Handling documents in an organization can be challenging, which causes problems like ineffective teamwork and keeping track of changes. However, the fix for these issues is using advanced document workflow software. Additionally, this software automates and improves every step of a document lifecycle and provides secure storage for efficient workflows. So, in this article, we’ll familiarize you with the 10 best document workflow software to increase efficiency and the scenarios where we need them.

What is a Document Workflow?

A document workflow is a systematic process that outlines how documents are created, reviewed, approved, and distributed within a company. Likewise, it spans the entire life cycle of a document, from its creation to its final storage or destination. Additionally, document workflow aims to make tasks more efficient, encourage collaboration, and ensure compliance. Plus, this is often done with the help of tools like document workflow software or automation systems.

Furthermore, these tools ensure that documents are appropriately controlled regarding versions, access, and audit trails. So, these workflows of documents differ based on the industry and department to cover various document types such as contracts, reports, or proposals. Plus, successful document workflows result in better productivity and improved tracking throughout a document’s life.

Why Do You Need Document Workflow Software?

Manual document management becomes slow and causes errors as companies face increasing amounts of information. Besides, businesses are adopting technological solutions like document management workflow software to ensure automation and collaboration. Now, in the following section, let’s understand why this software has become a necessary tool for businesses of all types and sizes.

  • Efficiency and Time Savings: The software automates repetitive tasks by minimizing manual work and speeding up document processing. Moreover, it establishes a structured flow to ensure documents smoothly progress through the creation and distribution stages.
  • Reduced Errors and Improved Accuracy: You can maintain a record of document versions through this software by preventing mistakes caused by working on outdated files. Additionally, it enforces consistent procedures to minimize document creation and management errors.
  • Adaptability and Scalability: Many document workflow solutions are adaptable to specific business needs. So, the software can expand as businesses grow to accommodate increased document volumes and complex workflows.
  • Enhanced Customer Service: Efficient document handling with the help of these systems leads to quicker responses and enhances overall customer service. In addition, this process enables companies to reduce document errors and contribute to increased customer satisfaction and trust.

10 Document Workflow Solutions to Increase Efficiency

Companies aiming for better efficiency and collaboration teamwork can utilize document management system workflow. These tools effectively handle various problems, from automating tasks and reducing errors to adapting to changes and meeting higher customer service standards. So, keeping these aspects in mind, let’s look at a carefully chosen set of ten document workflow solutions to increase efficiency.

1. Docuo

Docuo, a comprehensive document management system workflow, introduces Copilot, an AI-powered solution that simplifies your team’s workflow. Moreover, it provides instant writing ideas, outlines, and documents, significantly reducing the time spent on these tasks. Besides writing, the Copilot feature offers a range of coding tools to enhance efficiency.

Furthermore, the tool enables users to refine content effortlessly without professional writing skills. Users are facilitated by essential branding, self-hosting, and priority support to ensure a seamless experience. Som with Docuo Copilot, building an online knowledge base becomes effortless by allowing users to write and publish technical and product documentation.

Key Features

  • You can utilize the “AI Directory Generation” feature to effortlessly create directories for various document types by inputting target audience and product details.
  • Also, this AI tool ensures smooth content organization, tracking changes, and maintaining a comprehensive history all within one document management system.
  • Plus, Docuo facilitates cross-team collaboration on the platform, allowing programmers and writers to craft compelling content jointly.


  • Docuo Free: 14-day free trial
  • Docuo Pro: $33 per month

2. DocuWare

document management workflow - docuware

DocuWare offers cutting-edge document management system workflow and automation solutions for your businesses. In addition to that, the software excels in fully automating invoice processes to support mobile workforces and securely archive critical documents. Subsequently, the software is recognized for its excellence in enterprise content management and innovative contributions to digital transformation.

Key Features

  • The tool streamlines invoice handling from initiation to payment by eliminating manual steps for a more efficient and error-free financial workflow.
  • Additionally, this document management workflow software digitizes and centralizes employee records for organized human resource management with simplified accessibility.
  • Also, users can facilitate collaborative editing, sharing, and archiving of contracts, proposals, and sales collateral to enhance efficiency in sales and marketing operations.


  • Contact the Sales Team

3. Teamhood

document management workflow software - teamhood

Teamhood stands out as a versatile document workflow software and offers features in project management and collaboration. Moreover, integrating task management and time management tools optimizes project workflows and promotes effective communication. So, its user-friendly interface empowers teams to streamline their document processes with ease. However, from planning to execution, organizations can use this indispensable tool to achieve success in their document-centric workflows.

Key Features

  • Teamhood excels in process design by offering an intuitive platform that allows users to design and customize document workflows seamlessly.
  • Also, you can utilize these reporting and analytics tools to track performance and make informed decisions for continuous improvement.
  • The tool integrates effortlessly with various tools and applications to ensure a cohesive digital ecosystem for collaboration with a unified approach.


  • Professional Plan: $15 per month
  • Premium Plan: $19 per month
  • Ultimate Plan: $24 per month

4. Fluix

document workflow solutions - fluix

Fluix is a no-code document workflow software that simplifies the digitization of document processes and automates routine tasks seamlessly. It is designed for both offices and field teams and prioritizes speed, security, and compliance. Furthermore, users can get lightning-fast deployment and exceptional support. Likewise, with diverse applications across industries, including renewable energy and construction, Fluix excels in field inspections and training management.

