I started creating requirements in Google Sheets and quickly realized that this was a dead end. I was looking for a tool that can do the requirements traceability and version control. I was looking for tools for requirements management and knowledge base.

Screening criteria: traceability, cloud, trial period, CSV backup, markdown text support. I tested everything I found.

My article is long, so I want to immediately say the conclusion. Fibery.io и Youtrack.cloud is great not only for task management but also for knowledge base.

Of course, I found corporate tools but did not test them because of the high price and lack of a trial version. Here is their list: inflectra.com, jamasoftware.com, modernrequirements.com.

So, let’s begin.

Reqview.com

Reqview.com \ positive:

• The platform has requirements traceability

• A good tool forthose using IEEE/ISO/IEC 29148–2018

• Import files: CSV, doc

• Export files: doc, pdf, excel, HTML, csv

• You can create new fields with different data types

• Can Automatically collect all requirements into one document

• You can create document templates

• Minimalistic editor and interface

• Easy to use

• Ready-made templates for your projects

• Good to use with openproject.org

Reqview.com \ negative:

• Has traceability but it does not work in the cloud

• Has only functions for working with requirements (no links to tasks)

• Not designed for project and task management

Prices: 360€ / year per user

Xebrio.com

Xebrio.com \ positive:

• The platform has requirements traceability

• I liked the concept and structure of requirements and tasks management

• Can Automatically collect all requirements into one document

• All basic functions are well organized

• There is the customization of reports and dashboards

• There is a Time Tracker and team productivity report

• $1/month per user (up to 10 users)

Xebrio.com \ negative:

• Integration only with Jira

• Found bugs. For example, you cannot insert a link to a task or unwanted notifications

• Unwanted notifications

• No export to markdown

Prices: for teams of up to 50 people, 10–20$ / month per user

Confluence

Confluence \ positive:

• The platform has requirements traceability

• Extensive customization options

• A familiar and proven tool.

• Has many plugins

• Easy integration for Jira users

• Free for teams with up to 10 users

Confluence \ negative:

• Clumsy editor and a lot of unnecessary details

• Heavy interface

• Complicated access settings

• There are problems with registration. I signed up on the fifth try

• Sometimes the cloud is slow. I click “edit” and wait 20–30 seconds.

Prices: 5–11$ / month per user

Asana.com

Asana.com \ positive:

• Everything you need for project management

• Good mobile app

• Clear concept and structure

• Convenient and modern interface

• Manage the knowledge base and requirements better in tandem with Notion.so or Slite.com

Asana.com \ negative:

• The platform does not have a knowledge management tool, so you will have to use tasks as documents.

• No formulas, no scripts

• No backup, only a list of tasks from individual projects

• No deep integration with Github.com

• You can’t buy 8 users, only 5 or 10

• If you paid for 30 users for a year, then you can’t fix it and drop it to 10 users.

Prices: 11–25$ / month per user

Monday.com

Monday.com \ positive:

• You can link your location and view tasks on the map

• You can customize the dashboard individually for each user

• Free for teams with up to 2 users

Monday.com \ negative:

• The platform is not built for knowledge management and traceability

• You can’t make links between requirements and tasks

• No document structure

• The interface has a lot of unnecessary elements

• You can’t buy 8 users, only 5 or 10

Prices: 10–16€ / month per user

Notion.so

Notion.so \ positive:

• One of the best knowledge base tools

• Document editor work in markdown format

• Good solution if used together with Asana.com

• Free for 1 user and 5 guests

Notion.so \ Negative:

• Not designed for managing complex projects

• You will find it difficult to create traceability between requirements, user stories, and tasks.

Prices: 8$ / month per user

And finally, I will tell you about the two most interesting tools.

Fibery.io

Fibery.io \ positive:

• Knowledge base and document editor work in markdown format

• The platform supports calculated fields, scripts, and formulas.

• The platform has traceability requirements

• The best backup I’ve ever seen! Export all workspace data into Markdown and CSV files.

• All comments and attached files are saved in a backup

• Besides the user, you can create a guest with limited rights for free

• You can create any process from the same elements

• Import data from CSV files

• I was impressed with the workflow automation capabilities

• After a feature is released, you can notify those customers who have requested it

• You can share your knowledge base

• Many training videos with real cases

• Convenient and modern interface

• You can make an open corporate blog through the knowledge base tool

• I liked the values of the team: open roadmap board, transparency, training

• Free for one user

• “When you deactivate or remove a user, the unspent amount will be deducted from your next bill”.

• Free for a year for startups with ARR < than fibery.io

• Free for a year for open source projects

• Free for a year for Ukrainian companies

• 50% discount for non-profit and educational organizations

Fibery.io \ negative

• This good tool can’t be found by google search “requirements management” or “knowledge base building”

• No mobile app

• No way to embed google doc via “embed link”

• No external forms for voting or customer survey

• No integration with google sheets

• No integration with Asana.com

• It is not possible to collect one main document from blocks of other documents and save it into one PDF file

• There are great features, but I found it difficult to understand the overall structure after using Asana.com

• Published documents cannot be translated by google translator

Prices: 12$ / month per user

Youtrack.cloud

Youtrack.cloud \ positive:

• All in one tool: bug tracker, knowledge base, project management

• The platform has requirements traceability

• You can import your data from Confluence, Jira, etc.

• You can share the document and open comments for everyone on the Internet

• Very fast interface and nothing more

• Each document has its ID

• You can easily configure access for tasks and documents

• I was impressed with the workflow automation capabilities.

• You can create your workflow scripts using Java

• Knowledge base and document editor work in markdown format

• I was amazed by the ability to set resource limits during project planning

• Good document editing history

• Easily backup the entire knowledge base

• Import data from google sheets

• I like the idea of widgets

• I like transparency, such as open real-time bug databases

• It is possible to embed a Google Doc and edit it (Embed Link)

• You can easily export all project tasks to an excel file

• You can make an open corporate blog through the knowledge base tool

• Free for teams with up to 10 users

Youtrack.cloud \ negative:

• No document status. there is no way to close editing the document and commit the version

• There is no way to make a full backup in the formats: markdown, json, CSV

• For projects, you can create any ID prefix, but this cannot be done in documents.

• You can import CSV files only through google spreadsheets

• You cannot create a project template.

Prices: 5$ / month per user

Maybe I’ll do a comparison between Fibery and Youtrack. I need to study them better and get feedback from you.

Contact me: peter.hanzo.pro@gmail.com

Author: Peter Rudenko