6 ECM systems compared: Which solution is right for your company?

The goal of an ECM system is to get the right information to the right place. It needs to be fast, secure and easy to trace at any time. With the right system, companies can manage all their digital content and documents smoothly from start to finish.

That covers everything from capturing and storing files to processing and sharing them, and eventually archiving them in an audit-proof manner that stays compliant long after the retention periods are over.

For your company, an ECM system can be the backbone of a modern information strategy. It gives you one secure central place to manage documents, information and content while keeping everything running smoothly.

• Fast access to information: ECM systems manage content centrally and in a structured manner, allowing you to find relevant information in seconds.
• More efficient processes: Digital workflows automate recurring tasks such as approvals, reviews, and archiving.
• Legally compliant archiving: Archives in ECM systems meet legal requirements and protect data from unauthorized access or modification.
• Transparency and traceability: Secure ECM solutions store information in an audit-proof manner and track changes in documents (versioning).
• Better teamwork and mobile collaboration: Employees work on documents in parallel, regardless of location, with access rights depending on their role.
• Future-proofing and scalability: Modern ECM systems grow with your company.

Any solid ECM system should handle the essentials like document management, archiving them safely, keeping versions straight, setting access rights and making search a breeze. But the real game-changer comes with modern systems. They speed things up with automated workflows, keep everything organized in digital files, use AI-based OCR to recognize text instantly, connect smoothly with other systems and help you stay on top of compliance without the stress.

An enterprise CMS should have the following requirements in order to drive digital transformation in your company:

• Functionality: A good ECM system includes functions for classic document management as well as advanced functions such as automated workflows, email management, and record management.
• Usability: Intuitive operation is crucial for user acceptance. This includes clear interfaces, intelligent search functions, context-sensitive navigation, and minimal training requirements.
• Integrations: A modern ECM solution integrates seamlessly with ERP, CRM, or HR systems such as SAP, Salesforce, or Microsoft 365.
• Legal certainty and compliance functions: The ECM system should comply with legal requirements such as GoBD, GDPR, ISO standards, or industry-specific standards—including audit-proof archiving, deletion periods, and audit trails.
• AI functions and automation: Artificial intelligence supports, for example, automatic tagging, text recognition (OCR technology), classification, or intelligent filing suggestions.
• Access control: A sophisticated authorization system, encrypted data storage, access logs, and role-based rights assignment protect sensitive information.
• Reporting tools: Dashboards and KPIs provide real-time insights into process runtimes, document access, and system usage.
• Support and future-proofing: Look for reliable updates, local contacts, a strong partner network, and a clear roadmap.

Hey Doxi, compare the 6 best ECM systems:

Doxis from SER combines enterprise content management (ECM), business process management (BPM) and collaboration in a consistent, modular architecture. Companies use it to centrally manage content and documents from any source, intelligently automate processes, and provide context-related, retrievable information.

What makes Doxis special: Your advantages at a glance

• Uniform platform for ECM, BPM, and collaboration: No more isolated solutions: Documents, transactions, and processes are fully integrated.
• Modular and scalable from department to corporation: Doxis can be flexibly expanded, scaled as needed, and adapted to your organization.
• True cloud-native architecture: Whether public cloud, private cloud, or on-premises, Doxis offers maximum technical consistency and security.
• Integrated artificial intelligence: Doxis AI automates the extraction and structuring of incoming documents and handles automatic context-based filing. The Intelligent Content Assistant—an AI assistant—also supports third-party systems such as Word, Outlook, and Excel, handling entire work steps or summarizing content for you.
• Strong integration capabilities: Doxis can be seamlessly connected to systems such as SAP, Salesforce, Microsoft 365, ServiceNow, and other applications via interfaces (API, connectors).
• Rapid development with low-code/no-code: Departments can configure workflows, file structures, dashboards, and forms themselves — even with the help of AI.
• GDPR-compliant and based in Europe: With data centers in Europe, clear data protection guidelines, and local support at the international level, Doxis is ideal for companies with high compliance requirements.
• Future-proof through continuous innovation: Doxis is constantly being developed with a focus on AI, intelligent automation, and user-friendliness. By the way: Doxis from SER is a leader in the Gartner® Magic Quadrant™ for Document Management 2024.

