Document Collaboration Tools

20+ Document Collaboration Tools That Will Save Your Projects

As a project manager, it’s your job to encourage close collaboration among your team and provide the right tools for the job. Even though collaborating on documents can often be a confusing and time-consuming process, there are a plethora of solutions out there. Here’s a look at the best document collaboration tools.

What Are Document Collaboration Tools (and Why Should You Use Them)?

The term “document collaboration tools” refers to any piece of software that helps project managers encourage close cooperation on documents of any shape or size. These tools should offer key functionality that helps teams collaborate and boost the final results of their collateral.

These tools can help in a wide range of areas. Here’s a look at some of the key examples.

Document storage and sharing

Every stakeholder (internal and external) on your project needs to be able to access the right document at the right time. With so many working versions and different platforms in the mix, you’ll often find that storing and sharing documents can be complex.

It could be really helpful to use a document collaboration tool that stores and shares your documents. These tools offer a centralized space that manages permissions and gives everybody the access they need to work effectively.

Version control and real-time collaboration

All too often, internal and external stakeholders waste their time by working on an outdated document. Not only is this situation frustrating and costly, it’s also demoralizing, and it can impact the motivation of your team.

A range of tools have emerged that help teams and creative professionals effectively track the various versions of their documents and engage in real-time collaboration. This diversity helps reduce complexity and confusion while it encourages closer collaboration among your team members.

Document review

Many projects fall apart during the review and approval process. Both internal and external stakeholders find it difficult to access the latest version and leave accurate feedback. This process is confusing, and it takes a long time to implement. Furthermore, it requires lots of back-and-forth. 

Review and approval platforms like Filestage make it easy to collect accurate, in-context feedback from every stakeholder (internal and external). This feature boosts accountability, speeds things up, and enhances the final results of your project.

Document Collaboration Tools

Since these tools can save your projects, let’s dive right into the top ones. 

Filestage

Filestage Screenshot Videos

Filestage is an incredibly powerful document-collaboration tool that makes your review and approval process productive, precise, and profitable. This tool makes it very easy for your stakeholders (internal and external) to leave in-context feedback on practically every document type.

Notification and task management makes it easier than ever before to cut through the noise and leave actionable feedback that will achieve the desired results.

Key features:

  • Compatibility with countless file types
  • Clear, visible feedback
  • A beautiful UI that’s genuinely fun to use
  • Task management

Pros

  • It’s free to invite external stakeholders.
  • Your whole team will love this tool. 
  • It improves efficiency and cuts down on confusion.

Cons

  • No desktop and mobile app

Google Docs

Google Docs Screenshot

Google Docs offers users a suite of smart editing and styling tools that give teams the power to create meaningful, high-quality documents. Essentially, it’s a cloud-based alternative to Word that enhances its value through added security and control for project managers.

This tool also offers comments and tracked changes, which drive accountability and make it easy to edit in a constructive way. And since this tool can be accessed through a Google account, every user can be identified. As far as document collaboration, these key features really do help. 

Key features

  • File sharing
  • Document creation
  • Project management
  • Team chat

Pros

  • It offers a top-of-the-line editing experience via the cloud.
  • It’s totally free to use.
  • If you’re comfortable with other Google tools, it feels familiar.

Cons

  • It doesn’t have some of Word’s advanced features. 
  • It’s difficult to achieve truly sophisticated formatting.
  • It requires an internet connection.

Dropbox Paper

Dropbox Paper helps creative and remote teams share and exchange their ideas in a unified space. This tool makes it incredibly easy to collaborate in real time while they assign takes, create to-do lists, and more.

However, it doesn’t offer a lot of sophisticated functionality. Instead, it focuses on offering a simple, bare-bones approach, which makes it easy for new users to get started and understand the tool.

Key features

  • Collaboration
  • Ideation
  • Workflow management

Pros

  • It has lots of formatting options.
  • It integrates with Dropbox. 
  • It provides lots of collaboration tools, such as commenting and chatting.

Cons

  • Its features for tables are limited. 
  • Generally, it’s not very advanced.
  • It requires an internet connection.

Microsoft Office 365

Office 365 is a place where agencies and marketing teams create, communicate, and achieve the best results possible. It contains all of the common Office apps, including Word, Excel, PowerPoint, and Outlook.

