MyDocSafe can usually be evaluated in one of three ways: a 30-day free trial, a paid pilot, or a more formal proof of concept (PoC).
The right option depends on how complex your requirements are and how much internal approval, integration or configuration is needed before you can make a buying decision.
30-day free trial
For most organisations, the best place to start is a 30-day free trial.
The trial is designed to let you explore MyDocSafe in a real working environment before committing to a paid subscription.
No payment card is required to start the trial.
During the trial, you can typically:
configure your organisation;
invite colleagues;
create client portals;
test e-signatures;
create forms and workflows;
try proposals and other client-engagement features;
explore the admin area;
test how MyDocSafe could fit into your existing processes.
The purpose of the trial is to help you answer a practical question:
“Can MyDocSafe support the way our firm actually works?”
What happens at the end of the free trial?
Before the trial ends, you can choose the appropriate paid plan and continue using the same MyDocSafe account.
You do not need to start again.
Your existing configuration and data remain in place when the account is converted to a paid subscription. This means you can continue using the environment you have already set up, rather than rebuilding portals, contacts, templates or workflows from scratch.
The usual journey is:
Start free trial → configure and test → choose plan → add billing details → continue with the same account
If you decide not to proceed, the trial will not automatically become a paid subscription simply because the 30 days have expired.
Will we lose our data when converting from trial to paid?
No.
Converting a trial to a paid MyDocSafe account is intended to be a continuation of the same environment.
Your existing account data and configuration should remain available, including items such as:
contacts;
portals;
templates;
documents;
forms;
workflows;
settings;
users and permissions.
This makes it practical to use the trial for genuine implementation and testing rather than treating it as a disposable demonstration environment.
When is a free trial enough?
A standard free trial is usually appropriate where:
you are evaluating standard MyDocSafe functionality;
there are only a few internal decision-makers;
no substantial integration work is required;
you can test your use case using normal product configuration;
your procurement process does not require a formal project before evaluation.
For many accounting, legal and other professional services firms, this is all that is needed.
Paid pilots
A paid pilot is more appropriate where successful evaluation requires significant work from MyDocSafe or where the customer wants to test the platform in a controlled live environment.
A paid pilot might involve:
a defined group of users or clients;
configuration of specific workflows;
implementation support;
bespoke templates or forms;
API or integration work;
SSO configuration;
migration of sample data;
training;
agreed success criteria;
regular review meetings.
For example, a larger professional services firm might choose to pilot MyDocSafe with one department, office or client segment before deciding whether to roll it out more widely.
What does a paid pilot normally contain?
A paid pilot would usually be documented in a short proposal or order form setting out:
Area | Typical content |
Scope | What will be tested |
Users | Number of internal users and/or clients involved |
Duration | Often several weeks or a few months |
Configuration | Workflows, portals, forms, templates or integrations required |
Responsibilities | What MyDocSafe and the customer will each provide |
Success criteria | What needs to be demonstrated |
Fees | Subscription, implementation or consultancy charges |
Review point | When the parties decide whether to proceed to wider rollout |
A pilot should be large enough to demonstrate real value, but small enough to be implemented quickly.
Does the pilot fee count towards the eventual subscription?
This depends on the commercial arrangement.
For some projects, the pilot is simply the first stage of the wider implementation. In others, there may be a separate pilot fee covering configuration, consultancy or bespoke work.
If crediting pilot fees against a future rollout is important to you, ask for this to be documented in the proposal before the pilot starts.
Proofs of concept
A proof of concept is generally used where the key question is technical rather than simply whether users like the product.
Examples include:
Can MyDocSafe integrate with a particular internal system?
Can a bespoke onboarding process be reproduced?
Can SSO work with the customer's identity provider?
Can an API integration support the required volume?
Can a complex workflow be automated?
Can MyDocSafe satisfy a particular enterprise architecture requirement?
A PoC normally has:
a tightly defined technical objective;
limited scope;
agreed test data;
agreed success criteria;
a start and end date;
a decision point at completion.
It should not normally become an open-ended development project.
Trial vs pilot vs PoC
Option | Best for | Customer commitment | MyDocSafe involvement |
30-day free trial | Standard product evaluation | Low | Standard onboarding/ support |
Paid pilot | Controlled real-world evaluation | Medium | Configuration, implementation and possibly consultancy |
Proof of concept | Testing a specific technical requirement | Defined project | Technical/product involvement |
Which should we choose?
Use a free trial if your main question is:
“Do we like MyDocSafe and can it support our normal processes?”
Use a paid pilot if the question is:
“Can we make this work for a particular team or client process before rolling it out?”
Use a proof of concept if the question is:
“Can MyDocSafe technically do this specific thing?”
Moving from evaluation to production
One advantage of using the MyDocSafe trial or pilot environment is that it can usually become the basis of your live account.
Where appropriate, we can move from:
Trial → Paid subscription
or:
Pilot → Wider rollout
without recreating the account.
For larger implementations, we may agree a short transition plan covering areas such as:
production users;
final permissions;
live data;
integrations;
billing;
training;
support arrangements;
go-live date.
How to get started
For a standard evaluation, simply start a 30-day free trial.
If you think you need a paid pilot or formal PoC, contact MyDocSafe Sales with a short description of:
what you want to test;
number of users;
expected client volume;
required features;
integrations involved;
desired timeframe;
how you would define a successful outcome.
We can then advise whether the requirement is best handled as a free trial, paid pilot or proof of concept.