Find the best Content Management Software
What is content management software?Content management software is used to author, organize, and store digital content for a business. It allows users to collaborate in the creation, editing, and production of web pages and blog posts without the need for specialized technical knowledge, such as coding.
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Paperflite is a cloud-based content management system that assists marketing and sales teams with collaboration and prospect engagement. Its key features include predefined templates, document management , indexing, text editing...Read more about Paperflite
Flipsnack is a web application that allows users to create interactive digital publications such as magazines, brochures, flyers, and product catalogs, directly in the browser. They can design their page flip publications directly...Read more about Flipsnack
Confluence is a project management solution that enables organizations to create, collaborate, organize and review project documents. The system offers both cloud-based and on-premise deployment. Confluence’s editor feature a...Read more about Confluence
Email Manager for Microsoft 365
Email Manager for Microsoft 365
Colligo Email Manager for Microsoft 365 is ideal for mid- to enterprise-size businesses using SharePoint Online in industries with regulatory or policy compliance requirements. The SharePoint add-on lets you save and auto-classify...Read more about Email Manager for Microsoft 365
IntelligenceBank is a cloud-based Digital Asset Management (DAM) solution that helps businesses to streamline marketing processes. The solution gives users a way to control, centralize, create and distribute brand assets in the cl...Read more about IntelligenceBank
FileHold Enterprise is a document management solution that helps large organizations to transition to a paperless work environment. FileHold can be installed on premise or on a secure private or public cloud. Features include...Read more about FileHold
NAVEX Global is a fully integrated compliance management system that allows businesses to consolidate their entire GRC program onto a scalable cloud-based platform. The suite of GRC software and training tools offers functionality...Read more about NAVEX
PinPoint is a cloud-based document management solution suitable for businesses of all sizes - from startups to enterprises. It can even be deployed and hosted on local servers in addition to LSSP Corporation's SaaS cloud. Key...Read more about PinPoint
DocSavy provides a cloud-based operation management platform for that helps businesses to organize and store documents related to business, assets, buildings, vehicles and more. Within DocSavy, data and information is automat...Read more about DocSavy
OnBase is a cloud-based enterprise information platform that helps small to large organizations manage content, processes and cases. With specific solutions for insurance, financial, higher education, government, commercial and he...Read more about OnBase
M-Files is a global leader in information management. The M-Files metadata-driven document management platform enables knowledge workers to instantly find the right information in any context, automate business processes, and enfo...Read more about M-Files
ZenQMS is a cloud-based quality management system that provides tools for document collaboration and control. It helps businesses manage aspects of document lifecycle, allowing them to transit their workflows from manual, paper, a...Read more about ZenQMS
Fluix is a no-code, simple-to-use software solution that helps companies to digitize documents and automate routine tasks, all in one place. We solve the pain points of office and field teams who want to deliver faster and gather...Read more about Fluix
Acquia Cloud Platform
Acquia Cloud Platform
Acquia is a headless CMS designed to help government organizations, nonprofits and businesses in healthcare, manufacturing, hospitality, education, media, financial services and other industries. It allows professionals to create,...Read more about Acquia Cloud Platform
Adobe Experience Manager
Adobe Experience Manager
Adobe Experience Manager is a cloud-based content management solution designed to help businesses create websites, mobile applications and web forms. The artificial intelligence (AI)-enabled platform allows content creators to cre...Read more about Adobe Experience Manager
GovOS (formerly SeamlessDocs) is a forms engine and eSignature platform that converts manual, paper-based processes into automated online versions. It includes Doc Editor that converts PDF files into cloud documents. The solution ...Read more about GovOS
Content Central on-premise or in-cloud document management software streamlines business and document-intensive processes for companies worldwide. Organizations of any size can control and track which users access, change, and sha...Read more about Content Central
Apparound provides a CPQ (configure price quote) module that helps sales teams create quotes without errors, engage customers in the configuration of the order and simplify sales management. The solution is designed to improve the...Read more about Apparound
ICM's ViewCenter is a secure digital environment where your business-critical documents live, and your important processes can be optimized. Get a quick ROI with powerful search functions, secure file sharing, compliance, tasks & ...Read more about ViewCenter
Aurea Compliance Manager
Aurea Compliance Manager
Aurea Compliance Manager (formally known as NextDocs) is a cloud-based content management and compliance solution that helps pharmaceutical, biotech, and life sciences companies follow FDA guidelines. The solution can be deployed ...Read more about Aurea Compliance Manager
Buyers GuideLast Updated: March 16, 2023
Nowadays, every business needs a website, an ecommerce store, or a blog. To do this, you need to manage and control your site’s content, design, and functionality on a regular basis. However, doing this manually requires hardcore coding knowledge and technical expertise, for which not all SMBs have the budget or the staff.
Content management software can help you keep your site organized and up to date by allowing you to structure, plan, and publish fresh content dynamically without touching any underlying code.
Such platforms often integrate well with customer relationship management (CRM) software, enterprise resource planning (ERP) software, marketing software, and social media platforms to capture leads and organize them, publish posts, and drive more conversions.
We have created this buyers guide to help you understand content management software with all the essential information you need to choose the right tool.
Here's what we'll cover:
Key considerations when purchasing content management software
What is content management software?
Content management software are solutions used to author, organize, and store digital content for a business. It allows users to collaborate in the creation, editing, and production of web pages and blog posts without the need for specialized technical knowledge, such as coding.
The system can also help store all of your web content in one place, assist in creating dynamic web pages, and allow for quick and easy business updates to be made, making a website as effective and secure as possible.
There are two different types of content management software solutions, which are as follows:
Enterprise content management (ECM) software: ECM systems are designed to manage all of the processes within the content life cycle, from creation and collaboration, revision and review to publication and archiving, and even promotion.
