Log In 
In 2025, document control systems continue to evolve, playing a critical role in how businesses manage data, meet compliance standards, and streamline operations. From secure file sharing to full-scale workflow automation, choosing the right solution can transform the way your team works.
Whether you’re managing internal policies or regulated documents, this guide explores 15 of the best document control systems available today. Learn which platforms offer the features, flexibility, and security your business needs, and how Knack leads the pack with no-code customization.
Key Takeaways
- Discover the 15 top-rated document control systems for 2025
- Compare document management software based on features, compliance, and usability
- Learn which systems offer automation, versioning, and secure access
- See how Knack stands out with its customizable, no-code document workflows
- Choose the best document control software for your industry and team size
What Is a Document Control System? (2025 Guide)
A document control system is software designed to manage the entire lifecycle of documents, from creation and review to approval, storage, and archival. Unlike general document management systems, document control tools are built for compliance-heavy use cases. They offer granular access control, version tracking, and audit logs to support security and regulatory standards.
Businesses use these systems to maintain document integrity, ensure traceability, and reduce risk. If you are managing documents in industries like healthcare, construction, or manufacturing, a document control system is essential.
Learn more about what sets document control apart in our guide to document control.
Comparison Table: Features & Ratings of 2025’s Top Document Control Systems
| Software | Best For | Free Plan | Key Features | Pros | Cons | G2 Rating |
| Knack | No-code document control & SMBs | Yes | Custom workflows, access control, dashboards | Scalable, secure, no per-user fee | Slight learning curve | 4.6 |
| DocuPhase | Workflow-heavy enterprise teams | Demo | Data capture, forms, routing | Automation-rich | Complex setup | 4.5 |
| Square 9 | Compliance + customization | Yes | Workflow builder, doc capture, integrations | Great for compliance-heavy teams | Moderate UX | 4.3 |
| M-Files | AI-enhanced document automation | Demo | Metadata tagging, AI indexing | Smart content organization | Enterprise pricing | 4.6 |
| Alfresco | Open-source DMS + dev flexibility | Open | API, smart folders, AI tagging | Customizable | Dev resources needed | 4.4 |
| Fluix | Mobile field teams | Yes | Offline access, task workflows | Ideal for field workers | Limited integrations | 4.2 |
| MasterControl | Pharma, life sciences | Demo | Audit trails, FDA/ISO compliance | Industry-specific templates | High cost | 4.6 |
| SharePoint | Microsoft-centric environments | Yes | Document libraries, permissions | Great for Office365 users | Complex configuration | 4.3 |
| EisenVault | Secure enterprise teams | Yes | Encryption, role-based access | Strong audit + access logs | Less known brand | 4.2 |
| DocuWare | Mid-size business workflows | Yes | File import, eSign, automation | Balanced features & pricing | Some UI quirks | 4.4 |
| LogicalDOC | Open-source DMS users | Yes | Cloud + on-prem, access control | Self-host or cloud flexibility | Older UI | 4.1 |
| Folderit | Small businesses and nonprofits | Yes | Folder-based structure, search, tagging | Affordable and simple | Lacks workflow tools | 4.1 |
| Revver | Mid-market teams with eSign needs | Yes | Automation, templates, eSign | Easy to deploy | Feature-limited base tier | 4.5 |
| Hightail | Creative file-sharing and review | Yes | Large file mgmt, approvals | Built for media & creatives | Not a full DMS | 4.0 |
| PandaDoc | SMBs with eSign and templates | Yes | Doc creation, eSign, analytics | Great UI, templates | Focused more on proposals | 4.6 |
Detailed Reviews: 15 Best Document Control Systems for 2025
1. Knack: Best for No-Code Document Control
Knack is a no-code database and document management system that enables businesses to build custom workflows with ease. Its intuitive platform makes it easy for growing teams to implement document control that fits their specific processes.
Best For: SMBs needing no-code document control
Key Features:
- Document upload and access control
- Secure version tracking
- Workflow automation and approvals
- Real-time dashboards and reporting
Pros:
- Scalable
- Compliant (HIPAA/PCI)
- No per-user fee
Cons:
- Slight learning curve for advanced workflows
Free Plan: Free trial available
Explore more in our document management blog and try our document management template.
Start your free trial with Knack today!
2. DocuPhase: Best for Workflow Automation & Integrations
DocuPhase excels at automating document capture, routing, and indexing using AI and machine learning. Its strong integration capabilities connect with ERP and accounting systems, making it ideal for larger organizations with complex workflows.
Best For: Finance and operations. Designed for large teams that need robust automation and intelligent data capture.
