What is ECM?

DocuWare provides digital document management and automated workflows to organizations of any
Enterprise content management (ECM) is
the capture, storage, retrieval and size and across all major industries from manufacturing and retail to healthcare and government. With
management of documents, records, availability in 16 languages and supporting cloud and on-premises deployments, DocuWare currently
emails, electronic communications and serves 14,000 customers across 90 countries with a global network of over 650 partners.
other documents created by organizations.

Strategic objectives for Key questions to ask your customers… DocuWare key offering…
today’s ECM
organisations…
Companies want to digitize
and get rid of paper Have you
considered a cloud Highly Compliant Global Reach Digitisation Any device Self learning Cloud based
based solution? and technology automated
Companies are moving to the
Automation workflow
cloud
What auto-indexing
Companies need to automate and automation
capabilities do you
for efficiency gains
currently have?
Feature Rich Utility / High Usability / Preconfigured Optimize
Penetration of ECM by Flexible Integration / Intuitive Design Cloud Solutions Customer / Partner
Innovation Touchpoints
organization size Do you currently find
(Employees) 49% it easy to retrieve
DocuWare key cost benefits… Why GDPR matters…
information?
37% 38%
30% Are you confident
that you meet all of 1. High penalties for non
the GDPR
11-50 51- 100 101-250 251-500
legislation? – see
adherence
why GDPR matters 2. Explicit customer consent
Increasing Reduction in cost of must be evidenced
Customer ROI managing own
Do have an easy 3. Personal data can be anything
Requirements infrastructure
ECM
61%
Adoption by Use Case and traceable relating to an individual
54% 52% 50% approval process? 4. Paper documents count
Are you able to track
5. Extended chains of liability -
any changes and Cost avoidance by you are still liable if outsourced
who has made
No / Low Code Supports Globally being compliant or cloud service provider
changes? against increasing
Software Distributed
Invoice Human Document Sales and Development Workforces Regulation
Processing Resource Management Marketing
Briefing Document
Competitive Landscape
 ECM Landscape

25/03/2025 Version: [###] Classification: Internal Owner: [Insert name] 3

 DocuWare vs key Competitors – feature set

Note: LaserFiche high level analysis also shown on slide 5 – key competitor

Core Capabilities Additional Capabilities

Tagging Automated Mobile DAM ¹ WCM ¹

DMS ¹ Workflow ² Integration RPA ¹ Collaboration Cloud ³ Capture ⁴
Index indexing Interface

Notes:
¹) DMS: document management software, DAM: digital asset management, WCM: web content management, RPA: robotic process automation
²) Workflow refers to offering template solutions, with full Harvey ball to a pre-configured one
³) Could included hosted and native solutions
⁴) Capture: Although offering some basic scanning tools, ECM providers integrate with Capture Software fore sophisticated solutions

Source: Project Magellan – Commercial Vendor due diligence (Strategy & Interview, Strategy & Analysis by PwC)
 Competitive Analysis - Laserfiche
Overview Strengths Weaknesses

It is an international provider of intelligent • Strong penetration in public sector, healthcare, financial services • Relatively new in offering cloud based solution
content management and business process and higher education. In the past 10 years, its strength in the
automation – it has evolved from a traditional manufacturing sector has grown. It has clients across 80 countries.
ECM supplier to focus on automating content- Considered to be a midmarket player generally with a growth in the
centric business processes. Its portfolio range of its portfolio that would be attractive to companies that
consistently grows, prefer a “one-stop shop” for content services.

It operates in the US and internationally • Recently launched it robotic process automation (RPA) solution. Its
leveraging its value-added reseller (VAR) aim is to combine this with its other workflow automation
network as its primary distribution channel. capabilities to provide end-to-end automation for business
processes

• On-premises vs cloud: It continues to balance requirements for

its on-premises capabilities, through Laserfiche 10.4, with its cloud-
first approach Laserfiche Cloud 2019.1.Its enhancements include:
updates for mobile and web user experience, forms, workflows and
site admin.

