When it comes to digital files, PDF is the one format to rule them all. It’s the one format that lets you exchange formatted documents with anyone, anywhere, using any operating system. Adobe invented the portable document format in 1993, and in its many versions, Adobe Acrobat is the one app that towers over all others that view and manage PDFs, even if other apps are better in some aspects. This review focuses on Acrobat Pro, the highest-end of Acrobat’s many versions, but even the minimalist free version, Adobe Acrobat Reader, is worth having if you don’t want or need the full versions.
Acrobat isn’t cheap. Acrobat Pro costs $19.99 per month with a one-year commitment, or a much less costly $239.88 per year if paid for the year upfront. If you pay month to month with no commitment, it’s $29.99 per month. Pro runs on Windows and macOS.
A lower-featured Acrobat Standard, for Windows only, costs $12.99 per month with a one-year commitment, or $155.88 if you pay for the full year upfront. It’s $22.99 per month if you pay monthly with no commitment. If you choose Standard, you don’t get document comparison, redaction, or built-in OCR that converts scanned PDFs to editable documents. 
As a software reviewer, I get a lot of free review copies of many apps, but Acrobat Pro is one of the few apps I happily pay for every year. If you don’t like subscriptions, older, lower-featured permanent-license (one-time payment) versions are available: Acrobat Pro 2020 costs $538.80, and Acrobat Standard 2020 costs $358.80. 
The free Adobe Acrobat Reader version is available for Windows, macOS, iOS, and Android. It lets you add comments to PDFs as the full-priced versions do. You can use two desktop or laptop copies of Acrobat with your account; it doesn’t matter if the two copies are on the same OS platform or different ones. If you start up Acrobat on a third machine, you’ll be prompted to log out of one of two machines you already use, and you can always go back to the logged-out machine and log in again.
Why should you pay for a PDF app? After all, modern operating systems have built-in PDF viewing and markup software that let you draw arrows and circles or add text-only notes to existing PDFs. Microsoft Edge does this under Windows, and Preview does the job on a Mac. 
A commercial app like Acrobat Pro adds optical character recognition (OCR) to convert scanned documents into searchable PDFs. It also adds redaction features, editing features that let you correct typos and replace images, file-comparison features for finding differences between versions, and PDF-signing features that let you create and process documents for others to sign. Adobe stands out among the competition for its secure Document Cloud service that makes it easy to exchange PDFs via the cloud and lets you perform advanced signing and editing functions on Adobe’s mobile PDF apps.
A subscription-based copy of Acrobat updates itself every two or three months, and the latest release changes the app’s name from Acrobat Pro DC to Acrobat Pro. If you’re a longtime user who never figured out that DC stood for Document Cloud, you’re a member of a popular club. 
Other recent enhancements include onboarding tutorials that appear when you first run the app or any of its tools that you haven’t used before. And, in the unlikely event that you own a Meta Quest or Meta Quest Pro virtual-reality headset and want to manage PDFs in the metaverse instead of on your desktop or laptop, you can now—as of October 2022—install a Meta version of Acrobat to your headset and activate it with an existing Acrobat account or create a new account. I don’t see this as part of my future, but maybe it’s something you’ll want to try. Anything’s possible.
Acrobat takes some getting used to because its interface isn’t like anything else. Other PDF apps tend to have a ribbon-style interface, more or less like Microsoft 365 apps. Acrobat goes its own way with an interface that uses a standard top-line menu for opening and managing files and one or more toolbars for manipulating the content of a PDF document. 
When you’re merely viewing a PDF, Acrobat shows a standard toolbar with icons for viewing and sharing or selecting content. You can extend this toolbar with a customizable set of quick tools that you can choose from any of the app’s many features. A right-hand pane in the main window, which you can open or hide, displays a customizable list of other sets of tools for adding comments, editing, redacting text or images, scanning or OCR features, form creation and form filling, and much more. When you select one of these tool sets, a second toolbar appears below the standard one. The commenting toolbar, for example, lets you add text boxes, lines, arrows, circles and ellipses, and much more.
When you view a PDF, Acrobat lets you split the window horizontally so that one part of the file appears in the top pane and another part appears in the bottom pane. Unlike other PDF apps I’ve seen, Adobe also has a Spreadsheet Split feature that works like the freeze feature in spreadsheet apps that keeps the top row and left column visible while you scroll through the rest. This feature is useful mostly in viewing PDFs made from spreadsheets, but it could also be useful for keeping a map legend visible while you explore the rest of a map. 
Acrobat also offers a Reading view that hides most of the interface, but it doesn’t offer a view that displays only the unformatted text of a PDF, a feature I’ve found only in Foxit PDF Editor Pro. As in other PDF apps, you can drag and drop pages to reorder them and insert pages from other files and formats. For example, you can drag a Word document into the thumbnail images of an existing PDF, and Acrobat will convert the Word document into PDF format and insert it into the existing PDF pages.
Go deep into Acrobat’s interface, and you’ll find an astonishing wealth of features. The Comments toolset lets you write or draw almost anything on a file, and you can omit the comments when you export the file. From the Forms tools, you can create a fillable PDF form either by modifying an existing Word document or a PDF or by creating a form from scratch and adding text and fill-in fields from a toolbar. Advanced users and IT departments can apply JavaScript actions to form fields. The Forms tool set also lets you mail out the form and collect responses via email or set up a tracking system that sends out multiple PDF copies and gathers comments and markup into your original copy. 
Its interface has some inconsistencies because Acrobat has grown enormously over the years. For example, when you start with the Forms tool set, you can create a form from scratch, but when you access the same feature from the topline menu, the option to create a form from scratch is grayed out. No one seems to know why. 
Acrobat also allows you to create a web-based form on Adobe’s server, with a link that lets you add the form as a live page on your own website. You launch the form-creating process in Acrobat, but you create the form in a web browser using an Acrobat-like interface to upload an existing PDF or Microsoft 365 file. Then you add form fields and set up methods of sharing or tracking the form. Like all other advanced PDF apps, Acrobat offers full management features for creating and using digital signatures. 
Graphic designers seem to prefer Acrobat to all other PDF software for its uniquely powerful Preflight features that prepare files for professional printing and online display. Acrobat offers a long list of prebuilt operations for converting fonts and colors for specific print jobs, plus a troubleshooter that analyzes a PDF and suggests changes. I’m not a graphics professional, but I’ve used Acrobat’s Preflight features to fine-tune scanned PDFs to reduce file size without losing visual detail.
One major feature in commercial PDF apps is their ability to use OCR to convert a scanned PDF into a searchable PDF and export it to a standard editable format like Microsoft Word or Excel. If you need this feature, you should experiment with the free trials of all major PDF apps because there’s no way to predict which one will work best with the kinds of documents that you use. Over the years, I consistently get the best results from Editors’ Choice winner ABBYY FineReader Pro with its brilliantly powerful and efficient OCR editor that lets you correct OCR errors at top speed. 
Acrobat’s OCR software is very effective but doesn’t match FineReader’s in accuracy or efficiency, and its proofreading menu requires too many clicks for anyone to use it with a long document. Foxit PDF Editor Pro uses a licensed version of the technology in an older version of FineReader with a more awkward interface than the one in the current FineReader version. 
Another high-end PDF app, Kofax Power PDF Advanced, uses a licensed version of OmniPage’s OCR technology, less accurate than Acrobat’s or FineReader’s, and with a clumsy interface. And another PDF app, Nitro Pro, integrates technology from I.R.I.S., which, in my testing, ranks below FineReader, Acrobat, and OmniPage in power and convenience.
If you want to export a scanned PDF to a standard editable format, FineReader is by far the best choice because of its many options to export with different levels of formatting so that you’re more likely to get a document that isn’t cluttered with random marks from a scanned image. If you have a PDF that wasn’t scanned but was created directly from a word processor or spreadsheet, then any PDF app will do a serviceable job of exporting back to an Office format. But again, you should experiment with the documents that you normally use. One feature to keep in mind: Kofax Power PDF 5 Advanced and FineReader Pro both have a Watched Folder feature that automatically converts documents placed in that folder to PDFs.
For all its wealth of features, Acrobat sometimes surprises me by lacking a feature that one or more other apps include. For example, Acrobat has no whiteout tool for removing text or stray marks. Foxit PDF Editor Pro and Nitro PDF Pro both have one. In Acrobat and any other advanced PDF app, you can use the powerful redaction tool to remove text or graphics, but it requires more steps than seems necessary to simply remove some text. When you scan a book, your scanned images might contain two facing pages. ABBYY FineReader automatically splits those images in two, one for each page. Annoyingly, Acrobat doesn’t, although some users report success with a Page Splitter add-in from KHKonsulting that I haven’t tried.
Acrobat isn’t cheap, and you should consider alternatives before committing yourself to it.