Key Features:
- AI-powered data capture (OCR)
- Automated file routing and indexing
- Customizable permission protocols
- Version control and audit trails
- Seamless integrations with business systems
Pros:
- Reduces manual data entry and errors
- Detailed audit logs for compliance
- Flexible user permissions for security
Cons:
- Setup and configuration can be complex
Free Plan: Demo available
3. Square 9 – Best for Compliance and Customization
Square 9 offers robust document capture, workflow automation, and compliance tools. Its customizable web forms and workflow builder make it a strong choice for organizations with strict regulatory requirements.
Best for: Manufacturing, government, compliance-heavy teams. Ideal for teams with strict compliance requirements.
Key Features:
- Web forms for document capture and routing
- Workflow automation and approvals
- Secure data storage and access controls
- Audit trails and versioning
Pros:
- Highly customizable workflows
- Strong compliance features
- Intuitive search and document retrieval
Cons:
- Moderate learning curve for new users
Free Plan: Free plan available.
4. M-Files – Best for AI-Driven Automation
M-Files leverages AI to classify, organize, and secure documents automatically. Its AI assistant, Aino, streamlines information discovery and ensures compliance, making it ideal for enterprises handling large data volumes.
Best For: Large enterprises and data-driven organizations that are looking to combine document control with AI to streamline data organization.
Key Features:
- AI-powered classification and search
- Automated workflows and metadata tagging
- Role-based access controls
- Integration with Office 365
Pros:
- Advanced AI for efficiency and compliance
- Automates manual document tasks
- Strong security features
Cons:
- Higher learning curve and premium pricing
Free Plan: Demo available
5. Alfresco – Best Open-Source and Developer Flexibility
Alfresco Community Edition is a leading open-source platform for enterprise content management, offering deep customization and workflow automation for organizations with developer resources.
Best For: Custom DMS solutions, IT/developer teams.
Key Features:
- Centralized repository with version control
- Metadata management for easy search
- Workflow automation for approvals and retention
- API and developer tools
Pros:
- Highly customizable and open source
- Strong versioning and workflow features
Cons:
- Requires IT/developer expertise for setup and maintenance
Free Plan: Open-source access
6. Fluix – Best for Mobile Field Teams
Fluix is designed for mobile-first teams, enabling offline document access, data collection, and workflow automation in the field. It’s popular for safety management, inspections, and compliance in remote environments.
Best For: Construction, utilities, mobile sales.
Key Features:
- Offline access and mobile data collection
- Workflow automation with multi-step approvals
- Real-time notifications and reporting
- Role-based permissions
Pros:
- Excellent for field workers and remote teams
- Easy to use after initial setup
- Built-in integrations
Cons:
- Limited third-party integrations
Free Plan: Free plan available.
7. MasterControl – Best for Regulated Industries
MasterControl is purpose-built for highly regulated sectors like pharmaceuticals and biotech, offering robust compliance, audit trails, and electronic signatures.
Best For: Pharma, biotech, quality management.
Key Features:
- ISO/FDA compliance and audit management
- Version control and electronic signatures
- Training records and corrective actions
- Real-time reporting
Pros:
- Comprehensive compliance features
- Tailored for life sciences and manufacturing
Cons:
- High cost and initial learning curve
Free Plan: Demo available
8. Microsoft SharePoint – Best for Microsoft Ecosystem Integration
SharePoint is a favorite for organizations using Microsoft 365, offering document libraries, permissions, and seamless collaboration across teams.
Best For: Office365 environments, large organizations.
Key Features:
- Document libraries and versioning
- Metadata tagging and permissions
- Integration with Microsoft apps
- Workflow automation
Pros:
- Familiar interface for Office users
- Advanced team collaboration features
Cons:
- Complex for small businesses
- Requires IT configuration
Free Plan: Free plan available
9. EisenVault – Best for Security and Audit Readiness
EisenVault focuses on encryption, audit trails, and role-based access, making it a strong option for enterprises handling sensitive data.
Best For: Enterprises, security-focused teams
Key Features:
- End-to-end encryption
- Role-based access and permissions
- Version control and audit logs
Pros:
- Strong security and compliance
- High storage capacity
Cons:
- Less brand recognition
- Search feature can be less intuitive
Free Plan: Free plan available
10. DocuWare – Best for Mid-Size Business Workflows
DocuWare balances robust features with ease of use, supporting file import, eSignatures, and workflow automation. Its integration capabilities make it a good fit for businesses seeking to streamline document processes.
Best For: Mid-size businesses, workflow automation
Key Features:
- File import and document capture
- Electronic signatures and automation
- Integration with 500+ apps
Pros:
- Feature-rich and easy to use
- Flexible integrations
Cons:
- Initial learning curve
- Some UI quirks
Free Plan: Free plan available
11. LogicalDOC – Best for Open Source and Hybrid Posting
LogicalDOC offers both cloud and on-premise setups, with a familiar filing system and drag-and-drop interface.
