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Document Management (DMS)

Egnyte

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Panel rating · 6 judges · How to read the stars

Category median

Sovereignty: 1 of 4 dimensions proven

0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.

by Egnyte, Inc. · www.egnyte.com

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Egnyte: AI-assisted analysis on whats-best.ai Egnyte: AI-assisted analysis on whats-best.ai (dark)

Add ?theme=dark to the image address for dark backgrounds. The badge shows the category and the month of the latest evaluation, and EU-Made where that is the product’s provenance. It never shows a score.

Egnyte at a glance

Vendor
Egnyte, Inc.
Headquarters
Incorporated in United States source, captured 28 Oct 2026
Data hosting
Not stated on the vendor’s pages as of 28 Oct 2026
Free plan
Not stated on the vendor’s pages as of 28 Oct 2026
Panel verdict
The AI panel rates Egnyte 2/5, the mean of 6 judges. Egnyte, Inc., a Delaware corporation in Mountain View, sells its content platform in a hosted, cloud-based format. how scores are made
As of
Vendor pages captured 1 Oct 2026 to 28 Oct 2026; evaluated by the panel 29 Oct 2026. all sources

Egnyte alternatives, European ones first →

Read this page as one judge. Each weighs the same scores by what they care about.

The Data Protection Officer

Weighted verdict

Knows the DMS ends up holding personnel files, health certificates and customer contracts in one place. Asks where the cloud edition stores them, which AI provider reads them during capture, who the subprocessors are, and how GDPR deletion is reconciled with retention duties.

Same scores as the panel view — this lens weights them the way this judge cares.

Scored by The Data Protection Officer

Panel median The Data Protection Officer This judge’s scores over the panel median. Each label opens its reasoning below.
Scores per criterion, in stars out of 5
Criterion Panel median The Data Protection Officer
Capture, OCR & indexing 2 of 5 2 of 5
Versioning, permissions & audit trail 2 of 5 2.5 of 5
Audit-proof archiving & retention 2 of 5 2 of 5
Document workflows & integrations 2 of 5 2 of 5
Search, retrieval & exit 2 of 5 2.5 of 5
European sovereignty 1.5 of 5 1.5 of 5
Pricing transparency 3 of 5 3 of 5

Capture, OCR & indexing

How this is scored

How documents get in and become findable: scanning and email intake, OCR, classification and metadata extraction, and whether incoming e-invoices (XRechnung, ZUGFeRD) are read as structured data rather than as pictures.

0 — Not a document intake tool: files cannot be uploaded or captured into the product as documents.

3 — Upload, drag-and-drop or scan import with full-text OCR; email intake, document types and field extraction are basic or not described.

5 — Scanner or app capture and email intake, full-text OCR, and document types with metadata fields, some filled automatically (date, sender, amount or similar).

8 — AI- or rule-based classification and field extraction with a validation step, XRechnung and ZUGFeRD read as structured data, mailbox and Microsoft 365 intake, and duplicate detection documented.

10 — Capture is engineered and shown: classification and extraction trainable per document type, validation queues, e-invoice validation against the standard, intake channels listed with their limits, and where AI processing runs (location, model provider) stated.

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The Data Protection Officer

Documents arrive into a content cloud for which email capture and intelligent content classification are offered as product tours, content is described as automatically classified and enriched, and the top edition adds document-type classification and bulk metadata extraction. We found no public information on OCR, scanner or app intake, or on XRechnung and ZUGFeRD being read as structured data — and as the one accountable for personnel files, no statement of where the AI that reads captured content is processed. 1 5 1 2

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Versioning, permissions & audit trail

How this is scored

Who may see and change which document, what happened to it, and whether earlier states can be recovered: version history, check-in and check-out, role- and attribute-based rights, and an audit trail of reads and changes.

0 — A file drop without users or history: anyone with access sees and overwrites everything, by the vendor's own description.

3 — Version history and folder or workspace permissions; check-out, roles and an audit log are basic or not described.

5 — Version history with restore, users, roles or groups with rights per folder or document type, and a log of who changed or accessed documents.

8 — Check-in and check-out, metadata-driven permissions (by department, client or confidentiality), an audit trail covering reads, exports and deletions, single sign-on and directory sync (Entra ID, LDAP) documented, and administrators' own actions logged.

10 — Access is provable: the audit trail is tamper-evident and exportable, permission changes are themselves versioned, field-level rights and need-to-know access for HR or legal records documented, and the log retention period stated.

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The Data Protection Officer

File versioning that saves separate copies and enables revert and compare is described, and the vendor states version control creates immutable audit trails evidencing how documents are created, revised and updated. Discretionary permissions and built-in permission controls are listed with a permissions API documented for developers; we found no public information on check-in and check-out, single sign-on or directory sync, field-level rights for HR records, or the retention period of the audit log. 7 8 1 2

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Audit-proof archiving & retention

How this is scored

GoBD-compliant, revisionssicher archiving: immutability of archived documents, retention schedules and deletion, tax-audit data access, and the independent evidence behind the claim — scored on what is certified and documented, not on the word "GoBD-konform".

