Top 10 Content Collaboration Software Systems for 2020

A content collaboration system is defined as software applications that allow creating, sharing, distributing, and managing enterprise content within the organization securely in real-time.

In this article, we look at what content collaboration software platforms are, their must-have features and the top 10 content collaboration systems in 2020.

What is a Content Collaboration System?
Must-Have Features in Content Collaboration Systems
Top 10 Content Collaboration Software in 2020
Closing Thoughts

What Is a Content Collaboration System?

A content collaboration system is a software application that allow creating, sharing, distributing, and managing enterprise content within the organization securely, enabling remote workers and team members to collaborate in real-time.

Post 2010, cloud computing became more accessible and affordable, lowering the barrier of entry for new solutions to be built in the cloud. Without the need to host servers or set up complex infrastructures for new products, many cloud-powered solutions came to the forefront, solving long-standing problems in common verticals. Content creation and collaboration was one of the verticals most disrupted by the rise of cloud computing and has gained more ground during the worldwide work-from-home phenomenon due to the coronavirus lockdown. Companies now find themselves in a unique position to ensure business continuity by leveraging remote working and collaboration tools.

Organizational content such as presentations, marketing and web content, reports, training materials, technical documentation, etc. are examples of areas where content collaboration software play a key role.

Must-Have Features of Content Collaboration Platforms

Invariant of the software you select, there are some key functions without which an effective package will be incomplete, including security features, admin management of access to files, and levels of access.

When a company is looking for a new content collaboration solution, there are some must-have features to consider.

1. Synchronization

Due to their nature as collaboration platforms established in the cloud, content management software must have some degree of synchronization. Whether it is syncing multiple files on to the central collaborative server or tracking changes across multiple participants, sync is a must-have feature on any modern content collaboration platform.
This feature enables higher levels of productivity among the workforce, as there is no need to individually convey different versions of the same file or administer version control. File duplicity is also reduced, reducing server bloat while maintaining easily accessible file versions and synchronized changes.

2. Integration

Every organization already has a set workflow, with a suite of existing software solutions solving common problems faced in this workflow. When adopting a new solution, enterprises must look at the integration capabilities provided by the software. The more integrations a cloud service has, the easier it is to integrate into existing workflows for a company. This reduces deployment time and the time required for the company to adopt the new technology and reach peak efficiency.

3. Remote Access

One of the biggest advantages of cloud solutions is their non-reliance on local infrastructure. Keeping this in mind, content collaboration platforms should be easy to access from off-premises networks by all required individuals.
This ensures that all content on the platform can be worked on or accessed by employees even when they are not on official networks, decreasing the time required to implement changes in the content and to work on newer pieces of media. However, security and access control must also be an integral part of the remote access system so as to eliminate attack vectors and protect sensitive information.

4. Document Repository

One of the main requirements of companies looking for a content collaboration system is a central document repository. It is a cloud file system that allows for the storage and retrieval of content. Typically, the central document repository must hold the bulk of features required from a file management system, along with additional security measures and granular access control for the management of sensitive content.

A central repository is an absolute must-have to ensure the smooth functioning and easy usability of the content management platform. It also ensures that any content can be accessed by the required personnel efficiently and without undue friction.

5. AI-enabled Applications

With the rise of AI and machine learning in enterprise software solutions, modern content collaboration software must offer useful automation features. From smart grammatical error checking to usage pattern analysis, AI cognitive features increase the efficiency of employees working on the platform. An analytics feature is a value add considering the usability of data in the internet age. For external content, it could mean intelligent systems with smart recommendation engines that suggest the right content to the right audience at the right time, based on their content consumption patterns or website engagement behavior.

7. Document Access Levels

Setting access controls and permissions for accessing, editing, downloading is an important part of workspace collaboration software and facilitates the entire content lifecycle. Some collaboration software also provides external access for sharing data with partners outside the company.

8. Security

Any solution developed for use by enterprises must have a high degree of security, as these solutions will often be used to hold important and mission-critical data. In a content collaboration solution, data privacy and ownership must be absolutely assured to prevent information leakage.

At the very least, the software must adhere to the Privacy Shield certification, along with being compliant with GDPR norms. It must also feature encryption for sensitive data with tried-and-tested encryption algorithms.

Top 10 Content Collaboration Software in 2020

Disclaimer: The listings are based on publicly available information and vendor websites. Readers are advised to conduct their own extended research on each meeting software. The companies are listed alphabetically.

Check out the top content collaboration software providers in 2020, offering the best-of-breed cloud-based solutions which break down business silos and enable real-time collaboration and productivity.

1. AWS WorkDocs

Core Features: Amazon’s offering for the content collaboration space is AWS WorkDocs, a fully managed collaboration service, with tools for creation, editing, and sharing of content. It also offers real-time collaborative editing and a rich API for creating content seamlessly. This service is hosted in AWS, and has a range of Integrations into other AWS services.
Value Adds: AWS WorkDocs also includes a cloud storage drive for desktop access and multi-access workflow.
Security: As for security and compliance, WorkDocs is compliant with HIPAA, GDPR, PCI DSS, SOC 1, 2, 3, and ISO. It also features SSO for easy login and granular permissions for access control
Pricing: As with other AWS services, WorkDocs is based on a pay-per-use pricing plan, and is offered for free to users who also utilize WorkSpaces. The standalone service is priced at $5 per month.

