The Top Document360 Alternatives & Competitors [2021]

Having a difficult time choosing the right Document360 alternatives? We did the job for you! Here are our top choices and recommendations.

Written by: Josh Brown

Published: November 02 2020

Searching through a knowledge base - our list of Document360 alternatives.

If you’re in the process of searching for knowledge base software or a knowledge management tool to help with improving your internal communication abilities, organizational agility, and overall business processes, then you’ve most likely come across Document360. It's a popular SaaS knowledge base platform for creating support articles and FAQs to reduce the customer service workload of your customer support team.

But like all software products, it has its downsides. Users report being frustrated by limited editing features, API issues, and problems related to content upload features.

However, the main issue for many companies is the cost. Document360 charges a monthly fee per project (or knowledge base) as well as a user-based fee. The different pricing levels all come with restrictions on the amount of cloud storage and how many knowledge base versions you can have.

The cost leads many companies to consider other options. To help you in the search, we’ve put together a list of the best Document360 alternatives and competitors.


The Top 10 Document360 Alternatives

1. Helpjuice

Helpjuice is a popular Document360 alternative

Well, you’d be surprised if we didn’t rank ourselves as the best alternative to Document360, right?

Here’s why.

Discerning customers like Amazon, WHO, and Hertz use Helpjuice every day. So do many small businesses and up-and-coming startups.

We don’t tell you this to brag (okay, maybe just a little) but to show the knowledge base tool’s not-so-secret superpower: flexibility.

We work hard to make our knowledge base user-friendly, feature-rich, and fully customizable. That means that it can adapt fully to your business needs — no matter what they are now and what they will be in the future.

Knowledge base features include:

  • Advanced real-time document collaboration, including the ability to copy-paste from Word MS, commenting, and voting.
  • Useful analytics with the ability to preview key numbers from the document’s editor view.
  • Interactive trouble-shooting content based on multiple questions.
  • Integrations such as Slack, Olark, and Zapier for unlimited connections with other tools


2. ProProfs

For those looking for a robust knowledge management solution ProProfs is a popular Document360 alternativeProProfs offers an entire suite of tools dedicated to making life easier for your company, such as learning management systems, quiz makers, and live chat. The suite of tools makes ProProfs popular among marketers, HR professionals, and customer support teams. 

Knowledge base features include:

  • MS Word-like editor.
  • Instant translation into 60+ languages.
  • 25+ ready-made templates for easy set-up.
  • Integrations such as Zendesk, Olark, and Freshdesk.


Pros:

  • Well integrated with the rest of ProProfs’ offers — perfect if you’re already using their tools.
  • A clean, intuitive interface makes it easy for users to navigate and learn the tool.
  • Free plan for up to 20 pages.


Cons:

  • Not as advanced as some of the other solutions in this list.
  • Paying $0.30 to $0.50 per page quickly adds up. The lower price only allows one knowledge base and is limited to 50 users.


3. Zendesk

If you need a full helpdesk system, Zendesk is a great Document360 alternative

Zendesk is best known as a software solution that can be used to help organizations improve their customer service efforts. While Zendesk offers internal knowledge bases, too, it’s more focused on building a robust helpdesk ticketing system. (Take a look at our post on Zendesk alternatives to find a more suitable solution if you don't need all the helpdesk features that comes with Zendesk).

Knowledge base features include:

  • Clean, user-friendly interface.
  • Translation to 40+ different languages.
  • Features for pulling knowledge base content into support chats.
  • Full integration with the Zendesk suite of tools, such as help desk and live chat.


Pros:

  • Analytics dedicated to measuring customer-service success.
  • Useful if you’re already using Zendesk as your support ticketing system.
  • A handy versioning overview lets you see how your content changes.


Cons:

  • Lacks advanced features for internal knowledge bases due to its focus on customer-facing FAQs and support pages.
  • Expensive. Pricing starts at $49 per month, but you need to pay $79-150 per user per month to access all knowledge base features.


4. Confluence

Confluence is a good Document360 alternative if you need project management tools

Atlassian’s suite of tools includes Confluence, which offers a collaborative cloud-based workspace for remote teams. Compared to other Document360 competitors on this list, it has more project management features, such as timelines. If this is important to you, you may want to consider Confluence, otherwise you can read our post of Confluence alternatives for something more appropriate for your needs. 

Knowledge base features include:

  • Project collaboration features such as timelines for easy overview.
  • Interactive features such as commenting and tagging users.
  • Content organization with pages, spaces, and page trees.
  • Home and personalized feed as a start page overview 


Pros:

  • Integrates well with the rest of Atlassian’s tools, such as Jira and Trello, and other tools such as Slack and Microsoft Office.
  • Includes convenient templates for several purposes and teams such as HR, marketing, and support.
  • Free plan for up to ten users.


