FileHold Review and Pricing

Why We Chose FileHold as the Best Scalable Document Management Software

FileHold is the best scalable document management software for growing businesses because its cloud-based storage can hold millions of files and host thousands of users. That means a small company can start out with a few users and a limited set of documents with the confidence of knowing that FileHold can continue to serve you well as your business grows. As you add more employees and your organization generates more documents, FileHold is capable of expanding with you. We also appreciate that the vendor provides a flexible pricing model so you only pay for what you need.

FileHold’s notable features include collaboration tools, the ability to search by metadata, and premium add-ons like guest accounts for view-only access to documents. The software also provides task management tools like a calendar feature and checklists. The system’s Mobile Client allows users to access their documents from anywhere in the world and to edit documents offline. This makes it easier for team members to access the material they need regardless of location and web connection.

FileHold’s high storage capacity means it can grow with your business as your document management needs evolve. Source: FileHold

Ease of Use

FileHold receives high marks for ease of use due to its uncluttered interface, intuitive organizational system and functionality, multiple access options, and array of resources for new users.

Though some may consider FileHold’s design dated, its easy-to-navigate interface is a big plus. Users can get a clear overview of their digital archive on the dashboard, then navigate through a file cabinet structure much like Windows File Explorer. The ability to configure templates for auto-filing, as well as automate certain push email notifications, keeps processes running smoothly and teams up to date. Additionally, FileHold integrates with Microsoft Office and other programs to allow for seamless document viewing and editing.

Another usability feature that stood out to us is FileHold’s range of access options, including offline. With FileHold’s Mobile Client and web-based browser, users can open and edit their files from anywhere — even without internet access. All they need to do is check into a given document and download it to a “working folder” on their local hard drive, after which they can make any necessary changes. Once their internet is restored, users have three options for synchronization: download newer document versions from the document library, upload any files that were updated offline, or remove older or duplicate files from the local hard drive.

If users need assistance setting up or navigating the system, they can visit FileHold’s website for a wide collection of training and support resources. The company offers robust training videos (referred to as video tours) on the software’s fundamentals as well as its more in-depth features.

FileHold allows you to configure templates for auto-filing certain types of documents and automate push email notifications for certain actions within the system. Source: FileHold

Features

FileHold offers useful features that let you digitize, manage and organize documents in a secure central location and assign and manage tasks for your team. Its collaboration tools make working on documents within the system a seamless process that keeps every team member in the loop.

Search

FileHold’s search function can identify documents by file name, metadata like tags or both. Users can include or exclude archived documents that are no longer active. Search results can be set to include all versions of the queried document or only the current version.

Users can easily locate and retrieve their documents with FileHold’s robust search functionality. Source: FileHold

Collaboration Tools

The FileHold platform includes helpful collaboration tools, such as a check-in and checkout feature, as well as an audit log that tracks which users have accessed a document, the date and time of access, and any changes to the document. This form of document tracking is extremely valuable as your business grows and more people are sharing files. These tools help ensure everyone stays on the same page, figuratively speaking, as material circulates throughout the company for different assignments.

Task Management Tools

Complementing the collaboration tools are FileHold’s task management features, like a calendar that allows managers to assign tasks to team members and track whether or not the task has been completed. These features are useful for delineating responsibility and holding team members accountable for the work assigned to them.

Optical Character Recognition

FileHold’s optical character recognition (OCR) feature identifies the text in scanned documents to better index them, and you can further improve classification with the manual entry of metadata. An OCR tool can increase efficiency when uploading and storing new files. [Learn more about scanning and the benefits of digitizing documents.]

Top document management software like FileHold offer OCR functionality to make scanned paper documents easier to search. Source: FileHold

User Permissions

FileHold’s permission settings include 11 different security roles that allow varying degrees of access, from read-only users with the least access to system administrators with the most. These security roles let admins determine whether a user can see, access or edit certain documents. You can establish custom permission settings for every level of the platform’s cabinet, drawer and folder system. This is an ideal feature for a growing company; as you add new team members, you can ensure employees only have access to what they need. This keeps your files safe and secure.