0 — Not an archive: a file store or collaboration space in which, by the vendor's own description, documents can be edited or deleted at any time and no retention function exists.

3 — "GoBD-konform" or "revisionssicher" archiving claimed, or retention mentioned; how immutability is achieved and how retention is configured are basic or not described.

5 — GoBD-compliant archiving stated with archived documents protected against change, retention periods configurable per document type, and GoBD guidance or a sample Verfahrensdokumentation offered.

8 — An auditor's report (IDW PS 880 or comparable) published or named with its scope and date, WORM or equivalent storage described, deletion after expiry and legal hold, GDPR deletion reconciled with retention duties, and Z1–Z3 tax-audit export documented.

10 — Archiving is evidenced end to end: current Testat with scope covering the cloud and on-premises editions as sold, retention and deletion logged and reportable, long-term formats (PDF/A) enforced, and a documented procedure for the tax audit and for moving the archive without breaking its integrity.

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The Data Protection Officer

A business-grade archive domain is offered whose files, per the vendor's guide, can be accessed but not changed, and content lifecycle management is included from the Enterprise Lite tier upward, with an archive-retrieval procedure described. We found no public information on retention schedules configurable per document type, GoBD or revisionssicher certification with an auditor's report, tax-audit data export, or how GDPR erasure requests are reconciled with retention duties. 10 2 9 10

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Document workflows & integrations

How this is scored

What happens to a document after it arrives: approval and invoice workflows, tasks and deadlines, and the connectors that tie the DMS to ERP, accounting, DATEV, Microsoft 365 and the rest of the stack.

0 — Storage only: the product is described as an archive or file store with no tasks, approvals or connections to other systems.

3 — An approval, sharing or task step and a few named integrations; a workflow designer and an API are basic or not described.

5 — Configurable approval or invoice workflows with tasks and deadlines, Microsoft 365 or Outlook integration, and an API or connectors to named accounting or ERP systems such as DATEV.

8 — Graphical workflow modelling without code with substitutes and escalation, invoice workflow with ERP or DATEV handover documented, connectors for named ERP systems (SAP, Microsoft Dynamics, DATEV) with their scope, a documented REST API with webhooks or events, and e-signature integration.

10 — Workflows are a platform: versioned workflow definitions, process reporting with throughput times, a public API reference with rate limits and a sandbox, a partner marketplace of integrations with stated maintainers, and workflow history kept in the audit trail.

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The Data Protection Officer

AI workflows that trigger automatically, advanced workflows and pre-built AI agents for repetitive tasks are named, and the platform advertises 200+ integrations including Microsoft 365 co-editing, Google Workspace, Procore and Autodesk, an online app store and public API documentation, with e-signature in the Elite edition. We found no public information on approval or invoice workflows with tasks and deadlines, graphical workflow modelling, or connectors to accounting or ERP systems such as DATEV. 1 7 2 2

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Search, retrieval & exit

How this is scored

Finding documents again and taking them with you: full-text and metadata search, saved searches and mobile access, and whether documents, metadata, versions and audit trail can be exported in documented formats when the contract ends.

0 — No search and no way to get documents out again beyond opening them one by one in the product.

3 — Full-text or file-name search and single-document download; metadata filters and bulk export are basic or not described.

5 — Full-text and metadata search with filters, web and mobile access, and documents downloadable in bulk or in their original format.

8 — Saved searches and search across versions and attachments with permissions respected, bulk export of documents with their metadata (CSV, XML or similar) and versions in a documented structure, and an import path from other DMS or file shares named.

10 — The exit is designed in: a documented complete export with schema including the audit trail, export available self-service at any time, the post-termination retrieval window and data deletion stated, and archives stored in open formats so a successor system can take them over intact.

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The Data Protection Officer

AI search across text, audio and video, a conversational assistant and iOS and Android apps are documented for retrieval from a platform positioned as working like a local file server. On exit the terms are explicit but place the burden on the buyer — the customer is responsible for exporting content before termination and all copies are destroyed within ninety days — and we found no public information on a documented bulk export with metadata, versions and audit trail. 1 4 4 2

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European sovereignty

How this is scored

Who the contracting entity and its owner are, where documents and their metadata are stored and processed in the cloud edition, and who the subprocessors are — including any AI provider that reads document content. Independently sourced by the sovereignty pipeline.

0 — Proven non-EU on every dimension the evidence covers: non-EU contracting entity and non-EU storage of documents, with no EU or on-premises option stated.

