Our 2018 research and analysis of document management systems leads us to again recommend LogicalDOC as the best self-hosted document-management system for businesses using Mac computers. We chose LogicalDOC from a pool of the dozens of document management systems we considered. To read our full methodology and for a more comprehensive list of document management systems, visit our best picks roundup page.
LogicalDOC is compatible with not only Mac computers, but Windows PCs as well. In addition, it has a full roster of valuable features and solid customer service.
Easy to Use
Although most on-premises systems are designed to work with Windows computers, LogicalDOC is one of the few high-functioning programs that's compatible with Macs as well as PCs. This is a valuable system for businesses only using Macs, or for those that have a mix of Mac and Windows PCs.
Compared with many of the other systems we examined, installation is quite simple. LogicalDOC uses a software package you can install on your own. The automated installer allows you to have the system up and running in minutes. Most other on-premises systems we considered require professional installation that costs hundreds, if not thousands, of dollars.
LogicalDOC is accessible via any web browser. However, instead of cloud-based systems that use the internet to connect to the system, LogicalDOC connects through your own network. You log in by directing your web browser to the URL where the solution is installed, and typing in your username and password.
After signing in, you are directed to the system's fully customizable dashboard. You can choose from a variety of portals and arrange them any way you like. Portal options include checked-in or checked-out documents, locked files, and edited or downloaded documents. This level of customization, which can be done on a per-user basis, isn't something all the other systems we examined offer.
Editor’s Note: Looking for a document-management system for your business? If you're looking for information to help you choose the one that's right for you, use the questionnaire below to have our sister site, BuyerZone, provide you with information from a variety of vendors for free:
The system uses a simple cabinet and folder filing structure. You can create as many cabinets, and folders within them, as you like. New documents are added into the system in multiple ways, including by uploading them straight from your computer, dragging and dropping them from your computer, or scanning them in.
LogicalDOC also offers several ways to find documents stored in the system. A full-text search allows you to look for a file based not only on its title or author, but also by the content. When a list of documents is returned, you are shown exactly where the word or phrase you were searching for is located within the file. This is a feature we didn't see in many of the other systems we evaluated.
You can also search for documents via metadata that you assign when first storing files into the system, as well as by specific parameters. One tool we found very helpful is the ability to save searches. This can be valuable if you conduct the same search on a regular basis.
Although the system doesn't integrate with Microsoft Office on Macs, it does connect with Dropbox and Google Docs. These integrations allow you to quickly import and export documents between the applications.LogicalDoc offers users several different ways in which they can search for documents.
Since LogicalDOC is an on-premises system, you buy the software outright rather than paying a monthly subscription fee like you do with cloud solutions. The one-time costs are based on which edition of the system you buy and how many employees are using the software.
LogicalDOC is available in two versions: the business edition and the enterprise edition, which differ in the number of features.
- Cost: License fee of $1,500, plus $50 per user for up to 25 users, $30 up to 50 users, $25 up to 100 users, and $20 over 100 users
- Storage: 1 million documents
- Support: One year of support and upgrades
- Features: More than 30 features, including full-text indexing, tags, document metadata and templates, version control, full-text searches, saved searches, bookmarking, restoration of deleted documents and folders, drag-and-drop, PDF creation, full preview, optical character recognition, online editing, check in and out, annotation on documents, internal messaging system, and task manager
- Cost: License fee of $2,800, plus $100 per user for up to 75 users, $80 up to 150 users, and $60 up to 250
- Storage: 1 million documents
- Support: One year of support and upgrades
- Features: All the features in the Business Edition, plus more than 25 more, including automatic naming and folding, folder metadata and templates, bulk check-in and checkout, digital signature, bar code recognition, professional workflow, RSS feeds on documents and folders, duplicates detection, retention policies, and custom reports
There are various optional add-on purchases for either edition, including the following:
- Automatic backup system
- Professional installation
- Employee training
- Company branding embedded in the software
The only recurring fee is also an optional one. Continued support and software updates after the first year cost 22 percent of your original license fees.
LogicalDOC offers a free 30-day trial for businesses interested in testing out the system before making a financial commitment. Not all the systems we looked into offer this opportunity.
