Document Locator Pricing, Features, Reviews & Comparison of Alternatives

Document Locator

Windows document management

4.58/5 (26 reviews)

Document Locator overview

What is Document Locator?

Document Locator is a centralized document management platform that couples seamless Microsoft Windows integration with browser access. The system is available on site, or as a hosted, cloud-based option. Full-featured document management is placed directly into Windows Explorer, keeping people in a familiar and comfortable work environment. Use scanning and imaging to convert paper documents to full-text searchable digital files for paperless management, alongside quick import options for electronic files, email and PDF document archiving. Find documents with instant, advanced and saved searches, leveraging full-text indexing, category profiling and metadata descriptions.

Document Locator also includes automatic version or revision controls to track changes, making it possible to retrieve prior instances, edit or promote sub-versions and view complete audit trails. Document check in and check out prevents information loss and allows multiple users of various access levels to work collaboratively. Automate regular document actions with the integrated task manager, record approvals with eSignature capture, organize document delivery and send a variety of notification reminders for meeting deadlines.


Starting from
Pricing options
Value for money
View Pricing Plans


Business size



United States, Canada

Supported languages

Document Locator screenshot: Document Locator showing added options within Windows ExplorerHow to use Document Locator inside Windows - Basic NavigationDocument Locator screenshot: Folder browsing and Change RequestsDocument Locator screenshot: Expense Reimbursement FormDocument Locator screenshot: Security settingsDocument Locator screenshot: Document Locator scan console showing page previewsDocument Locator screenshot: Task manager featuresDocument Locator screenshot: Document Locator MobileDocument Locator screenshot: Reports in Document LocatorHR Document Management - Streamline HR and Increase Productivity with Document Locator

Document Locator reviews


Very good

Value for money
Ease of use
Customer support
Edward Metzler

Implemented in Engineering, HR, Finance and IT departments in three companies 2 small, 1 large.

Used daily for 2+ years
Reviewed 2018-03-29
Review Source: Capterra

Very happy customers. Great pricing. Great support. Integration with forms tool (Perfect Forms). Integration with custom .NET software used to accelerate IT Architecture development. Integration with secure HR systems to manage employee hiring and on-boarding. Ease of use finding Engineering documents.

Document uses SQL Server as storage for documents instead of a file-share. This provides the ability to encrypt data while stored and retrieve on the desktop without un-encrypting. Thus making it very easy to use for handling sensitive HR and Finance records. Document Locator includes standard and custom workflows that include forms which are routed for approval in a variety of ways. As an engineering tool, Document Locator make SharePoint look like an old-fashioned file server with its ability to add meta-data to each document. Document Locator has a vibrant web interface but also includes access via the desktop app.

Not much. I have done many document management studies and Document Locator exceeds all the others for my list of requirements. Perhaps some of the icons used on the client could be modernized.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

Minimize review

Keith Brockman

Excellent Customer Support

Used weekly for 2+ years
Reviewed 2017-04-25
Review Source: Software Advice

Customer representatives have a great relationship with the Public Service Commission of Wisconsin which makes to the support for this product great. Once again a product is only as good as its support team.

A software product is only as good as the support you can get from the product. This last weekend I was upgrading the Document Locator backend database from SQL Server 2014 to SQL Server 2016 SP1. I called Columbiasoft to let them know during the week what I was doing. In return, they emailed me steps to take when migrating to a new SQL Server failover cluster and gave me instructions on what to do if I ran into issues. I did not expect to run into issues but did on Saturday and sent Columbiasoft an email. The turn around to a reply was sooner than I expected. Rep walked me through some standard checks. The main correction we made was changing the DLRepcatalog database owner to cssadmin. The best news is I still left before 1:00 pm on Saturday giving me enough time to buy my 2010 Ford F-150 to start the camping season.

This is a hard one in that this product matches our business requirements. That said we use a lot of custom action steps and there are times I wish the documentation on customer action steps would be easier to understand.

Rating breakdown

Ease of use
Customer support

Likelihood to recommend: 9/10

Minimize review

Scott Golding

Best document management out there!

Used daily for 2+ years
Reviewed 2019-12-05
Review Source: Capterra

I’ve been administering my company’s Document Locator system for 8+ years. Never have I come up with a problem they couldn’t solve. I had 8 different document management systems in my company, and picked this over all the ones I already owned. Never regretted it even one day.

Not only does Document Locator works seamlessly inside windows, it has a great API and is very easy to administer. Users generally don’t require more than about 15 minutes of training. Support always answers questions within an hour or so, and the help cheerfully even with “dumb” questions.

