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Best Digital File Organization Software for Teams in 2024

Ever spent hours digging through your digital storage, looking for that one file you clearly remember you had saved? 

These instances happen more than we like. We can’t find the files we need anywhere, and our team gets tired of waiting on us. 

It needn’t be the case. File organization software can help you solve the curious case(s) of the missing file(s). Such a tool lets you manage, save, and search for digital assets based on a specific nomenclature and organization structure, so your files are always at your fingertips. 

Let’s look at the top 10 file management software of 2024, analyze their features, pros, and cons, and explore how they can make you more organized at work.

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What Should You Look for in File Organization Software? 

Your digital file organization software must fit your specific business needs. Here are some key features to look for: 

  1. User-friendly interface: Pick a file management software with an intuitive user interface, ensuring all team members can navigate files with ease 
  2. File organization features: Look for features like folder creation, file categorization, and tagging to maintain a structured and organized file system
  3. Search functionality: A robust search feature is essential for quickly locating files. The tool should support keyword searches, filters, and advanced search options 
  4. Version control: When collaborating on documents, version control features are crucial for tracking changes, reverting to previous versions, and avoiding data loss
  5. Security measures: Prioritize software with encryption, access controls, and secure sharing options to protect sensitive files and ensure data privacy
  6. Cross-platform compatibility: Choose a software solution that works seamlessly across different operating systems and devices to enhance flexibility and accessibility
  7. File synchronization: Easy sync features keep files up-to-date across multiple devices, reducing the risk of data discrepancy
  8. Customizable templates: Pick a tool that offers pre-formatted customizable templates, such as SOP templates or branding templates. They save time and ensure consistency across different file formats
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The 10 Best File Organization Software to Use in 2024

Many file management software are available on the market, but not all can organize files the way you want. We tried multiple tools out and found our top 10 picks: 

1. ClickUp 

ClickUp's project hierarchy features 
Keep files organized and retrieve them faster using ClickUp’s project hierarchy features 

ClickUp’s Project Management software helps businesses of all sizes organize project-related files and documents systematically. The platform is based on ClickUp’s Project Hierarchy, a structure for classifying and organizing work across multiple levels. Using the hierarchy, you can better track mammoth projects involving various teams, files, folders, tasks, and checklists. 

Start by building a Workspace for your department in ClickUp, and create Spaces under it for different teams, departments, or types of work. You can further categorize Spaces into Lists to group together similar tasks, files, and resources. If you want to combine different lists, put them into a Folder. 

For example, under the Marketing Workspace, there can be Spaces such as SEO, Performance, Social Media, and Influencer Marketing; Tech SEO and Blogs as Lists under the SEO space, and so on. 

ClickUp's Hierarchy, Spaces
Keep teams organized, set custom statuses, and save related files and templates with the second tier of ClickUp’s Hierarchy, Spaces 

For flexibility and better organization, you can group, sort, and filter your files using List View, or arrange them in Kanban style with Board View. For a bird’s eye picture of your entire workspace, use the Everything View. 

ClickUp’s customizable List View 
Keep your files accessible at all times with ClickUp’s customizable List View 

The hierarchical format keeps your files where they should be, making it easier for team members to locate and retrieve them quickly. 

ClickUp goes a step ahead to reduce the workload of busy teams and increase their productivity by offering ready-to-use templates. 

For instance, ClickUp’s Project Management Folder Structure Template lets you set up a uniform structure for all your projects, organize different versions of files and records, and collaborate with team members. 

Maintain a comprehensive folder system, boost team accountability, and monitor project progress seamlessly with ClickUp’s Project Management Folder Structure Template

You can add up to eight custom attributes such as Date Reviewed, Department, Notes, Progress, Resource Type, and more to save vital information about projects and easily visualize project data.

It helps you track projects better and saves you time looking for documents.

ClickUp’s fully customizable directory templates also come in handy to maintain a consistent and structured filing system for different sets of information. 

