Document Locator Review - Features, Pricing & Deals

Document Locator is an enterprise document management system that helps businesses organize and control their information directly within Microsoft Windows. The software integrates with familiar tools like Windows Explorer and Microsoft Office, making it simple for teams to manage documents where they already work.

Users can quickly find files through advanced search options, control document versions, and automate workflows for approvals and routing. The system also includes built-in security features and audit tracking to help maintain compliance standards. Whether accessing files from the desktop or through a web browser, teams can collaborate on documents from any location.

The platform offers both cloud-hosted and on-premise deployment options. Hosted pricing starts at $24 per user monthly when billed annually, with a minimum of 15 users. The software includes core features like paperless scanning, electronic forms processing, and email integration to streamline document handling across organizations.

Small teams and large enterprises can benefit from Document Locator's ability to reduce manual tasks and organize information efficiently. The system helps prevent duplicate files, maintains detailed audit trails, and ensures proper document control through automated processes.

• Advanced Document Search: Quickly locate documents using full-text search, metadata profiles, and customizable search options that help you find exactly what you need in seconds.
• Intelligent Version Tracking: Capture and manage document changes with comprehensive version history, allowing easy retrieval of previous document iterations and maintaining a clear audit trail.
• Automated Business Workflows: Streamline document routing and approval processes with customizable workflows that reduce manual tasks and improve team collaboration.
• Digital Document Conversion: Transform paper documents into searchable digital files, integrate electronic forms, and manage email documents seamlessly within a single platform.
• Enterprise-Grade Security: Protect sensitive information with Microsoft NT security model, granular user permissions, and detailed audit logging to ensure document confidentiality.
• Flexible Access Solutions: Access your documents securely from anywhere using web and mobile interfaces, enabling productive work across different devices and locations.
• Strategic Reporting Tools: Generate powerful insights through comprehensive reporting features that help organizations make data-driven decisions about document management.

• Hosted pricing starts at $24 per user per month when billed annually for a 15-user system, with additional users added at the same rate.
• On-premise pricing is approximately $41 per user per month.
• Licensing options include named user, dedicated desktop, concurrent desktop, and concurrent web configurations, with pricing available upon request.
• Implementation and training services are priced separately and require a custom quote from ColumbiaSoft directly.

Document Locator plugs right into your Microsoft Windows and Office apps. You'll see it inside Windows Explorer as an added panel, and it shows up in Word, Excel, and Outlook too. This means you can save, find, and work with your files without switching between different programs. When you save a document in Word, for example, you can add important details like project numbers or client names that make it easy to find later. It feels natural since you're working in the same Microsoft tools you already use every day.

Unlike basic network folders, Document Locator keeps track of who did what and when. It stores different versions of files so you can go back to earlier drafts if needed. You can set up automatic workflows that route documents to the right people for approval. The search is much more powerful too - you can search inside the content of files, not just by filename. Plus, you get security controls that let you decide exactly who can view, edit, or delete specific documents. Network folders just can't do these things without a lot of extra work.

Yes! Document Locator gives you web access to your files from anywhere with an internet connection. You can view, edit, and work with your documents through a secure web browser whether you're at home, traveling, or at a client site. The system works on most devices, though some users mention it doesn't have a dedicated app for iOS devices like iPads. If you need to share documents with people outside your company, you can do that too without giving them full access to your system.

Getting started with Document Locator takes some planning but isn't overly complex. You'll need to think about how you want to organize your files and what information (metadata) you want to track. The company provides implementation services to help with setup, and many users say the support team is very helpful. There is a learning curve for new users, but most people find it fairly intuitive once they understand the basics. The system can be hosted online through Microsoft Azure or installed on your own servers, depending on what works best for your company.

Document Locator includes several features that help with regulatory compliance. The system creates detailed audit trails that show who accessed or changed documents and when. You can set up automatic document retention policies to keep files for the required time periods. Version control prevents accidental overwrites of important documents. For industries with specific requirements like healthcare or finance, you can create custom workflows that enforce your approval processes. The hosted version runs on Microsoft Azure with SOC2 Type II security certification, which meets many compliance standards.