Replace Xerox DocuShare with Acumatica's Built-In Document Management
ERP EXPERIENCE
Why Companies Are Moving Away From Xerox DocuShare
DocuShare has been a reliable document management platform for a long time. For businesses that need a standalone document repository with folder structures, version control, and search, it covers the basics.
The problems show up when your business needs more than a document repository.
DocuShare stores documents. It does not know anything about the transactions those documents belong to. A purchase order approval stored in DocuShare has no connection to the purchase order in your ERP. An invoice stored in DocuShare is not linked to the accounts payable record in your accounting system. Your team stores the document in one system and manages the transaction in another, with no automated relationship between them.
For businesses that are also evaluating an ERP move, or already on Acumatica, the question of whether to keep DocuShare running alongside the ERP or migrate documents into Acumatica’s native document management comes up naturally.
The case for migrating is straightforward. Documents stored in Acumatica are attached to the records they belong to. A purchase order approval sits on the purchase order. An invoice sits on the AP transaction. A contract sits on the vendor or customer record. Your team finds documents by navigating to the record, not by searching a separate system and then cross-referencing with the ERP.
The case for keeping DocuShare is that your business has a large, complex document library, sometimes spanning decades, that your team navigates through a folder structure they know well. For some businesses, that institutional familiarity has real value and migration is worth doing carefully rather than quickly.
We help you assess which path makes more sense during the scoping conversation.
What We Move From DocuShare to Acumatica
A DocuShare migration covers more than moving files. The value of the migration is in preserving the context, which documents belong to which records, what the version history looks like, and how access is structured. Here is what a standard engagement includes:
- All documents and files migrated from DocuShare into Acumatica’s document library
- Folder structure mapped to Acumatica’s record-based organization where applicable
- Version history preserved where Acumatica’s document management supports it
- Metadata and document attributes mapped to Acumatica field equivalents
- Access permissions remapped to Acumatica’s role-based security structure
- Documents linked to their corresponding Acumatica records where the relationship can be established like vendor records, customer records, purchase orders, invoices, projects
The migration scope depends on the size of your DocuShare library and how it is organized. Libraries with clear naming conventions and consistent folder structures migrate more cleanly than libraries that accumulated organically over many years. We assess the library during discovery and tell you honestly what the migration scope involves before work begins.
Industries We Serve
We help manufacturing, distribution, and construction teams move DocuShare documents into Acumatica, where files connect directly to the records and workflows they support.
How We Run the DocuShare to Acumatica Migration
We manage the full DocuShare to Acumatica migration process, from library assessment and record mapping to document migration, access setup, validation, and post-launch support.
Discovery and Library Assessment
We assess your DocuShare library, including volume, folder structure, naming conventions, metadata usage, and version history depth. For large libraries, we identify active and archival documents so migration priorities are clear.
Mapping to Acumatica Records
We map documents to their corresponding Acumatica records before migration begins, including vendor invoices, AP transactions, purchase orders, purchasing records, contracts, and customer or vendor accounts. This turns a file transfer into a document management migration.
Migration and Validation
We migrate the documents, validate that files arrived intact, confirm that metadata and version history transferred correctly, and verify that record-level links are in place before your team cuts over.
Access and Workflow Configuration
We configure Acumatica document permissions to match the access structure your team used in DocuShare. Document routing workflows are also set up before go-live where needed.
Go-Live and Post-Launch Support
Post-launch support is included through the first 30 to 60 days after go-live. We address edge cases such as document links, access permissions, and workflow adjustments as they surface.
Manufacturing
Manufacturers migrating from DocuShare to Acumatica get engineering drawings, quality documents, supplier certifications, and production records attached directly to the BOMs, production orders, and vendor records they belong to. Your engineering and operations teams find documents by navigating to the record, not by searching a separate system.
Distribution
Distributors migrating from DocuShare to Acumatica get vendor agreements, carrier documents, compliance certifications, and customer contracts attached to the vendor, customer, and purchasing records they correspond to.
Construction
Construction companies migrating from DocuShare to Acumatica get contracts, change orders, lien waivers, subcontractor compliance documents, and project drawings attached to the projects, jobs, and subcontractor records they belong to in Acumatica.
Why Businesses Choose Xcellerated Solutions for This Migration
Xcellerated Solutions is an Acumatica Certified Partner based in Kaysville, Utah. We have been implementing Acumatica for over 20 years for manufacturers, distributors, and construction companies.
DocuShare to Acumatica Expertise Built Into the Scope
We understand both sides of the migration, including DocuShare folder structures, metadata, version history, and Acumatica record-level document management. That helps us migrate documents into the right records, permissions, and workflows.
- Document Library Review
- Record-Level Mapping
- Permission Setup
- Same Team Through Go-Live
Frequently Asked Questions About Migrating From Xerox DocuShare
Your existing folder structure can be preserved in Acumatica’s document library if that is the right approach for your business. For documents that map clearly to Acumatica records, invoices to AP transactions, purchase orders to purchasing records, we link them to those records rather than keeping them in a standalone folder structure. For archival documents without clear record relationships, the folder structure transfers. We assess which approach fits each part of your library during discovery.
Yes. Acumatica has full-text search across its document library. Documents attached to records are also findable by navigating to the record they belong to. If you are looking for the invoice attached to a specific vendor payment, you navigate to the payment record and the document is there, you do not need to search for it separately.
Timeline depends on the size of your DocuShare library, how well organized it is, and how many documents can be linked to Acumatica records versus stored as standalone files. A straightforward migration of a well-organized library typically takes four to eight weeks. Larger or more complex libraries take longer. We scope the timeline during discovery based on your actual library.
Cost depends on the volume of documents, the complexity of the folder structure, and how much record-linking work is required to attach documents to their corresponding Acumatica records. A scoping call is the right starting point for an honest estimate.
No, but the migration makes most sense as part of a broader move onto Acumatica. If you are not yet on Acumatica and are evaluating it, we can scope both the ERP implementation and the DocuShare migration together as a single engagement. If you are already on Acumatica and running DocuShare alongside it, we can scope the document migration as a standalone project.
Ready to Leave DocuShare Behind?
Book a free 30-minute consultation with our team. We will assess your DocuShare library, your Acumatica situation, and what the migration would involve. You will leave with a clear picture of what it costs and how long it takes.