Cons:

  • Some users report issues with data migration and backups.
  • The large number of options can become overwhelming for new or less tech-savvy users.
  • Although the navigation is flexible, it is not always intuitive.


5. Guru

If you're looking to build a company wiki, Guru can be a great Document360 alternative

Guru is more focused on helping companies improve their workflows with their internal wiki solution.

Guru calls their content pieces cards and organizes the cards into boards, groups, and collections. Confusing? Most users seem to find the tool relatively intuitive and easy to overview.

Knowledge base features include:

  • AI suggests who in your organization is best suited for authoring a new article.
  • Special “knowledge alerts” for notifying employees of critical new information in the knowledge base.
  • Review features ensure that the right person is asked to review the card within an interval you decide.
  • Copying information from the cards directly into support chat for a quick and seamless customer service experience.


Pros:

  • Great for capturing knowledge, both with the Slack capture tool and browser extension, while working in other apps online.
  • Project management features support the knowledge base to make it a natural part of the daily workflow, increasing the chance of capturing knowledge.


Cons:

  • Verifying cards can become daunting if you mismanage the database for a while or if only a few people are in charge of reviewing and updating the information.
  • Limited card editing features make document collaboration more difficult.
  • Limited integrations with other tools.


6. KnowledgeOwl

KnowledgeOwl is a feature-rich Document360 alternativeWhile many options on this list have a heavier focus on the external, customer-facing knowledge base, KnowledgeOwl focuses on the internal. It is a feature-rich yet low code-option.

Knowledge base features include:

  • Six different article publishing statuses, custom view, bulk edit, and WYSIWYG-editor for convenient document management.
  • Webhooks and Slack webhooks for automatic notifications when someone adds new knowledge base content.
  • Contextual help widget gives users access to the knowledge base from your main website.
  • Features such as a customizable table of contents, breadcrumbs, and home buttons that facilitate quick navigation.


Pros:

  • Clean, attractive UI.
  • KnowledgeOwl gets praise from users for its responsive customer support team.
  • Multiple API keys and Zapier integrations make it easy to integrate KnowledgeOwl with other tools.


Cons:

  • Some users have expressed a wish for more modern design themes for the knowledge base.
  • Plans range from $79 to $999 per month, paid annually. However, that is only for one user and one knowledge base. Additional users cost a monthly $20 per user, while extra knowledge bases each cost $40 monthly. If you use the knowledge base in its most powerful form, as a document collaboration tool where all employees contribute knowledge, KnowledgeOwl can quickly become an expensive solution.


7. Caspio

Due to being HIPAA compliant, Caspio can be a good Document360 alternative for those in healthcare

Caspio’s strength lies in its adherence to global compliance standards for storing sensitive data. For example, it meets GDPR requirements, is HIPAA compliant for healthcare industry data, and is IPS 140-2 compliant for government agencies looking to store sensitive but unclassified information. For businesses and organizations looking to keep such things as personal healthcare information or student records, Caspio is a strong contender.

Knowledge base features include:

  • Automated data import or export rules according to schedule.
  • Drag-and-drop logic builder that triggers workflows based on custom logic or pre-defined rules.
  • Advanced security features including IP-based access, user access logs, and security policies such as password rules.
  • Impressive set of integrations with payment processors, cloud storage providers, and many others through Zapier. Caspio also comes with REST API for further integrations.


Pros:

  • The drag-and-drop and point-and-click features make it intuitive for new users.
  • Converting existing documents such as Excel-files into databases opens up for far more powerful usage of data.
  • Caspio is relatively affordable — it has a limited free plan and per-month fees with unlimited users.


Cons:

  • Although touted as a “low code” option, Caspio is still a tool for developers to create custom database apps. Expect some setup to be necessary for the more advanced features.
  • If you need to store many files, the pricing plan restrictions make you better off with another provider.


8. FileHold

This document management system is handy if you’re looking to turn your company paperless, as it comes with plenty of features for scanning, uploading, and tagging files — such as the ability to import OCR metadata. If you’re already paperless, there are other options on this list with more cutting-edge features.

Knowledge base features include:

  • Simple drag-and-drop interface.
  • Audit logging and tracking for compliance and regulatory processes.
  • Eleven different security roles ranging from “read-only” to “system administration.”
  • Useful features such as electronic signatures, workflow processes maps, and document auto-filing.


