24 Best Document Collaboration Tools Review 2024
Best Document Collaboration Tools Shortlist
Here's my pick of the 10 best software from the 24 tools reviewed.
Get free help from our project management software advisors to find your match.
Choosing the right document collaboration tool can be tough with so many options out there. You want to streamline your team's workflow and enhance productivity, but need to figure out which tool fits best. I've got you! In this post, I leverage my extensive experience working with various collaboration tools across different teams and projects to bring you the best options.
Document collaboration tools allow multiple users to work on documents simultaneously, ensuring real-time updates and seamless collaboration. They solve key pain points like version control, communication gaps, and inefficient workflows.
Why Trust Our Software Reviews
We’ve been testing and reviewing document collaboration tools since 2012. As project managers ourselves, we know how critical and difficult it is to make the right decision when selecting software.
We invest in deep research to help our audience make better software purchasing decisions. We’ve tested more than 2,000 tools for different project management use cases and written over 1,000 comprehensive software reviews. Learn how we stay transparent & our review methodology.
Best Document Collaboration Tools Summary
| Tools | Price | |
|---|---|---|
| Slite | From $8/user/month | Website |
| Evernote | From $165.83/user/month (billed annually) | Website |
| Microsoft 365 | From $6/user/month (billed annually). | Website |
| Google Workspace | From $6/user/month | Website |
| Quip | From $30/5 users/month | Website |
| Bit.ai | From $12/user/month | Website |
| Zoho WorkDrive | From $2.50/user/month (billed annually) | Website |
| Coda | From $10/user/month (billed annually) | Website |
| ClickUp | From $7/user/month (billed annually) | Website |
| Dropbox Paper | From $9.99/user/month | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow To Choose Document Collaboration Tools
As you work through your unique software selection process, keep the following points in mind:
- Ease of Use and User Interface: The tool should be intuitive and easy for all team members, regardless of their technical expertise. A user-friendly interface can significantly reduce the learning curve and increase adoption rates.
- Real-Time Collaboration: Collaborating in real-time is crucial for teams to work simultaneously on documents. This feature eliminates the need for back-and-forth emails and ensures everyone is on the same page.
- Integration with Other Tools: The document collaboration tool should seamlessly integrate with other software and tools that your team already uses. This can streamline workflows and enhance productivity.
- Security and Access Control: Protecting sensitive information is important. The tool should offer strong security features, including access control and permissions, to ensure that only authorized users can view or edit documents.
- Version Control and Autosave: The ability to track changes and revert to previous versions of a document is essential for maintaining document integrity. Autosave features ensure that no work is lost due to unexpected events like power outages.
-
ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Document Collaboration Tools Reviews
This section provides an in-depth analysis and overview of various document collaboration tools. We will walk through their pros and cons, features, and best use cases.
Slite is designed for various types of knowledge documentation and offers AI-powered writing improvement features. It emphasizes simplicity, allowing users to create and manage documents, notes, and wikis without the clutter.
Why I Picked Slite: Slite offers a clean, intuitive environment that is easy to use and navigate but also boasts all the essential tools for effective collaboration, including real-time editing, threaded comments, and discussion channels embedded directly within documents. It has AI-powered knowledge management that assists in surfacing relevant information, suggesting content connections, and automating routine tasks like tagging or categorizing documents. Additionally, the AI feature helps identify gaps in documentation and prompts users to update stale content.
Standout features & integrations:
Features include AI-powered instant answers, document verification, and a knowledge management panel. These features help keep documents accurate and up to date, reducing the time spent searching for information.
Integrations include Google Drive, Slack, Zapier, Linear, Asana, YouTube, Chrome, API, Notion, and Confluence.
Pros and cons
Pros:
- Smart document organization
- AI-powered content suggestions
- Integrated knowledge base
Cons:
- Limited customization options for user interface and document layouts
- Limited third-party integrations
Evernote features solid note-taking capabilities, including text, images, and file attachments, allowing users to organize and share notes, notebooks, and documents across various devices.
