How to Set Up Square 9 | Document Management Solutions

If your business is still managing documents through shared drives, email threads, and paper filing, you’re spending more time on retrieval and compliance overhead than the work itself. Square 9 Softworks is one of the more practical document management systems (DMS) available for small and mid-sized businesses — and it integrates directly with the Kyocera MFPs and other devices ABT sells and supports.

This post covers what Square 9 is, how to set it up, how to use it day-to-day, when to call for support, and how it compares to the main alternatives.

Overview of Square 9 Softworks

Square 9 Softworks is a document management platform centered on its flagship product, GlobalSearch. The software is designed to capture, convert, classify, and store business documents — making them searchable, secure, and retrievable without the friction of traditional filing. For businesses that process high volumes of paperwork — invoices, contracts, patient records, legal filings — Square 9 replaces manual handling with structured, automated workflows.

It pairs particularly well with managed print environments where scanning throughput is high and document routing needs to happen consistently without manual intervention.

What Devices Can Integrate with Square 9?

Square 9 is highly versatile, supporting integration with a wide range of devices:

• Multifunction Printers (MFPs) — Brands including Canon, HP, Epson, Kyocera, and Xerox connect seamlessly with Square 9, allowing users to scan documents directly into the GlobalSearch database from the device panel.
• Dedicated Scanners — Document scanners from Fujitsu, Brother, and others are easily configurable with Square 9, useful where scanning throughput is the bottleneck.
• Mobile Devices — iOS and Android apps let users capture documents and access the DMS from smartphones and tablets.
• Computers and Servers — Square 9’s software installs on individual PCs or deploys across servers for enterprise-wide access, compatible with both Windows and macOS.

How to Set Up Square 9

A successful Square 9 deployment comes down to four areas:

1. Hardware Compatibility — Confirm that your existing scanners, printers, and MFPs are compatible with Square 9. Most modern devices integrate without issue, but older models may require driver updates or hardware adjustments before deployment.
2. Network Requirements — Evaluate whether your network can handle the data traffic and storage requirements. Depending on document volume, this may mean upgrading your internet connection or internal network hardware before go-live.
3. Security Configuration — Set up user permissions, secure access protocols, and data encryption before any documents enter the system. For organizations subject to HIPAA, GDPR, or other compliance frameworks, this step is non-negotiable.
4. User Training — Plan structured training sessions before launch. Square 9 has a learning curve on the administrative side — users who understand the indexing and workflow logic get significantly more value out of the system than those who treat it like a simple file share.

How to Use Square 9

Day-to-day Square 9 usage centers on four core functions:

• Document Capture — Scan documents directly into the system from connected devices. Optical character recognition (OCR) makes documents text-searchable at capture, eliminating the need to manually tag content.
• Indexing and Retrieval — Categorize documents using metadata and index fields that match your business logic. Well-configured indexes are what make Square 9 significantly faster than traditional folder-based filing.
• Workflow Automation — Automate approvals, notifications, and document routing based on rules you define. Common applications: invoice approval chains, contract review cycles, HR onboarding document routing.
• Security and Compliance — Manage access controls, maintain audit trails, and configure retention policies. Square 9 supports compliance with HIPAA, GDPR, and other frameworks through role-based access and full activity logging.

When to Contact Square 9 Support

Four situations warrant reaching out to support rather than troubleshooting internally:

• Technical Errors — If users encounter errors or operational issues that disrupt normal usage and aren’t resolved by standard troubleshooting.
• Upgrades and Updates — When planning hardware or software upgrades, or implementing new features — especially if your configuration is customized.
• Customization — If you need to extend the system beyond standard configurations to align with specific business processes or integrations.
• New Staff Onboarding — Whenever new users are added or additional training is needed for existing staff.

How Square 9 Compares to the Alternatives

Square 9 is a strong mid-market choice, but it’s worth understanding where its main competitors differentiate:

• DocuWare — Known for strong workflow automation capabilities and broad integration options. A solid alternative for businesses that prioritize automating document-heavy processes across multiple systems.
• M-Files — Distinguishes itself with AI-powered metadata features and dynamic document organization that doesn’t rely on traditional folder structures. A good fit for organizations with complex classification needs.
• Laserfiche — Highly customizable platform with robust process automation tools, typically a better fit for larger enterprises with dedicated IT resources to manage configuration.

The right choice depends on your workflow complexity, compliance requirements, and what your team will actually use consistently. Square 9 tends to be the most practical entry point for organizations moving off paper-based or ad-hoc digital filing for the first time.

Square 9 Across Business Verticals

Square 9 adapts well to the document-specific requirements of different industries:

Healthcare — Manage patient records, route intake forms securely to EMRs, and maintain HIPAA compliance through access controls and audit trails.

Legal — Maintain case files, manage evidence documents, and enforce strict confidentiality protocols with role-based access and retention policies.

Education — Streamline management of student records, administrative documents, and compliance with educational privacy requirements.

Manufacturing — Handle supply chain documentation, product specifications, and quality control records with consistent version control and retrieval.

Financial Services — Manage client records, loan applications, and compliance documents with enhanced security and accessibility for audit readiness.

In each of these environments, the common thread is replacing manual routing and retrieval with structured, auditable workflows — which is where Square 9’s indexing and automation capabilities do the most work.

The Bottom Line

Square 9 is a capable, practical document management platform for small and mid-sized businesses that are ready to move beyond shared drives and manual filing. The setup investment — hardware compatibility, network configuration, security setup, and training — pays off in retrieval speed, compliance confidence, and time saved on document handling.

If you’re running Kyocera, Canon, HP, or Xerox MFPs and want to see how Square 9 integrates with your current print environment, contact ABT to schedule a demo. We install and support Square 9 across Denver, Colorado Springs, and Westminster.