• Users can now associate and locate a file or record using Google
Maps, Esri cloud maps, Each location has associated GPS
coordinates and a location description that can be viewed in the
details pane of the folder browser or document viewer. Users can
manually drop a pin on a map or have the location automatically
extracted from a JPG file. The map can view the location of a
particular item or search for all items by proximity or description
(e.g., find all maintenance requests within a mile of me).
 Competitive Analysis - ELO Digital Office
Overview Strengths Weaknesses

Designed for small to midsize businesses, it is a • ELO offers a server-based e-mail module for Microsoft EWS and IBM • Limited capability of its Intelligent Indexing levels in terms of
content management solution Part of the ELO ECM Notes, a special package for email management, which integrates into MS automation.
Suite, creates a document and content management Outlook and enables users to have an extensive document management
hub that easily digitizes the workplace with advanced functions in their email environment. • Basic hosted on cloud offering with limited functionality compared to
workflows, analytics, email management capabilities on-premise version
• The App for smartphones and tablets ELO for Mobile Devices, ELO
Enabling GDPR compliance and data security, ELO QuickScan, and ELO Connect allow users to use the many functions of • Limited pre-configured Workflows
Enterprise offers business-specific solutions for ELOenterprise even when out of the office.
invoice, contract, visitor, knowledge, and HR • No cloud native solution
recruitment management. Built-in mobility and a • Scalable, it can easily be integrated into existing dynamic infrastructures.
multi-client architecture deliver anytime/anywhere • Does not support the following features:
information access. • ELOenterprise ideally complements other business applications, breaking • Compliance Tracking
down in-house data silos to create one single information platform. • Document Assembly
• Electronic Signature
• Smart modules and interfaces for fast data processing • File Type Conversion
• Offline Access
• The portfolio of ELO Business Solutions offers best practice approaches • Optical Character Recognition
and is continually expanded to include new capabilities

• Close relationship with Microsoft and SAP

 Competitive Analysis - EASY DMS
Overview Strengths Weaknesses

Document management system used to track, • Set-up is easy thanks to predefined roles & dashboards. • EASY DMS has limited workflow capabilities, so customers may need
manage and store documents and reduce paper. It's • Dashboards, advanced settings, and templates make customizations easy. to rely on a third-party product for these.
capable of keeping a record of the various versions • Enhanced API, XML & XLSx imports and Zapier make integration easy. • Weaker, no-intuitive user interface
created and modified by different users (history • Offers flexibility and scalability available for large companies, medium- • No cloud native solution
tracking). sized businesses and small businesses. • Low quality relationship with its dealer network.
• Greater process efficiency: easy location and fast forwarding of • Small team (implementation and development).
Comes with WebDAV functionality so you can information
manage your documents directly from your file • Better cooperation: central data retention facilitates common use of
manager (such as Windows Explorer) in addition to documents
standard web access. • High traceability thanks to versioning and logging
• Structured storage of information and documents
• Fast training users can work securely with the system after a brief
introduction
• More flexibility: information is available anywhere – around the clock
• Lower maintenance: thanks to central administration
• EASY provides a strong set of tools for file analytics, which, coupled with
its records management capability, gives it strong archiving capabilities.
Organizations focused on the archiving of content will find these
capabilities advantageous.
• Large partner network
• Strong technology partnership with SAP
 Competitive Analysis – OpenText
Overview Strengths Weaknesses

OpenText™Content Suite can be deployed either on- • The OpenText Extended ECM Platform has out-of-the-box options for • Installation and configuration steps need to be made by someone from
premises or via flexible public, private or hybrid cloud deep integration with LOB systems, especially those of SAP, but also those OpenText due to the difficulty of the process
models to offload the infrastructure investment and of Salesforce, Oracle (E-Business Suite) and SAP SuccessFactors;
focus on strategic projects. embedded directly into LOB applications and the OpenText application • Training is complex. Poor quality of support documentation