Why I Picked Evernote: Evernote allows users to capture different types of information, from text to images to web clippings, and organize them into easily navigable notebooks and tags. It has powerful search capabilities that recognize text within images, a web clipper feature for saving web pages or snippets into their Evernote account for reference, and the ability to set reminders and add checklists within notes for project management. Additionally, it allows offline access and features organizational features like tags, notebooks, and stacks.
Standout features & integrations:
Features include note creation and organization, customizable dashboards with widgets, document scanning, and optical character recognition (OCR) for searching text within images. These features make it easy to capture and find information quickly.
Integrations include Google Drive, Microsoft Outlook, Slack, Microsoft Teams, Google Calendar, Salesforce, Zapier, IFTTT, Trello, and Dropbox.
Pros and cons
Pros:
- Customizable note templates
- Web clipper and reminder functionality
- Text recognition in images
Cons:
- No real-time co-editing
- Lack of advanced formatting
Microsoft 365 is a comprehensive tool that enables teams to work together across its suite of applications, including Word, Excel, PowerPoint, and OneNote.
Why I Picked Microsoft 365: Microsoft 365 fully integrates with a suite of productivity applications, allowing users to switch between tasks like document creation, data analysis, and presentation in a single platform. Its co-authoring features support real-time collaboration across multiple users on the same document with changes instantly visible and the version history ensures that any changes made can be tracked and reverted if necessary.
Standout features & integrations:
Features include advanced security and compliance, AI-powered assistance with Microsoft Copilot, and real-time collaboration across various applications. Microsoft 365 also offers enterprise-grade device and endpoint protection, making it a secure choice for businesses.
Integrations include Microsoft Word, Microsoft Teams, OneDrive, SharePoint, Outlook, Excel, Word, PowerPoint, Microsoft Loop, Clipchamp, and Microsoft Defender.
Pros and cons
Pros:
- Advanced and personalized working tools
- Automated workflow integrations
- Integrated task management
Cons:
- Limited real-time collaboration in some apps
- Complex licensing structures
Google Workspace offers real-time editing, sharing, and commenting across its suite of applications, including Google Docs, Sheets, Slides, and Drive, enhancing team communication and collaboration.
Why I Picked Google Workspace: Google Workspace is a cloud-based platform that allows users to access, edit, and share documents from anywhere. Its AI-powered productivity tools provide smart suggestions, like grammar, style corrections, and data insights that streamline tasks and improve work quality, and the sharing options make it easy to control who has access to documents, whether for viewing, commenting, or editing. Additionally, the strong integration with other Google services allows an all-in-one workspace where communication, scheduling, and document management are interconnected.
Standout features & integrations:
Features include AI-powered assistance through Gemini, which helps create and modify content across apps like Gmail, Docs, and Sheets. Google Workspace also offers secure cloud storage, custom business email, and video conferencing capabilities.
Integrations include Salesforce, Slack, Zoom, Trello, Asana, Dropbox, Microsoft Office, Adobe, DocuSign, and HubSpot.
Pros and cons
Pros:
- Offline editing with automatic sync
- Automatic language detection and translation
- Integrated AI-powered research
Cons:
- Limited customization and formatting options
- Integration challenges with non-Google products and services
Quip combines documents, spreadsheets, and chat in a single platform. It is designed to streamline team communication and productivity, allowing teams to closely collaborate and make quick decisions.
Why I Picked Quip: Quip combines communication and document editing, allowing users to discuss changes, make decisions, and edit documents without switching apps. Quip is a must for teams using Salesforce because it extends CRM functionality into collaborative document creation and management. This integration allows users to embed live Salesforce data into Quip documents, spreadsheets, and templates. It enables the sales teams to create and share account plans, opportunity notes, meeting agendas, and link Salesforce records in one platform.
Standout features & integrations:
Features include embedded spreadsheets, team chat, and advanced security measures. Quip documents unite teamwork and communication, allowing users to embed spreadsheets into documents for better data context and streamline workflows with built-in chat.
Integrations include Salesforce, Okta, Microsoft, OneLogin, Google Drive, Dropbox, Box, Slack, Trello, and Jira.
Pros and cons
Pros:
- Multi-layered document organization
- Real-time collaboration with integrated chat
- Salesforce live data embedding
Cons:
- Dependent on Salesforce integration
- Limited document formatting options
BIT is designed for teams to create, share, and manage documents in a visually engaging and organized manner. Its AI capabilities provide advanced features for creating and managing documents efficiently.
