DokuWiki is an open-source wiki platform that appeals to developers and small teams, while Guru serves as an AI Source of Truth for enterprises in a market expected to reach USD 1.33 billion by 2033. This guide compares both platforms to help you choose the right knowledge management solution for your team's needs.

What is DokuWiki?

DokuWiki is an open-source wiki platform that stores content in flat files without requiring a database. Created in 2004, it enables teams to create and manage documentation collaboratively with minimal technical setup. The platform is particularly popular among developers, IT teams, and small organizations for internal knowledge sharing.

Key features of DokuWiki

DokuWiki's core strengths center on simplicity and ease of maintenance. Key features include:

1. Flat-file storage

Unlike many wikis, DokuWiki doesn't require a database. It stores all its content in plain text files, making it extremely lightweight and easy to back up.

2. Simple syntax

DokuWiki uses an easy-to-learn wiki syntax, which lowers the barrier to entry for contributors who may not be familiar with HTML or markdown.

3. Access control and ACL

DokuWiki offers robust access control lists (ACLs), allowing admins to control who can read, write, or edit specific pages or namespaces within the wiki.

4. Plugin architecture

Although the core platform is lightweight, DokuWiki offers a wide range of plugins that can be added to extend functionality. Whether you need integrations with other tools, syntax highlighting for code, or a more robust search, the plugin ecosystem can meet those needs.

Additional integrations

DokuWiki doesn't offer out-of-the-box integrations with popular collaboration tools like Slack or Microsoft Teams, but many plugins allow for custom integrations. This is a key consideration, as 48% of SMBs say built-in connections and integrations are very important when selecting new technology.

Who uses DokuWiki?

DokuWiki is particularly popular among developers, IT teams, and small organizations that need an internal documentation solution without the complexity or cost of a large enterprise tool. Its flat-file system and open-source nature make it appealing for users who prefer self-hosted solutions and don't want to rely on third-party providers.

Pros and cons of DokuWiki

Every tool has its strengths and limitations, and DokuWiki is no exception. Here's a quick look at what makes it attractive—and where it might fall short.

Pros:

• No database required: Flat-file structure makes it lightweight and easy to maintain.

• Open-source and free: No licensing costs make it a great option for budget-conscious teams.

• Highly customizable: The plugin architecture allows teams to add the features they need.

• Robust access controls: ACL features help ensure content security and proper user permissions.

Cons:

• Limited integrations: Lacks seamless integrations with modern collaboration tools like Slack or Microsoft Teams.

• Learning curve for syntax: While the syntax is simpler than HTML, it can still be an obstacle for non-technical users.

• Lacks advanced features: Compared to enterprise knowledge management platforms, it doesn't offer AI features, robust search functionality, or content verification—a notable gap, as two-thirds of SMBs report that AI has already had a significant impact on their organization.

Pricing and total cost of ownership

While DokuWiki is free to download, the total cost of ownership includes several resource investments:

• Infrastructure costs: Server hosting and maintenance

• Personnel time: IT setup, security patching, and troubleshooting

• Development resources: Plugin customization and feature additions

In contrast, a SaaS platform like Guru offers transparent, predictable pricing. The subscription includes hosting, security, maintenance, and continuous feature updates, eliminating the need for internal resource allocation for platform management. For enterprise teams, this often results in a lower TCO. It also allows IT personnel to focus on strategic initiatives, since the ongoing cost of personnel for on-premise systems can account for up to 85% of the total application cost.

Technical requirements and setup

Setting up DokuWiki requires a web server environment with a compatible version of PHP. Although its flat-file nature means no database is needed, the installation and configuration process demands a degree of technical expertise. Admins must be comfortable managing server settings, file permissions, and installing plugins manually. This technical barrier can make it challenging for non-technical teams to deploy and manage on their own.

Guru, as a fully-managed SaaS solution, removes this complexity entirely, aligning with the trend of businesses moving to the cloud; one report found that around 80% of SMBs were likely to select a cloud/SaaS solution for their next business application purchase. There is no server setup or technical configuration required. Teams can get started immediately, deploying Guru through its web application, browser extensions for Chrome and Edge, and integrations with tools like Slack and Microsoft Teams. This approach ensures a faster, more accessible rollout for organizations of any size.

Guru vs. DokuWiki

DokuWiki and Guru serve different organizational needs. Here's how they compare:

Guru's strengths:

• AI-driven knowledge management: Guru uses AI to surface relevant information where and when you need it, whether in Slack, MS Teams, or your browser. This is a step beyond what DokuWiki offers, as it proactively pushes knowledge to users instead of limiting them to the AI search functionality.

• Content verification: Guru's verification workflows ensure that the information your team accesses is up-to-date and accurate. This feature is crucial for organizations that need to ensure that their knowledge base remains a trusted source​.

• Seamless integrations: Guru integrates easily with popular business tools such as Salesforce, Zendesk, Google Drive, and many more, allowing knowledge to be accessible across different platforms without the need for plugins​.

• In-context knowledge delivery: Guru's browser extension provides in-context knowledge recommendations while users are working in other apps, which enhances productivity​.

DokuWiki's strengths:

• Cost-effective: Being an open-source solution, DokuWiki is free to use, making it a cost-efficient choice for small teams with limited budgets.

• Simple setup: Since DokuWiki doesn't require a database, it's quick to set up and manage. This simplicity makes it appealing to teams that don't need complex workflows or features​.

• Customizable through plugins: While DokuWiki may lack built-in features, its plugin ecosystem allows teams to add custom functionality depending on their needs.

Integration and user experience

Guru shines when it comes to integration and user experience. Its ability to seamlessly integrate with a wide variety of workplace tools, like Slack and Salesforce, allows teams to access the information they need without leaving their workflow​. In contrast, DokuWiki requires more manual effort to integrate with other tools, often relying on plugins or custom solutions, which can be limiting for larger teams or organizations with more complex needs​.

What customers are saying

DokuWiki and Guru have both earned positive feedback from their user bases, but for very different reasons.

• A DokuWiki user on G2 highlighted: "I like that it is so easy to setup and maintain, no complicated database setup to deal with. It's perfect for instances where you don't need a huge multiuser wiki. It's great for keeping notes for one person or a small workgroup or family."

• A Guru user on G2 shared: "The platform is very intuitive from the user perspective. We started using Guru about six months ago and have already seen a huge improvement in accuracy and use of company knowledge. From an admin perspective, I love being able to see a wide variety of analytics so I know how users are finding and using information, which helps us refine our processes and focus on what works. Our group loves the Slack integration and Google Chrome extensions."

Choosing the right knowledge management solution for your team

If your team is looking for a simple, budget-friendly wiki to manage documentation, DokuWiki could be the ideal solution due to its low cost and lightweight design. However, if your team needs more robust functionality—such as AI-driven knowledge suggestions, content verification, and seamless integrations with other tools—Guru is a better fit.

For teams that prioritize ease of access, trust in their knowledge base, and in-context information delivery, Guru provides significant advantages over DokuWiki. Want to see how Guru can enhance your team's knowledge management? Give it a try!