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Digital Products And SoftwareTop 10 Best Document Flow Software of 2026
Discover the top 10 document flow software to streamline workflows — compare, choose, start efficient processes today.
How we ranked these tools
Core product claims cross-referenced against official documentation, changelogs, and independent technical reviews.
Analyzed video reviews and hundreds of written evaluations to capture real-world user experiences with each tool.
AI persona simulations modeled how different user types would experience each tool across common use cases and workflows.
Final rankings reviewed and approved by our editorial team with authority to override AI-generated scores based on domain expertise.
Score: Features 40% · Ease 30% · Value 30%
Gitnux may earn a commission through links on this page — this does not influence rankings. Editorial policy
Editor’s top 3 picks
Three quick recommendations before you dive into the full comparison below — each one leads on a different dimension.
DocuWare
DocuWare Workflow with visual process automation and document routing
Built for enterprises standardizing intake-to-archive workflows with audit-ready governance.
Laserfiche
Laserfiche Workflow automates document routing with configurable steps and audit history
Built for mid-size to enterprise teams digitizing intake and routing documents.
Kofax
Intelligent Document Processing for extracting fields from invoices, forms, and unstructured documents
Built for enterprises automating document intake and case workflows with integration needs.
Related reading
Comparison Table
This comparison table maps document flow platforms such as DocuWare, Laserfiche, Kofax, M-Files, and Google Drive against workflow automation and document lifecycle needs. It highlights how each tool handles capture, routing, approvals, search and retrieval, integrations, and deployment options so teams can narrow choices quickly.
| # | Tool | Category | Overall | Features | Ease of Use | Value |
|---|---|---|---|---|---|---|
| 1 | DocuWare Automates document capture, indexing, workflow routing, and compliance-oriented document lifecycle management. | enterprise workflow | 8.3/10 | 8.8/10 | 7.8/10 | 8.0/10 |
| 2 | Laserfiche Manages scanned documents and business processes with document repositories, workflow automation, and audit-ready records handling. | document process automation | 8.1/10 | 8.4/10 | 7.6/10 | 8.1/10 |
| 3 | Kofax Provides capture, intelligent document processing, and workflow orchestration to route documents through automated business steps. | IDP and workflow | 7.5/10 | 8.1/10 | 6.9/10 | 7.4/10 |
| 4 | M-Files Uses metadata-driven document management with workflow and approval processes for consistent routing and version control. | metadata automation | 8.3/10 | 8.6/10 | 7.6/10 | 8.5/10 |
| 5 | Google Drive Centralizes files with team sharing and integrates document approval and routing workflows using Google Workspace add-ons and automation. | cloud collaboration | 7.6/10 | 7.2/10 | 8.4/10 | 7.3/10 |
| 6 | n8n Builds automated document routing workflows across systems using event triggers, custom logic, and integrations. | automation workflows | 7.5/10 | 8.0/10 | 7.4/10 | 6.9/10 |
| 7 | UiPath Automates back-office document processing workflows with robotic process automation for routing, extraction, and system updates. | RPA document automation | 8.1/10 | 8.7/10 | 7.6/10 | 7.7/10 |
| 8 | Odoo Provides document management and workflow capabilities inside an integrated business application suite. | business-suite workflows | 8.0/10 | 8.4/10 | 7.6/10 | 7.9/10 |
| 9 | Zoho Workplace Supports document collaboration and workflow automation through Zoho apps that manage approvals, tasks, and routed records. | suite-based workflow | 7.1/10 | 7.3/10 | 7.0/10 | 7.0/10 |
| 10 | Asana Coordinates document-related work using task-based approvals, status tracking, and workflow views for routing documents through teams. | task workflow | 7.6/10 | 7.1/10 | 8.3/10 | 7.6/10 |
Automates document capture, indexing, workflow routing, and compliance-oriented document lifecycle management.
Manages scanned documents and business processes with document repositories, workflow automation, and audit-ready records handling.
Provides capture, intelligent document processing, and workflow orchestration to route documents through automated business steps.
Uses metadata-driven document management with workflow and approval processes for consistent routing and version control.
Centralizes files with team sharing and integrates document approval and routing workflows using Google Workspace add-ons and automation.
Builds automated document routing workflows across systems using event triggers, custom logic, and integrations.