Why I Picked BIT: BIT integrates AI to streamline the creation and management of documents, making it easier to generate, organize, and present information. The platform leverages AI to enhance every step of the document creation process, from ideation to final presentation, and analyzes document content to suggest improvements, ensuring the final product is visually compelling, organized, and impactful. BIT is an ideal tool for teams needing a high level of polish and functionality in their documents.
Standout features & integrations:
Features include AI-powered document and wiki creation, real-time collaboration, advanced sharing options, and comprehensive widgets. Bit.ai also offers scalable workspaces, folder hierarchy, permissions, and an AI writer for personalized assistance.
Integrations include Google Drive, OneDrive, Dropbox, Box, Slack, Trello, Asana, GitHub, Jira, and Salesforce.
Pros and cons
Pros:
- Interactive document features
- Real-time collaboration with integrated comments
- AI-driven content suggestions
Cons:
- Inconsistent integration with non-media tools
- Limited advanced text formatting
Zoho Workdrive supports team folders, granular access controls, and detailed activity tracking. It is well-suited for organizations managing large volumes of documents while maintaining strict control over data access and compliance.
Why I Picked Zoho WorkDrive: Zoho Workdrive offers tight security controls, including granular permission settings, role-based access, and detailed audit trails. This ensures sensitive documents are only accessible to authorized users. It has a secure team file storage, allowing organizations to create dedicated spaces for different departments, projects, or teams, where members can collaborate on documents in a controlled environment. The platform can track file versions, set expiration dates for shared links, and monitor document activity.
Standout features & integrations:
Features include secure team folders, a built-in office suite, and mobile apps. Zoho WorkDrive supports 160+ file formats, allowing users to upload and preview documents, videos, and images without additional apps. It also offers robust collaboration tools like commenting, notifications, and activity tracking.
Integrations include Zoho CRM, Zoho Projects, Zoho Mail, Microsoft Office, Google Workspace, Slack, Zapier, Trello, Asana, and Dropbox.
Pros and cons
Pros:
- Offline access with sync options
- Advanced link management
- Team folder customization
Cons:
- Storage quotas per user
- Limited advanced document editing
Coda allows teams to create interactive documents, customizable views, and automation through Coda’s built-in formulas and buttons. It enables users to build powerful workflows, turning documents into collaborative workspaces.
Why I Picked Coda: Coda can turn documents into customized applications with its building blocks consisting of tables, views, and controls. It allows users to create dynamic documents where data can be manipulated and visualized in various ways, making it a powerful choice for teams needing more than just text and numbers. Its formula language enables users to create complex logic and automation within the documents, automated workflows, and app-like documents with buttons and data tables.
Standout features & integrations:
Features include Coda Brain, an AI platform that helps teams find and utilize information more effectively, and customizable templates for various team needs. Coda also offers over 600 integrations, making it highly versatile.
Integrations include Google Calendar, Slack, Figma, Jira, Zoom, Salesforce, Trello, GitHub, Asana, and Microsoft Teams.
Pros and cons
Pros:
- Real-time formula editing
- Automation within documents
- Interactive data manipulation
Cons:
- Limited API access
- No pre-built project management tools
ClickUp is a project management platform that allows teams to create, edit, and share documents within the same system. It brings everything together so documents are interconnected with tasks, timelines, and workflows.
Why I Picked ClickUp: ClickUp’s document management feature, ClickUp Docs, is a dynamic space where teams can collaborate, leave comments, and edit with a highly customizable interface. It allows users to create document hierarchies, link related documents, rich tech editing, and media embedding to enhance content. ClickUp’s ability to unify document collaboration, task management, communication, and project tracking makes it an ideal solution for teams to centralize their work processes.
Standout features & integrations:
Features include customizable tasks, real-time reporting, and visual collaboration tools like whiteboards. ClickUp also offers automations, task templates, and custom fields to fit the needs of every team.
Integrations include Slack, Google Drive, Microsoft Teams, Zoom, Dropbox, GitHub, Evernote, Trello, Asana, and Jira.