ClickUp’s Company Contact List Template organizes the contact details of your teams using a preset database structure, making important information easily accessible

ClickUp best features

  • Organize files and folders with Tags and Labels to increase discoverability
  •  Choose from 15+ customizable views to organize and visualize your files and folders the way you want
  • Zoom into individual tasks to locate related files quickly
  • Zoom out for a comprehensive overview of project progress and bottlenecks with ClickUp’s agile Dashboards 
  • Create to-do lists, outline project plans, and design project status reports effectively with ClickUp’s project management templates
  • Enjoy an easy-to-use user interface suitable for teams with varying levels of technical expertise 
  • Write, edit, collaborate on documents, and check version history with ClickUp Docs, a powerful Google Docs alternative
  • Automate repetitive tasks and glean insights from your files and data with ClickUp Brain 

ClickUp limitations

  • Slight learning curve for beginners
  • Some of the features are not yet available in the mobile app

ClickUp pricing

  • Free Forever
  • Unlimited: $7 per user per month
  • Business: $12 per user per month
  • Enterprise: Contact for pricing
  • ClickUp Brain: Available on all paid plans for $5/Workspace member/month

ClickUp ratings and reviews:

  • G2: 4.7/5 (9,000+ reviews)
  • Capterra: 4.7/5 (4,000+ reviews)

2. OneDrive

OneDrive is among the most popular file organization software for businesses and professionals. As a part of the Microsoft ecosystem, it organizes your files across devices and in real time.

OneDrive gives you a personalized dashboard to share files, collaborate with others, and keep track of your files from other Microsoft tools. You can organize your files better by color-coding them, creating shortcuts, and working offline for on-device files. 

OneDrive subscription works across devices and Windows versions, so you don’t have to worry about UI or file availability.

OneDrive best features 

  • Maintain seamless file synchronization across devices
  • Use the version history feature to track or restore old files
  • Take advantage of offline mode to organize local files

OneDrive limitations

  • Occasional issues with syncing files  
  • Some users find the search feature to be inefficient, especially when there’s a large number of files 

OneDrive pricing 

  • OneDrive for Business (Plan 1): $5/user per month (billed annually)
  • Microsoft 365 Business Basic: $6/user per month (billed annually)
  • Microsoft 365 Business Standard: $12.50/user per month (billed annually)

OneDrive ratings and reviews

  • G2: 4.3/5 (9,000+ reviews) 
  • Capterra: 4.5/5 (11,000+ reviews) 

3. Abelssoft

Abelssoft digital file management software keeps every file where it belongs and makes your desktop clutter-free. 

You can set unlimited rules to sort PDF files, pictures, audio files, documents, videos, and other media types on your computer. Once you set the rule, you can automatically classify files into the right folders with just one click. This also makes finding the right files at the right time a breeze!

Abelssoft works on Windows 11, Windows 10, Windows 8.1, Windows 8, and Windows 7. 

Abelssoft best features 

  • Set rules to decide which files should move where  
  • Use the drag-and-drop funnel function to assign files to the right folder automatically, saving valuable time 
  • Get at least six months of free updates 
  • Quickly find any type of files saved on your PC

Abelssoft limitations

  • Works only on Windows PC. It isn’t suitable for any other operating systems
  • Doesn’t support organizing files located on the cloud 

Abelssoft pricing 

  • Test Version: Free
  • Full Version: $29.95 

Abelssoft ratings and reviews

  • G2: Not enough reviews
  • Capterra: Not enough reviews

4. Tabbles

Tabbles is a file management and document collaboration software with a focus on structuring files via tagging. 

It allows you to add tags to any type of file, including image files and music files, located within local disks, network drives, or in the cloud. You can also use the auto-tagging feature to automatically tag your files based on their name, content, or path.

Tabbles offers collaborative features: add comments to files or bookmarks and communicate with your team. Besides tags and file content, the comments are also searchable, making file retrieval quick and seamless. 