Key Features

  • Users of varying technical expertise can effortlessly design and create workflows, forms, and more with a simple drag-and-drop functionality.
  • Additionally, you can automate manual steps to save time and reduce the possibility of errors in various document-related tasks.
  • Fluix emphasizes the importance of data reliability and consistent reporting with reporting and analytics tools.


  • Fluix Core: $30 per month

5. Kofax

document management system workflow with kofax

Kofax is a leading document workflow software offering a smarter workflow experience. With an AI-powered intelligent automation platform, it facilitates users with true digital transformation. Additionally, it enhances operational efficiency and delivers a seamless customer experience. However, its specialized solutions include intelligent automation for improved business operations and financial process documentation for faster and more accurate data processing.

Key Features

  • The document automation and security features of this tool offer efficient document management.
  • In addition, it is recognized as a trusted leading industry leader with a document productivity feature to save time and boost efficiency.
  • Kofax empowers organizations to focus on core business objectives through comprehensive AI-powered intelligent automation.


  • Contact the Sales Team

6. M-Files

document workflow software - mfiles

M-Files transforms how we work by changing document workflows, collaboration, and security functions. This document management workflow software automates tasks for efficiency and seamless customer experiences. Moreover, M-Files Aino’s AI-driven automation boosts productivity by organizing information and enabling natural language interactions. Plus, its customized solutions serve various sectors like Energy, Construction, Real Estate, and Accounting.

Key Features

  • M-Files empowers businesses to organize information with enhanced processes and minimizes risks.
  • You can achieve smarter workflows with connectivity across all content to create an integrated and accessible environment for efficient document management.
  • With an emphasis on user-friendly design, it provides an intuitive experience that allows users to navigate and interact with the platform effortlessly.


  • Contact the Sales Team

7. Amazon WorkDocs

document management workflow with amazon workdocs

Amazon WorkDocs manages documentation content by providing secure storage and limitless versioning. Its streamlined sharing and offline access guarantee availability, regardless of network connectivity. Furthermore, collaborative features include commenting, notifications, and task assignments to promote teamwork. Saying that this all-encompassing document management workflow solution meets diverse user needs, which makes it an essential tool for businesses.

Key Features

  • You can integrate WorkDocs seamlessly into your current applications and workflows for flexible content management tailored to your preferences.
  • Moreover, you can access an expanding array of document-based APIs for accelerated development of content-rich applications.
  • Additionally, the software safely encrypts your content both in transit and at rest within the secure AWS global cloud infrastructure.


  • Amazon WorkDocs Plan: $5 per month

8. FileHold

document management workflow software - file hold

FileHold document workflow solution offers powerful features for seamless organization and access. Users can enhance document retrieval by utilizing advanced search options, version control, and metadata. Additionally, businesses can ensure precision with user roles and watched folders. Also, it allows user-friendly interactions with usage logging and virtual folders. Plus, with the help of the Email from FileHold feature, the tool enables you to follow naming standards and subscribe to documents for updates.

Key Features

  • With web access and web services API, FileHold provides a comprehensive solution for efficient document management with a set of tools for diverse needs.
  • It instantly locates documents by overcoming the challenges of lost or misfiled information.
  • Besides, organizations can control document access to ensure security and facilitate seamless reviews and approvals.


  • Contact the Sales Team

9. Notion

document workflow solutions - notion

Notion goes beyond traditional document management by providing a flexible platform for teamwork and organization. In addition to that, it enables easy creation, editing, and real-time sharing of documents. Moreover, this document workflow management tool includes dynamic elements like databases, task boards, and multimedia integration to support all-encompassing project management.

Key Features

  • By utilizing advanced artificial intelligence, users can enhance document management with intelligent features for improved search and task automation.
  • Organizations can also elevate collaboration and knowledge sharing with Notion Wikis to facilitate the creation of dynamic and interconnected documents in real-time.
  • Moreover, it streamlines project management with purpose-built tools that enable planning and progress tracking, all within a unified platform for comprehensive project success.


  • Notion Plus: $10 per month
  • Notion Business: $18 per month

10. LogicalDOC

document management system workflow with logicaldoc

LogicalDOC transforms document management and offers easy access and compliance. With high portability, it adapts to various hardware and software. This document management workflow software engine streamlines processes to ensure improved efficiency and transparency. Additionally, its personalized approach allows users to set alarms and timers to reduce coordination efforts.

Key Features

  • Moreover, it benefits users with enhanced control through real-time document viewing and business development.
  • The tool offers virtual tours to showcase careful record management services.
  • Other than that, the application is compatible with Windows, Linux, and macOS operating systems and can be installed on each of them.


  • Contact the Sales Team

Automating Document Management Workflows with Docuo

Docuo excels in document management workflow software by standing out with unparalleled workflow automation. Its robust features streamline processes and make it the premier choice among competitors. Furthermore, the tool centralizes documentation for all products and allows for easy tracking of changes and maintenance of historical records.

Additionally, Docuo Copilot streamlines the publishing of impressive doc sites with just one click. So, it handles optimizations for responsiveness, mobile-friendliness, and SEO automatically. With that, let’s try out this document workflow management tool now to revolutionize the way you handle documents.

writing documentation with docuo

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