The most impressive alternative I’ve found is Foxit PDF Editor Pro, priced at $149 per year for a license that works on either Windows or macOS. A Foxit license is good for only one computer, however, not two as in Acrobat. The Foxit app integrates with Microsoft’s Azure Information Protection system and the iManage and eDocs digital management systems. It also has a text-only view option that I haven’t seen elsewhere. For me, the worst feature of Foxit’s app is its fuchsia-purple interface which can’t be changed to a less annoying color. 
Kofax Power PDF 5 Advanced is priced attractively at $179 for a permanent license, no subscription needed. It includes a Watched Folder feature, and the many law offices that still use WordPerfect will value its option to export to WordPerfect. Like Acrobat, it lets you apply page numbering to thumbnail images so that the thumbnail numbering matches the numbers on the actual pages. Kofax’s advanced version is Windows-only, but you can choose a reduced Mac version called Power PDF 4.2 Standard for Mac ($129).
Nitro PDF Pro is also a one-time purchase, $179.99 for Windows or Mac, which you have to buy separately. It’s slightly less feature-packed than other apps, with less effective OCR, but with an Office-like interface that’s easy to navigate. Because PDF is an open format, you can find many other apps at various price ranges that may be worth trying.
I said at the start that it’s hard to find an app that can create a PDF from a web page without inserting page breaks. In fact, I’ve only found one, and it exists only on the Mac. It’s called Paparazzi! (with the exclamation mark), and it’s freeware, with donations accepted. If you know of a Windows equivalent, please let me know.
What about free online PDF editing? Dozens of free cloud-based PDF services are out there, but I’m reluctant to trust them with my data. I use Adobe’s online services because Adobe is well-established and has enough high-powered clients to let me trust its security. But I really don’t want to start sending my files to an online site named something like FlyByNightPDF when I don’t know whether it’s based in a dictatorship where the government makes a copy of every file I send and I have no trust that the PDF I upload won’t come back to me with hidden malware or spyware. When a site offers free PDF processing, it’s worth asking what the site might be getting in return.
Adobe Acrobat Pro is our Editors’ Choice winner for PDF software thanks to its enormous power and deep feature set, despite the absence of a few convenience features like page-splitting and whiteout. If you already own our Editors’ Choice winner in the OCR app category, ABBYY FineReader Pro, then it can double as a PDF app, though without the full feature set in Acrobat. Otherwise, you can’t go wrong with Adobe Acrobat Pro.
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Static testing is a software testing method that examines a program — along with any associated documents — but does not require the program to be executed. Dynamic testing, the other main category of software testing, requires testers to interact with the program while it runs. The two methods are frequently used together to ensure the basic functionalities of a program.
Instead of executing the code, static testing is a process of checking the code and designing documents and requirements before it’s run to find errors. The main goal is to find flaws in the early stages of development because it is normally easier to find the sources of possible failures this way.
It’s common for code, design documents and requirements to be static tested before the software is run to find errors. Anything that relates to functional requirements can also be checked. More specifically, the process will involve reviewing written materials that provide a wider view of the tested software application as a whole. Some examples of what’s tested include the following:
Some benefits of static testing include the following:
Static testing is carried out with two different steps or techniques — review and static analysis. Static review is typically carried out to find and remove errors and ambiguities found in supporting documents. Documents reviewed include software requirements specifications, design and test cases. The documents can be reviewed in multiple ways, such as in a walkthrough, peer review or inspection.
The next step, static analysis, is where the code is analyzed. The evaluation is done to find any structural defects that could lead to errors when the program runs.
Some other techniques used while performing static testing include use case requirements validation, functional requirements validation, architecture review and field dictionary validation.
Use case requirements ensure possible end-user actions are properly defined. Functional requirements will identify any necessary requirements for the software. Review of architecture analyzes the business-level processes. Field dictionary validation will analyze user interface fields.
Static testing can also be conducted manually or automated with various tools.
The first step in static testing is reviews. They can be conducted in numerous ways and look to find and remove errors found in supporting documents. This process can be carried out in four different ways:
Dynamic testing assesses the feasibility of a software program by giving input and examining output.
The biggest difference between static and dynamic testing is that the code must compile and run in dynamic testing. Static testing can be performed without the application running. Functional behavior and performance are checked to confirm if the code works properly.
Static testing will analyze the code, requirements documents and design documents, while dynamic testing will look at the functional behavior of software systems such as memory usage and performance.
Static testing essentially gives an assessment of code, while dynamic testing will try to find active bugs. From a time and cost perspective, dynamic testing is often more expensive than static testing.
The two types of testing are not meant to be mutually exclusive, however. Ideally, they should be used together. Static testing is about the prevention of defects, whereas dynamic testing is about finding active defects.
Types of dynamic testing include unit testing, integration testing, system testing and performance testing.
Static testing tools can be used to automate the static testing process. Some examples include the following:
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25 October 2018, Berlin: An employee shows the new mobile POS system at the Deutsche Bahn … [+] presentation of new products and services. Photo: Britta Pedersen/dpa-Zentralbild/dpa (Photo by Britta Pedersen/picture alliance via Getty Images)
Software applications go both ways. Horizontal software applications are those apps that could apply to a wide variety of use cases across any industry and work in the hands of almost any user – think about Word, Excel, the core functions of most databases as well as a whole selection of apps a user might find on their smartphone such as WhatsApp, Twitter, Google Maps and so on.
These are horizontal apps, they’re multi-use-case and multi-applicable, if not quite perfectly multi-purpose in the widest possible sense.
Then there are vertical applications.
A vertical application could be (to conjure up some extreme and less radical examples), a retail cash register software solution specifically built for the needs of golf professional shops, with unique Point of Sale (PoS) functions for shop merchanise, golf course booking slot options and player equipment repair management functions.
Equally and perhaps more broadly, a vertical application could be a Field Service Management (FSM) application designed to look after engineers’ interests when on gas maintenance visits, building inspections or some form of repair job. Often still custom-coded to the use case in hand depending upon its level of adaptability, vertical application software suite and platform providers strive to build as much customizability into their tools as possible so that they can apply to as broad a range of deployments as possible.
Why the fuss and focus on vertical apps?
Because we’re at that watershed-tipping-inflexion point where the enterprise software industry has produced a weight of product that now enables us to start looking after more specialized use cases. In truth, the golf shop app example stems from a real world app that stretches back to the 1990s, but there are now enough tiers of automation and data analytics intelligence for us to start thinking about this more directly.
Indeed, as Kaitki Agarwal of A5G Networks, Inc. has already noted here this year in a Forbes Technology Council Expert Panel story, “Industries are transforming and technologies are converging. In the past, platform developers or application developers did not necessarily need insight into other technologies such as Machine Learning (ML), 4G, 5G functions and so on. In today’s world, it will become important for developers to be ‘T-shaped’ – that is, to have deep vertical knowledge as well as horizontal knowledge and expertise.”
This notion of T-shaped development is perhaps meant to convey a broad base upper layer of knowledge i.e. competency with operating systems, popular programming languages, widely used development environments and established software delivery methodologies such as the Agile (CAPS A deliberate) approach. But, crucially, it will also incorporate a long tail stem (the vertical part of the T) where a developer’s knowledge extends downwards into an industry or use case specialism… and this is why we sometimes now use the term ‘domain experts’ i.e. people that know the nuances of the coalface.
The complexity of modern software development makes the concept of a full-stack developer nonsensical suggests Joe Drumgoole, senior director of developer relations at cross-platform document-oriented database company MongoDB. He points us to the fact that in 2003 Eric Evans wrote “Domain Driven Design: Tackling Complexity in the Heart of Software”.
“Even then [in 2003], Evans put domain knowledge and ‘bounded contexts’ at the center of software design.. A bounded context establishes a domain that a single team can work on independently of others. The contextual firewall is then the Application Programming Interface (API) or the contract between the technology service consumer and the originator,” explained Drumgoole.
He further notes that this was an extension of ‘design by contract first established by Bertrand Meyers in the 1990s. The point is that complexity has always been a problem and the solution is never ‘programmers must just get better’ somehow. Instead, we have developed better and higher-level abstractions.
“Hence single node databases begat distributed databases, TCP/IP begat HTTP, and RPC begat REST,” said MongoDB’s Drumgoole.
Getting software application developers to understand the business and the market need is key to success in any successful company. This means that developers can work in cross-functional teams alongside Line of Business (LoB) team members and speak the same language around problems, rather than simply looking at the technology involved.
In Cassandra-centric database company DataStax’s ‘State of the Data Race’ report this year, as many as 91 percent of respondents from organizations with a strategic focus on deploying enterprise software applications that use data in real-time said that developers, business owners and data scientists are working in cross-functional teams – hence the potential for greater development of vertical applications.