With its d.3ecm platform, D.velop offers a cloud-enabled solution for document management.

These are the strengths of D.velop:

• User-friendliness: Intuitive, uncluttered interface, minimal training required
• Broad integration portfolio: Many interfaces to specialist applications, ERP, CRM, and eGovernment systems
• Public sector expertise: Strong presence in public administration via D.velop public sector GmbH
• SaaS experience: Powerful cloud architecture, especially for small and medium-sized enterprises
• Good partner network: Extensive industry solutions through numerous system and implementation partners

These are D.velop's weaknesses:

• Limited scalability: Not really suitable for large, international rollouts
• Technologically fragmented: Based on outdated components and individual products (e.g., d.3ecm)
• Complex updates: Client and server components must be updated simultaneously for technical reasons
• Inconsistent system design: No integrated, modular system
• Few enterprise references: Hardly any verifiable implementations at large companies
• Limited international presence: Focus is on the DACH region, limited experience in the global environment

The added value offered by Doxis

Doxis impresses with its high scalability and modern, service-oriented platform architecture with a uniform technology stack. It offers a consistent, user-friendly system design and integrates smoothly into ERP systems such as SAP. With numerous references from large international companies and a strong global presence in over 20 countries, Doxis is suitable for demanding international rollouts.

CTA:

Group-wide ECM strategy with Doxis

How Deutsche Bahn is using Doxis as its ECM software to lay the foundation for uniform digital document and process management solutions.

Read the customer story now

According to Gartner Magic Quadrant 2021, OpenText is one of the leading providers in the field of document management and is broadly positioned with its Content Cloud.

These are OpenText's strengths:

• SAP certification: Deep integration with SAP and supported solution for SAP customers
• Large portfolio: Wide range of solutions for ECM, output management, and archiving
• Cloud and AI investments: Advanced development toward AI-supported content services
• Scalability for large enterprises: Suitable for high document volumes and complex structures
• Strong workflow automation: Efficient processes through metadata control and automation

These are the weaknesses of OpenText:

• Complex licensing models: Confusing licensing structure (e.g., X-Plan), lack of cross-product rights
• High implementation risk: Often unexpected project complexity, high integration effort
• Poor customer experience: High demand for professional services, low self-service functionality
• Low suitability for SMEs: Architecture and licensing costs not designed for medium-sized businesses
• Technically fragmented: Inhomogeneous product landscape with many interdependent modules
• Outdated web client: Technically limited access, no modern, uniform user interface
• High customization effort: Customizing only possible through programming, high costs, strong service provider dependency
• US-centric strategy: Company policy, roadmap, and pricing heavily geared toward the US market

The added value offered by Doxis

Doxis offers clear licensing models, a consistent platform for rapid rollouts, and a modern, intuitive user interface with self-service functions. It is flexibly scalable—from medium-sized businesses to international corporations—and reduces complexity thanks to its " " architecture. With a GDPR-compliant cloud and European roadmap, Doxis is also optimally aligned with local requirements.

Hyland positions itself as an international provider of enterprise content services with a broad product portfolio, including the open-source-based Alfresco platform. This is particularly popular with customers who have high archiving requirements and an affinity for open source.

These are the strengths of Hyland (Alfresco):

• Large volume capacity: Well suited for companies with high archiving needs and long retention periods
• Repository federation: Access to content from distributed sources without migration – especially for in-place records management
• Open source history: Attractive option for organizations with open source preferences
• Public sector affinity: Strong roots in the public sector, including through open source label
• AWS integration: Good connection to Amazon Web Services, including Quick Start
• Global partner network: Reliable implementation partners worldwide

These are the weaknesses of Hyland (Alfresco):

• No uniform service architecture: Multiple products (OnBase, Alfresco, Nuxeo, etc.) without a consistent technical basis
• Platform overlap: Acquisitions lead to redundant offerings
• Limited scalability: Performance and modularity reach their limits with complex, dynamic applications
• Delayed innovation: Lagging behind the competition in GenAI and intelligent services
• Difficult cloud usage: Hosting instead of true SaaS architecture, weak self-service options
• Complex offering structure: Many individual items, confusing pricing

The added value Doxis offers

Doxis offers a consolidated, modular platform with a clear roadmap and seamlessly integrated content services. The solution is highly scalable, cloud-native, and flexible—from SaaS to on-premises. With AI-powered services, self-service features, and transparent licensing models, Doxis is more technologically advanced and future-proof than Hyland.