• Extensive and experienced partner ecosystem, including integrators, • Can be cumbersome to integrate with MS products like Outlook
technical partners, resellers and ecosystem partners (such as SAP,
Microsoft, Salesforce and AWS).Typically premium-priced • The user interface and configurability of that interface lack a lot of
flexibility and modern tools
• Continues to expand its SaaS/PaaS presence. OpenText Core Share is
available for collaboration, and the OpenText OT2 platform is closing the • Management of audit and content history needs to be modernized
feature gap with the vendor’s more established CSPs. This gives clients
additional cloud-based options beyond the more longstanding offerings • No easy reports creation application. Database administrator needed
traditionally associated with OpenText to write the queries to get the reports which becomes time consuming

• The OCR system is really good with high accuracy (>99%) • Customers expressed frustration when it comes to negotiating with
OpenText — a complaint backed up by our interactions with Gartner
• Worldwide support from OpenText clients. OpenText is the subject of more inquiries from Gartner clients
about license audits than any other CSP vendor
• Good support from major up and downstream technologies such as image
capturing and back end ERP, Database, and HR. • Reference customers frequently described OpenText projects as
complex and time-consuming, primarily due to the extensive range of
• Very fast searching capabilities functionality available in the platform

• Highly scalable • Development: The price of broad functionality is complexity and

roadmaps are questionable
 Competitive Analysis - M-Files
Overview Strengths Weaknesses

M-Files is designed to help businesses in information • Native cloud solution with function parity to the on-premise solution • M-Files’ CSP has architectural constraints (such as limits on the
and document management, organization and number of documents in a vault) that are not present in many
tracking. It is highly-suited to small and large • Competitive subscription pricing competitors’ products. This potentially limits scalability and high
companies in a variety of sectors. Includes mobile availability in large deployments (some reference customers expressed
optimization, version control, e-signature support, • M-Files Online displays content and related data artefacts in a single view. concerns about scalability and high availability). M-Files is modernizing
document templates, offline access, permission in a consistent way. its platform’s underlying components, such as the relational DBMS
control and automated workflows. layer, to address this issue.
• M-Files’ Intelligent Metadata Layer (IML) feature enables customers to
M-Files also comes with a number of enterprise- consolidate a multivendor content ecosystem without having to migrate • Although growing, M-Files remains a relatively small company of
grade information management assets. content to a single system approximately 500 people. As a result, compared with larger rivals,
there is less availability of technical expertise. This is particularly true
Can be used on-premise, in cloud or via hybrid • M-Files continues to mature its cloud service — it now offers a SaaS in the U.S., where its partner ecosystem is less well developed than in
deployment systems, offering a user-friendly version and a new subscription-based flexible licensing model (M-Files Europe.
interface for the users to work with. Online).
• User experience can be complex for relatively casual users. Object
• Navigating the dashboard is quite easy and does not require a steep relationship linking is powerful and differentiated from the
learning curve. This is due to the fact that the platform directly integrates competition, but the navigation experience was often described as
with Windows Explorer. The document storage system can be accessed complex by reference customers with simple needs. Search and
the way you would a disk drive metadata-driven views provide alternative approaches to finding and
working with content and data.
• M-Files generates virtual folders that can automatically organise data
• No pre-configured Workflows
 Competitive Analysis - SmartDoc
Overview Strengths Weaknesses