LogicalDOC has nearly every feature and tool a small business would want from a document management solution. Overall, the system has more than 60 different features.
One of the more valuable features is check-in and checkout, which allows multiple employees to work on the same document without worrying that edits will be lost or overwritten. With this tool, users can view the status of the documents and see when it's being worked on, and by whom. When a document is in the checkout status, it's always available for read-only operations such as searching and browsing.LogicalDoc's check in and out features lets users know exactly who is working on which documents and when.
The system also includes version control, which automatically manages each version of a document as it enters LogicalDOC. Every time a document is changed, a new version is produced and tracked.
LogicalDOC offers an impressive number of security-permission options. The system allows users to restrict access to cabinets, folders and individual files. Besides not being able to open documents they don't have permission to, employees won't even see those folders or files in their system.
One valuable feature that's only available in the Enterprise Edition is the workflow tool. With this, administrators can automate various document processes by creating any number of tasks that can be executed in parallel or serial sequences of steps. For each document, users can track where it is in the current workflow.
LogicalDOC also has a mobile app for iOS and Android smartphones and tablets. The app provides access to all your documents. With it, you can download a document, work on it and send the updated version back to the system. You can also email downloaded files directly from your device and conduct full-text searches when looking for documents while out of the office.
We were very pleased with the customer service we received from LogicalDOC. To assess what customers can expect from the support team, we contacted the company multiple times, posing as a new business owner interested in document management systems.
After signing up for the free trial online, we received an email from a company representative asking us if we had any questions while testing out the system. When we called back to discuss the system in greater detail, our call was immediately answered. Some of the other document management system providers we reached out to sent our call straight to voicemail or said no one was available to take our call.
During our first call, the representative was friendly and seemed happy to take as long as needed to answer our questions. We discussed the computers the system is compatible with, the features it includes, the mobile app and the cost. Throughout our conversation, the representative concentrated simply on answering our questions. While some of the other providers we spoke with shifted the conversation to what our timeline was for when we would make a purchase, this representative was focused more on how he could help us better understand the system.
Several months later, we followed up with another round of calls to ensure the customer service still met our expectations. We were just as pleased with the service we received this time around. The representative we spoke to walked us through the system, discussed pricing in detail and highlighted some of the features we might find most valuable.
After each of our calls, the representatives sent us an email recapping our discussion and offering to provide a personalized demonstration. We requested a demo and were happy that the company was willing to conduct it at a time that was most convenient for us. A few of the other providers we contacted weren't willing to accommodate our schedule.
The demonstration was the most in-depth presentation we received while testing document management systems. During the hour-long demo, the representative walked us through every tab, feature and tool the system offers. We looked at how to create cabinets and folders, conduct searches, generate workflows, and more. By the time the demonstration was finished, we had a clear and thorough understanding of how the system operates, unlike some of the other providers that just touched on certain aspects of the system.
We were happy that the representatives respected our timeline. They understood that we weren't immediately ready to make a buying decision, and at no time did they try to pressure us into doing so. This approach was different from that of some of the other providers we spoke to.
LogicalDOC encourages users of the system to reach out via email when they need help. A representative will then respond either by email or phone to assist with your problem. There's also an extensive built-in help section that features a comprehensive user guide.
One potential downside to LogicalDOC is that even though the system integrates with Microsoft Office on Windows PCs, the integration doesn't work on Macs. This will not affect any of the system's functionality, but it does have the potential to slow you down a bit.
One other negative is that if you do have a problem with the system, LogicalDOC prefers that you contact the company via email. While the company says it promptly responds to all email questions, this could pose a problem if you need immediate help.
Ready to choose a document management system? Here's a breakdown of our complete coverage:
- Document Management Systems: A Buyer's Guide
- Best Document Management Software and Systems 2018
- Best Document Management for Small Business
- Best Low-Cost Document Management
- Best Document Management for Windows
- Best Mobile Document Management
Editor’s Note: Looking for a document-management system for your business? If you’re looking for information to help you choose the one that’s right for you, use the questionnaire below to have our sister site, BuyerZone, provide you with information from a variety of vendors for free:
Additional reporting by Chad Brooks.