Pros:

  • Fixed fee if you want FileHold to take care of installation and training.
  • Optional if you want to use a simpler or more advanced version.
  • Note-taking, offline mode, and scanning functions makes the tool convenient for amassing content on the go.


Cons:

  • Outside Microsoft Office integrations, integration is only through API, resulting in higher developing costs.
  • Features are divided into standard, optional, and custom, potentially making it expensive if you require additional features.
  • It may be partly due to the somewhat outdated interface, but FileHold comes across as dated compared to other options on this list.


9. Bloomfire

It’s not uncommon for knowledge bases to offer both internal and external knowledge bases. Austin-based Bloomfire includes a third focus area as well: knowledge bases for sharing essential information with stakeholders. For companies looking to share research or thought-leader content, Bloomfire could be a good choice. However, some users feel that Bloomfire offers limited scalability, partly due to its lack of integrations.

You can check out the following post to learn more about Bloomfire as well as alternatives and competitors.

Knowledge base features include:

  • Security features like data encryption, secure hosting, and multiple backup locations.
  • Features for creating newsletters and custom lists within Bloomfire to increase engagement.
  • AI-driven search with recommended content helps employees and customers navigate.
  • Integrations include Slack, Zendesk, and Google Drive.


Pros:

  • Strong AI features for search and content tagging.
  • Ability to improve content quality by flagging content for review.
  • Bloomfire continuously adds useful features such as spoken word-search.


Cons:

  • Compared to many other Document360 alternatives on this list, Bloomfire has a limited number of integrations.
  • The pricing plans start at $25 per team member per month (paid annually), but to get integrations and custom branding, you need the enterprise plan — price on request.


10. SharePoint

Microsoft presents SharePoint as a “mobile, intelligent intranet.” We’ve already reviewed the pros and cons of SharePoint in-depth, but let’s just say there’s a reason why it’s used by enterprise businesses. One, it’s a high-quality product, and two, it's a highly customizable solution that integrates easily with other Microsoft Suite applications.

Microsoft SharePoint is suitable for enterprise-level and enterprise-style companies who don’t mind the necessary set-up effort. (You can check out our list of SharePoint alternatives if you find that it's too expensive or resource intensive).

Knowledge base features include:

  • Storage solutions can be either fully cloud-based or hybrid models.
  • Intranet and communication site templates that are available on all devices.
  • List and libraries facilitate navigation.
  • Variety of security tools such as authentication and the ability to sign out inactive users.


Pros:

  • Integrates well with the rest of the products in the Microsoft suite of products.
  • Overall a high-quality software.


Cons:

  • Requires extensive customization to be useful.
  • Users must have a high degree of technical knowledge to benefit fully.
  • Risk of “SharePoint site sprawl” can make your SharePoint knowledge base unmanageable and out-of-date.


Which Knowledge Base Alternative is Right for Your Business?

Hopefully, our review made it a bit easier to review your options when choosing a Document360 alternative.

Now, let’s take a look at how to choose the right knowledge base for your needs.

Decide What Type of Knowledge Base You Want

Firstly, you’ll want to review the focus of the knowledge base tool you’re considering. While many Document360 competitors on this list have decent products, they generally focus on only one type of knowledge base: customer service or internal use. 

For example, will you only use it for document storage and training manuals at the moment but hope to build up a FAQ and support portal for customers sometime in the future? Even if you only need one type of knowledge base now, we’d recommend that you consider a tool that can handle both types of knowledge bases with the same ease.

Consider the Knowledge Base Features You Need

Secondly, some of the essential knowledge base features to look out for include:

  • Search capabilities. Is the search functionality powerful enough to give intelligent suggestions?
  • Collaboration tools. Does it include real-time editing features, commenting functions, and version control?
  • Easy-to-use, intuitive interface. Can even a less tech-savvy colleague manage the tool?
  • Security. Does the knowledge base tool come with adequate security features, considering the type of content you intend to store?
  • Analytics and reports. Can you track how users access and use the content?
  • Access management. Can you easily control who can see or edit various files?


Determine if the Knowledge Base Can Grow With Your Company

Thirdly, you’ll want to consider how you’ll use it today and what you expect to need in the future. Can the tool you’re looking for adapt to your changing needs?

Choose Your Knowledge Base Tool

We’ll give you a hint: Helpjuice fits the bill. It’s a knowledge base tool that is easy-to-use yet advanced, no matter if the user is an employee or a customer.

The Helpjuice knowledge base comes with unlimited customization possibilities — we’ll even do the customizations for you, just to make sure you get exactly what you need. Schedule a free demo with Helpjuice to see why many companies end up choosing us when looking for a Document360 alternative.

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