Tabbles best features 

  • Organize files with auto-tagging
  • Search for files based on tags, comments, and file content with a unified search box
  • Tag files saved in Google Drive or Dropbox cloud folders with file sync services 

Tabbles limitations

  • Lack of a modern UI
  • Has a slight learning curve 

Tabbles pricing

  • Free forever
  • Basic: €3/user per month (billed annually)
  • Pro: €5/user per month (billed annually)
  • Corporate: €6/user per month

Tabbles ratings and reviews

  • G2: Not enough reviews 
  • Capterra: 4.3/5 (20+ reviews) 

5. DocuWare

DocuWare is built to reduce paper trails by smartly uploading and organizing heavy documents over the cloud. 

It has an OCR (optical character recognition) function to help you digitize old documents and store them for easy access. Teams can deploy DocuWare across devices for smoother collaboration and file-tracking. It also provides enterprise-grade security and compliance to keep your files safe. 

DocuWare’s powerful indexing, on-device scanning, and version tracking make it one of the most intuitive file organizer software for businesses.

DocuWare best features 

  • Scan and sort physical files to reduce risks and paper burden
  • Save time by searching with granular filters
  • Implement the cloud solution for flexibility and affordability
  • Integrate with other business tools for improved productivity

DocuWare limitations 

  • The steep learning curve can feel overwhelming for non-technical teams 
  • The mobile app doesn’t offer all the features and functionalities

DocuWare pricing 

  • DocuWare Cloud 4: Custom pricing
  • DocuWare Cloud 15: Custom pricing
  • DocuWare Cloud 40: Custom pricing
  • DocuWare Cloud 100: Custom pricing

DocuWare ratings and reviews:

  • G2: 4.5/5 (200+ reviews) 
  • Capterra: 4.6/5 (80+ reviews)

6. Bynder 

Bynder is a file and asset management software for enterprises.

The tool allows you to search for files with custom filters, control access permissions, and share them with internal or external stakeholders. You can control the files even after sharing them by adding expiration dates to permissions and tracking sharing history. 

Bynder uses AI to remove duplicate files and add metadata to digital assets to enhance searchability. It lets you download files in channel-specific formats and crop or edit them to maintain uniformity across different touchpoints. 

Bynder best features 

  • Find important documents in seconds with Bynder’s intuitive filter structure
  • Share files directly from your digital asset management system (DAM) 
  • Safeguard digital assets by limiting access and usage rights of shared files 
  • Integrate the Bynder API with your enterprise resource planning (ERP) software 

Bynder limitations

  • Has a significant learning curve
  • User interface could be better 

Bynder pricing

  • Digital Asset Management (DAM): Custom pricing
  • DAM + Scaling your content operations: Custom pricing
  • DAM + Integrated digital ecosystem: Custom pricing

Bynder ratings and reviews

  • G2: 4.5/5 (600+ reviews)
  • Capterra: 4.5/5 (200+ reviews) 

7. Dokmee

via Dokmee

Dokmee Document Management System (Dokmee DMS) offers a seamless solution to capture, store, search, retrieve, and share files. 

Suitable for businesses of all sizes, this tool allows you to organize files into different folders, either manually or with the help of automation. It empowers you to be in control of your digital assets—share any file type, collaborate with team members, and make the most of version control for editing documents. 

You can customize your workflow to suit your business needs. The workflow inbox is available for both web and mobile software versions, allowing you to approve and manage files on the go. 

Dokmee best features

  • Track file activity with a built-in audit log
  • Sort files into folders and levels, either manually or with automation 
  • Add annotations to files and share them with your team 
  • Set up custom rules to make your workflow smoother

Dokmee limitations

  • Some users find the user interface difficult to navigate 
  • The search function needs to be more powerful 

Dokmee pricing

  • Custom pricing

Dokmee ratings and reviews

  • G2: Not enough reviews
  • Capterra: 4.7/5 (50+ reviews) 

8. Google Drive 

A part of the Google Workspace ecosystem, Google Drive is among the most popular cloud-based file organization solutions. Drive allows you to access documents, photos, and other files from your synced devices connected to the internet. 

