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DocuWare Document Management from DocuWare
Features include secure document storage, automated workflows, mobile access, electronic signatures, and integration with major CRM and ERP systems.
Product analysis by function
Document Management Systems for Operations and Finance
Secure repositories for legal agreements, investment documents, compliance records, and firm governance materials.
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Security and Compliance
(9 Yes /9 Known /10 Possible features)
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Data Encryption Files are encrypted at rest and during transmission. |
DocuWare security documentation details support for encryption at rest and in transit. | |
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Granular Access Controls Define user-level or group-level permissions for viewing, editing, or sharing documents. |
Granular permissions for document viewing and editing are part of DocuWare's administration tools. | |
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Role-Based Access Access permissions are managed based on organizational roles. |
Role-based access controls highlighted as a core compliance and governance feature. | |
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Audit Trails Tracks every access and modification to documents for compliance and review. |
Audit trails and tracking of all document access/modifications are available for compliance. | |
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Compliance Standards Support for frameworks like SOC 2, GDPR, HIPAA, or industry-specific rules. |
Supports compliance with GDPR, HIPAA and other industry standards. | |
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Multi-factor Authentication Requires multiple authentication methods for greater security. |
Multi-factor authentication listed as a profile security option. | |
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Document Retention Policies Configurable rules for automatic document archival or deletion. |
Document retention and automated policies configurable per documentation. | |
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Legal Hold Support Ability to prevent deletion of documents under legal scrutiny. |
Legal hold support available to prevent deletion as per legal or compliance requirements. | |
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Redaction Tools Capability to redact sensitive sections within documents. |
Redaction tools described for sensitive information in documentation. | |
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IP Whitelisting/Blacklisting Restrict or allow access by IP address. |
. | No information available |
Document Storage and Organization
(6 Yes /6 Known /11 Possible features)
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Folder Hierarchies Supports nested folders for organizing documents by deal, fund, or entity. |
. | No information available |
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Tagging and Metadata Custom tags and metadata fields for easy search and classification. |
Supports tagging/metadata customization for document classification. | |
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Advanced Search Full-text search, filter by metadata, and optical character recognition (OCR) for scanned documents. |
Advanced search, metadata filtering and OCR are supported. | |
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Bulk Upload/Download Upload or download multiple files or folders at once. |
Bulk upload/download functionality available for user efficiency. | |
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Version Control Retains document history and supports rollback to previous versions. |
Version control ensures historical tracking and rollbacks. | |
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Check-In/Check-Out Avoid conflicting edits with document locking for changes. |
Check-in/check-out document locking is supported per workflow documentation. | |
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Automated Folder Creation Automatically generate folder structures based on workflows or templates. |
. | No information available |
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Document Previews Preview contents of common file types within the platform. |
. | No information available |
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File Size Limit Maximum file size supported per upload. |
No information available | |
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Total Storage Capacity Total storage available for the organization. |
No information available | |
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Document Templates Store and apply document templates for repetitive tasks. |
Template library and reusable document templates are noted in feature matrix. |
Collaboration and Workflow
(9 Yes /9 Known /10 Possible features)
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In-Document Commenting Real-time comments and discussions within documents. |
In-document commenting present for workflow collaboration as indicated in user guides. | |
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Task Assignment Assign review or approval tasks to individuals or teams. |
Task assignment features for review/approval are available in workflow automation. | |
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Workflow Automation Automate document routing, approvals, and notifications. |
Workflow automation and triggers are a hallmark feature of DocuWare. | |
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E-Signature Integration Collect legally binding electronic signatures on agreements. |
Electronic signature integration with major providers included in subscription plans. | |
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Approval Chains Set up sequential or parallel approval requirements on key documents. |
Approval chains for documents are configurable in workflow setup. | |
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External Sharing Securely share documents with portfolio companies, investors, or legal counsel. |
Supports secure external document sharing as per marketing resources. | |
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Activity Notifications Email or system notifications for document actions and status changes. |
Email and system notifications feature described in workflow options. | |
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Watermarking Automatically watermark downloaded or shared files. |
Watermarking available for confidential file handling. | |
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Comment History Retain an audit trail of document comments and discussions. |
. | No information available |
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Co-authoring Multiple users can edit documents simultaneously. |
Supports co-authoring and simultaneous document edits in workflow modules. |
Integration Capabilities
(9 Yes /9 Known /10 Possible features)
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APIs Robust API access for custom integrations and automation. |
API access for integrations is available and documented. | |
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CRM Integration Connects with commonly-used CRM systems for document syncing. |
Integrates with Salesforce and other leading CRMs as described on product page. | |
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Accounting Software Integration Sync relevant documents with financial and accounting tools. |