3 — One European element proven: an EU contracting entity, EU data centres for the cloud edition, an on-premises edition, or a published DPA, with the rest of the chain unstated.

5 — EU contracting entity and EU data centres stated for the cloud edition, or an on-premises edition, with a DPA offered; the subprocessor chain (hosting, AI processing, support) is unstated or partly non-EU.

8 — EU entity, documents and metadata stored in named EU data centres, subprocessor list with locations published, AI processing location disclosed, an on-premises or private-cloud option offered, and certifications (ISO 27001, BSI C5) published.

10 — Sovereign end to end and evidenced: European ownership, EU entity, every processing location and subprocessor European, customer-controlled keys or on-premises operation available, and certifications with their scope published.

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The Data Protection Officer

The contracting entity is Egnyte, Inc., a Delaware corporation under Delaware law, and the service is delivered in a hosted, cloud-based format; we found no public information on where customer documents and their metadata are stored, which AI provider reads them, or an on-premises edition. The European elements we can verify are a published data protection addendum, an Article 27 representative in Poznań, and ISO/IEC 27001 among the listed storage standards, while the named subprocessors — Google Analytics, Stripe and a dialer platform — concern the website rather than document processing. 4 2 3 4

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Pricing transparency

How this is scored

Whether a buyer can compute the cost of a given number of users, storage and modules — including cloud versus on-premises licensing, maintenance, implementation partner fees and price increases — from public pages alone.

0 — No public prices at all; every quote comes from sales or a partner.

3 — A public "from" price or one priced edition, per user or flat.

5 — Prices per user or per edition public for the main editions with the billing period stated and the main inclusions listed.

8 — Every edition and module priced publicly, storage limits and overage stated, on-premises licence and maintenance terms given, onboarding priced, and contract term and notice period published.

10 — Complete cost computability: a configurator or price list covering users, modules, storage and deployment model, partner implementation priced or bounded, and price-increase terms on a public page.

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The Data Protection Officer

Three editions are publicly priced per user per month with the billing period stated — Business at $22, Enterprise Lite at $39 and Elite at $48, each paid annually — with add-ons such as Project Hub and Specialized File Handler at $6 per user per month, and the terms publish auto-renewal with thirty days' notice and forty-five days' notice of price increases. The Ultimate edition and the CMMC add-on are available only by custom quote, storage and upload-limit rows appear without clearly labelled per-plan values, and implementation is priced solely through individual statements of work. 4 2 2 2

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European sovereignty — proven facts

1 of 4 dimensions proven

Built only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.

Ownership Not determined — uncited Report an error
Data residency Not determined — uncited Report an error
Subprocessors Not determined ⚠ unverified — uncited Report an error

Questions about Egnyte

Is Egnyte European?

No. whats-best.ai classifies Egnyte as Rest of world. Its vendor, Egnyte, Inc., is incorporated in United States, per the vendor’s page captured 28 Oct 2026.

Where does Egnyte store data?

Not stated on the vendor’s pages as of 28 Oct 2026.

Does Egnyte have a free plan?

Not stated on the vendor’s pages as of 28 Oct 2026.

What are the best alternatives to Egnyte?

As of 28 Oct 2026, the panel rates AMAGNO (3.5/5), PaperOffice (3.5/5) and EASY Archive (3/5) highest among the other 18 Document Management (DMS) products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is AMAGNO (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: Egnyte alternatives.

Where this could be wrong

What we left out

A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.

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Sources (10)

The pages every claim on this page was read from — each one checked, dated, and kept verifiable.

  1. 1 Vendor homepage www.egnyte.com Checked 28 Oct 2026 +3 earlier captures: 26 Oct 2026, 19 Oct 2026, 15 Oct 2026 Details →
  2. 2 Pricing page www.egnyte.com Checked 28 Oct 2026 +4 earlier captures: 26 Oct 2026, 19 Oct 2026, 15 Oct 2026, 15 Oct 2026 Details →
  3. 3 Privacy policy www.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →
  4. 4 Terms of service www.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →
  5. 5 Capture, OCR & indexing — found from sitemap www.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →
  6. 6 Capture, OCR & indexing — found from sitemap www.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →
  7. 7 Versioning, permissions & audit trail — found from sitemap developers.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 1 Oct 2026 Details →
  8. 8 Versioning, permissions & audit trail — found from sitemap www.egnyte.com Checked 28 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →
  9. 9 Audit-proof archiving & retention — found from sitemap www.egnyte.com Checked 26 Oct 2026 +3 earlier captures: 26 Oct 2026, 19 Oct 2026, 15 Oct 2026 Details →
  10. 10 Audit-proof archiving & retention — found from sitemap www.egnyte.com Checked 26 Oct 2026 +2 earlier captures: 19 Oct 2026, 15 Oct 2026 Details →