Automates back-office document processing workflows with robotic process automation for routing, extraction, and system updates.
Provides document management and workflow capabilities inside an integrated business application suite.
Supports document collaboration and workflow automation through Zoho apps that manage approvals, tasks, and routed records.
Coordinates document-related work using task-based approvals, status tracking, and workflow views for routing documents through teams.
DocuWare
enterprise workflowAutomates document capture, indexing, workflow routing, and compliance-oriented document lifecycle management.
DocuWare Workflow with visual process automation and document routing
DocuWare stands out with strong document capture plus process automation that connects files to workflows across departments. The platform supports scalable ingestion, metadata-driven organization, and routing for approvals, tasks, and service processes. It also provides search and retrieval on stored documents to support fast access and audit-ready tracking across the document lifecycle. Administration centers on configuration of workflows and access rules rather than code-heavy development.
Pros
- Visual workflow automation ties intake, approvals, and back-office actions
- Metadata indexing and full-text search speed document retrieval at scale
- Role-based access and lifecycle tracking support audit and compliance needs
- Capture and classification reduce manual sorting and re-keying
- Integrations connect document processes with business systems and records
Cons
- Workflow configuration can feel complex for advanced routing scenarios
- System design choices affect performance and require careful planning
- Report customization can be limiting compared with dedicated analytics tooling
- Deep governance setups require administrator time and ongoing tuning
Best For
Enterprises standardizing intake-to-archive workflows with audit-ready governance
More related reading
Laserfiche
document process automationManages scanned documents and business processes with document repositories, workflow automation, and audit-ready records handling.
Laserfiche Workflow automates document routing with configurable steps and audit history
Laserfiche stands out for combining enterprise content management with visual document workflow automation in one system. It captures and routes forms and unstructured documents through configurable workflows, with audit trails tied to document versions. Strong search and classification features help teams find scanned and filed content quickly, reducing manual retrieval. Integration options support connecting document flow to other business systems that manage records and processes.
Pros
- Visual workflow automation routes documents with role-based steps and approvals
- Deep document repository capabilities include versioning, indexing, and retention controls
- Search and classification speed retrieval across scanned and electronic files
Cons
- Workflow design can become complex for advanced logic and exception handling
- Setup and governance work take more effort than basic approval routing tools
- Admin configuration requires careful planning to avoid inconsistent metadata capture
Best For
Mid-size to enterprise teams digitizing intake and routing documents
Kofax
IDP and workflowProvides capture, intelligent document processing, and workflow orchestration to route documents through automated business steps.
Intelligent Document Processing for extracting fields from invoices, forms, and unstructured documents
Kofax stands out with a strong focus on document capture and intelligent document processing, which feeds downstream workflow automation. It supports form and document ingestion, extraction, validation, and handoff into business processes. The solution emphasizes enterprise integration for routing, case handling, and operational oversight across departments. Advanced automation relies on configuration and workflow design rather than minimal-touch document processing.
Pros
- Robust intelligent document processing with strong extraction for structured and semi-structured documents
- Workflow routing and case handling capabilities align with document-centric operations
- Enterprise integration options support connecting capture output to existing systems
Cons
- Workflow setup and tuning require specialist configuration and ongoing attention
- Complex use cases can demand multiple components and careful process design
- Usability drops when handling varied document quality and inconsistent layouts
Best For
Enterprises automating document intake and case workflows with integration needs
M-Files
metadata automationUses metadata-driven document management with workflow and approval processes for consistent routing and version control.
M-Files Metadata and Vault structure for dynamic classification tied to workflows
M-Files stands out for its model-driven approach to document and workflow management using configurable metadata. It supports document lifecycles with approvals, task routing, and version control tied to business states and roles. The platform emphasizes governance with permissioning, audit trails, and retention guidance across shared repositories. Document flow is strengthened by automation around metadata changes and workflow triggers rather than rigid templates.
Pros
- Metadata-driven document modeling reduces manual indexing and improves retrieval consistency
- Configurable workflow states support approval routing and lifecycle control
- Strong audit trails and permissioning support governance and compliance workflows
- Versioning and document history keep regulated changes traceable
- Automation triggers on metadata changes streamline recurring processes
Cons
- Workflow configuration complexity can require specialist administration
- User adoption may lag for organizations lacking clear governance rules
- Integrations and content migration can take structured planning for smooth rollout
Best For
Enterprises standardizing document lifecycles and governance across regulated departments
Google Drive
cloud collaborationCentralizes files with team sharing and integrates document approval and routing workflows using Google Workspace add-ons and automation.