Web content management software (WCMS): Such software provides an organization with a way to manage digital information on a website through creating and maintaining content without prior knowledge of web programming or other technical knowledge.
Content publishing window in WordPress Software (Source)
Common features of content management software
Most content management software tools have the following features in common:
Share drafts and documents with teammates to review during each phase of content creation and management. This allows multiple users to work on the same file from different locations at the same time.
Content publishing options
Publish content digitally by grouping, structuring, and delivering content to the organization’s website.
Capture, track, and store documents such as blog articles, PDFs, word processing files, and digital images of paper-based content. The benefits of document management include document security, access control, centralized storage, and streamlined search and retrieval.
Give or restrict access to users, such as writers, designers, editors, and publishers, to protect both sensitive information and file ownership.
Create, save, and format the look of your content in accordance with your company branding guidelines or use the already saved templates within the software to make it look more attractive for readers.
Create digital forms that can be shared and accessed online.
Full text search
Search text to find specific words or phrases from content, such as PowerPoint presentations, PDFs, and blog articles stored within the software.
Track revisions and updates to collaterals and drafts, and navigate between versions of the same documentation.
Create and visually represent multiple tasks and projects going on at once with different people responsible for carrying them through the cycle. This helps you to keep track of all the projects going on at one time.
What type of buyer are you?
Before purchasing a content management system, you should determine which buyer category you're in so you can choose the right tool. The majority of buyers fall into the following categories:
Small to midsize businesses (less than 500 employees): Buyers ranging from individuals to midsize businesses have a restricted team size and budget to maintain software applications. They need a content management software to organize, manage, and present digital information in their websites, blogs, or online stores. Whether they use a CMS for their website or for document management within the organization, opting for a solution that has an easy-to-use interface would be beneficial for such buyers. Due to budget constraints, they can opt for a free and open source content management system that has basic features such as collaboration tools, content publishing options, document management, and workflow management. This can help users communicate with employees and customers and achieve strategic goals such as increasing online sales.
Large enterprises (more than 500 employees): Bigger enterprises generally store a huge volume of content, including employee information, marketing assets, media files, and blogs, compared to small businesses. They need a content management software solution that can help them manage and store these large volumes of content, capture any file type from any location, and provide easy access of files to all necessary stakeholders in the organization. A fully-featured CMS tool with built-in SEO tools would be beneficial for such buyers. They can look for a tool with enterprise content management software, such as archiving and retention, scanning and capture, and record management capabilities. These tools should also integrate with existing customer relationship management (CRM) software, enterprise resource planning (ERP) software, web analytics program, and marketing software. Integrations with these types of systems can help businesses with rapid shifts of information to provide a personalized experience and relationship with customers.
Benefits of content management software
Ease of use: It is difficult to use a software if you need to figure out how it works through trial and error. Content management software systems are typically user-friendly, as they do not require any technical knowledge to use them. Such platforms allow you to create content for your website and delegate tasks to web developers without any hassle.
Improved collaboration and sharing: As your business grows, you will need to create more content, and it will be difficult for you to track if you do it alone. Content management software makes it easier for multiple users to collaborate on a single piece of content. The built-in collaboration tools allow your team to create content and collaborate together. For example, writers can write the blog post, graphic designers can create and insert images, editors can copy edit and check for brand consistency, and finally, the publishers can publish the blog post on the website. Additionally, you can define user roles and permissions according to the access that they need to the piece of content, so that no one can accidentally change anything they shouldn’t.
Improved security: Online security has become a major priority for businesses—especially those who have a website. CMS platforms come with built-in security features such as advanced authentication, user access permission, firewalls and protection against malware, and backup functionalities. This will help you protect your site from cyberattacks such as unwanted traffic, denial of service bots, and malware attacks.
Key considerations when purchasing content management software
Organization’s need: Content management software are unique in terms of pricing and features. Price can vary depending on the number of users, content types, and whether you need advanced technical functionalities. It is essential to assess your needs before making a purchase as many vendors provide free and open source software that you can consider, depending on what your business needs the software to do.
A large organization that creates a good volume of content and frequently updates them, should opt for a commercial content management system. Such software with advanced features of enterprise content management, ecommerce functionality, and advanced security will be better able to handle the demands of a large organization. But if you are an individual with your own business or work for a small business with limited technical expertise and content to manage, look for a free and open source CMS platform with basic features such as archiving, deletion, landing page creation, and version management.
Mobile access: It is important for the software you choose to be accessible through a mobile device. Employees nowadays work with multiple devices such as tablets and smartphones, whether at the office or at home. You want a content management system that supports use on smartphones, tablets, or laptops so you can create and manage content, build landing pages, approve, and publish posts on the go. Look for platforms with dedicated mobile apps or mobile access while evaluating CMS tools.
Market trend to understand:
Here’s a market trend to keep in mind when selecting a CMS tool for your business:
Growing adoption of intelligent content services: As companies continue to automate their processes and software functionality in order to reduce costs and time associated with certain workflows, the rise of intelligent content services will revolutionize the way businesses manage and create content. Intelligent content services leverage artificial intelligence (AI), machine learning (ML), and deep learning capabilities to search and identify information, handle high-volume repetitive tasks, image classification, and smart content analysis and categorization. Putting this technology into their CMS solutions, vendors can not only help users provide better experiences for consumers and marketers but help in securing content by detecting abnormal behavior such as unusually large document downloads or a suspicious login from unfamiliar locations in real time.
Note: The application selected in this article is an example to show a feature in context and is not intended as an endorsement or recommendation. It has been obtained from sources believed to be reliable at the time of publication.