Functionality (e.g., online storage and organization) is complemented by a range of supplementary collaboration apps (e.g., Microsoft Teams and Skype), which gives teams a comprehensive collaboration suite.

Key features

  • Calendar management
  • Contact management
  • Document management
  • Discussion boards

Pros

  • It’s available on a range of devices.
  • Its cloud-based functionality works well.
  • It offers each user a free terabyte of space.

Cons

  • Its synchronization issues can cause confusion.
  • Its new features can be disruptive. 
  • If it’s used by large teams, it could cause security issues. 

Box

Box is a web-based platform that makes it easy for teams to instantly share files and access their documents anywhere. Therefore, they can easily manage content and get files as needed.

This tool gives project managers and other administrators a central view of all the content involved in a given project, which makes it useful from a project management perspective.

Key features

  • Document archiving
  • Document assembly
  • Document indexing
  • Version control

Pros

  • It’s a reliable, well-functioning service.
  • It has a simple, functional UX.
  • It’s safe and secure.

Cons

  • Given its limited functionality, it’s pricey.
  • With the preview tool, some of the file types don’t open. 
  • To run smoothly, users need to employ it on relatively new, powerful computers.

Notion

Notion gives project managers a tool that can be used to foster collaboration and discussion about any given project. It’s easy to create dashboards without having any coding or IT experience. And you can use these dashboards to track metrics, share data, and more.

This tool also offers in-app comments and slack integration, which boosts visibility into key areas of your project, increases transparency, and boosts results.

Key features

  • Customizable dashboards
  • Data source connectors
  • Financial reports
  • Marketing reports

Pros

  • It has a rich variety of features.
  • It’s easy to create custom databases.
  • It has the ability to create custom apps.

Cons

  • An internet connection is required. 
  • Some large documents and apps can be sluggish.
  • The tables are somewhat weak.

Quip

Quip is a space for project managers that centralizes and organizes their team’s progress. It fosters collaboration by allowing them to create and share documents, manage projects, and maintain close connections with their teammates. 

This online tool can be accessed on a wide range of devices (including Mac, Windows, Android, and iOS)—which help teams work together in faster, smarter ways.

Key features

  • Collaboration tools
  • Document archiving
  • Version control

Pros

  • It offers real-time editing and discussions.
  • Its group chats enhance visibility.
  • Its file management is intuitive.

Cons

  • It requires constant internet connectivity. 
  • Its spreadsheets are so large that they can cause dramatic drops in performance.
  • It’s hard for users to revert to older versions of a document.

SharePoint

The goal of SharePoint is to establish itself as an intelligent intranet that places key resources and platforms at the fingertips of project managers and their team members. This tool offers quick access to team sites, resources, portals, and more. Its simple platform includes a suite of additional features (e.g., desktop sharing and viewing, annotation tools, instant messaging, web slides, and more).

Key features

  • Discussion boards
  • Real-time editing
  • A centralized platform

Pros

  • It has a natural UI. 
  • It’s intuitive.
  • It provides different views that will suit all users.

Cons

  • Some features are difficult to use.
  • Given its customization, it can be difficult to access other users’ accounts. 
  • Its permissions are difficult to manage.

Evernote

Evernote is one of the biggest names in note-taking. It offers the ability to access, edit, upload, and share notes and files on a wide range of devices. These features help foster closer links and stronger collaboration between your team members.

Because of its powerful search capabilities, Evernote can quickly find important information. And due to the scalability of the tool, both small and large teams can use it. 

Key features

  • Collaboration tools
  • Customizable templates
  • Idea management

Pros

  • It’s easy to stay organized.
  • Its notes can be downloaded and accessed offline.
  • It’s easy to add rich information to notes.

Cons

  • It doesn’t offer the capacity to create sub-notes.
  • Its range of settings is overwhelming.
  • When users copy notes, document formatting becomes an issue.

Slite

Slite is a smart space for teams to organize their knowledge and create documentation that inspires collaboration. Its writing tool is lightweight, and it offers a simple editor that has a suite of collaborative features.

This tool helps businesses (large and small) organize and share important content that can expedite processes. Therefore, they can make sure nothing is overlooked during the course of a project.