Best For: Teams needing flexibility and open-source users, hybrid environments
Key Features:
- Access controls and permissions
- Cloud or self-hosted deployment
- Document versioning
Pros:
- Easy to adopt for teams
- Flexible deployment options
Cons:
- Older UI
- Mobile app limited
Free Plan: Free plan available
12. Folderit – Best for Simplicity and Affordability
Folderit is known for its user-friendly interface and affordability, making it a favorite among small businesses and nonprofits.
Best For: Small businesses, nonprofits
Key Features:
- Folder-based organization
- Advanced search and tagging
- eSign integration
Pros:
- No learning curve
- Powerful search
Cons:
- Occasional slowness
- Limited workflow automation
Free Plan: Free plan available
13. Revver – Best for eSign Workflows
Revver streamlines document organization and workflow management, with a focus on eSignature and collaboration.
Best For: Mid-market teams, eSign needs
Key Features:
- Automation and templates
- eSignature integration
- Version control
Pros:
- User-friendly interface
- Easy to deploy
Cons:
- Base tier has fewer features
- Can be expensive as team grows
Free Plan: Free plan available
14. Hightail – Best for Creative Teams
Hightail specializes in large file sharing and creative approvals, making it ideal for agencies and media teams.
Best For: Creative agencies, media teams
Key Features:
- Large file management
- Review and feedback tools
- Document tracking
Pros:
- Built for creatives
- Free plan available
Cons:
- Not a full DMS
- Limited collaboration features
Free Plan: Free plan available
15. PandaDoc – Best for Document Generation and Proposals
PandaDoc combines document creation, eSignatures, and analytics in an affordable, user-friendly package.
Best For: SMBs, sales, proposals
Key Features:
- Extensive template library
- eSignature and workflow tracking
- Real-time notifications
Pros:
- Great UI and templates
- Affordable for small businesses
Cons:
- Focused more on proposals
- Lacks advanced DMS features
Free Plan: Free plan available
Must-Have Features in Document Control Software (2025 Guide)
When evaluating document control software or a broader document management system, prioritize these essential features:
- Version control and audit trails to track document changes
- Role-based access control to limit sensitive data exposure
- Compliance tools for HIPAA, ISO, and other standards
- Secure storage with encryption
- Integration with tools like Slack, Google Drive, or CRM systems
For more guidance, visit our Manage Documents Blog.
How Document Control Systems Help Meet Compliance Standards
For industries such as healthcare, construction, and pharmaceuticals, meeting compliance standards is essential. Document control systems help organizations stay compliant by providing detailed audit logs and version histories, making every change traceable. These systems also include approval workflows with user authentication, which ensures accountability and oversight at every stage of the document lifecycle.
In addition, features like role-based access control and encryption protect sensitive data from unauthorized access. Platforms like Knack, MasterControl, and M-Files are built with these compliance requirements in mind. They support regulations such as HIPAA, ISO 9001, and FDA guidelines, helping businesses reduce risk, simplify audits, and maintain regulatory readiness at all times.
5 Reasons Knack Is the Best Document Control System Choice
Knack stands out as a document control solution for teams that need flexibility, security, and simplicity, all without sacrificing power or scalability. Its no-code platform allows users to build custom workflows that adapt to any industry or process, making it ideal for businesses looking to modernize document management without a heavy lift from IT.
Whether you’re managing compliance-heavy records or streamlining internal approvals, Knack makes it easy to create secure, automated document workflows that meet the unique needs of your team.
- No Per-User Fees: Cost-effective as your team grows
- Custom Workflows Without Code: Tailor to your business processes
- Role-Based Security: Protect sensitive documents
- Compliance Ready: Meets HIPAA and PCI requirements
- Fast Start with Templates: Launch workflows in minutes
Get started today with Knack’s document management template or sign up for your free trial!
How to Choose the Best Document Control System for Your Business
Finding the right document control system means balancing compliance, ease of use, and customization. For growing teams, Knack offers the flexibility and power of enterprise systems, without the complexity.
Explore your options, consider your industry needs, and start transforming your document management today. Ready to take control of your documents? Start your free trial with Knack.
Frequently Asked Questions (FAQ)
What is a document control system?
A system that manages document access, versioning, and compliance throughout its lifecycle.
What’s the difference between document management and document control software?
Document control emphasizes regulatory compliance and traceability, while general DMS focuses more broadly on file organization and storage.
Which tools are best for compliance-focused industries?
Knack, MasterControl, and M-Files offer strong compliance features for regulated environments.
Can I build a document control system without coding?
Yes. Knack lets you create secure, customized workflows without writing any code.
Do these systems support e-signatures and automation?
Many do, including Knack, PandaDoc, and Revver.