Shared drives permissions combined with version history for controlled, auditable collaboration
Google Drive stands out with tight integration across Docs, Sheets, Slides, and Gmail for end-to-end document handling. It delivers shared storage with folder permissions, version history, and collaborative editing that supports common document flow steps like drafting, review, and reuse. Activity tracking, smart search, and robust sharing controls help teams locate work items and manage access across shared drives. Automated workflows are limited to Drive-specific automation through tools like Apps Script and add-ons, rather than built-in approval and routing.
Pros
- Real-time coauthoring in Docs enables fast drafting and collaborative review loops
- Version history and restore support safe iteration without external tooling
- Granular sharing and permissions manage access across folders and shared drives
- Powerful search finds files by content and metadata for quick document handoffs
Cons
- No native document routing or approval workflow engine for structured reviews
- Comments and tasks lack built-in state tracking across multi-step processes
- Automation relies on external integrations and scripting for advanced flows
Best For
Teams managing collaborative documents and shared storage with lightweight workflow steps
n8n
automation workflowsBuilds automated document routing workflows across systems using event triggers, custom logic, and integrations.
Workflow orchestration with trigger nodes, conditional branching, and webhook-driven document processing
n8n stands out for building document flow automation as code-free node graphs that still allow custom logic when needed. Workflows can route documents through conditional steps, transforms, and integrations with systems like storage, CRMs, and ticketing via trigger and action nodes. It supports webhooks and scheduled executions, plus branching with error handling and retry patterns for more reliable document processing. The platform also enables human-in-the-loop steps through integrations that hand off documents for approval.
Pros
- Visual workflow editor connects document steps with dozens of ready-to-use integrations
- Branching with conditions supports complex approval and routing logic for document flows
- Webhooks enable event-driven document processing from external systems
Cons
- Debugging multi-step workflows can be slower than dedicated document management tools
- Data mapping for document transformations often needs careful setup and testing
- Running large workflow graphs requires performance tuning and operational discipline
Best For
Teams automating document routing and approvals across tools using workflow automation
UiPath
RPA document automationAutomates back-office document processing workflows with robotic process automation for routing, extraction, and system updates.
Document Understanding with AI-assisted extraction and confidence-driven validation
UiPath stands out with a strong combination of process automation and document-centric workflows built on a visual designer. It provides OCR and document understanding capabilities that can extract fields from PDFs, images, and scanned documents and then route work through business rules. UiPath also supports enterprise orchestration with centralized deployment, monitoring, and audit trails that fit high-volume document processing. For document flow use cases, its strength comes from linking extraction to automated actions like updating records, triggering approvals, and handling exceptions.
Pros
- End-to-end document automation connects extraction, routing, and system updates
- Strong OCR and document field extraction supports invoices, IDs, and forms
- Exception handling and human-in-the-loop options improve operational resilience
Cons
- Workflow setup and tuning can require experienced automation engineers
- Complex document variance can increase model training and maintenance effort
- Governance and deployment overhead can slow teams without automation operations
Best For
Enterprises automating high-volume document processing with workflow orchestration
Odoo
business-suite workflowsProvides document management and workflow capabilities inside an integrated business application suite.
Approval workflows and automated actions tied to Odoo business records
Odoo stands out as an ERP suite that also drives document workflows through built-in approvals and automated actions tied to business records. Core document flow capabilities include approval processes, activity tracking, audit trails on changes, and workflow triggers that route tasks between users. Cross-module integration connects documents to sales, purchase, inventory, accounting, and projects so documents move with operational context instead of living in a standalone folder. Configuration relies on Odoo apps and business objects, which enables process consistency but limits deep customization without developer work.
Pros
- Approval workflows integrate with business documents and record histories
- Automated actions route tasks across teams using workflow triggers
- Activity tracking assigns owners, deadlines, and comments per document
- Audit trails preserve who changed what and when
- Tight links between documents and ERP modules reduce manual re-entry
Cons
- Workflow design can require technical configuration for complex routing
- UI complexity rises when multiple Odoo apps are enabled
- Document-centric edge cases may need custom development
Best For
Organizations standardizing document approvals across core ERP operations
Zoho Workplace
suite-based workflowSupports document collaboration and workflow automation through Zoho apps that manage approvals, tasks, and routed records.