2. Box

Core Features: Box is an industry-leading collaboration platform with a focus on security. Along with offering traditional content collaboration features, Box also offers a cloud drive and tools for governance, and data protection. This content collaboration platform also allows for the automation of repetitive processes, with a simple and usable UI.
Value Adds: Box has over 1000 integrations with Office 365, G Suite, Salesforce, and more, along with ML features to analyze content. It is accessible on mobile and desktop features.
Security: The platform prioritizes data residency, control over encryption keys, powerful admin controls, and advanced compliance with certifications including SOC 1 and 2, FINRA, HIPAA, PCI, Privacy Shield, ITAR and more.
Pricing: Box is offered on case-by-case pricing for enterprises.

3. Citrix

Core Features: Citrix’s content collaboration platform is a part of the bigger Citrix ecosystem providing security and collaboration solutions for enterprise use. Among content collaboration mainstays, Citrix allows users to access to company data securely from anywhere, with secure access and to the central portal for data and document management and file sharing through its web and SaaS apps.
Usability: The platform is easy to use, featuring integrations into other Citrix services.
Security: The platform also offers security features like granular access control, visibility into document sharing, proactive threat detection with machine learning. Administrators can also prevent unauthorized sharing with information rights management, protecting mission-critical information
Pricing: Pricing for Citrix’s Content Collaboration platform starts from $7/user/month, and goes up to $25 with different features, with discounts on long-term plans.

4. Dropbox and Dropbox Paper

Dropbox is one of the oldest players in the cloud storage space, and have more recently branched out to provide a full feature set for enterprise use. Dropbox Paper is a free content collaboration offering from Dropbox, with a focus on collaboration.

Core Features: Dropbox allows companies to centralize team content with Dropbox folders, and the platform offers features like remote access, integrations with tools like Slack and Zoom, and smart folder recommendations. It also supports files from other services like Office and G Suite.
Usability: Paper works with Dropbox and allows teams to collaborate with a customizable calendar view. It features many templates for common use-cases like onboarding, sales pitches and profiles, wikis, and content production plans. Both offerings are easy-to-use with an accessible UI. Dropbox Paper templates make it easy to adopt the software for new use cases.
Security: Dropbox offers multiple layers of security and encryption, with additional features like application-level controls, admin console with control and visibility, business API for secure product integrations. SSO, 2FA, password and expirations, and permanent delete permission makes the software more dependable. It also has ISO Certifications for information security, cloud security, and cloud privacy, SOC 1-3, along with CSA STAR Registry, HIPAA, Privacy Shield, and GDPR compliance.
Pricing: Dropbox offers a free trial for 30 days, with pricing starting from $15 a month for 5TB of storage, going up to $25 per user per month with space on demand, and added security features. Customizable solutions are also available for enterprise customers.

5. Google Suite

Core Features: Google’s offering for content collaboration, known as G Suite, has emerged as one of the market leaders in the content collaboration space. G Suite includes Docs, Sheets, Slides, Drive, and Calendar, along with added offerings like Hangouts, Meet, and Google Sites.
Value Adds: G Suite offers additional features like advanced admin controls, @domain name email address, 30GB of storage per user, live support, easy data migration, and endpoint management. AI features like autocomplete.
Security: This content collaboration platform is hosted on GCP, offering industry-leading security and compliance.
Usability: G Suite also features a user-friendly UI created by Google along with powerful features fueled by artificial intelligence and machine learning. Features like Gmail autocomplete and Google Docs grammar check hold the capability to streamline repetitive tasks.
Pricing: G Suite is priced from $6 onwards, up to $25/user/month for enterprise users. Google also offers a 14-day free trial.

6. Microsoft Office 365

Microsoft Office is one of the oldest players in the content collaboration space, with the first iteration of Office tools being launched in 1998. Since then, Office has transitioned into a cloud-powered subscription-based service for enterprises and individuals alike.

Core Features: The latest iteration of Office 365 includes mainstays such as Outlook, OneDrive, Word, Excel, PowerPoint, OneNote, SharePoint, Teams, Yammer, and more, blending communication and content creation into one package. OneDrive also acts as the central cloud hub for all other Office offerings.
Usability: Office comes with a tried and tested UI and UX, and is available on all major platforms with Windows, Mac, Web, Android, and iOS applications. The software is also updated automatically and features templates for common use-cases, so that companies can deploy the solution for specific use-cases without wasting resources.
Security: This content collaboration suite features protection against spam, malware and known threats through Outlook, more than 1000 security and privacy controls, granular access control, and custom password policies to maintain security on mission critical tasks.
Pricing: Office 365 pricing starts from $5/user/month for the basic tier, and goes up to $12.50/user/month for the fully-featured tier.

