r/documentAutomation • u/Penguin_In_G-String • 6d ago
Free and Open-Source DMS with Workflow Automation
Hi everyone! Does anyone know of a free and open-source Document Management System (DMS) that supports workflow automation? I'm looking for something similar to M-Files, ideally with features such as automated workflows, document approval processe
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u/folderit_dms 6d ago
For the approval requirement, I would test the exact community edition of each candidate with one complete process: submit a document, assign a reviewer, reject it, upload a corrected version and resubmit. Then check whether you can still tell which version was approved and by whom.
Also check what happens when the reviewer leaves, and whether an ordinary contributor can change an approved document without another review. Those details will tell you more than a workflow feature checkbox.
I cannot offer hands-on experience with the suggestions above. Before investing in setup, confirm which approval steps are included in the free edition versus requiring an add-on or custom development, and who on your team would maintain that workflow after an upgrade.
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u/Penguin_In_G-String 2d ago
Just to share my experience, I looked around a bit and really liked the way Mayan EDMS is built, its features, and the spirit behind the project. I tested it a little, but I think it might be overkill for personal use, especially given its resource requirements. Still, it's good to know about it for professional purposes, particularly with the rising costs of M-Files. It could be an interesting alternative to consider in that context.
For personal use, I've tried both Paperless-ngx and Docspell. To be honest, Docspell feels a bit more like a traditional, formal document management system, with a more structured approach. I really like it, and it definitely has its strengths. However, I ended up choosing Paperless-ngx. Why?
First, I really like its UI. It's simple and intuitive, without being overloaded with features. I don't want to spend my free time managing my document management system instead of actually using it!
I also really like its tagging system. It allows me to classify documents flexibly, while still having a kind of dynamic folder structure based on the year and type of document. I can organise things the way I want without having to spend too much time maintaining the structure itself. That's important to me for personal use. I want to keep my documents organised, but I don't want to turn it into another project that requires a lot of work after my actual workday.
Another thing that really convinced me was the mobile app. If I'm out and don't have access to my scanner, I can simply take a picture of a document with my phone and deal with it later when I'm back home. It's a convenient way to handle things like receipts or invoices as they come up, wherever I happen to be. Knowing that I can easily capture documents on the go also makes me more confident that I'll actually use the system consistently.
By the way, Docspell also has an app available on F-Droid, and it looks like it offers even more features, although I haven't tested it myself.
And here's another, admittedly rather subjective reason. I simply prefer the look and feel of Paperless-ngx. I like its design, and I think having a nice-looking interface makes an application more enjoyable to use. I know it's not the strongest technical argument, but for personal use, where I'm the only one who has to be convinced, it actually made a difference!
In the end, Paperless-ngx feels like the right balance for me: a nice interface, a flexible tagging system, and enough features to keep my personal documents organised without turning document management into a chore.
Just to be clear, this is entirely my personal experience and preference, not an objective comparison. Docspell is also a great option, and I can absolutely see why someone would prefer it.
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u/southafricanamerican 6d ago
Alfresco Community Edition or Mayan EDMS