Zoho Flow automated workflows for document routing and approvals
Zoho Workplace stands out by bundling document collaboration with admin-controlled storage and identity through the Zoho ecosystem. It supports business document workflows via Zoho Flow, where approvals, routing, and triggers connect across Zoho apps and common external services. Document sharing, permissions, and audit-friendly governance in Zoho Docs help teams manage who can view, edit, or collaborate on files. For organizations already using Zoho apps, document flow automation is a practical extension rather than a separate workflow product.
Pros
- Zoho Flow connects document events to automated approvals and routing
- Granular sharing and role-based access in Zoho Docs supports governance
- Zoho Workplace centralizes collaboration tools with consistent authentication
Cons
- Workflow logic requires Zoho Flow setup that can feel complex
- Advanced routing and audit requirements may exceed what core Workplace provides
- Cross-team adoption depends on consistent configuration across Zoho apps
Best For
Zoho-based teams needing document collaboration and low-code routing automation
Asana
task workflowCoordinates document-related work using task-based approvals, status tracking, and workflow views for routing documents through teams.
Custom fields and approvals on tasks to track document status through review stages
Asana stands out with work management that turns tasks into traceable workflow steps using boards, lists, and timelines. It supports approvals, dependencies, and task-level custom fields to capture document status as work progresses. Document flow is handled indirectly through task assignees, comments, and attachments rather than a dedicated intake or document routing engine. Integrations with content systems like Google Drive and Microsoft 365 help keep document files linked to each step.
Pros
- Boards and timelines model document stages with clear ownership
- Task dependencies reflect prerequisites across multi-step reviews
- Comments and attachments keep the document context in one place
- Powerful search and filters speed locating work by status
Cons
- No native document intake forms or routing rules for paper-to-workflows
- Approvals are task-based rather than document-centric
- Workflow automation is limited compared with dedicated document flow systems
- Large programs can become hard to standardize without strong conventions
Best For
Teams managing document reviews as tasks with visual tracking
Conclusion
After evaluating 10 digital products and software, DocuWare stands out as our overall top pick — it scored highest across our combined criteria of features, ease of use, and value, which is why it sits at #1 in the rankings above.
Use the comparison table and detailed reviews above to validate the fit against your own requirements before committing to a tool.
How to Choose the Right Document Flow Software
This buyer’s guide explains how to choose document flow software by mapping workflow automation, capture, governance, and integration needs to specific tools like DocuWare, Laserfiche, Kofax, M-Files, Google Drive, n8n, UiPath, Odoo, Zoho Workplace, and Asana. It covers key feature requirements, selection steps, who each option fits best, and common missteps that slow rollouts. The guide stays focused on document intake-to-routing-to-tracking capabilities rather than general task management.
What Is Document Flow Software?
Document flow software automates how documents enter an organization, get classified, move through approvals or processing steps, and remain searchable with audit-ready history. It solves problems like manual re-keying, lost ownership during approvals, inconsistent indexing, and weak traceability across departments. Tools like DocuWare and Laserfiche implement intake capture plus workflow routing tied to governance and retrieval. Platforms like Odoo and Zoho Workplace embed document workflows inside broader business or collaboration ecosystems.
Key Features to Look For
The right feature set determines whether documents move through approvals and processing reliably or turn into a filing and routing bottleneck.
Visual workflow automation with document routing
DocuWare delivers visual process automation that ties intake, approvals, and back-office actions into routed document processes. Laserfiche also routes documents with configurable workflow steps and audit history for each routed item.
Metadata-driven classification and governed retrieval
M-Files uses metadata-driven Vault modeling so classification and workflow triggers follow business states and roles instead of fixed templates. DocuWare and Laserfiche both emphasize metadata indexing plus search to speed retrieval across stored documents.
Intelligent document processing and extraction
Kofax focuses on intelligent document processing that extracts fields from invoices, forms, and semi-structured documents for downstream case handling. UiPath pairs document understanding with AI-assisted extraction and confidence-driven validation so automated routing can follow extracted data.