Integration with accounting/ERP systems is directly supported with connectors. | |
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Portfolio Management Systems Integration Seamlessly attach or link documents to relevant entities in portfolio management software. |
Portfolio management integrations are offered through document linking. | |
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Single Sign-On (SSO) Supports SAML, OAuth, or other single sign-on protocols. |
Single sign-on (SSO) supported as per security/data sheet. | |
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Cloud Storage Integration Integrates with cloud storage providers (e.g., Box, Dropbox, Google Drive). |
Cloud storage integration (Google Drive, OneDrive, etc.) is mentioned in integrations section. | |
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Email Plugins/Add-Ons Save correspondence or attachments directly from email. |
Email plugins for archiving attachments and correspondence are available. | |
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Calendar Integration Link document-related milestones or signings to calendars. |
Calendar integration (review/signing deadline sync) referenced in workflow features. | |
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Custom Webhooks Trigger external workflows based on document events. |
No information available | |
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Bulk Data Import/Export Easily migrate documents to and from other platforms. |
Bulk data import/export utilities are part of migration tools documentation. |
Audit and Reporting
(4 Yes /4 Known /10 Possible features)
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Comprehensive Audit Logs Tracks all document activities and user actions for investigation. |
Comprehensive audit logs provided for compliance and user activity review. | |
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Customizable Reports Generate reports on access, version history, and compliance adherence. |
Customizable reporting engine available for user, document and compliance reports. | |
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Anomaly Detection Alerts about suspicious access patterns or downloads. |
No information available | |
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Exportable Audit Data Export logs and activity histories for review/audit. |
Audit data export is available for further compliance review. | |
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User Access Reports Report showing who has accessed which documents. |
User access reports supported by analytics/reporting interface. | |
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Retention Policy Reports Monitor compliance with document retention and deletion policies. |
. | No information available |
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Time to Access Measurement of how long it takes authorized users to access a document. |
. | No information available |
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Number of Audit Events Logged Tracks the number of auditable events per time period. |
. | No information available |
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Automated Compliance Summaries Generate periodic summaries for regulatory compliance. |
. | No information available |
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Role Change Logs Track changes to user roles and permission assignments. |
. | No information available |
User Experience and Accessibility
(7 Yes /7 Known /10 Possible features)
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Intuitive User Interface Modern, clean, and easily navigable UI. |
DocuWare features modern, clean UI as seen in demo and product screenshots. | |
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Multilingual Support User interface available in multiple languages. |
. | No information available |
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Customizable Dashboards Personalized homepage and widgets for quick access. |
Dashboards and widgets may be personalized on a per-user basis. | |
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Mobile App Availability Dedicated mobile apps for iOS and Android. |
Mobile app for iOS and Android available (see App Store and Google Play). | |
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Mobile Web Interface Fully functional mobile-optimized web experience. |
Mobile web interface supported via responsive design. | |
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Accessibility Compliance Meets WCAG or other accessibility standards (screen readers etc.). |
No information available | |
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User Onboarding Tools Tutorials, guides, and tooltips for new users. |
Tutorial materials, guides, and onboarding walkthroughs included in documentation. | |
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Bulk User Invitations Invite and set permissions for multiple users at once. |
Bulk user invitations and permission setting available via admin console. | |
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Theme Customization Adjust colors, logos, and branding for firm identity. |
Theme and branding customization supported for enterprise clients. | |
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Keyboard Shortcuts Keyboard-friendly navigation and commands for power users. |
No information available |
Document Lifecycle and Governance
(7 Yes /7 Known /10 Possible features)
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Document Checkpoints Define key milestones in the workflow (e.g., draft, negotiation, signed, archived). |
Workflow status and milestones (checkpoints) configurable in process automation. | |
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Expiration/Renewal Alerts Automatic notifications for document expiry or renewal dates. |
Expiration/renewal alerts available for contracts and key date reminders. | |
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Automated Review Scheduling Periodic review reminders for compliance or contract updates. |
No information available | |
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Lifecycle Status Tracking Status indicators for current state of each document. |
Document status tracking is visible via workflow and search interfaces. | |
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Retention Schedules Preset retention timelines based on document type or jurisdiction. |
Retention schedule configuration available in compliance/policy administration. | |
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Automatic Archival Moves documents to archive based on trigger (time, approval, etc.). |
Automatic archival based on workflow triggers is documented. | |
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Ownership Assignment Assign document owners or stewards responsible for maintenance. |
Document ownership assignment options available for teams and workflows. | |
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Delegated Access for Transition Temporarily allow others to manage documents during onboarding/offboarding. |
. | No information available |
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Bulk Lifecycle Actions Apply workflow status changes to multiple documents at once. |
Bulk lifecycle actions (status changes, retention application) supported. | |
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Linked Documents Associate documents that are related (e.g., amendments to original contracts). |