Premium Add-Ons

If you’d like to build on the system’s core functions, FileHold offers premium add-on features that improve workflow automation, establish read-only guest accounts, and enable electronic signing of documents. These are great options to have as your business needs expand or change, but keep in mind they will raise the overall product cost.

Pricing

The cost for FileHold depends on the size of your organization and the specific features you require, including the optional add-ons. Whether you opt for the hosted cloud software or on-premises solution will also be a factor, as well as how much you actually use the software. You’ll need to contact FileHold’s sales department for a custom price quote.

Though FileHold isn’t upfront about its costs, its multiple payment options are useful for small businesses. These include monthly pay-per-user subscription programs for five or more users, interest-free financing without any cancellation penalties, credits to replace your current document management system, and a one-time licensure payment.

FileHold offers a two-week, full-featured free trial for up to 10 users, which you can extend with a contract. This trial period includes two hours of free technical support. In addition, you can sign up for a free webinar to navigate the system’s more nuanced capabilities.

Implementation/Onboarding

FileHold uses Microsoft Azure as its hosting platform for the cloud-based version of the software. If you opt for the on-premises solution, FileHold provides technical assistance and easy installment so small businesses can minimize investment costs. Users can also sign up for FileCare, which provides updated service packs and releases, with the option to add new features or user licenses as you scale your business.

When getting started with FileHold, your administrators should watch the vendor’s video tutorials on how to set up the system. During implementation, users can set up customizable components, like language localization, rebranding the interface to fit business needs, and automatic document filing from XML imports.

New users can sign up for training webinars with experienced FileHold technicians to get the most out of the document management system. Training sessions take place virtually and cover the program’s fundamental features, such as workflows, document scanning and end-user training. FileHold also offers a refresher course for team members who would like to brush up on the basics.

Since FileHold’s cloud version is part of the Microsoft ecosystem, users can take advantage of built-in Microsoft Word integrations, such as creating and saving Word documents from within the program. Source: FileHold

Customer Support

FileHold’s customer service was fast, responsive and friendly when we contacted the company. Notably, FileHold requires customers to reach out to them through email, which may be frustrating for businesses that prefer to receive support by phone. However, when we emailed the vendor, they quickly responded, and the FileHold representative answered all our questions in detail and provided us with additional resources and links.

Users can also contact FileHold’s customer support team by submitting a help ticket online. The company’s website provides extensive resources, including a series of user guides, a training curriculum and webinar options. In addition, the software includes built-in access to help guides.

Limitations

While FileHold’s website explains how it bases its prices on the number of users, the amount of usage and the features your business needs, it does not list specific dollar amounts, which means business owners don’t even have a ballpark amount of how much they can expect to pay. Companies may be similarly dismayed to find out that support is only available through email and online ticketing. While rival M-Files also doesn’t publish its pricing online, it at least offers 24/7 phone support. Get all the details in our full M-Files review.

Another downside is that the vendor’s on-premises system is incompatible with Mac computers. If your office uses Macs, you will have to choose the cloud-based, web browser version of the software. If you’re a Mac user looking for an on-premises solution, FileHold will not work for your business.

Methodology

When searching for the best document management software, we investigated dozens of options. Our research included testing the products whenever possible, watching tutorials, reading user reviews, and contacting each vendor’s customer support team to evaluate its service. Features we examined included the search function, scanning capabilities, editing and collaboration tools, security measures, integrations, mobility, and workflow options, in addition to the system’s ease of use and costs. To find the top document management software for businesses concerned about scalability, we sought platforms capable of accommodating increasing amounts of users and documents and ones that offered the ability to add on more features as needed.

Bottom Line

We recommend FileHold for…

• Small businesses searching for a document management system that can scale with them.
• Businesses that want flexible pricing and payment options.
• Organizations that need files in a central location for privacy and security reasons.

We don’t recommend FileHold for…

• Businesses that prefer to call customer support for assistance.
• Mac users who want an on-premises document management solution.