Pros and cons
Pros:
- Global search function across documents and tasks
- Custom document hierarchies
- Task and rich media embedding in docs
Cons:
- Lack of advanced editing features
- Complex document permission management
Dropbox Paper is a collaborative workspace that smoothly integrates with Dropbox, allowing teams to create, share, and edit documents and easy access to files and multimedia content.
Why I Picked Dropbox Paper: Dropbox Paper’s integration with Dropbox allows users to link, embed, and manage Dropbox files directly within their Paper documents. Users can drag and drop files, images, videos, and other media from their Dropbox account into a Paper document, simplifying the document creation process. It allows real-time editing, commenting, task assignment features, and embedding of rich media like SoundCloud tracks, YouTube videos, and GIFs into the documents.
Standout features & integrations:
Features include real-time collaboration, task management, and multimedia support. Users can work on documents simultaneously, assign tasks, and embed various media types to create rich, interactive documents.
Integrations include Slack, Zoom, Trello, Google Drive, Microsoft Office, Asana, Jira, GitHub, and Evernote.
Pros and cons
Pros:
- Automatic to-do lists
- Integrated basic task management tools
Cons:
- Limited integrations with non-Dropbox services
- Limited formatting options
- Embeddable web content
Other Document Collaboration Tools
Below is a list of additional document collaboration software that we shortlisted, but did not make it to the top list. Worth checking them out.
- Confluence
Best for remote team collaboration
- Notion
Best for flexible workflow design
- Wrike
Best for real-time collaboration and reporting
- ProofHub
Best for all-in-one project management
- Airtable
Best for customizable databases
- monday.com
Best for visual project tracking
- Nuclino
Best for knowledge management and team wikis
- Smartsheet
Best for spreadsheet-like project management
- Podio
Best for customizable workflows
- Asana
Best for team collaboration and task tracking
- Trello
Best for kanban-style task management
- Slab
Best for team documentation and knowledge sharing
- Box Notes
Best for secure note-taking and sharing
- OnlyOffice
Best for integrated document editing
Document Collaboration Tools Selection Criteria
Selecting a document collaboration platform involves evaluating functionality and meeting specific use cases that matter most to users. Criteria relate to software buyer needs, pain points, and the intended use of the tool.
Core Functionality (25% of total score):
- Ability for multiple users to edit documents simultaneously
- Tracking and managing changes to documents over time
- Granular control over who can view, edit, or comment on documents
- Features that allow users to provide feedback directly within documents
- Seamless connection with other software like project management or communication platforms
Additional Standout Features (25% of total score):
- Leverages AI to suggest content connections and automate organization
- Allows users to create personalized dashboards or interfaces within the document collaboration tool
- The ability to link and reference content across different documents or spaces
- AI-driven search functionality that allows for quick retrieval of specific content, even within large knowledge bases
Usability (10% of total score):
- A clean, user-friendly design that reduces the users’ learning curve
- Evaluating the tool on its ease of use, ensuring it’s not overly complex for basic tasks
- How well the tool performs across different devices, including mobile and desktop, MacOS, Windows, Android, etc.
Onboarding (10% of total score):
- Availability of guided tours that help new users get started quickly
- Access to webinars, training videos, and detailed documentation
- Pre-built templates that help users set up their workspaces efficiently
- Offers assistance with importing data and migrating from other platforms
Customer Support (10% of total score):
- Tools that provide multiple support options, including chat, email, and phone
- How quickly and effectively customer support responds to inquiries
- The comprehensiveness and clarity of the tool’s help documentation and knowledge base
Value for Price (10% of total score):
- Competitive and flexible tiered pricing options for different business sizes
- Assessment whether the tool’s features justify its prices compared to competitors
- Consideration of how the tool’s pricing scales with team size and usage over time
Customer Reviews (10% of total score):
- General feedback from users about their experience with the tool
- Reports on how reliable the tool performs over time
- Insights into user experiences with the tool’s customer support and issue resolution
Trends For Document Collaboration Tools
Online collaboration tools are evolving rapidly as remote work becomes the norm. Here are some key trends to watch.