“Companies win by empowering teams closest to the customer experience or business process to roll up their sleeves, dig in and make a difference in a quick, Agile fashion. That includes understanding the minutiae of the industry and how its processes work in practice. Shared curiosity and drive are critical for every role, including developers,” said Bryan Kirschner, vice president strategy at DataStax.
It seems clear, any organization is going to have distinctive relationships with its customers and business processes that are broken down in their own special ways. Delays and disconnects happen when business owners who don’t fully understand technology try to communicate with developers… who, in turn, don’t fully understand the pain points or the upside opportunity.
“The notion of a ‘vertical’ application might be a slightly odd notion in some senses – I mean, all applications are used in a vertical setting, essentially,” said Marne Martin, IFS’s president of service Management, EAM, and Global Industries. “What I would say is that you can come at the enterprise software market from a best-of-suite solution perspective (i.e. an end-to-end suite of applications where integration is inherent), or a best-of-breed solution (where functionality is more specialized, but some level of integration to other systems will be needed). Companies need to evaluate their current landscape together with their business goals and ambitions – and then recognize the pros and cons in their decision in terms of speed of roll-out, impact on customer service, operational efficiencies… and so on.”
Given the discussion thus far then, does the scenario (or perhaps spectre) of Line of Business domain-specific software application development mean programmers and other software engineers working in a dedicated stream will pigeon-hole themselves into a role they can’t transfer out of?
“This is not a concern that the software industry should have – and vertical specialism is happening at every level from the way the cloud hyperscalers [AWS, Google Cloud Platform and Microsoft Azure] are bringing new services to market… and the way we as technology platform makers are honing and aligning services today,” said an upbeat Prakash Vyas, head of portfolio at OutSystems, a company known for its low-code and application modernization approach.
For Vyas, it’s more a question best of breed technologies developing at a more cerebral higher level and of developers embracing those innovations with a view to gaining competency and skills, but retaining what he calls a ‘transferability of experience’ across use cases, even when working in narrower industry vertical scenarios.
“Many industries share commonalities or system characteristics that other companies are in fact trying to learn from others that they see as leading the way. For example, if you’ve supported a high-touch sales organization in financial services you may be well set up to do the same in healthcare, because organisations in that sector have similar relationships with patients. So vertical software development is not a closed shop – the message to developers should be: excel at what you do, strive for more, apply it to the requirements in hand, think about how you might also be able to help others,” summarized OutSystems’s Prakash.
Despite our (hopefully) creative use of a television-themed title for this piece (and yes, we realize that nobody younger than Generation-X will know what a TV horizontal hold knob was, or possibly still is, we can now perhaps think about technology growth in more than one plane.
The technology industry likes, no loves, no… adores talking about scale; it’s a means of validating expansion, augmentation and enhancement to guarantee the future worth of tech in general. But rather than just thinking about scale for upward growth, we can now think about vertical scale for the number of users and size of data estate in a horizontally expanding fashion.
Vertical software is real, please do not adjust your set.

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An intranet is a private network of endpoints, servers, content, and frontend UI for productive employee experiences.

An intranet is defined as a network of endpoint devices and servers with a content engine and frontend systems that allow users to access company information in one place, talk to each other, collaborate on files, and enjoy a social media-like experience – operating within a private, secure perimeter. This article provides an overview of the intranet. It explains what an intranet is, how it works, and how it is accessed. It also discusses the critical components of an intranet system.
An intranet is a network of endpoint devices and servers with a content engine and frontend systems that allow users to access company information in one place, talk to each other, collaborate on files, and enjoy a social media-like experience – operating within a private, secure perimeter. 

An Example of a Desktop Intranet Built Using Microsoft SharePoint | Source
The intranet is a restricted network used to securely communicate corporate information and computer resources among workers inside an organization. It improves communication inside a business and facilitates team member access to vital information, connections, applications, forms, and corporate record databases. A database containing the usernames of all workers with network access privileges is frequently employed to manage intranet security.
Intranet software emerged alongside the web in the 1990s, with the primary distinction being that intranets are private (and hence safe), while the net is an open, accessible network.
Owing to the security it provides, an intranet is used chiefly for information interchange, updates, data storage, and workflow management. Users may also be aware of an extranet, which is an intranet that is available to anyone outside the company, such as your clients or business partners.
Intranet security and functioning require a web server that controls requests for data stored on the server. The web server finds and delivers specified files to the appropriate user. Additionally, One must create a content management system to oversee intranet content creation, publication, and upkeep.
In addition to local area networks (LANs) and lease lines linked to wide area network resources, an intranet may also comprise many connected LANs. The intranet web server utilizes transmission control protocol (TCP/IP), HTTP, and additional internet protocols. An intranet often connects to the web and other resources outside the organization through one or more gateway computers.
To access the workplace intranet, employees must have an individual network password and be connected to the business’s local area network (LAN). Using only a virtual private network (VPN) or another secure connection, remote workers access the intranet. The VPN enables users who aren’t linked to the required LAN to access the intranet and receive the same services and data as users who are registered on the LAN.
Intranets are also made available via hosted software packages. Instead of a private server, a company obtains intranet software that performs the same functions as conventional intranets. Some modern intranets link to various corporate applications akin to social networking services.
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To develop an intranet system (rather than choosing a hosted solution), a business would require the following components:
The intranet software’s primary aim is to link workers throughout the organization. For enterprises adopting remote and flexible work, this involves working with team members on work-related tasks, providing easy accessibility to team documentation and workspaces, and ensuring that all team members are always linked to vital business information. Intranets are virtual workplaces where workers congregate, collaborate on projects, provide feedback on new initiatives, store objectives, and communicate across the organization.
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The primary characteristics you need in an enterprise-grade intranet are:
The critical aspect of an intranet is the centralized storage of an organization’s vital data. Employees need to be able to locate the information they want without becoming lost in a labyrinth of hyperlinks. Intranet search engines must be robust and capable of indexing all intranet material. In search, organizations should increasingly seek to use metadata and artificial intelligence (AI).
Modern intranets are designed for worker mobility. Many workers want flexibility in their jobs, and the vast majority require a secure network wherever they are. A cloud-based intranet enables employees to work from anywhere and provides them access to necessary tools and widgets, whether at the office or on the move.
The bulk of company documentation resides digitally nowadays on a server, a hard drive, or an email inbox. An intranet may centralize them, making them readily discoverable and available to end users. With a centralized repository, you can be confident that everybody has the most up-to-date version. And you may cease filling the inboxes of others. In addition, the intranet should facilitate the organization of your content into distinct libraries.
Communication hubs promote the sharing, socialization, and collaboration of workers. Whether you need to send out content organization-wide, share the newest user interface concepts with a small group, or want a location to discuss the upcoming social event, hubs enable workers to engage rapidly and target the appropriate individuals. Additionally, users need to be able to broadcast instant messages to a single recipient or an entire group.
When appropriately utilized, org charts may be instructive and foster cooperation and innovation. The intranet must give workers an easily accessible organizational chart that presents competencies, resources, and contact details in a simple manner. Users must be able to search by individual, department, geographic area, and talent. Administrators should maintain authority over the material displayed to particular workers. One may accomplish this by establishing a hierarchy.
It is unavoidable that any intranet will necessitate regular maintenance and updates to guarantee that the material offered is correct and valuable. Adding a picture or modifying material shouldn’t be complicated or time-consuming. Surprisingly, many systems need the assistance of technically competent individuals to perform these duties. But the intranet should ideally have a simple edit function to make changes and updates.
Most companies utilize an intranet to provide internal information, such as news articles. The intranet should include content creation tools as user-friendly as top content management systems. Key features must include text editing, picture uploading, audience, launch date selection, social sharing, commenting, and “like” capabilities.
The mobile-centric culture of today has simplified intranet accessibility for workers. Responsive design implementation offers quick intranet accessibility on smartphones and other mobile devices, culminating in an excellent user experience. With such a mobile intranet, workers can check in from anywhere, allowing quicker responses. It provides workers with a more comfortable method to communicate and consume information.
Effective file management may not seem as exciting as other features, but it is essential for workers. It simplifies administrative tasks, such as locating paperwork and important information. Outdated documents are frequently one of the significant difficulties with intranets. Ensure that your file management functionality enables you to allocate ownership rights to specific users to prevent this.
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Intranet homepages serve a crucial function since they are often the entry point to intranet material and, occasionally, the digital workplace as a whole. To maintain traction, a homepage must thus aggregate messages, provide connections and navigation to the information and systems workers need, and be compelling and aesthetically pleasing.
Some duties, despite being commonplace, slow employees down. Consequently, you should seek out a business intranet site that can streamline — and automate —  many of these monotonous tasks. Things such as documentation approval, task creation, and duty assignment may not require much time individually, but they can accumulate over time. The greater the degree to which you can automate workflows, the more effort your users can devote to other crucial aspects of their tasks.
