The problem with a file space is never storage. It is “final report v3 revised”, which nobody can confirm supersedes “final report v2”.
A shared file space renders a simple service and renders it well: the files are there, everyone can reach them. The difficulty starts when a document stops being a file and becomes part of a record. An intervention report relates to a visit, a client, a piece of equipment; it goes out for signature, comes back signed, and will have to resurface on the day of a dispute. A folder tree can represent all of that, provided everyone respects the naming convention — which lasts about six months, until the first stand-in who was not there when it was agreed.
The questions to ask any tool, ours included. The answer given here is Thingsform's.
From a form filled in the field: the report generates in your own template and files itself in the relevant record. Nobody names or files by hand, which addresses the real origin of the mess rather than its consequences.
Yes, from the record, with a secure public link and automatic reminders. The signed file comes back to the same place, avoiding the email round trip where half of signed versions get lost.
Through AI-assisted search across the whole store, and through the record the document belongs to. You search by what you remember — a client, a date, a piece of equipment — rather than guessing the name given by someone who has since left.
On servers located in the European Union, with daily backups and a GDPR module to handle erasure requests. A company document store holds contracts, named reports and subcontractors' identity papers.
The Documents module is included from the Essential plan, signature and assisted search included. The standalone signature request belongs to the Pro plan: worth knowing if sending things to be signed is your main use.
Often, no. Here are both cases, in the honest order.
No, and it is not advisable. Move what attaches to a business record — reports, contracts, signed items — and leave working files where they are. A sync space and a document store answer two different needs.
It can be recreated as folders if you wish, but the value lies elsewhere: attaching documents to client records makes the tree far less decisive. Automatic filing is what will save you time, not reproducing the old plan.
Take the report you look for most often and follow its full path: form, generation, signature, filing, then search two weeks later. That journey decides the matter, far more than any storage-capacity comparison.
We describe neither the features nor the pricing of another vendor, which change without notice to us. This page sets out the criteria to examine and Thingsform's answers. For the other tool, its current terms are authoritative.
Dropbox is a trademark of its publisher, cited here for reference. This page does not describe its features or pricing, which change over time: refer to its current terms.
The right way to decide
Rebuild your hardest form on the free plan, and have it filled in the field. Half a day is enough, and the answer stops being a matter of opinion.