- Real-time AI Assistance: AI is being integrated to provide real-time assistance. This helps in grammar correction, content suggestions, and even translation, making collaboration more efficient.
- Blockchain for Security: Blockchain technology is being used to enhance document security. It ensures that documents are tamper-proof and verifiable crucial for sensitive information.
- Voice-to-Text Collaboration: Voice-to-text features are becoming more common. They allow users to dictate documents and collaborate using voice commands. This is particularly useful for hands-free operation.
- Cross-Platform Integration: Tools are increasingly supporting cross-platform integration. This means documents can be accessed and edited from any device, improving accessibility and flexibility.
- Advanced Version Control: Advanced version control features are being implemented. They allow users to track changes and revert to previous versions easily. This is important for maintaining document integrity.
These trends are shaping the future of document collaboration tools.
What Are Document Collaboration Tools?
Document collaboration tools are systems or software that allow multiple people to work together on a single document or file to achieve a final version. These tools enable teams to work on a document simultaneously from different computer terminals or mobile devices, often using an Internet or "cloud" enabled approach. Common users include business teams, educational institutions, and remote workers needing to co-author documents, share feedback, and maintain version control. These tools are essential for improving productivity, ensuring document integrity, and facilitating real-time collaboration.
Document collaboration tools typically include features such as real-time commenting and instant messaging, presence indicators, permissions, personal activity feeds, collaboration with users outside the company firewall, security and compliance frameworks, change history tracking, the ability to handle large files, and approval workflows. These components ensure collaborators can contribute effectively while maintaining the document's integrity and security.
Features Of Document Collaboration Tools
As remote and hybrid work models continue to reshape the modern workplace, the demand for advanced online tools that facilitate productive teamwork has grown exponentially.
- Unified Communication: Consolidates emails, chats, documents, and calendar events into a single platform, eliminating the usage of multiple applications.
- Real-Time Collaboration: Allows team members to share updates and provide instant feedback, enhancing productivity and team alignment.
- Calendar Integration: Connects calendar events with broader communication contexts, helping users stay on track with activities, deadlines, and meetings.
- Voice Calling and Screen Sharing: Facilitates engaging, face-to-face interactions within distributed teams, elevating the quality of team discussions and decision-making processes.
- Security and Privacy: Implements strong security measures to protect sensitive data and ensure privacy, crucial for maintaining the integrity and confidentiality of user data.
- Integration with Third-Party Apps: Enhances collaboration software by integrating with popular applications like project management tools, file storage platforms, and productivity apps, allowing users to streamline their workflow.
- Customization and Personalization: Allows users to customize their collaboration experience by choosing themes, setting preferences, and organizing their workspace.
- User-Friendly Interface: Offers a clean and intuitive interface, ensuring users can quickly find what they need and enhance the overall user experience.
- Presence and Status Indicators: Shows the availability and status of team members, indicating who is online, busy, or away eliminating unnecessary delays and ensuring effective communication.
- Live Comments and Updates: Enables rapid iteration and communication by allowing participants to comment and see updates in real time.
By carefully evaluating the available options and understanding the key characteristics of a top-notch collaboration tool, teams can unlock new levels of productivity, foster stronger connections, and ultimately achieve their strategic objectives.
Benefits Of Document Collaboration Tools
Document collaboration tools have become essential for businesses and teams with a flexible or remote working environment. Below are five primary benefits of document collaboration tools for users and organizations.
- Improved Team Coordination: Document collaboration tools help define each team member's roles, responsibilities, and individual tasks, ensuring better organization and understanding within the team.
- Increased Productivity: Collaboration tools allow team members to work together in real-time, making the documentation process more efficient and reducing the time needed to complete tasks.
- Enhanced Quality of Work: By leveraging the diverse expertise and perspectives of the team, document collaboration results in well-rounded, high-quality resources that cater to the needs of every user.
- Faster Editing Process: Collaborative editing features enable team members to edit documents simultaneously, reducing the time spent on back-and-forth emails and ensuring everyone is working on the latest version.
- Bringing Distributed Teams Together: Document collaboration tools provide a shared online space for distributed teams, fostering communication, idea-sharing, and stronger team bonds, even when team members are not physically together.