One must be able to tailor your intranet to the brand and requirements of your company. There may also be organizational variations from one department area to the next. Intranet technology may also be capable of learning from its consumers and allowing them to design the sites they want. This is due to features such as personalized accounts, labels for projects and abilities, authored or liked material, etc.
A non-integrated network becomes isolating and challenging to utilize. An intranet connected with other apps, like Google Workspace, SharePoint, and Teams, may provide users with a variety of information and capabilities. Complete integration with existing business suites facilitates access and fosters a unified work environment. One should also search for third-party connections through application programming interfaces (APIS), such as HR planning, communications, survey tools, etc., that enrich your organization.
Businesses store critical and confidential information on their internal communication platforms that they must safeguard against hackers, malware, data breaches, and hostile assaults. Additionally, organizations seeking a more secure internal network may consider migrating to cloud-based systems, which offer additional protection of cloud security.
On unique intranet sites and pages, one may structure company strategy, regulations, service contracts, HR data, and anything else. Distributing information in this manner may break down departmental silos and provide everyone with a central location from which to access resources. Company pages must be adaptable and user-friendly and permit workers to receive updates.
On an intranet, a learning center is an excellent approach to facilitating team member education. It offers workers a single area to acquire training content, guides, and other resources. HR may also utilize your intranet for new employee orientation, including the safe exchange of corporate information before a team member’s official start date.
Organizations on a global scale require solutions that can service them in different locations. A multilingual intranet guarantees that all workers, regardless of their native language, get access to the same data and capabilities. Users can use built-in translation tools to localize material or professional translators for more precise translations.
Blogs are the cornerstone of team member participation in your intranet initiative. They allow the team member to share views, opinions, anecdotes, and recommendations, and they also help colleagues better understand one another. Although top-down data is crucial to internal communications, an intranet that offers employees a voice is what fosters team member participation. This platform’s democratization reveals itself through forums, social commentary, and, most notably, blogging.
See More: Modem vs. Router: Understanding the Key Differences
To maximize the investment in intranet software (whether self-owned or hosted), it is essential to adhere to the following best practices:
The intranet should be where both formal and informal private communications are posted and discussed. The first stage is discouraging and eliminating alternative internal communication channels, such as newsletters, lengthy email threads, obsolete chat applications, etc. Otherwise, your employees will be inundated with irrelevant content to them or their teams, and they will cease frequently monitoring the intranet.
Early intranets mainly consisted of lists of links. In the modern day, however, intranets have expanded to incorporate file management and corporate newsletters. The most effective intranets are designed with a recognizable social experience to accommodate an ever-younger workforce.
An intranet SWOT assessment helps determine what your network must do. This is a lengthy procedure, but the initial step is to record as much information as possible about the communication platforms your staff is now using. If you currently have an intranet, examine its statistics to see how your workers utilize it and what features should be enhanced.
The messages posted on your intranet cannot consist only of HR-written corporate news. To keep your users interested and active on the platform, you must push postings that speak to their interests and acknowledge their contributions to the organization. You will continue to broadcast vital developments, but the news feed should focus on the individuals who make your organization what it is.
Intranets assist various organizational processes, such as HR self-service, information management, internal comms, leadership comms, and collaboration. Due to the intranet’s extensive usage and influence throughout the company, businesses need sustained participation from various stakeholders, including HR, IT, internal communications, senior leadership, and others. Typically, organizations should represent this engagement in continuous governance.
Typically, businesses gather statistics on adoption and use, reach, engagement, user happiness, search outcomes, the individual success of various content types, and more. However, measuring is most effective if there is a consistent approach to continuous development. When measuring, ensure you examine and comprehend what the results imply, make modifications or adjustments, remeasure to determine the effect, and then make more modifications.
See More: What Is Network Topology? Definition, Types With Diagrams, and Selection Best Practices for 2022
In recent years, the usefulness of the intranet has come under question. As companies shift to employee experience platforms, is a purpose-built intranet necessary? The answer is YES. It provides a highly customizable and secure space for collaboration, engagement, and productivity, which also serves to strengthen company culture. That is why research firm Technavio estimates that the intranet software market will grow by over $15 billion by 2026, aided by the rise of cloud computing. 
Did this article fully explain what an intranet is, and what it does? Tell us on Facebook, Twitter, and LinkedIn. We’d love to hear from you!  

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A content services platform is cloud-based SaaS software that enables users to create, share, collaborate on and store text, audio and video content. Content services platform (CSP), not to be confused with cloud service provider, is a relatively new term that is gaining acceptance as a successor to enterprise content management (ECM) software.
Several prominent vendors — notably Box, Hyland and Nuxeo — use the term, or variants such as content services to describe their software.
Also, tech analyst firm Gartner formally declared in 2017 that it would henceforth use CSP instead of ECM to identify vendors and their services in what Gartner described as a fast-growing market.
One way of explaining the evolution to content services platforms from ECM systems is that the newer concept of delivering content services reflects a shift from self-contained systems and repositories to open services, according to Gartner.
A content services platform expands the range of what an ECM has traditionally done from handling documents to managing more diverse forms of data.
In contrast to ECM systems and their main function of storing content in the enterprise, content services platforms are designed for active use of content data by individuals, workgroups and teams across the extended enterprise. In addition to internal employees, partners, contractors and others can interact with the enterprise through a CSP.
Security capabilities of a content services platform can easily extend to external third parties.
CSPs also are defined by their emphasis on services and microservices and can be installed either as a product suite or as separate applications with common APIs and repositories.
Also, CSPs serve a variety of parties, including users, systems and applications.
Common capabilities include the following:
Many of the vendors with products in the CSP category have simply expanded their ECM products and spun them into service-oriented architecture platforms with integrated content-related services and microservices, content repositories and tools.
Content services platform vendors include OpenText, Microsoft, IBM, M-Files, Oracle, Alfresco, Laserfiche, Newgen Software, Micro Focus, iManage, Fabasoft and Objective.
Editor’s note: This article was written by Shaun Sutner in 2018. TechTarget editors revised it in 2022 to improve the reader experience.
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monday.com is better for project management than Smartsheet, although both services are great. With monday.com, you will find more features, slightly more customer support options, and plans that start at $6 per user, per month, which is a full dollar less costly than Smartsheet’s starting price.
However, Smartsheet is no slouch. We found the interface is easier to navigate than monday.com’s because the spreadsheet view is more adaptable than any other project management software and it will appeal to spreadsheet experts.
Our researchers have studied business software for years to bring you the best data insights on its functionality, hidden costs, and ability to work with your existing software. Smartsheet and monday.com are two of the best — even if, again, monday.com is better.
In this guide:
Smartsheet
monday.com
Ease of use
Customization
Unlimited (all plans)
A great tool for spreadsheet-natives, which can take your Excel-based task planning to the next level, and there’s a free trial, too.
A great task management system due to strong customizablity and support team, with a generous Free Trial period.
While both services are excellent, our researchers found Smartsheet to be better than monday.com in one category, while monday.com was better than Smartsheet in four categories. Smartsheet is easier to use than monday.com, but monday.com offers more features, better value for its cost, better customer support, and has a higher customer favorability than Smartsheet.
Overall, monday.com is a better pick for a modern design that will meet the need of most companies: We give monday.com a solid score of 4.7/5, slightly higher than Smartsheet’s 4.6/5 score.
Smartsheet will handle all of your company’s project management needs, from setting tasks and milestones to gathering feedback once the job is complete. It is very easy to learn and use, thanks to a flexible spreadsheet interface, powerful chart building tool with custom data fields, and a simple instant-messenger chat function.
Despite this general ease of use, though, the service won’t offer preset charts, so figuring out the chart building tool is a must rather than a maybe. Plus, the lowest plan tier limits its data visualisation tools. While we favor monday.com on the whole, we would recommend Smartsheet for any Excel or Google Sheet experts, since it is the best spreadsheet alternative on the market.
Pros
Cons
With monday.com, businesses will get the features and customer support they need at a price that’s lower than Smartsheet (though it’s not the lowest on the market). Highlights of the service include an automation builder for better customization, along with the functionality needed for fast project setup and project updates. A free plan is available, too, although automations are limited.
Downsides of monday.com include a slight learning curve for handling the form builder, as well as a few plan-specific restrictions for integrations and Gantt charts. Most modern businesses will find it delivers the right combination of functionality, ease of use, and affordability.
Pros
Cons
monday.com offers a better value for its cost than Smartsheet. This is because monday.com’s starter plan, Basic, costs $6 per user, per month, while Smartsheet’s comparable starter plan, Pro, starts at a dollar more, for $7 per user, per month.
monday.com also undercuts Smartsheets when it comes to the two high-end (non-Enterprise) plans, as monday.com’s $22 per user, per month plan costs less than Smartsheets’ $25 per user, per month plan.