You can create folders, categorize files, and employ powerful search functionalities to simplify retrieval. Its collaborative features enable real-time editing and sharing, enhancing teamwork and productivity. 

Google Drive’s best features 

  • Integrate with other powerful tools in the Google ecosystem 
  • Identify important files by Starring them or adding them to the Priority page
  • Use version history for a detailed record of changes 
  • Control who can view, edit, or comment on your files and maintain data privacy 

Google Drive limitations

  • Doesn’t work well offline
  • Lack of customization options 

Google Drive pricing

  • Business Starter: $7.20/user per month
  • Business Standard: $14.40/user per month
  • Business Plus: $21.60/user per month
  • Enterprise: Custom pricing

Google Drive ratings and reviews

  • G2 (for Google Workspace): 4.6/5 (42,000+ reviews) 
  • Capterra: 4.8/5 (27,000+ reviews) 

9. Dropbox 

Dropbox is a file-sharing software with robust cloud storage and file organization features. It’s suitable for individuals and teams of all sizes. 

The tool offers a range of filters to manage multiple files. You can organize content using keywords, group files based on activity or timeframe, or categorize files into existing sub-folders based on Dropbox’s smart recommendations. 

To collaborate on files, you can share folders with team members and control who can view or edit them. You can tailor the structure of your filing system so that permitted team members can access necessary files. 

Dropbox best features 

  • Organize and share files across devices connected to the internet 
  • Edit files directly on Dropbox without switching platforms 
  • Stay updated on recent changes made to files 
  • Control who can access your files with features such as password protection, download permissions, and expiring links

Dropbox limitations

  • Syncing files across devices is a time-consuming process 
  • Expensive subscriptions 

Dropbox pricing

  • Basic: Free
  • Plus: $11.99/user per month
  • Professional: $22/user per month
  • Standard: $24/user per month
  • Advanced: $32/user per month
  • Enterprise: Custom pricing

Dropbox ratings and reviews

  • G2: 4.4/5 (23,000+ reviews)
  • Capterra: 4.6/5 (21,000+ reviews) 

10. WinZip

via WinZip

Suitable for personal and business usage, WinZip offers a no-fuss way to search, open, edit, move, and share files from your computer, network, or cloud storage. 

The tool can unzip different compression formats such as Zip, Zipx, RAR, VHD, and more and create encrypted Zip or Zipx files. You can turn files into PDFs, add watermarks, and share files conveniently, all using a single platform. 

WinZip Enterprise comes with robust customization options. Companies of different sizes can tailor the features and integrations based on their business needs. 

WinZip best features 

  • Zip, unzip, and organize digital assets to speed up productivity 
  • Protect sensitive information such as passwords and personal data with WinZip’s encryption capabilities 
  • Get advanced security and licensing options with WinZip Enterprise 
  • Leverage SharePoint integration and cloud storage integration on the Enterprise setup 

WinZip limitations 

  • Expensive for the features it offers
  • Lacks the refinement and advanced security options that other modern tools bring to the table

WinZip pricing

  • WinZip Standard: $29.95
  • WinZip Pro Combo: $59.95
  • Big Zipper: $84.95

WinZip ratings and reviews

  • G2: Not enough reviews
  • Capterra: 4.5/5 (40+ reviews) 
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Stay on Top of Your Files for Higher Productivity

File organization systems ensure quick access to the right files at the right time, save time, and make teams more functional. Choose a tool to manage your workflow and related files in one place without switching between apps. 

And what can be a better option than ClickUp? 

This free project management software organizes files in a hierarchical structure, allowing you to visualize your workflow, locate files, and share them with teams seamlessly. ClickUp is highly customizable, so you can tailor it to your teams’ needs and boost productivity. Say goodbye to clutter and never lose a file again. Sign up to ClickUp today.

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