Document collaboration tools offer numerous benefits that can significantly improve the efficiency and effectiveness of your team. Investing in a reliable document collaboration tool can help your team work cohesively and achieve better results.
Costs And Pricing Of Document Collaboration Tools
This section provides an estimate of average document collaboration tools plans and costs.
Plan Comparison Table for Document Collaboration Tools
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic task management, limited storage, file sharing, real-time collaboration |
| Personal Plan | $5 - $10 per user/month | Enhanced storage, advanced task management, basic integrations, version control |
| Business Plan | $10 - $20 per user/month | Unlimited storage, advanced integrations, security features, team collaboration |
| Enterprise Plan | $20+ per user/month | Customizable features, advanced security, compliance tools, dedicated support |
FAQs About Document Collaboration Tools
How can I ensure the security of documents shared on collaboration tools?
Ensuring the security of documents shared on collaboration tools involves several best practices. First, choose a collaboration tool offering powerful security features such as end-to-end encryption, multi-factor authentication, and compliance with industry standards like GDPR or HIPAA.
Regularly update passwords and use strong, unique passwords for each account. Implement access controls to restrict document access to only those who need it, and review and update these permissions regularly. Finally, educate your team on recognizing phishing attempts and other security threats to prevent unauthorized access.
What are the best practices for version control in document collaboration tools?
Effective version control is crucial for maintaining the integrity of documents in a collaborative environment. Use a tool that automatically tracks changes and maintains a history of document versions, encourages team members to use clear and consistent naming conventions for document versions, and regularly review and clean up old versions to avoid clutter and confusion.
How can I manage user permissions effectively in document collaboration tools?
Managing user permissions effectively requires a clear understanding of each team member’s role and the level of access they need. Use a collaboration tool that allows for granular permission settings, enabling you to assign specific access levels to different users.
Regularly review and update permissions to reflect changes in team roles or project requirements and implement a principle of least privilege, granting users the minimum level of access necessary to perform their tasks.
What strategies can I use to improve collaboration and communication within document collaboration tools?
Establish clear guidelines and protocols for using the collaboration tool. Encourage team members to use built-in communication features, such as comments and chat, and to discuss document changes and updates.
Schedule regular check-ins or virtual meetings to review progress and address any issues. Utilize task management features to assign and track responsibilities, ensuring everyone is aware of their tasks and deadlines.
How can I integrate document collaboration tools with other software and platforms?
Many document collaboration tools offer integrations with other software and platforms to streamline workflows. Identify the tools and platforms your team frequently uses, such as project management software, CRM systems, or cloud storage services.
Look for collaboration tools that offer native integrations or support third-party integration services. Set up and configure these integrations to automate data transfer and reduce manual work. Regularly review and update integrations to ensure they continue to meet your team’s needs and improve efficiency.
What are the common challenges in using document collaboration tools, and how can they be addressed?
Common challenges include version control issues, security concerns, and difficulties in managing user permissions. To address these, implement best practices for version control, such as using clear naming conventions and maintaining a version history. Ensure strict security measures are in place, including encryption and access controls and regularly review and update user permissions to reflect changes in team roles.
How can I measure the effectiveness of a document collaboration tool?
To measure the effectiveness of a document collaboration tool, track key performance indicators (KPIs) such as user adoption rates, collaboration frequency, and document turnaround times. Collect feedback from team members to identify any pain points or areas for improvement.
Analyze the impact of the tool on overall productivity and project outcomes. Additionally, monitor the tool’s performance and reliability, including uptime and response times. Use this data to make informed decisions about optimizing or potentially switching collaboration tools.
What are the best ways to onboard new team members to a document collaboration tool?
Effective onboarding involves providing comprehensive training and resources to help new team members quickly become proficient with the collaboration tool. Create a detailed onboarding guide that covers the tool’s features, best practices, and company-specific protocols.
Offer hands-on training sessions, provide access to tutorials and documentation, and regularly check in with new team members to ensure they are comfortable using the tool and address any issues promptly.
What’s Next?
Want to connect with other digital project managers to share resources and best practices? Join our membership community and get access to 100+ templates, samples, and examples and connect with 100s of other digital project managers in Slack.