Document Management Made Easy
June 24, 2023

Document Management Made Easy

Chris Durand | TrustRadius Reviewer
Score 10 out of 10
Vetted Review
Verified User

Software Version

SmartSearch (legacy)

Overall Satisfaction with Square 9 Softworks

Our Planning and Regulations department handles a lot of paper files and our document vault was becoming impractical with file drawers overflowing and things becoming very unorganized in general. Square 9 Softworks solution helped the department go paperless which has saved countless hours of time in document filing and retrieval. A spin off from this that proved invaluable was having access to documents digitally from anywhere.

Pros

  • Document management and archiving
  • Data extraction
  • Document capture workflows

Cons

  • Better pricing for non-profits would be nice
  • Improved documentation with real examples
  • Improved software support instead of referring to the reseller
  • Time saved in document archiving and retrieval - no paper and anywhere access
  • Time saved with data extraction/OCR
  • Efficiencies with data look-ups and no re-keying
Any time I've encountered an issue with the software, their response has been great. Usually, after submitting a ticket via their support portal, my phone rings within the hour. I also have the option to schedule a support session in the event I need one of their technicians to access our system to trouble-shoot. So far, very happy with tech support and response times.
We have yet to use their cloud storage or AI-powered data extraction services, but we are considering it at the moment. Our on-premise automation to date has primarily been with our Planning and Regulations department and also accounts receivable. Our Planning and Regs staff handle many different types of files for each case that they look after. Using document templates for everything that they do allows them to automatically file their documents. Our capture process even includes data look ups to other databases to assist with population of document attributes as part of the capture process workflow. In addition, we have automated all of our online payments processing where data extraction methods automatically codes all online purchases with no re-keying of data in our payment system which helps prevent data entry errors.
We actually had installed IBM FileNet and ended up switching to Square 9 Softworks due to an issue with the IBM reseller. In the end, we're happy it worked out this way because Square 9 Softworks was more suited for our small business. It was not only easier to use but required fewer resources to implement.

Do you think Square 9 Softworks delivers good value for the price?

Not sure

Are you happy with Square 9 Softworks's feature set?

Yes

Did Square 9 Softworks live up to sales and marketing promises?

Yes

Did implementation of Square 9 Softworks go as expected?

Yes

Would you buy Square 9 Softworks again?

Yes

Square 9 Softworks is very well suited for businesses who are looking for improved document management and workflows. We particularly like how easy it is to use the software - not just for searching and retrieving documents, but also configuring and managing workflows. The browser-based interface is simple to use and is quite intuitive. Building document captures using the drag and drop interface is also very powerful and simple to use. The ability to interface with 3rd party software and databases has been great. The new Cloud AI services are looking impressive and I suspect we will be looking into that more in the future but it shows how this company is constantly leveraging new technology in a world that is constantly evolving. Having used this solution for a few years now, my colleagues at our partner organizations are now also looking into Square 9 Softworks.

Using Square 9 Softworks

15 - At the moment, it is mostly our Planning and Regulations department, but we have also implemented solutions for Accounts Receivable to automate online payment processing. With our P&R dept, they are now 100% paperless and our accounting team loves the fact that they never have to re-key anything which is a huge time saver and allows staff to focus on more important tasks
1 - At the moment it's just me looking after our Square 9 Softworks implementation but we hope to train additional staff for business continuity.
  • To go paperless
  • To automate data capture
  • To enhance access to digital records and assist with reporting
  • Streamlining our online purchasing processes
  • Accounts payable
  • Moving more paperless options for more departments
We absolutely can't imagine not continuing software maintenance as there are always new additions that improve the system not to mention the excellent tech support when issues are encountered. Response times for troubleshooting are very quick and usually, my issue is resolved in less than an hour after connecting with support.

Evaluating Square 9 Softworks and Competitors

  • Ease of Use
  • Other
Ease of use was absolutely important, but cost was also a huge factor as a non-profit charitable organization. We were also happy that Square 9 Softworks was not based on page counts and is processor-based licensing.
I don't think we would change anything.

Square 9 Softworks Implementation

I think the implementation could have gone a little smoother than it did. Now that I know how to use the software, I could do it myself. I feel that as an organization, we could have been a little better prepared. If the consultant was more aware of what we were looking for, they could have assisted in setting up some workflows for us as per the contract. But because we were not prepared, the initial implementation process was a little painful. That said, adding a document management system to ANY business kinda means everyone has to re-think the way they do their work which can be difficult for some staff.
  • Implemented in-house
  • Third-party professional services
Konica Minolota
Change management was a major issue with the implementation - We had better luck with the adoption of new work processes as we hired new staff. It was difficult for long-term staff to change the way they performed their duties and to recognize the benefits of the new system.
  • Changing the way we performed our daily routines to take full advantage of the new system

Square 9 Softworks Support

ProsCons
Quick Resolution
Good followup
Knowledgeable team
Problems get solved
Kept well informed
No escalation required
Immediate help available
Support understands my problem
Support cares about my success
Quick Initial Response
None
Yes, we are currently enrolled in a multi-year agreement for software maintenance and support. The multi-year contract saves money since yearly maintenance costs do go up a little each year. If we do multi-year, we lock in at the current year rate.
Pretty much every time I have an issue, once their support staff connects to my system and I walk them through the problem, usually within 30 mins to an hour they have figured things out and I'm back in business.

Using Square 9 Softworks

Super simple software to operate and configure. Very granular permissions and controls. Browser based setup with everything and very intuitive visual workflow building makes it easy to set things up. Troubleshooting document workflow issues is also made easy via the batch manager when you can track each document as it moves through the workflow.
ProsCons
Like to use
Relatively simple
Easy to use
Technical support not required
Well integrated
Consistent
Quick to learn
Convenient
Feel confident using
Familiar
None
  • Document capture workflows
  • Document capture templates are sometimes tricky

Comments

  • Square 9 | TrustRadius Reviewer
    Square 9
    (Vendor Representative) commented a year ago
    Thanks for your review, Chris! Glad to hear you are having success with our workflow management tools and support. We appreciate all your feedback.

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