Document management tool for all businesses which SMARTdoc integrates seamlessly into Microsoft Word and acts like a natural • Usage is restricted, with limited or no access across the organization
helps with CAD drawings, collaboration, audit trails, extension of Word's familiar user interface. to information that would provide significant business value.
client data storage, catalog management systems, Quantifiable benefits come at higher costs and are not fulfilled with
automation and more. It allows the user to Share, track, review, and reuse Microsoft Word content, basic versions of the software.
graphics, and tables across the entire company.
It offers features such as reusable snippets, reusable • Focus only on English language support may limit geographic
variables, document snapshots, intuitive user Simple and affordable solution it offers quick solutions to its niche market. expansion.
interface, content map, status notifications, and so SMARTdoc has a simple pricing model with three options: Go, Flex, and
much more. SMARTdoc is available in three editions: Connect: • Online only
Professional, Express and Desktop and all are • Go: €50 per user/month for the first five users and €40 for each
scalable to fit the needs and sizes of teams. additional user (up to 25) • It does not support the following features:
• Flex: €70 per user/month for the first five users and €56 for each • Automatic Formatting
additional user (up to 25) • Calendar Management
• Connect: €100 per user/month for the first five users and €80 for each • Contact Management
additional user (up to 25) • Electronic Signature
For pricing above 25 users, customers are advised to contact SMARTdoc for • Knowledge Library
personalized quotes. • Pipeline Management
• Requirements Management
• Task Management
• CPQ Integration (Push and pull data from quote applications to
build proposals)
 Competitive Analysis - KYOCERA SOLPHEO SUITE
Overview Strengths Weaknesses

Solpheo Suite is a business content management • Low price. Some account managers lost deals duet to a price issue. • Instability: some of our customers switched to DocuWare since
platform that includes the ability to store, share, Kyocera had problems with this software during its early versions.
collaborate, manage all the information, tasks and • User-friendly: They’ve invested on this feature along with marketing and
processes of the company. communication • Non-functional UI: Some users reported that had problems to find
buttons, categories and other while they’re using it.
• Workplace Suite enables collaboration between peers and or teams
• Intelligent search

• Automated Workflows for document processes optimisation

• Central archiving compliant with the highest security standards

• Customisable interface

• Offline available

• Users can view the documents without downloading them by managing

the versions of them and with complete traceability

• Integration with other Apps like Solpheo Workplace, Solpheo Process and
Solpheo+ for a better coverage and UX.
 Competitive Analysis - SharePoint
Overview Strengths Weaknesses

Microsoft SharePoint is a browser-based • Technology Expertise • Additional investment on development to become fit-for-purpose
collaboration and document management platform.
• Microsoft complimentary products – Widely used • Rigid development parameters and high system requirements
It is considered the Microsoft's content
management system and allows groups to set up a • Reduction of 3rd Party applications and on rouge business apps • Expensive upfront costs
centralized, password protected space for document • Intuitive web-based tool
sharing. • Extensive deployment plan
• Comprehensive set of services encompassing individual productivity,
team collaboration, content management, process automation and • Microsoft’s CSP requires add-ons or third-party tools to meet complex
document workflow. requirements in areas such as information capture, records
management and workflow. Additionally, reference customers
• A unified cloud-based platform includes effective AI capabilities for referred to the complexity of implementing business solutions for rich
content insight and process automation. Graph capabilities in Office 365 external collaboration scenarios.
and a host of prebuilt workflows within the Office 365 environment,
works with external applications providers such as Google (Gmail) and • In-depth solutions for industries like financial services, government
Salesforce. and healthcare are entirely the work of Microsoft’s extended partner
ecosystem. Potential customers will need to evaluate these offerings
• Extensive and rich ecosystem of third-party and software and in addition to the underlying platform, or build their own solutions.
independent software vendor partners augments the platform’s own
capabilities. Although every CSP provider has software partners, • Microsoft’s CSP has no federation capability. Content must be
Microsoft stands out because its partners provide augmentation tools for migrated into Office 365 in order to utilize the functional and
a huge range of content services use cases. These partners include K2 and governance services it provides. Customers must therefore embark on
Nintex for workflow, and RecordPoint, AvePoint and Gimmal for a consolidation and migration exercise or invest in a third-party
improving Office 365’s records management capabilities. product to manage content outside Office 365.