No information available |
Performance and Reliability
(1 Yes /1 Known /10 Possible features)
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Uptime Guarantee Guaranteed percentage of availability uptime. |
. | No information available |
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Disaster Recovery Automated data backup and quick disaster recovery procedures. |
Automated backups and disaster recovery procedures detailed in security documentation. | |
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Document Upload Speed Average speed to upload documents of typical size. |
. | No information available |
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Document Download Speed Average speed to download documents of typical size. |
. | No information available |
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Concurrent Users Supported Maximum number of users that can access the system simultaneously. |
. | No information available |
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Data Replication Live replication of files across multiple regions or data centers. |
No information available | |
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Scheduled Maintenance Notifications Informs users in advance about downtime or maintenance. |
. | No information available |
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Automatic Load Balancing Balances requests to maintain quick response times under load. |
No information available | |
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Service Status Page Displays real-time system status and incidents. |
. | No information available |
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API Rate Limits Maximum number of API requests allowed per minute or hour. |
. | No information available |
Cost and Licensing
(6 Yes /6 Known /10 Possible features)
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Transparent Pricing Clear, predictable pricing structure with no hidden fees. |
Transparent pricing is discussed on the website’s pricing section. | |
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Per-User Pricing Option Licenses based on user count. |
Licensing model by named user is a standard DocuWare option. | |
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Unlimited Storage Option Availability of plans with no storage cap. |
Unlimited storage available in premium plans. | |
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Tiered Feature Plans Different feature sets available at different price points. |
Tiered plans offer varying feature sets and pricing. | |
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Nonprofit/Education Discounts Available discounts for qualifying organizations. |
. | No information available |
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Annual vs. Monthly Billing Offers both billing frequencies. |
. | No information available |
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Trial Availability Free or low-cost trials for evaluation. |
Free trial available for new users. | |
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Self-Hosting Option Option to run the system on-premises for increased control. |
. | No information available |
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Data Migration Support Assistance with moving documents from previous systems. |
Assistance with data migration provided by DocuWare Professional Services. | |
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Price Per GB/Additional Storage Pricing Additional cost per GB or TB of storage above plan limit. |
. | No information available |
Customer Support and Vendor Stability
(6 Yes /6 Known /10 Possible features)
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24/7 Support Availability Round-the-clock help via chat, phone, or email. |
24/7 support offered as part of service contracts. | |
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Dedicated Account Manager Assigned point-of-contact for support and escalation. |
Dedicated account managers available at the enterprise service tier. | |
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Service Level Agreement (SLA) Contractual guarantees of uptime and support response. |
. | No information available |
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Knowledge Base/Resources Extensive self-service documentation and tutorials. |
Extensive documentation and resource library for self-service. | |
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User Community Forums Access to community-driven support and best practices. |
. | No information available |
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Vendor Financial Stability Evidence of vendor’s long-term viability. |
. | No information available |
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Customer References References from similar firms or industries. |
Customer references available on website and request. | |
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Onboarding Support Assistance with initial setup and deployment. |
Onboarding support offered through DocuWare or partners. | |
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Product Roadmap Transparency Information on upcoming features and releases. |
. | No information available |
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Industry Certifications Third-party certifications on security, availability, or compliance. |
Industry certifications (ISO 27001, GDPR, etc.) listed in security section. |
Customization and Extensibility
(7 Yes /7 Known /10 Possible features)
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Custom Metadata Fields Add fields or attributes specific to your firm's requirements. |
Custom metadata field creation is supported for enterprise workflows. | |
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Custom Workflows Configure workflows to match internal approval or review processes. |
Custom workflows can be configured to reflect any organizational process. | |
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Branding Customization Firm-specific logos, domains, and color schemes. |
Branding customization (logos, colors, etc.) available per client account. | |
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Configurable User Roles Define new user roles with tailored permissions. |
User roles and permissions are fully configurable. | |
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Plugins and Extensions Support for third-party and custom-built plugins. |
. | No information available |
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Custom Notification Rules Trigger alerts based on specific document events. |
Custom notification/alert rules configurable based on document state and events. | |
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Scripting/Automation Support Built-in support for scripts or triggers for automation. |
Workflow automation supports scripting and integrations for advanced customization. | |
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Document Layout Configurations Customizable document or report presentation for different document types. |
. | No information available |
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Template Builder Create and manage document templates inside the platform. |
Template builder available for documents within the platform. | |
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Language Packs/Localization Ability to support new languages or regional settings on demand. |
. | No information available |
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