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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 Records Manager

Weighted verdict

Owns the filing plan and gets the call when a contract from 2019 cannot be found. Wants metadata that is set at capture rather than typed later, version history with restore, search that respects permissions, and a bulk export that keeps metadata and versions together.

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

Scored by The Records Manager

Panel median The Records Manager 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 Records Manager
Capture, OCR & indexing 2 of 5 1.5 of 5
Versioning, permissions & audit trail 2 of 5 2 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 of 5
European sovereignty 1.5 of 5 1 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 Records Manager

Documents clearly get in and become findable: the pricing page shows an upload limit row and the homepage states content is automatically classified and enriched, with AI text, audio and video search. But the email-capture tour page shows only its heading in what was captured, document type classification and bulk metadata extraction sit on the custom-quote top tier, and we found no public information on OCR, scanner intake, Microsoft 365 or mailbox capture, or reading XRechnung and ZUGFeRD as structured data. 1 1 2 5

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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 Records Manager

File versioning that saves separate copies through the lifecycle and enables revert and compare is described, version control is said to create immutable audit trails evidencing how documents were created and revised, and snapshot and recovery windows of 30 and 90 days are priced on the plans; permissions appear as discretionary permissions on Business and built-in governance controls, with Power User and Standard User types defined in the terms. The developer page for the permissions API returned a page-not-found message each time it was captured, so I cannot verify folder-level rights, check-out, or a log of reads and exports, and we found no public information on single sign-on or directory sync. 8 2 4 7

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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 Records Manager

A business-grade archive domain is offered, described as programmed so that files can be accessed but not changed, with retrieval from the archive domain supported and content lifecycle management included from Enterprise Lite upward. We found no public information on GoBD or revisionssichere archiving, an auditor's report, WORM storage, retention schedules configurable per document type, legal hold, or tax-audit export — the retention pages I read are educational guides about regulatory periods, not product documentation. 10 10 9 2 9

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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 Records Manager

Workflows exist as tiered features — advanced workflows from Enterprise Lite, AI workflows and pre-built or custom AI agents on the homepage — and e-signature is listed on Elite, with Microsoft 365 co-editing and Google Workspace on Business, 200+ integrations claimed, and Project Hub tying into Procore and Autodesk. We found no public information on graphical workflow modelling, approval or invoice workflows with tasks and deadlines, substitutes and escalation, DATEV or ERP handover, or a documented API with webhooks — the one developer page captured returned page-not-found. 1 2 2 7

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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 Records Manager

AI text, audio and video search is on the homepage and iOS and Android apps are listed, so documents are findable and reachable away from the desk. For exit the terms put export and backup squarely on the customer, with Egnyte destroying all content within ninety days of termination and no obligation to retain it beyond that date; we found no public information on bulk export keeping documents, metadata and versions together in a documented structure, saved searches, or a documented import path from another system. 1 2 4 4

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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 Records Manager

The contracting entity is Egnyte, Inc., a Delaware corporation in Mountain View, the terms describe the service as delivered in a hosted, cloud-based format, and the privacy policy states the website is hosted and processed in the United States. A data protection addendum is published and an EU representative under GDPR Article 27 is named in Poland, but we found no public information on where customer documents and their metadata are stored, on ownership, or on the subprocessor chain including any AI provider — and no EU data centre or on-premises option is stated in the pages I read. 4 3 4 3

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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 Records Manager

Three plans are priced publicly per user with annual billing stated and inclusions listed — Business at $22 / User / Month, Paid annually, Enterprise Lite at $39, Elite at $48 — plus add-ons such as Project Hub and Specialized File Handler at $6 / User / Month, a multi-year discount note, and published contract mechanics: auto-renewal with thirty days' notice, forty-five days' notice of price increases, and taxes excluded. Ultimate is custom quote only, the CMMC add-on is chat-with-specialist, professional services come by statement of work without public pricing, and the storage and upload figures on the pricing page carried no labelled values in what I read, so a buyer cannot compute the full cost from public pages alone. 2 2 4 4

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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 →