Audit trails, permissioning, and retention-oriented governance
DocuWare provides role-based access and lifecycle tracking designed for audit and compliance-oriented document histories. Laserfiche adds audit trails tied to document versions plus retention controls inside the repository.
Integration-first routing across existing systems
Kofax provides enterprise integration options to hand capture output into routing and case workflows. n8n connects document flow steps across tools with trigger nodes, conditional branching, webhooks, and integration actions for routing documents to storage, CRMs, and ticketing.
Workflow tied to business records and operational context
Odoo anchors approvals and automated actions to Odoo business records so documents travel with sales, purchase, accounting, and project context. Zoho Workplace uses Zoho Flow to connect document events to approvals and routing across Zoho apps and common external services.
How to Choose the Right Document Flow Software
Selection should start with the document work type, the required governance level, and where approvals and data updates must land in existing systems.
Map the exact workflow stages to document-centric routing
If intake-to-archive needs visual routing across approvals and service processes, DocuWare fits because it connects capture, indexing, and routed workflows in one document lifecycle system. If routed forms and scanned documents must follow configurable steps with audit history, Laserfiche fits because it automates routing through role-based workflow steps and stores document versions with audit trails.
Decide whether document processing needs extraction
If documents include invoices, forms, and semi-structured content that requires field extraction before routing, Kofax is designed for extraction, validation, and handoff into case workflows. If document variance and OCR uncertainty must be handled with confidence-driven validation, UiPath provides AI-assisted extraction and exception resilience with human-in-the-loop options.
Choose governance depth and how indexing consistency will be enforced
For regulated departments that require consistent classification tied to workflow states, M-Files helps enforce metadata-driven governance and version history. For audit-ready governance with role-based access and lifecycle tracking, DocuWare provides lifecycle visibility and document-level compliance tracking across the routed process.
Pick an integration model that matches system ownership
For teams that already run multiple systems and want workflow automation as event-driven logic, n8n supports webhook-triggered processing, branching conditions, and error handling retries. For teams that want routing built directly on business records, Odoo ties approvals and automated actions to ERP modules so documents move with operational context.
Confirm the collaboration and task overlay needs
If document collaboration and shared storage are already managed in Google Drive and the main requirement is collaborative drafting with controlled access, Google Drive supports shared drives permissions and version history but lacks a native structured routing engine. If the document process is best represented as review stages with ownership and custom status fields, Asana can track approval stages through tasks and dependencies while attaching documents per step.
Who Needs Document Flow Software?
Document flow software benefits teams that must standardize intake, approvals, processing steps, and traceable retrieval instead of treating files as ad hoc attachments.
Enterprises standardizing intake-to-archive workflows with audit-ready governance
DocuWare is built for document lifecycle management with workflow routing, role-based access, lifecycle tracking, and metadata-driven indexing plus search. M-Files also fits because its metadata and Vault structure tie classification, approvals, audit trails, and version history to business states and roles.
Mid-size to enterprise teams digitizing intake and routing scanned documents
Laserfiche fits teams that need enterprise content management plus visual workflow automation with configurable routing steps and audit history. Laserfiche also emphasizes indexing, retention controls, and document versioning to reduce inconsistent metadata capture.
Enterprises automating document intake and case workflows with extraction and integration
Kofax fits organizations that need intelligent document processing to extract fields from invoices and forms and then route into enterprise case handling systems. UiPath fits organizations that need OCR plus AI-assisted document understanding with confidence-driven validation and exception handling linked to automated actions.
Zoho-based teams needing low-code routing automation around approvals
Zoho Workplace fits teams that already rely on Zoho Docs for governed collaboration and need Zoho Flow to connect approvals, routing, and triggers across Zoho apps. Zoho Flow provides workflow automation that can route documents and tasks based on events.
Common Mistakes to Avoid
Several recurring pitfalls show up across document flow options when requirements are mismatched to workflow design, governance, or integration capability.
Choosing task management as a substitute for document routing
Asana can track document review stages with custom fields, approvals, dependencies, and attachments, but it does not provide a document-centric intake or routing rules engine. Google Drive also supports collaboration and shared drive permissions, but it lacks native structured approval and routing workflows for multi-step review.