7.MangoApps

Core Features: MangoApps is a platform offering an integrated suite of workspace apps with multiple facets for all parts of the enterprise workloads. The main offerings are a company intranet, work management, and community management. Companies can also opt for a modular approach to the platform with 50 features available in a plug-and-play manner.
Value Adds: The all-in-one platform offering from MangoApps allows for a central source of information, remote access with mobile, web, and desktop, collaboration workplaces, visibility and insight into business activities, and one-click collaboration.
Usability: This content collaboration software has an easy-to-use interface with well-known features and accessible UI. It also ups the user experience by offering a completely customizable homepage and native mobile apps. In addition to this, MangoApps features one-click integrations into Box, Slack, Salesforce, G Suite, Microsoft Office, Dropbox and more. Additional features include an in-company news feed, dashboard, org-chart, and ROI Analytics to accurately gauge the solution’s impact.
Security: MangoApps offers constant source code reviews and vulnerability testing, supports SSO, and is secured with SSL, TLS, AES 256 bit encryption.
Pricing: The all-in-one suite is priced from $100/month for 10 users and 50 guest users, going up to $1200/month for 200 users. The software is offered on a case-by-case pricing basis with above 200 users.

8. Notion

Core Features: Notion is a minimalist, easy-to-use all-in-one content collaboration workspace. It has mainstay collaboration features like a note-taking utility and docs, along with spreadsheets and databases. Companies can also create knowledge bases on the platform and collaborate using features like Kanban boards, calendar, and list views for tasks and projects.
Value Adds: Notion has support for a central info wiki, project trackers and integrations, and allows companies to embed 50+ tools easily into the software, web, desktop, and mobile app.
Usability: Notion features a simplistic UI with no distractions and a focus on content, 30+ media types supported, drag and drop, and real-time collaborations on any document.
Security: For security features, this content collaboration platform features SSL, is data encrypted at rest and in transit, with Amazon CloudTrail enabled. The platform is hosted on AWS with a private net VPN, with SSO and SAML enabled, and advanced permission for admins.
Pricing: The platform is free for individual use, and costs upto $8/month for teams, with case-by-case pricing for enterprise customers.

9. Smartsheet

Core Features: Smartsheet is a content collaboration platform with a focus on automation, confidentiality, and accessibility. It features services like forms, easy dashboard and report creation, and a customizable collaboration grid. The platform claims to be easy to use and offers integrations with multiple content creation software for easy adoption. These include Adobe Creative Cloud, Box, DocuSign, G Suite, Slack, and more.
Value Adds: Smartsheet offers live data for business-critical applications, custom integrations with APIs, and connectors to unlock data in software like Microsoft Office and Salesforce.
Usability: Smartsheet also boasts deep automation with a visual editor, allowing for automated workflows that increase efficiency and decrease friction. It is a no-code platform, lowering the barrier for entry to non-technical individuals. In addition to these features, Smartsheet also offers accelerators for common enterprise workloads.
Security: This content collaboration platform has security features like fine-grained identity-based access, automatic locking for version control and event reporting.
Pricing: The platform offers a 30-day free trial, with plans ranging from $14 and $25 per month for small to medium enterprises. Pricing is decided on a case-by-case basis for enterprise plans with added features.

10. SamePage

Core Features: SamePage is a content creation and collaboration platform with a focus on accessibility and usability. The software combines mainstay content creation features like document utility, spreadsheets, task board, and mindmaps, with communication features like real-time document collaboration with chat, screen sharing, video conferencing, meeting prep.
Value Adds: SamePage also offers mobile applications alongside web and desktop platforms with sync for documents across all platforms. It also has integrations with Box, Dropbox, Onedrive, Google Drive, Egnyte, Youtube, and more.
Security: Samepage also has a focus on security, with data being stored on AWS and encrypted at rest and in transit with AES 256 encryption. This content collaboration platform also has security features like HTTPS with Forward Secrecy, AEAD Cipher suites, SSO, daily backups, E2E encryption for video and audio, and secure invitation.
Pricing: The content collaboration platform has a free tier for unlimited users with 2 GB storage, with pricing going up to $9/month/user with admin capabilities and 1TB storage per member. A free trial is available for paid plans.

Closing Thoughts

Content is a requirement for companies of all sizes, making content collaboration platforms a must-have for any organization. Along with the advantages of cost and resource-saving through an accessible central repository, companies can also rely on modern content collaboration platforms to have version control and workflow optimization features, cutting down on time required to create new content.

Most of these offerings also come with the capability to enable better communication between members of a team, utilizing real-time collaboration features and often being bundled with chat and video communication offerings. This ease of communication not only enables a more cohesive end product, but can also give members of the team faster access to the experts who are familiar with the subject material of the content.

With integrations being widespread across the board for most content collaboration solutions, teams don’t have to worry about moving away from tools they currently use, cutting down on training time. Captive data held in siloed management platforms like Salesforce can easily be harvested and used to create engaging and informative content for internal use and advertising.

Content collaboration platforms are also at the forefront of AI and ML innovation, offering companies the cutting edge of technology in their day-to-day tasks. Features like grammar checking, smart conversion to presentations, smart access control, and automate repetitive tasks, increasing efficiency, and productivity.

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