-Files UK knowledge teams organising documents around clients, projects and business relationships. | €65.00per user per month VAT basis not stated annual | 80–100/100 documented fit80% evidence coverage | Details ↗ |
DocuWare DocuWare UK teams controlling document-heavy workflows. | Request pricingper deployment VAT basis not stated quote | 78–98/100 documented fit80% evidence coverage | Details ↗ |
Prices retain their original currency, billing basis and VAT status. Check the evidence and plan requirements before buying.
| Capability & demo question | Document Manager by Document Logistix85–100/100 documented fit | M-Files80–100/100 documented fit | DocuWare78–98/100 documented fit |
|---|---|---|---|
Core workflowScanning and bulk document capture5.0 points availableAsk in the demoImport a paper scan and a batch of existing files. | ✓ Supported Scan, import and drag files into managed storage. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Capture files and mobile photographs into managed documents. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Capture scans, files and printed output. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowEmail and attachment filing5.0 points availableAsk in the demoStore an email and its attachment in the appropriate document context. | ✓ Supported Email management captures communications alongside case documents. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Outlook integration connects emails with business records. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Capture emails and attachments. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowStructured document metadata5.0 points availableAsk in the demoTag a document by supplier, project or case and retrieve it using those fields. | ✓ Supported Classification and indexing structure captured records. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Metadata links documents to business objects and context. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Index fields, barcodes and extracted information. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowFull-text and metadata search5.0 points availableAsk in the demoFind a document from a phrase inside it and a structured metadata filter. | ✓ Supported Search full text and indexed fields. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Search content and document metadata. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Search fields and full text. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowDocument version history5.0 points availableAsk in the demoEdit a document and recover or compare the previous version. | ✓ Supported Versions preserve the history of document revisions. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Version history and comparison track document changes. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Versions and annotations preserve originals. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowDocument approval workflows5.0 points availableAsk in the demoRoute a draft to a reviewer and show the approved state. | ✓ Supported Workflow routes documents for review and approval. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Workflows include approvals from desktop and mobile. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Route multi-stage approval tasks. 5.0 / 5.0 pointsEvidence ↗ |
Core workflowMobile document access5.0 points availableAsk in the demoFind and review a permitted document from a phone. | ✓ Supported Mobile access supports work away from the office. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Mobile document access and approval are documented. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Upload documents and complete tasks remotely. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthGranular document permissions5.0 points availableAsk in the demoGive one user read access and another editing rights to the same record. | ✓ Supported Role-based permissions restrict access to records. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Access rights control documents and business information. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Restrict viewing, editing, export and deletion. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthUser activity audit trail5.0 points availableAsk in the demoInspect a document's access or change history with user and time information. | ✓ Supported Document actions have a timestamped audit trail. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Audit functionality is included; extended export requires Enterprise. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
Workflow depthCheck-out or controlled concurrent editing5.0 points availableAsk in the demoHave two users edit the same file and show how conflicting work is handled. | ✓ Supported Check-in and check-out protect controlled editing. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
Workflow depthAutomated retention or deletion rules5.0 points availableAsk in the demoConfigure a document lifecycle rule and show what triggers removal. | ✓ Supported Retention settings govern archival and deletion. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ✓ Supported Configure retention-triggered deletion. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthDocument redaction or masking5.0 points availableAsk in the demoHide sensitive document content and inspect what a recipient can retrieve. | ✓ Supported Redaction is listed among document-control functions. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ◐ Limited IDP anonymises scans/PDFs; manual redaction unverified. 2.5 / 5.0 pointsEvidence ↗ |
Workflow depthExternal document sharing5.0 points availableAsk in the demoShare a controlled document with a client or supplier. | ✓ Supported Secure document collaboration is documented for legal workflows. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported M-Files Hub supports external collaboration; licensed separately. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Share documents through controlled links. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthOffice document integration5.0 points availableAsk in the demoSave or edit a document from an existing Office workflow. | ✓ Supported Microsoft Office integration supports document work. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Office and Microsoft 365 integration support document work. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Edit Office files in their applications. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthElectronic-signature workflow5.0 points availableAsk in the demoSend a document for signature through a documented integration. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ✓ Supported Electronic signing is supported within document workflows. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Connect signature providers within workflows. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthStructured data export or API5.0 points availableAsk in the demoExport document metadata or retrieve it through a supported integration. | ✓ Supported API supports integration with business applications. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Reporting database exports metadata; separate licensing may apply. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Export documents and index data. 5.0 / 5.0 pointsEvidence ↗ |
Workflow depthWorkflow deadlines and exceptions5.0 points availableAsk in the demoHandle an overdue review or exceptional approval route. | ✓ Supported Workflow notifications and escalation handle outstanding work. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ✓ Supported Configure deadlines, substitutes and exceptions. 5.0 / 5.0 pointsEvidence ↗ |
AIAI document classification or extraction5.0 points availableAsk in the demoClassify a sample document or extract its fields using AI. | ✓ Supported AI-assisted capture extracts and indexes document information. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported Aino agents classify and extract metadata; Enterprise entitlement. 5.0 / 5.0 pointsEvidence ↗ | ✓ Supported AI classifies and extracts document information. 5.0 / 5.0 pointsEvidence ↗ |
AIAnswers or summaries grounded in documents5.0 points availableAsk in the demoAsk an AI question about stored content and inspect the answer's document basis. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ✓ Supported Aino answers from documents and exposes supporting citations. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
AIAI permissions and data controls5.0 points availableAsk in the demoShow what content AI may access and the documented treatment of prompts and files. | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points | ✓ Supported Aino respects permissions; documentation describes model-data protections. 5.0 / 5.0 pointsEvidence ↗ | ? Not verified Not established in the reviewed primary sources; request a demonstration. 0.0–5.0 / 5.0 points |
“Not verified” means the recorded evidence does not settle this specific check. It does not mean the feature is absent. Read the scoring method.
Focus on up to three products →ASK BETTER QUESTIONS
Before you buy document management software.
What to look for
- Use a realistic document set with duplicates, scanned pages and a superseded version.
- Test access as a normal user and an external recipient, not only as administrator.
- Agree metadata, export format and retention ownership before migrating documents.
What changes the cost
- Users, document volume, storage, capture and workflow modules.
- AI processing allowances, external collaboration and required hosting options.
- Scanning, metadata mapping, permissions design and integration services.
What to watch out for
- Confusing ordinary file sharing with a controlled document lifecycle.
- Assuming every PDF is searchable without OCR.
- Taking a generic security claim as proof of the required AI permissions or hosting arrangement.
Common questions
Is this the same as electronic signature software?
No. Signature software focuses on agreement execution. Document management covers capture, versions, access, workflow and the record's continuing lifecycle.
Should all historical files be migrated immediately?
Decide which records must be searchable and which can remain in a controlled archive. Test metadata quality and permissions before a bulk move.
What should an AI demonstration prove?
That answers derive from the intended documents, respect access rights and have usable processing limits. A general chatbot claim is not enough.