That said, the two services offer a different range of features under all their plans, so the best option will depend on the needs of your business. We still rate Smartsheets higher in usability — one big reason is the lack of automations or integrations under monday.com’s Basic plan, given that the similar Smartsheets Pro plan offers 250 automations per month.
It’s worth noting that our researchers found more than a few other project management software options to offer a higher value for the price: ClickUp, Favro, Jira, Trello and Zoho projects all fared better in this category.
Smartsheet offers three plans: Pro, for $7 per user, per month when paid annually or $9 per user, per month paid monthly; Business, for $25 per user, per month when paid annually or $32 per user, per month paid monthly; and Enterprise, for a custom quote.
Smartsheet doesn’t offer a permanent free plan, but it does have a 30-day free trial and, like most project management products, will allow a third-party to collaborate with a paying Smartsheet user as a guest.
Pro
Business
Enterprise
$7/user/month
$25/user/month
Custom
1 – 10
3 – Unlimited
Unlimited
10
100
Unlimited
20 GB
1TB
Unlimited
Pro offers a fairly high user cap of 25, but comes with other restrictions — users get just 10 projects and 10 guests (both are unlimited across all monday.com plans) along with caps of 20GB storage and 250 automations per month. These caps are better than monday.com’s own starter plan restrictions of 5GB storage and no automations. Users are also limited to one dashboard and five custom chart builders.
Pro users get all the big mangement tool options: Gantt Chart, Kanban Board, a spreadsheet-type view, sub-tasks, milestones, task dependencies, and custom fields, as well as both pre-built and custom automations and project templates. They’ll get email support and an online knowledge hub, but won’t receive phone, live chat, or 24/7 support.
Collaboration features include a calendar, team messaging, and task comments, but do not include resource management, an online whiteboard, or document editing tools.
Business has everything in Pro, and removes most caps: Users, guests, automations and integrations are all unlimited, although there is a three-user minimum, while the storage limit is boosted to an impressive 1TB (matching monday.com’s Enterprise storage), and projects are capped at 100 per user.
Features are expanded slightly, with a focus on team management:  User permissions, resource management and document editing are added, phone support is available for an additional fee, and dashboards and custom chart builders are now unlimited.
Enterprise removes any remaining restrictions on projects per user and storage, while also including 24/7 phone support at no extra charge. It also adds single sign-on for better security, but no major features are added beyond that. In contast to monday.com’s enterprise plan, Smartsheet’s plan doesn’t include any onboarding assistence.
Check out our full guide to Smartsheet pricing for a full breakdown of how far your money will go.
monday.com offers five plans: Individual, the free plan; Basic, for $6 per user, per month when paid annually or $8 per user, per month paid monthly; Standard, for $10 per user, per month when paid annually or $12 per user, per month when paid monthly; Pro, for $22 per user, per month when paid annually or $27 per user, per month when paid monthly; and Enterprise, for a customized plan.
There’s no free trial, but that’s because users can just get the free Individual plan to test drive the platform.
Individual 
Basic
Standard
Pro
Enterprise
Free
$8/user/month
$10/user/month
$16/user/month
On request
Free
$10/user/month
$12/user/month
$20/user/month
On request
2
Unlimited
Unlimited
Unlimited
Unlimited
Unlimited
Unlimited
Unlimited
Unlimited
Unlimited
500 MB
5 GB
20 GB
100 GB
1,000 GB
24/7
24/7
24/7
24/7
24/7
None
None
250 actions per month
25,000 actions per month
25,000 actions per month
None
None
250 actions per month
25,000 actions per month
25,000 actions per month
The monday.com Individual plan is free and, like all permanent free plans, it’s too limited to work for most needs. There is no longer a project limit, but users are capped at two, while no automations or integrations are allowed at all. Storage is limited to 500MB as well.
Individual users will get access to email support as well as all of the features offered under the Basic plan. Still, without access to automations, the service won’t save you much time, and you’ll also bump up against the storage cap fairly quickly.
Basic offers unlimited users and expands the storage limit to 5GB, but automations or integrations are still not offered.
Task management tools include a Kanban Board and spreadsheet-type view, sub-tasks, and custom fields, but no Gantt chart or task dependencies. Milestones can be measured with a workaround, but aren’t included as a main feature in the Basic, or in any plan. Preset and custom project templates are available, and data visualization tools include dashboards, a widget builder, and preset charts and widgets. You’ll also get task comments, an online whiteboard, and document editing, but will not have access to resource management tools, team messaging, calendars, or a project message board.
Security features include two-factor authentication and user permissions. Email support is offered, but (like all monday.com plans) it’s not 24/7 and there’s no phone or live chat option.
Standard doesn’t add much to the Basic plan. The big additions are automations and integrations, both capped at 250 actions per month. You’ll also get the Gantt chart view and the ability to offer guest access, as well as a calendar — which is useful for scheduling when collaborating with colleages.
Pro increases the storage limit to 100GB and dramatically expands the automations and integrations to 25,000 actions per month. New features include task dependencies, budget management (using the  ‘Formula Column’ feature), a custom chart builder, resource management, and time tracking.
Finally, Enterprise adds onboarding assistance and the largest caps yet, as well as 1,000GB storage and 250,000 actions per month for automations and integrations. Much like Smartsheet’s enterprise option, it’s a plan for big companies that have outgrown the previous plan.
Check out our full page on monday.com’s pricing for an in-depth breakdown.
monday.com offers a better free plan than Smartsheet because it includes all the features available from monday.com’s paid Basic plan, although extra limitations are included. monday.com’s free plan may be called “Individual,” but it actually supports up to two users.
Meanwhile, Smartsheet doesn’t offer a full free plan, but does allow users to share projects with guests, who can then view, edit, and update the projects as if they are a user.
In the end, though, neither free option is likely to cut the mustard for any growing company. Starting out with monday.com’s Individual plan isn’t a bad idea, but the benefits of project management software kick in when you start using automations to make repetitive actions less time-consuming, and add integrations to help you handle all your software needs from one hub.
Once a paid plan has saved you a few hours of work across an entire month, it has likely paid for itself.
Both monday.com and Smartsheet are easy to use, but Smartsheet comes out on top in this category. Our researchers tested usability across multiple subcategories such as responsiveness to changes and closing stages, including gathering feedback or giving access to guests.
Smartsheet really pulls ahead in the responsiveness subcategory. Updating a spreadsheet is a fast process, whether you’re reassigning tasks or tweaking budgets. Smartsheet also has a sidebar for extra tools, such as team messaging.
Smartsheet doesn’t offer any preset charts for viewing project data, so users will have to build them. While this does add a learning curve, it also allows for more customization. In contrast, monday.com requires setup as well, yet doesn’t offer some project data views at all: even our researchers couldn’t satisfactorily figure out how to measure project progress vs remaining time.
While both options are customizable and fairly easy to use, Smartsheet wins in the end.
Spreadsheet and monday.com are neck-and-neck for setting up projects.
Again, monday.com is very customizable, using a system called “Items” with rows to represent each task. Editing takes such a few clicks, speeding up the project setup process that any manager is familar with by avoiding the need to fill in endless fields. Automations are limited to between 250 and 250,000 actions per month, depending on the plan.
Smartsheet’s setup process is easy, too, with a design similar to Excel or Google Sheets. The service’s project management templates pre-populate columns for the name, duration, assignee, and start and finish dates for a task. Custom workarounds can be added quickly for features Smartsheet doesn’t offer, like budgeting — which is good, since the limited amount of preset templates means that most users will eventually need to build their own.
Both monday.com and Smartsheet come with the essential task management tools: Gantt charts, Kanban Boards, a spreadsheet view, sub-tasks, task dependencies, and custom fields. Milestones can be set up in both services: Users on monday.com can use the ‘Groups’ feature, with each Group’s collection of tasks comprising one milestone.
monday.com’s “Items” system of rows and columns lets users set up each task, while Smartsheet uses a pre-populated spreadsheet.
Creating custom automations is a more simple process with monday.com, since the service offers an undemanding text-based creator, compared to Smartsheet’s complex flow-chart style builder.
Both monday.com and Smartsheet offer great support for their customers, although monday.com is ultimately ahead by a nose.
Users for both services will get an online knowledge base and community forum for solving quick issues and common questions, as well as email-based support for tougher problems.
Smartsheet does make 24/7 phone support available, while monday.com does not. However, it’s only for Smartsheet’s Business and Enterprise plans, and it’s a paid add-on for the Business plan as well. Smartsheet does not offer onboarding support, while monday.com includes it free for Enterprise customers.