Underestimating workflow complexity for exception-heavy routing
DocuWare and Laserfiche both support advanced workflow automation, but workflow configuration can feel complex for advanced routing scenarios and exception handling. n8n can implement conditional branching and error retries, but debugging multi-step workflows can take longer than with dedicated document management tools.
Skipping extraction validation for inconsistent document quality
Kofax focuses on capture extraction and validation, but varied document quality can reduce usability if layouts are inconsistent. UiPath addresses this risk with confidence-driven validation and human-in-the-loop options, which are critical when extraction confidence is not consistently high.
Launching without a plan for consistent metadata capture
M-Files relies on metadata-driven Vault modeling, so inconsistent metadata entry can break downstream retrieval and workflow triggers. Laserfiche and DocuWare also depend on governance-friendly setup for reliable metadata indexing and audit-ready tracking across the lifecycle.
How We Selected and Ranked These Tools
we evaluated every tool on three sub-dimensions. Features carry weight 0.4. Ease of use carries weight 0.3. Value carries weight 0.3. The overall rating is the weighted average of those three values using overall = 0.40 × features + 0.30 × ease of use + 0.30 × value. DocuWare separated itself from lower-ranked tools by combining strong document capture and metadata indexing with visual workflow automation that routes intake into approvals and back-office actions while preserving role-based lifecycle tracking for audit-ready history.
Frequently Asked Questions About Document Flow Software
Which document flow platform best supports audit-ready intake-to-archive workflows?
DocuWare fits enterprise teams that need workflow routing plus audit-ready tracking across the document lifecycle. Laserfiche also ties audit trails to document versions, but DocuWare’s routing and search are built for end-to-end intake-to-archive processing.
What tool should teams choose to digitize forms and route scanned documents through configurable steps?
Laserfiche suits digitization projects that need visual workflow automation tied to forms and unstructured documents. Kofax targets document capture and intelligent extraction first, then routes the extracted data into case workflows for downstream processing.
Which option is strongest for extracting fields from invoices and other document images, then triggering business actions?
Kofax leads for intelligent document processing that extracts, validates, and hands off fields into workflow automation. UiPath complements extraction with confidence-driven validation and then links extracted outputs to record updates, approvals, and exception handling.
How do model-driven metadata approaches differ from template-heavy workflow tools?
M-Files uses model-driven metadata to trigger workflow changes based on business states, roles, and retention guidance. DocuWare leans on visual process automation and routing rules, which can be easier to implement when workflows follow stable approval patterns.
Which document flow solution integrates best for teams already working inside Google’s collaboration stack?
Google Drive supports shared drives, version history, and searchable collaboration across Docs and Gmail workflows. Asana and n8n can extend document flow by orchestrating approvals and routing through integrations, but they do not replace Drive’s approval and routing engine.
What platform works well for building document workflow automation across multiple external systems?
n8n is designed for workflow orchestration across storage, CRMs, and ticketing using webhook and scheduled triggers. Kofax and UiPath integrate deeply too, but they focus on capture and document understanding feeding workflow automation rather than general workflow scripting.
Which tool is best for regulated environments that need governance, retention guidance, and audit trails?
M-Files emphasizes governance with permissioning, audit trails, and retention guidance tied to document lifecycles. DocuWare also supports access rules and audit-ready tracking, while Laserfiche ties audit history to document versions for controlled records management.
Which system connects document workflows directly to business records and approvals inside an ERP?
Odoo runs approvals and automated actions tied to its business records, so document movement stays linked to sales, purchase, accounting, and projects. DocuWare connects files to workflows, but Odoo’s workflow triggers are driven by ERP objects rather than standalone document states.
What should teams use when document routing is primarily driven by approvals across Zoho apps?
Zoho Workplace fits Zoho-based organizations that want routing and approvals through Zoho Flow and document governance through Zoho Docs. DocuWare and Laserfiche handle routing as a core document platform, while Zoho Flow focuses on connecting workflows across the Zoho ecosystem.
Which option is better when document flow needs to be managed as review stages rather than a document-centric engine?
Asana suits review-driven workflows where document status lives in task custom fields, approvals, and timelines. DocuWare and Laserfiche handle routing and audit trails at the document level, which becomes more effective when documents must be automatically processed through structured intake steps.
Tools reviewed
Referenced in the comparison table and product reviews above.
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