Key features

  • Brainstorming
  • Content management
  • Discussion boards
  • Document management

Pros

  • It’s easy to add comments.
  • Users can cite and pursue ideas. 
  • It’s beautiful and easy to use.

Cons

  • The free version is limited to 100 notes.
  • Its new features can change habits.
  • It won’t be appealing to some team members, depending on their tastes.

Bit.ai

Bit.ai is a document-collaboration platform that helps teams centralize and organize their work while they collaborate in real time. Its ability to intelligently manage digital content makes collaboration more effective. And its 50+ integrations enhances the functionality it offers.

This tool can be scaled to accommodate teams of all sizes. Project managers and team members alike appreciate the ability to manage their knowledge over the course of a project, which has the added benefit of helping new hires quickly get up-to-speed. 

Key features

  • Document assembly
  • Document retention
  • File-type conversion
  • Version control

Pros

  • It’s easy to use.
  • Its editor is minimalistic and attractive. 
  • It’s easy to organize workspaces and documents.
  • It has lots of different templates.

Cons

  • It requires internet connectivity.
  • It lacks some key functionality.

Atlassian Confluence

Confluence is a document-collaboration tool that’s used by a wide range of technical teams and project management groups around the world. This tool is open and collaborative, which makes it easy for users to collaborate on a wide range of documents.

For example, Confluence simplifies the process of organizing pieces into a variety of spaces and sub-folders. This feature helps collaborative efforts sail along smoothly, given that every team member can locate the work they’re seeking.

Key features

  • Collaboration tools
  • Customizable templates
  • Gantt charts
  • Idea management

Pros

  • It has powerful organizational abilities. 
  • Its search function is robust and performant. 
  • Its mobile app is functional and effective. 
  • It’s very easy to create multiple documents.

Cons

  • It has some minor quirks that are inconvenient and can disrupt your workflow.
  • New users might struggle with some functionality.
  • Users have to do some tinkering and adjusting to properly configure it. 

Nuclino

Nuclino inspires cooperation in real-time collaborative documents, which will help you and your team organize and share vast swathes of knowledge. The tree, board, and graph views give you the power to visualize and create a range of documents.

With this tool, you can create meeting notes, product requirements, documents, and more. This real-time editor is based on a what-you-see-is-what-you-get functionality that makes it approachable and intuitive.

Key features 

  • Text editor
  • Version control
  • Full text search
  • Video and audio content

Pros

  • It focuses on visuals.
  • It’s easy to structure and organize data.
  • Its real-time collaboration brings teams closer together.
  • It integrates with Slack.

Cons

  • It doesn’t have an activity log.
  • It’s not possible to set reminders.
  • It requires a constant internet connection.

Huddle

Huddle is a platform for document collaboration and client engagement that helps strengthen the bonds between teams and engage with each individual member. For instance, this tool helps facilitate version control and real-time editing, which are important tasks.

This tool has a built-in approval workflow that’s particularly useful, as far as collaborating with external stakeholders (such as partners and clients).

Key features

  • Collaboration tools
  • File recovery
  • Offline access
  • Version control

Pros

  • It has a strong mobile application.
  • It offers offline access.
  • It’s easy to deploy.
  • It has an impressive UI and UX.

Cons

  • Its calendar functionality is lacking.
  • Users can make edits while a document is pending approval, which can create confusion.

Document360

Document360 is a document-management platform that empowers project managers and their teams to create, collaborate, and publish. Thanks to this unique set of platform features, users can create a powerful self-service knowledge base that provides value over time.

This platform can help project managers provide a wide range of features, including analytics performance, backup, version control, markdown support, and more.

Key features

  • Collaboration
  • Content management
  • Knowledge base management
  • Self-service portal

Pros

  • It has strong commenting features.
  • It protect work via both daily and manual backup p .
  • It has a simple interface.
  • It has a powerful auto-complete search tool.

Cons

  • Its documentation and learning materials are limited.
  • Document360 is difficult to integrate with other applications.

Zoho Docs

Zoho Docs provides online file-storage and management capabilities that help project managers keep their images, videos, files, and other documents in check. It also makes it easy for team members to access these documents on the move.