Neither Smartsheet nor monday.com will give you the absolute best bang for your buck. Smartsheet starts at $7 per user, per month, while monday.com starts at $6 per user, per month. That’s not the worst cost and may be below the industry average, but it’s not the lowest cost either.
Here are three top project management software services that our researchers have found will deliver the goods for less. Alternatively, if you’d like to see how Smartsheet stacks up against a database management tool, check out our Smartsheet vs Airtable comparison.
Zoho Projects offers the best value: It starts at $4 per user, per month when paid annually, and offers a free tier as well. It delivers a functional platform with two different automation builders (simple and complex), plenty of collaboration features, and — unlike monday.com or Smartsheet — dedicated budgeting tools.
That said, it does not offer the strong customization or usability you’ll get from both monday.com and Smartsheet, so you’ll have to learn how to navigate a somewhat finicky system with a lot of menus to sort through. You can learn more about Zoho Projects in our full pricing guide.
Pros
Cons
 
ClickUp’s starter plan costs $5 per user, per month when paid annually, and it has a free plan, too. Top benefits include quick setup, an instant-messenger functionality, and the 24/7 live chat support that you might be missing from both monday.com or Smartsheet. But you’ll face plan-based restrictions on how many times you can use certain features, with automations restricted heavily under the first two plans, and the service isn’t built for post-project feedback discussions. Our full review of Clickup has the rundown.
Pros
Cons
Favro isn’t quite as inexpensive as Zoho Projects and Clickup, since the lowest plan starts at $10.20 per month, which covers two users. Costs will increase in tiers rather than the typical per-user pricing, with 3-5 users costing $25.50 per month, 6-10 users costing $51 per month, and so on. You’ll get an easy-to-use interface for setting up tasks quickly, along with a straightforward burndown chart creator. Task dependancies can be complicated to set up, though, and Excel experts will miss being able to use formulas within the spreadsheet-style interface, as they are not supported.
Pros
Cons
Tech.co’s researchers are unbiased, with years of experience under their belt, and frequently revisit all scores to chart evolutions in software features or pricing. For the project management software category, we have tested and analyzed 14 products, all using the same five criteria, each of which might be further broken down into subcategories. These are:
In the end, we ranked every software on a scale of 1-10 stars under every criteria, and then added them all up and divided by the number of criteria to arrive at a single five-star final score that displayed the total value of each service.
That said, Smartsheet and monday.com are both impressive tools, offering easy-to-use and highly customizable interfaces, as well as — depending on the plan — all the features you’ll need. Either option should serve you well.
They’re not the only project management tools worth considering, though. From ClickUp’s unbeatable featureset to Zoho Project’s low $5 per user price, there’s a software for every business.
Tech.co is reader-supported. If you make a purchase through the links on our site, we may earn a commission from the retailers of the products we have reviewed. This helps Tech.co to provide free advice and reviews for our readers, at no additional cost to you. Merchant partnerships do not affect the content of our reviews, which are based on objective research analysis. Rare exceptions to this will be marked clearly as a ‘sponsored’ table column, or explained by a full advertorial disclosure on the page, in place of this one. Click to return to top of page
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Document management software is an important tool for any business. Depending on the service, it can help save time, increase data security, ensure regulatory compliance and improve collaboration. To help you find the best document management software for your business, we assessed various document management services on the market. We considered features like security, mobile functionality, usability, document sharing and collaboration and version control. We also analyzed different prices and payment options and compared cloud-based to on-premise software to determine which is best for your business.
Rubex by eFileCabinet Online is a cloud-based solution that allows remote employees to log in from any computer with internet access and have the same functionality as they would have when working from the office. We previously selected Rubex by eFileCabinet as the best document management system for businesses with a remote workforce.
Editor’s Score: 97/100
We liked that Rubex offers a sophisticated mobile app that provides access to every stored file, unlike some of the other document management software we reviewed. The system uses a traditional cabinet-folder filing structure and provides several ways to search for documents. Rubex by eFileCabinet Online is available in three pricing plans, which vary in features and storage.
M-Files is a comprehensive document management system with an intuitive and easy-to-learn interface. M-Files contains numerous tools that we found helpful for organizing documents seamlessly, digitizing large volumes of physical papers and automating workflow processes. For example, we loved the automatic metadata suggestions DocuWare offers as well as its version control features, which simplify the storage and retrieval process.
Editor’s Score: 94/100
M-Files can also integrate with Parashift, a deep-tech company that specializes in ML document retrieval, so you can accelerate and simplify your document management processes further. Instead of classifying documents and reading data manually, you can process a wide variety of structured, semi-structured and unstructured documents automatically. It’s also a versatile system that can serve a variety of industries, such as accounting, business consulting, construction, engineering, energy, financial services, manufacturing, professional services and real estate.
For businesses that use many different types of software, DocuWare may be the best choice for a document management solution. Integration helps support consistency and organization and offers real-time updated data. This kind of automation ensures that the team’s valuable time is spent on projects that matter rather than day-to-day tasks.
Editor’s Score: 96/100
DocuWare can integrate with over 500 different applications, ensuring that no matter the industry, you can keep track of your documents automatically while maintaining work output. We found DocuWare’s support for different methodologies of integration especially useful, from deep API-based integrations to simple point-and-click integrations. We also liked that DocuWare offers dedicated connectors for SAP, Outlook and other leading software platforms.
Those looking for scalable document management software should consider FileHold. With several pricing tiers and room to add or subtract users, we found FileHold flexible enough to support the needs of businesses of any size. Those looking to add specific features to their document management systems can do so with FileHold, choosing between standard, optional or custom features. Interested customers can sign up for a 30-day free trial to test its various features before making a final decision.
Editor’s Score: 94/100
FileHold also offers FileHold Cloud, allowing teams to upload documents remotely and work from anywhere in the world where there’s an internet connection. This service supports remote teams and collaboration, ultimately saving time and money. We especially liked this feature given the remote or hybrid nature of many teams in the modern business environment.
DocuPhase offers teams a document management solution that supports productivity and helps team members stay on-task. We found this cloud-based system to be very customizable — your team will be invited to try a curated demo before purchasing the software and pricing is based on factors specific to your team. We liked the level of attention DocuPhase pays to your unique needs since every business is different.
Editor’s Score: 92/100
DocuPhase has a lot of standout tools and features that help teams stay organized and productive. Auto-indexing technology allows team members to preset tags and sort incoming files automatically using artificial intelligence, a feature we found particularly useful and uncommon among other document management software. Advanced search functions help teams quickly find information, facilitating simple document retrieval. Automatic file routing shares information with the appropriate people and ensures that documents don’t get lost in the shuffle. We found these tools to be helpful in boosting productivity and reducing the time it takes for a user to accomplish tasks within the system.
isoTracker provides the best customer support out of all the document management software providers we reviewed. Interested customers are connected with a live agent via chat once they access the website. Then, under the “contact” page, customers have the option to either call a customer service representative or fill in a contact form where there is room to describe either a question or a problem. We liked how quickly this process connects you with a representative and found each interaction with an isoTracker team member to be helpful and supportive.
Editor’s Score: 85/100
Another very customer-friendly feature we liked can be found on the pricing page. While prices aren’t explicitly listed, customers are able to fill in key information about their document management needs to get an estimated price, even before connecting with an agent. This allows prospective customers to compare prices per user, storage and other features outlined on the website. Using this tool, you can know ahead of time whether isoTracker will suit your needs and budget.
The most secure solution on the list belongs to Canon USA, a company that may be more well-known for its cameras. However, Canon provides a top-tier document management system as well, ensuring that documents remain protected. We liked its robust array of security features, many of which are customizable and can be designed to fit the needs of your team.
Editor’s Score: 83/100
Our favorite feature that Canon provides is its Cloud Remote Monitoring, which can help track devices in real time and ensure they’re being used by authorized personnel. Additionally, there are many built-in security solutions that help protect your documents. Using the imageRUNNER ADVANCE DX platform guarantees your data’s confidentiality, accessibility and availability. There are also many optional authentication features that can be used as an added level of security, which we found increasingly important in the age of remote work.
The Kyocera Cloud Information Manager offers unique features that help your team stay on-task and save time wasted on tedious tasks. We believe it’s best for automation because of all the simple and advanced features the software has to offer. One of our favorites is its ability to analyze documents using OCR and extract keywords to help label documents with one click. This tool streamlines the process of uploading and organizing documents, reducing the work needed by the user.
Editor’s Score: 82/100
We also liked that the Kyocera Cloud Information Manager offers one-click indexing too, saving time when searching for requested documents. Documents can stay organized easily using the “drag and drop” function to immediately get scanned documents onto the web. These automation tools help save time and boost productivity in a way few other solutions we reviewed could.