Training is only offered a few times a year, and mostly in Oregon, though they will send an instructor onsite if you need.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

Minimize review

Alan Sacher

Outlook integration is great for emails

Reviewed 2016-08-31
Review Source: Software Advice

I used document locator with 1 of my previous job and started using it since then for personal use. The best feature we like about Document locator is the email management using my favorite software "outlook". It helps with a number of other features including PDF conversion, Document preview etc.

The interface is little bit sloppy and need to be worked upon.

Rating breakdown

Value for money
Ease of use

Likelihood to recommend: 8/10

Minimize review

Louis Carrillo

Document Locator offers a self contained convenient and efficient solution which allows our team remote and instant access to company files and data .

Used daily for 1-2 years
Reviewed 2018-12-27
Review Source: Software Advice

Document Locator software works beautifully and seamlessly with Microsoft Office and Browsers while allowing us to configure specific rights per user to the most sensitive company information which often will requires remote access in the field under pressure situations .

We found Document Locator or DL as it is otherwise known to be consistently reliable offering the ability to to send links which can be controlled offering specific file access to users. DL additionally offers a nice system to organize files so once connected users can find those intended files. DL's customer service support is first rate offering timely and high quality support.

We are extremely pleased with Document locator however there were was an issue that we encountered. The supplied user interface was some what clumsy as key commands were less intuitive to locate and use. This is a common occurrence though with file acquisition programs.

Rating breakdown

Value for money
Ease of use
Customer support

Likelihood to recommend: 10/10

Minimize review

Document Locator pricing

Starting from
Pricing options
Free trial
View Pricing Plans

Subscription pricing for On Premise or Cloud.

Document Locator features

Access Control
Automatic Notifications
Drag & Drop Interface
File Management
Search Functionality
Workflow Management

Activity Dashboard (142 other apps)
Activity Tracking (123 other apps)
Chat (137 other apps)
Collaboration Tools (271 other apps)
Collaborative Workspace (180 other apps)
Commenting (170 other apps)
Customizable Branding (139 other apps)
Document Management (149 other apps)
Document Storage (178 other apps)
Permission Management (171 other apps)
Projections (128 other apps)
SSL Security (120 other apps)
Third Party Integration (167 other apps)

Security and privacy


Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
This will ask you to sign in with LinkedIn

Additional information for Document Locator

Key features of Document Locator

  • Access files on mobiles & tablets with DL Mobile companion
  • Active directory sync
  • Alerts & notifications
  • Application security
  • Audit trail
  • Automated routing & approval
  • Automated workflow
  • Categorization
  • Centralized document storage & management
  • Check in/check out
  • Communication management
  • Convert documents between a range of popular formats
  • Customizable roles & privileges at folder/document levels
  • Differencing tools
  • Digitally sign documents & record approvals electronically
  • Document approval
  • Document delivery
  • Document encryption
  • Document import
  • Document log
  • Document preview
  • Document profiler
  • Document reminders
  • Document status tracking
  • Drag & drop
  • Event subscriptions
  • File dependencies
  • File management
  • Find the latest version, view and promote prior versions
  • Folder consistency
  • Full text indexing
  • Full text search the content of electronic documents etc
  • Full-text index automatically records document contents
  • Limit access to sensitive info to meet compliance procedures
  • Markup & redaction
  • Messages captured & secured within an email archive
  • Optional PerfectForms for eForm capture & management
  • Optional SDK-API for building business app integrations
  • Optional barcode recognition add-in available
  • Organize & package files for hand-off or off-line archive
  • Outlook email management
  • PDF creation
  • Profile & metadata management
  • Project folders
  • Records management
  • Remote web access
  • Reporting
  • Role-based permissions
  • Scanning & imaging
  • Search functionality
  • Synchronize Active Directory accounts with Document Locator
  • Task management
  • Tools for assembling popular, common document types
  • Traceability
  • Usage metrics, workflow details & other intelligence reports
  • Use approval steps in individual or group collaboration
  • Web access platforms & interfaces built on HTML5 technology
View All Features


Document Locator offers seamless Windows Explorer integration with a cloud and on-premise option to add centralized document management features inside a familiar platform.

Scan paper or import electronic documents, forms, PDFs, emails etc to archive, organize and find with rapid full-text or metadata search capabilities.

Manage collaborative editing with check-in and check-out controls, plus reliable version tracking to ensure older document iterations are fully traceable.

Automate document routing, delivery and approval workflows with support for reminder notifications and the capture of electronic signatures.

View files anytime, anywhere via web browser interface and with the DL Mobile companion for phones and tablets – providing secure “beyond the firewall” access.