M-Files is a cloud-based document management platform with a focus on automated metadata processing, AI-supported search, and flexible content services. The system is primarily aimed at companies that need rapid implementation and specific specialist solutions for processes such as contract management, quality assurance, or HR.

These are the strengths of M-Files:

• AI-supported metadata classification: Automatic tagging and intelligent search functions based on machine learning
• Strong integrations: Good connection to Microsoft 365, SharePoint, and other cloud services
• Innovative strength: Use of modern technologies such as knowledge graphs, generative AI, and federated document management
• External collaboration: Secure, user-friendly third-party file sharing options (e.g., Hubshare)
• Preconfigured industry solutions: Specialized applications for HR, contract management, or quality control

These are the weaknesses of M-Files:

• High licensing costs: Pricing model is often not economical for larger companies and complex scenarios
• Rigid user experience: User interface is considered confusing, check-in/check-out processes are considered unintuitive
• Limited customizability: Limited low-code/no-code functionalities for individual workflows and UI
• Complexity in configuration and training: Many users find the system difficult to access (see reviews on G2)
• Scaling limitations: Despite cloud architecture, performance weaknesses are apparent with large volumes of documents
• Cost-intensive expansion: Many functions and customizations require additional licenses or external services

The added value Doxis offers

Doxis offers transparent, modular license packages with no hidden additional costs and includes updates and maintenance as standard. With intuitive user guidance, context-sensitive navigation, and simple low-code/no-code configuration, the solution is more user-friendly and flexible. Role-based training concepts facilitate implementation, while the platform is designed for high-volume data and provides many functions as part of its core scope—without costly extensions.

DocuWare is a German provider with a long-established cloud platform for document management. The ECM software impresses with its simple usability, efficient workflows, and quick implementation in companies.

These are DocuWare's strengths:

• User-friendliness: Intuitive interface, easy implementation, and minimal training required
• Cloud experience: Early focus on SaaS – with over 6,000 cloud customers
• Efficient workflows: Automated processes with reminder functions and easy customization
• Powerful search function: Full-text search combined with intelligent indexing saves time in everyday work
• Good integrations: Seamless connection to Microsoft 365, Outlook, DocuSign, and more
• International reach: Support from Ricoh's global partner network
• High security standard: Secure storage and sharing of sensitive documents in the cloud

These are DocuWare's weaknesses:

• High scaling costs: The solution quickly becomes expensive for complex requirements and larger companies—especially when it comes to customization and licensing models
• Limited customization: Customizations (workflows, interface) often require external resources.
• Steep learning curve for more complex use cases: Despite simple basic functions, advanced functions quickly become confusing
• Limited depth in the enterprise sector: Reaches its limits with very high document volumes, extensive workflows, or integration landscapes
• Standardized cloud structure, but limited freedom of choice: Strong focus on the cloud, but hybrid scenarios or individual operating models are only supported to a limited extent.
• Limited AI functionality: Offers individual automation aids, but no deeply integrated AI engine for intelligent classification or filing.

The added value Doxis offers

Doxis is designed from the ground up for enterprise scenarios and is suitable for large rollouts as well as complex integration landscapes. Adjustments can be made easily thanks to user-friendly configuration tools, while context-based navigation and visual process design make even complex use cases accessible. With flexible operating models (SaaS, hybrid, on-premises) and deeply integrated AI services, Doxis offers a high degree of customization, scalability, and future-proofing.

Compared to other leading providers, Doxis is a consistently modern, unified, and highly scalable platform. While competitors often struggle with fragmented architectures, complex licensing models, or limited scalability, Doxis impresses with its clear structure, strong AI integration, high usability, and flexible deployment. Choose Doxis and make your enterprise content management future-proof, intelligent and sustainably powerful.

Frequently asked questions about ECM software comparisons