Dropbox offers great solutions for those looking for document management software, whether you’re a solopreneur or a large team. It may be one of the more common document management solutions because of its free plan option, but it is also well-known for its mobility, allowing remote team members to work seamlessly in the system. We liked that Dropbox offers these capabilities with its free version as well, giving small teams and bootstrapped startups an accessible document management solution.
Editor’s Score: 87/100
Dropbox makes moving documents around simple and saves time when doing so. Users are able to complete an eSignature with the click of a button or request an email signature from someone else. We especially liked that Dropbox can also be used anywhere, so teams that work remotely can connect and search for documents as if they were working in the office. When working remotely, Dropbox offers mobile offline folders. We also liked that it comes with the option of a remote account wipe, which can help you remove sensitive data from a lost or stolen device before it falls into the wrong hands. Whether your team is often on-the-move or the documents you work with are, Dropbox’s mobility features will help your team stay on-task.
Document management software can vary widely in pricing and cost structure. The first and perhaps most important factor in the cost of your document management system is whether you select a cloud-based or on-premises version.
Cloud-based software takes the infrastructure maintenance and burden of security off your business and places it with a third-party company. While this reduces the expense and challenge of managing it in-house, you’ll just have to trust that the company is handling your data properly. Cloud-based software is typically paid for on a subscription basis. For most document management software, this could range from $15 to $200 per month per user, depending on the complexity of the solution you choose.
On-premises versions of document management software require your own servers and, generally, a dedicated information technology staff for maintenance. Your business is wholly responsible for the security of your data, but this also means you have full control over your own data. With on-premises solutions, you generally have to purchase a license for each user. Each license can cost $1,000 or more, but it is a one-time fee. However, on-premises solutions typically charge an additional fee for technical support and software updates after the first year, which is usually about 20 percent of the initial licensing cost.
For small businesses looking for software that is easy to manage and not a large overhead expense, we recommend a cloud-based solution. However, make sure your provider adheres to the best cybersecurity practices to protect your data.
The actual price for document management software varies by company. Systems with more complex features tend to cost more while costs for basic document management software without extra features (such as task management tools and workflow automation functions) can be pretty low. Also, the more users you add to a cloud-based system, the higher the monthly subscription price will be.
Key takeaway: Cloud-based document management software typically costs between $15 and $200 per user, per month. The price varies on how many features and tools you want access to.
While all document management systems digitize and organize documents, making them easy to retrieve and revise for users with permission, many other features might be built into your document management software. Here’s a look at some of the tools and aspects you might want to consider when choosing a document management system.
One of the most important elements of any software is usability. It could offer all the features in the world, but they won’t do you any good if the system isn’t user-friendly. Many document management systems offer free trials that allow you to test them before buying. If possible, allow your team to try out the software during the free trial period and offer their feedback on what they like and dislike about it. Since everyone has to use the system, be sure all stakeholders get the opportunity to test it out and provide insight about their experience before buying.
While the primary function of a document management system is to digitize and organize files, most modern software also allows users to share files and collaborate on editing them. Some document management software allows users to edit a document simultaneously while others rely on a check-in/checkout feature that guarantees only one user can work on a document at a time. Others offer both options. Determine which is best for your team’s workflow and the types of documents you collaborate on together.
Version control, sometimes referred to as “versioning,” is a critical feature of document management software that lets you keep track of changes to a document. The best document management software even maintains an archive of old versions, letting you see how documents have changed over time and revert to an old version if needed. This is especially important when collaborating to edit documents as human error could result in important information being altered or deleted. With version control, you can revert to an old version of the document and recover any lost information easily.
Image scanning and OCR are useful features for businesses that have a lot of paper records they would like to digitize. Scanning is the first step in turning a paper record into a digital file that can be imported into the software. OCR is a more advanced feature, but it’s a necessity for streamlining large digitization projects. OCR reads the text of an image and makes the content of the image searchable. The best document management systems use OCR to fill out metadata automatically and make it even easier to search for the document later.
Document management software is often home to files that require a manager’s signature, such as purchase orders (POs). Many document management systems integrate with an e-signature tool, such as DocuSign, to allow electronic signatures. You can often send a document to a recipient with a request for their signature through the software. This can improve efficiency when it comes to getting clients to sign important documents or when onboarding new employees to the company, helping you to sign and store files in one central location.
Workflow automation features move tasks along automatically. Take a PO workflow as an example: You could set up workflow automation so that once a PO is generated, it goes to the appropriate manager automatically for their signature. The manager will receive a notification, and when the task is complete, the next relevant team member, such as someone in the accounting department or the manager’s supervisor, will be notified. If more action is necessary, you might be able to build that into the automated workflow as well. The best document management systems allow you to customize workflows to suit the way your teams work together.
Tip: Automated workflows can help streamline your business processes and maintain legal compliance.
An essential element of document management software is the ability for administrators to set individual user permissions. Permissions allow certain users to view or edit files while others can be prevented from even seeing those documents in the system. Not only is this useful for efficiency purposes, but it is also an important security measure. The best document management software allows administrators to set permissions by specific groups, as well as to change permissions on the fly if you need to make an exception while keeping the default permissions settings the same.
Many document management systems have a dedicated mobile app. Others rely on web browsers or online portals. Make sure the mobile version of any document management software you are considering is truly mobile-friendly. Even if you personally don’t use it on mobile devices, it is likely other members of your team will.
Not every document management system checks all these boxes while others offer all of them and more. When choosing your document management software, consider which tools and features would be most useful to your business. It is important to strike a balance between comprehensiveness and usability. Some systems can do it all but are a challenge to navigate (not to mention more expensive than simpler software).
Data security is a vital part of any document management system. As an increasing number of businesses go digital, more customers are entrusting sensitive personal information to the companies they do business with. Your organization is responsible for ensuring sensitive information is safe and protected from a data breach.
Did you know?: Look for document management services that offer encryption and compliance tools, auto-updates, data redundancy and backups.
Researching the document management market will help you understand the most common and important features of document management software. Understand the most basic document management software elements like centralized document storage, built-in collaboration and task management, mobile functionality and data security. Identify market leaders and vet your options before selecting the right software for your organization.
Understand your unique document management needs as a business. For instance, maybe you’re seeking a digital archive that can be updated periodically, or perhaps you’d prefer software that enables the daily creation and editing of new documents. Weigh the benefits of a locally hosted, on-premises solution in relation to a cloud-based solution managed by your vendor partner or a third party. Get specific with what you require in a system before searching.
A good document management system is also easy to implement and scale. The complexity of the software should be based on your team’s technical know-how, allowing them to store and locate documents easily as needed. Your team should be able to share documents and collaborate within the platform, even when they are using mobile devices.
Although every document management system should have security protocols, access controls and file versioning, these features are especially important for those operating within heavily regulated industries. Other features that lend to a document management system’s usability are metadata and tagging options, keyword searching, document editing history and restoration, automatic document retention and deletion, image scanning, optical character recognition and customizable workflows. The best software can also integrate with your other business platforms.
Once you understand what you need from document management software, ask the following questions to software providers:
Additionally, read through customer reviews to get a more grounded understanding of each service’s pros and cons. This is where you’ll get the most authentic and holistic view of a particular software and its offerings.
Once you choose document management software and are ready to sign a contract, closely read any legal documents and ensure everything you’ve discussed is in writing, including which features you are getting for your money. Additionally, ensure there is a fair exit strategy included in your contract that does not threaten you with outrageous fees.
Once you start using your document management software, regularly test your performance with it to optimize your workflow. Do this by inputting and storing documents, granting access to your team to make edits or updates to documents and testing document security to ensure your data is safe. Should you run into any issues, address your concerns with the software provider. If they are unable or unwilling to resolve these issues, consider terminating your contract.
Key takeaway: Assess your options and consider your unique needs as a business before deciding which document management software is best for you.
A document management system can improve efficiency for you and your staff by organizing all of your files and making them easy for anyone in the organization to find. A good document management software is more than just a file cabinet, but an interactive depository for all the files your organization needs.
If you are currently using a manual system, you are costing yourself hours that could otherwise be spent on other, more pressing business matters. A document management system automates many aspects of document management, taking that responsibility off your hands.
A document management system is more flexible than a traditional paper filing system. It accommodates your business’s growth easily, and your indexing system can be adjusted with a few clicks. For growing businesses, most document management software providers offer multiple pricing tiers, so you can increase your storage capacity as the size of your organization increases.
Ensuring that your information is secure is critical, from customer payment information to company trade secrets. Document management systems come with built-in security and access controls so you determine who can access certain documents. In addition, you can see all activity on any given document. In the event of a disaster, like a fire or flood, your files are stored safely in the cloud, away from physical harm.
Searching for the right document can be difficult and time-consuming; it can even cost you money. With the right indexing system, finding a document can take mere seconds, and employees can access the documents they need remotely. The best systems apply appropriate metadata and tagging automatically to make finding documents even easier, without much need to classify them on the front end.
