Turn document requirements into tests a vendor can prove
Prioritize repository, workflow, security, administration, integration, migration, and governance requirements—then record evidence from the same representative demo cases.
Download the workbook to prepare your shortlist, then use the Jodoo gallery to test the same requirements against a populated document register, review queue, exception path, and dashboard drill-down using representative normal and difficult cases.
- Requirements grouped by system responsibility
- Must-have, should-have, and later priorities
- Evidence, test result, gap, owner, and decision fields
Document management requirements, evidence, and scoring
The spreadsheet includes grouped requirements, priorities, owners, vendor evidence, test cases, results, gaps, follow-up, and decision notes.
Requirements register
Organize needs by repository, capture, metadata, search, workflow, security, administration, integration, reporting, migration, and governance.
Demo test log
Record the test data, expected result, observed behavior, evidence link, gap, severity, owner, and retest result.
Decision summary
Compare must-have failures, implementation dependencies, ownership, and unresolved assumptions without hiding them inside one weighted score.
Group requirements by what the system actually needs to do
This keeps storage features from being confused with workflow, governance, or day-to-day visibility.
Files and content
Formats, size, preview, editing, coauthoring, version history, annotations, scanning, OCR, and approved storage location.
Context and retrieval
Metadata, relationships, classification, full-text search, filters, saved views, identifiers, and duplicate handling.
Work and decisions
Intake, validation, assignments, review, return, approval, reminders, escalation, signatures, release, and acknowledgement.
Control and governance
Roles, permissions, audit history, retention, disposal, legal hold, privacy, security, residency, backup, and recovery.
Operation and change
Administration, sandboxing, migration, APIs, integrations, reporting, dashboard drill-down, support, adoption, and total ownership.
Make every finalist run the same normal and exception cases
A product tour is not evidence that the system can run your process.
Find the current document
Two similar titles, prior and current versions, mixed permissions
Search result, authorized version, metadata, and access behavior
Return an incomplete revision
Missing evidence and an unavailable reviewer
Validation, return reason, delegation, due history, and resumed route
Release to two audiences
Different site, role, and acknowledgement rules
Effective date, distribution, access, acknowledgement, and open exception
Change the process
New document type, conditional reviewer, field, view, and measure
Who can configure it, time and services required, test path, and effect on existing records
Use the checklist to expose assumptions early
A useful requirement names the task, state, owner, evidence, and acceptance test.
What belongs in a document management requirements checklist?
Include content and file needs, metadata and search, workflow and decisions, permissions and security, audit and governance, integration, migration, reporting, administration, support, and real acceptance tests.
Should every requirement be mandatory?
No. Mark true must-haves, useful capabilities, later needs, and out-of-scope items. Too many mandatory requirements can obscure the few failures that would actually make the system unusable.
How should we score document management software?
Record evidence and must-have failures first. Weighted scores can help, but they should not cancel out a critical security, governance, migration, workflow, or usability gap.
Can we edit the workbook?
Yes. It is an editable XLSX designed to be adapted to your own document types, users, risks, systems, and buying process.
Replace feature claims with observed results
Download the checklist, load representative documents and exceptions, and capture what each product actually does before the shortlist becomes a commitment.