This tool offers preview functionality for over 160 different file types, and it prides itself on its security and high-level encryption. This tool is scalable, and it can be used by businesses of any size.

Key features

  • Collaboration tools
  • Document archiving
  • Document assembly
  • Document indexing

Pros

  • It’s cost-effective, compared to other options.
  • Its files synchronize with desktops.
  • It integrates with other file-storage services.
  • It has strong security.

Cons

  • Its process for sharing files with external stakeholders is complex.
  • It’s difficult to execute some tasks.
  • Users need a Zoho Docs account to be able to access files.

Filecamp

Filecamp empowers project managers to share and collaborate on their files. Its goal is to make finding, editing, and sharing files as simple, efficient, and secure as possible.

This tool is used by both small and large companies from a wide range of industries. It was specifically developed for marketing professionals who need a trusted, robust way to share their digital assets.

Key features

  • Asset library
  • Asset sharing
  • Customizable branding
  • Reporting and analytics

Pros

  • It’s easy to upload files. 
  • Its process for adding users is streamlined.
  • Its customer service is quick to respond. 
  • Its pricing is competitive. 

Cons

  • It doesn’t allow document editing.
  • Some users are concerned about its layouts.
  • Its UX choices are questionable, which can create confusion.

GoVisually

GoVisually is a proofing tool that helps project managers and designers invite stakeholders (internal and external) to review and approve designs, reduce back-and-forth, and harness a more sophisticated collaboration.

A wide range of design teams use this tool when they need a proven way to proofread and review their various print materials and designs.

Key features

  • Audit trail
  • File sharing
  • Markup tools
  • Role-based permissions

Pros

  • Its annotation tools are simple.
  • It harmonizes reviews and feedback.
  • It streamlines the review process.
  • It functions quickly. 

Cons

  • Its collateral is rendered as images, which removes its text-search functionality.
  • It doesn’t provide the ability to create folders and organize materials.
  • Some non-creatives complain that this tool isn’t user-friendly.
  • This tool produces a lot of unnecessary emails.

Samepage

Samepage helps project managers foster better communication, run more effective meetings, and bolster teamwork—by consolidating features like task management, file sharing, and team chat.

This tool improves collaboration across a wide range of teams and businesses. Specifically, it helps them share key ideas, store files, communicate clearly, and get important updates from both internal and external stakeholders.

Key features:

  • Brainstorming
  • Content management
  • Calendar management
  • Version control

Pros

  • It gives users a clear view into its activities.
  • Its admins can easily add and remove users.
  • Its new functionalities are regularly released.
  • Its permission control is intuitive.

Cons

  • Its free version is somewhat limited.
  • Users can’t assign tasks to multiple team members.
  • Its mobile app is unreliable.

Paperflite

Paperflite helps project managers organize and implement various marketing collateral.Specifically, it helps them curate, organize, and distribute these resources to put an end to complicated, confusing email chains.

This tool is also backed by engagement analytics, so project managers can find out who’s accessed specific materials. In other words, it’s an effective way to engage the team and bolster document collaboration.

Key features:

  • Customizable templates
  • Document indexing
  • Full text search
  • Text editor

Pros

  • Its content can be personalized.
  • Its images and other documents retain their quality.
  • Users can distribute finished content on this platform.
  • It reduces back-and-forth.

Cons

  • It lacks plugins.
  • It offers limited views.

Doxter

Doxter helps project managers and technical teams effectively organize their various pieces of technical documentation in one place. So it empowers users to create, organize, and publish project documentation.

While this tool resembles Atlassian, it offers richer templates, and users think the editor is attractive and simple to use. In addition, its history versions and team comments make it easier to collaborate. 

Key features:

  • It search functionality is powerful.
  • Its content-structure tools make documents functional.
  • Its has both cloud and private server options.

Pros

  • Its documents are SEO-friendly after they’re published for indexing.
  • Its customization is branding-friendly. 
  • Its pricing options are simple and clear.

Cons

  • Its somewhat less robust than more established options.

Conclusion 

Better document collaboration is only an app away. We hope this look at the best document collaboration tools has given you the knowledge you need to streamline your processes and achieve better results.

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/Document collaboration can often be a confusing and time-consuming process, but there are lots of solutions out there. Here’s a look at the best document collaboration tools.

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