Did you know?: Organizations can lose thousands of hours of productivity each year due to poor document management. Discover some other benefits of a paperless office.
Compliance requirements for many business documents can be complex and demanding, but a document management system can help you avoid fines, revoked licenses or even criminal liability by automating key documents within the requirements. For example, HIPAA and the Sarbanes-Oxley anti-fraud law have strict security and policy regulations regarding documents and records. The best document management systems automatically follow those guidelines, so you can rest easy knowing your business is compliant and has an auditable trail of required documents.
A document management system makes sharing information and collaboration easy, allowing documents from different sources to be accessed from multiple locations. Users can also share documents, monitor workflows, grant or deny access to certain documents and see what
Document management systems are used for several things, including securely storing important documents, tracking changes made to documents and sharing documents easily between members of an organization.
A document management system also makes it easy to find certain files by assigning keywords and tags to each document. These systems can also help companies ensure compliance for sensitive documents, such as the Health Insurance Portability and Accountability Act, by providing required security and permission restrictions on certain key documents.
A document management system captures the document, which is done by scanning the physical document or downloading a digital version via email or using other applications. Next, the document is indexed, meaning it is classified with tags, keywords and metadata that make it so it can be searchable. Finally, the document is organized and placed in a folder, where it can be accessed by the appropriate employees.
Most document management systems are cloud-based, so once a file is appropriately secured into the system, it can be accessed from anywhere with an internet connection.
Did you know?: Some document management software providers offer mobile apps, which give users even more flexibility and convenience in accessing documents.
The best document management system should be easy to use; it should allow for document sharing; and it should have collaboration tools, mobile functionality and version control. The first two features allow your team to work together on critical documents without needing to be in the same office. Version control maintains a log of every change (and who made it) to your company’s documents.
You’ll also want to make sure the software you choose offers airtight security protocols to ensure that only those with the right permissions can access files.

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Launching today, Clear I-9’s new cloud-based Form I-9 and E-Verify management software helps employers comply with the increasingly complicated regulatory frameworks by simplifying labor-intensive processes, reducing unnecessary errors, and lowering a company’s exposure to costly audits. Backed by Trak Capital, an HR technology-focused investment firm, Clear I-9 offers clients and partners decades of I-9 expertise through the leadership of brand president, Melissa Prentice.
“I am excited to introduce Clear I-9 to the marketplace,” said Clear I-9 President, Melissa Prentice.  “Our technology provides a dynamic, compliant, easy-to-use I-9 solution with unparalleled service and support.  I am convinced that the features and functionality of this product will surpass current products on the market and help our clients ensure consistency and compliance with their Form I-9's.”
With this administration’s increased focus on immigration and the recent expansion of the IRS, the threat of an audit looms heavy on employers’ minds, making it more crucial than ever for employers to properly verify the identity and employment eligibility of new hires.
Manual I-9 management involves a cumbersome amount of time-sensitive paperwork where mistakes are easily and often made, putting employers at risk for costly audits. According to Sue Kohlwey of the USCIS’s Outreach Branch, 76% of paper I-9 forms have at least one fineable error, 4.1 times higher than electronic 1-9’s with verification. With an average recommended fine of $2,000 per substantive error, inefficient I-9 management exposes employers to thousands of dollars in federal fines.
Removing the weight of over 1,200 I-9 regulations from time-strapped HR teams, Clear I-9’s reminders and notifications ensure forms are completed within U.S Citizenship and Immigration Services (USCIS) and Internal Revenue Service (IRS) timeframes. Built to meet the needs of employers growing a global, remote workforce, Clear I-9 offers the flexibility of remote verifications, third-party Section 2 completion, employee agent selection, and mobile-first intuitive workflows. With Clear I-9’s forensic audit protection, continuous compliance monitoring, document review offerings, and secure document storage, HR professionals can rest easy.
“We are thrilled to have Melissa join the team to launch our newest venture,” said Shannon Scott, Trak Capital’s CEO & Founder.  “We are confident Clear I-9 will quickly lead the industry with the most dynamic products, tools, thought leadership, and world class service and support.”
 
About Trak Capital:
Founded in 2022, Trak Capital is an HR tech investment firm with ownership in growth-oriented, innovative companies operating in the HR, fintech and compliance sectors. Leveraging the firm's industry expertise and proven strategic and operational capabilities, Trak Capital identifies, strengthens, and scales best-of-breed technologies and service lines. Collaborating with its portfolio companies, Trak Capitol drives growth initiatives, implements best practices, and invests in personnel and automation to accelerate earnings and support companies in realizing their full potential. OnCentive, SyncStream Unemployment Tracker, and Clear I-9 comprise its current portfolio, with plans for additional and ongoing expansion in the space.
Clear I-9 simplifies form I-9 compliance and helps employers meet employment eligibility and E-Verify® mandates.
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GUEST OPINION: The real estate industry is a competitive market, with an increasing number of websites and marketing platforms. It has never been easier for home buyers to find the home they want and for sellers to sell their property. But it has also never been harder for real estate agents to stand out from the crowd.
In this article, we will discuss how real estate marketing automation can help agents stay ahead of the competition by providing them with the tools they need to be more efficient and effective in their work.
Real estate marketing automation is the process of introducing technologies that help with the sales, purchase, and management of real estate properties. Real estate agents are using it to help them with their digital marketing efforts and save time. It also helps them in generating more leads and higher quality leads.
The real estate marketing software can help with:
 
61% of real estate agencies leverage tech tools in their daily routine. Also, about 35% of these agencies are considering adopting automation. Many more businesses are seeing the benefits of marketing automation. Here are some of the key advantages:
Automating the real estate marketing process provides faster feedback and decreases the time it takes to close a deal. With the mass adoption of automation in the real estate industry, over 7.1 million houses were sold in the United States. 
Not long ago, agents and companies primarily used Excel and Google Docs to manage their leads. This is usually time-consuming. However, automation came along with systems that made the process organized and fast. 
Manipulating data manually can lead to typos and wanted errors, especially when handling lots of data. Automation, on the other hand, helps to avoid such mistakes and ensures that the data is accurate and free from errors.
More than 92% of customers search for properties on the internet and perform an average of 11 queries on five real estate platforms. 
RE marketing automation helps agents and companies process these requests and filter only the most relevant ones. It helps them pay attention to those that matter most while improving the conversion rate. 
The real estate industry is plagued with tons of documents that need signing and approval. Automation makes it easier to efficiently manage and keep track of paperwork.

A great way to automate your real estate marketing is by using tools that help to increase trust between buyers and sellers, attract new leads, and identify properties. Here are some of the tools to take note of:
Different RE companies and agents use real estate customer relationship management tools to oversee the relationship between their business and clients. Using these tools, you will be able to automate marketing channels and emails, warn up leads, and initiate customer action. 
There are two ways to get real estate CRM for your business:
You need to have extensive knowledge of the real estate industry to be able to build or choose a suitable CRM for your RE business. Sloboda Studio has been on the market for more than 12 years, 7 of which have been building software for the real estate industry, such as real estate CRM. 

Sloboda’s client was a leading regional residential real estate agency. They had difficulties navigating different data management channels to find the necessary information since they were using spreadsheets. So their goal was to organize all the data and create a CRM tailored to the company’s business processes.

Sloboda’s team helped a client automate the work processes by means of a custom real estate CRM that was built from scratch. Since this system was launched, our client has seen an increase in sales conversion and productivity.
Real estate companies can also make themselves well-known by using ad management software to advertise their business or properties on sale. This makes it easier for customers to find these properties on social media platforms, thereby increasing conversions. Automating the advertisement process can help companies get popular. 
These tools help real estate agents and companies analyze their marketing strategies. The main role of these tools is to increase customer experience and provide answers to frequently asked questions.  
Lead nurturing is the process of warming up the leads by interacting with them throughout the sales funnel. The automation tool will send out timely and personalized marketing email letters that provide the customer value.
This is the process of automating repetitive tasks done by experts to ensure that they have time for other demanding work. 
The automated systems will be able to take orders, generate and issue invoices, make settlements, maintain business document flow etc. This will help reduce the time and costs incurred by the company. 
Here are some tools for automating the business process:
The RE task management business system helps to organize the list of tasks that need to be done. Here are some task lists that can be automated:
Property management automation is the use of software to automate tasks related to property management.
This includes:
Businesses can save lots of time on drafting contracts between agents and clients by using a real estate transaction management system. It helps to speed up sending business contracts and their signing. All the company documents will also be stored in this system to ensure easy access. 
With the advent of real estate marketing automation, businesses and agents can save lots of costs and time with their marketing efforts. 
There are lots of tools that can help real estate businesses automate their marketing process, such as 

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