DocuShare Reviews

We use the solution for electronic document filing.

There was a case in Cape Town where they used DocuShare to establish a clinic. DocuShare was utilized to securely make patient files available to doctors who had to travel to remote sites outside of the city.

The most valuable feature is that the software development kit can be customized.

The user interface could be improved.

I have been using DocuShare for 15-20 years.

The solution is stable.

The solution is scalable. You can have a ten user DocuSign license in application, or a thousand user license. It depends on the infrastructure.

Support is very good.

The initial setup is very straightforward and simple. It could take few hours to few days to deploy.

When assessing the ROI of implementing DocuShare, various factors need consideration. Firstly, legal requirements in your country may dictate the duration documents must be retained, particularly if they pertain to customers, partners, or patients. Compliance with such regulations is crucial for records management. Additionally, the efficiency of document retrieval is a significant consideration. If staff members spend hours locating documents manually, this incurs costs in terms of labor. DocuShare's ability to swiftly retrieve documents can translate into substantial time savings and cost reduction.

Furthermore, the potential penalties for non-compliance with document retention laws should be factored into the ROI calculation. If a document is accidentally destroyed due to non-compliance, the fines incurred could be significant.

Version control interface is very good. The new releases of DocuShare incorporate significant advancements in artificial intelligence, machine learning, and language processing capabilities. For instance, when you upload a document into DocuShare, you no longer need to set up templates to identify and extract important fields. The system automatically reads the document and identifies key information. For example, in a contract document between two entities, it can recognize the contract start date, end date, reference number, and other relevant details without manual intervention. This automated process streamlines document management.

You should know your requirements and understand your environment, as well as the goals you want to achieve. Try out the demo first to see if it fits your needs and objectives before making a decision.

Overall, I rate the solution a seven out of ten.

Features such as the search engine, workflows and customization are valuable to us.

Managers can be part of the approval process for an important workflow that involves payments to customer and providers depending on the amount of money. They can either approve or reject the payment online after they have a notification via email that there is a new task they need to review.

Reports and integration with third-party applications can be improved.
Customers usually ask for a specific report that allows them to make some statistics analysis that sometimes they need but DocuShare is not intended to do that. So, it is not available at this time and they have not been able to get these kind of reports such as reports by documents added in a specific collection by a user (automatic report), reports for content being searched, downloaded, viewed etc…

Integrations with applications that uses databases are not able to do so because DocuShare does not use dynamical values in their fields of indexing.

I have been using it for about 10 years. We have been using this product from version 4.

In a virtual environment, if you use vMotion or NIC Teaming (or any other similar features) the host ID changes and invalidates the license for the site.

I have not yet encountered any scalability issues, i.e., if you follow the process step by step.

I would give the technical support a 9/10 rating.

Initially, we were using a different solution. The company stop selling the other application and so we continued with the sale of DocuShare.

The inital setup was fast and easy.

Be sure to define the goals you want to achieve with the product. Also, make sure to agree with the customer before installing and configuring the product. Most customers always expect more than they’ve bought.

The most valuable feature for DocuShare is that it has a very user-friendly Windows client. You can easily deploy the client and map the DocuShare site to a drive. Saving on that drive automatically uploads your document to the DocuShare site.

Documents are easily exported and versioning can be done out of the box. The product is superb if you are just looking for a user-friendly Document Management System (DMS). File and folder security policies are easily implemented and can work directly with capture systems such as Kofax Capture or Kofax Express.

Workflows are easily deployed.

Most of our customers experienced a stellar improvement in productivity, as documents are now centralized and user access levels are deployed to prevent users from opening and downloading confidential information.

Email attachments sent to co-employees are greatly reduced and they no longer clog the email server. Documents are now easily shared on DocuShare.

I think the area where we can improve DocuShare is for them to be more open on customizations. Customizing the look and feel is still quite difficult.

Another key area is license management, as DocuShare is very sensitive when it comes to licenses. A clustered virtual server almost always suffers the fate of being unlicensed after it is transferred from one host to another, as the Machine ID is changed.

Another downside is that there are only a few articles and tutorials found on the web. Here in the Southeast Asia region, Xerox is not really active in evangelizing for DocuShare.

The company I work for has been deploying it since the early days of DocuShare. I myself have been using the product for almost three years already.

We have not had any stability issues so far.

It is very scalable. Just upgrade the license to suite your needs.

Technical Support is nonexistent if your licenses have gone beyond the one-year support program. Here in the Southeast Asia region, technical guys are quite scarce.

Previously, we used SharePoint, but we switched to DocuShare for easier management and a better GUI. The company I work with offers both SharePoint and DocuShare solutions to clients.

Disclaimer: I am a Sharepoint specialist too.

Initial setup was pretty much straightforward. You may drag and drop the documents directly to their respective collections.

If the client just needs a DMS-only solution, then DocuShare is one of the best solutions. Licensing is on a per-user basis according to the features needed.

We looked at Alfresco, SharePoint, and Documentum.

Give it a try. The best thing about DocuShare is that it offers a 30-day trial license to anyone who wishes to test things out.

The full-text indexing and search of PDF documents. The command line utilities allow bulk manipulation of documents; that is, if any reorganization is needed.

For one implementation, the full-text indexing of PDF documents and associated search were the most valuable features. It allowed the department to search with sufficient accuracy that there was no need to add metadata during the upload/content intake process. This greatly reduced the document preparation and scanning time.

DocuShare has a set of command line utilities that allow you to manipulate documents in batches. For example, it allows you to move all documents with a keyword in the title to a new folder. Due to these command line tools, the project didn't require API licensing nor did it require any additional support from the Xerox professional service; thus, it saved time and money.

For the project described above it eliminated 300 banker boxes of documents, i.e., about 1.5 million pages.

Five years.

No

No

Above industry average.

Above industry average. The responses were prompt and very polite.

A online cloud service from another supplier. The cost benefit ratio no longer warranted the cloud service subscription and scanning service. I should mention this was five years ago. SaaS providers have evolved and this project is currently under review as a candidate for the Xerox DocuShare Private Cloud Service.

The initial setup was moderate. If your in house IT staff will implement it I recommend the Xerox DocuShare training program. However, if using content intake or advanced features, it may be worth hiring the Xerox professional services for the initial implementation.

Xerox professional service integrated with IT staff to divide work loads, it was a team effort. I have been on the selection and implementation teams of many many enterprise systems that hired professional services from vendors. I can say Xerox is very concerned that feel you receive a good value from your investment in their professional services.

Initial estimates were two years. However, once the first project was complete other business units wanted to on-board so the ROI was less then a year.

Pricing is reasonable and flexible. The annual maintenance is a bit above the average for enterprise business software.

We evaluated IBM products.

With any document management system; you have to determine how documents should be organized and not how they are currently organized. After creating a backlog and project plan, take a week off, then regroup with sponsors and your team to take a fresh perspective. Think about how metadata will be used long-termand canvas information sharing needs between departments or business units. A agile method can work on new projects but for migrations from existing systems incorporating a waterfall approach for data with a long life span may help reduce risk of bulk reorganization of documents down the road.