First: Why You Need a Legal Document Management System
If you’re not just evaluating Worldox, but also evaluating if your firm even needs a Document Management System (DMS) in the first place, recap quickly review the merits of DMS.
A Document Management System keeps your firm document and matter documents organized and managed. It not only provides a place and structure to store documents but provides tools to make them more useful. Functionality including index and search (always find the document and email you’re looking for), document version management, check-in/check-out, OCR, document tagging/categorization and more are functions that set a DMS apart from basic file-and-folder storage.
Still not convinced? Read our post: 11 Reasons Your Law Firm Needs Document & Email Management
Worldox Review: Functionality
Worldox is a robust document management product, and has lots of features that may benefit your firm. Notable functionality includes:
Organize by Profile Group and Folder
Worldox allows you to create profile groups, a way to store and organize related documents. From there your firm can create subfolders, store documents within each subfolder, tag documents (add metadata) and search documents within each profile group. Standard fare for a DMS, but effective.
Every document and email you store in Worldox is indexed for fast searching. This means when someone in your firm performs a search across the entire Worldox database, Worldox will search every document, email and the contents of both to find what you’re looking for.
Worldox allows you to maintain versions of documents as they evolve. This means users can add a paragraph, modify language, remove content—and Worldox will allow users to see (and retrieve) older versions of each document.
Worldox integrates with Microsoft office via its add-ins. The add-in for Word allows you to save to and open from Worldox right from Microsoft Word. This is a simple but hugely useful way to save time and your staff works, document-by-document. Worldox also includes an Outlook add-in, which allows users to save matter-related email messages to a profile group or folder.
You can’t write a Worldox Review without talking a little about what it will integrate with. Worldox has some notable integrations with other software that your firm may use. Software integrations allows different applications used by your staff to work together, saving time and streamlining your process. We already talked about Worldox’s Microsoft Office integrations; other integrations of note include:
Tabs3 / Practice Master
Tabs3 is a popular Legal Practice Management and Accounting software package used by many law firms. It’s a robust, full-featured solution that integrates tightly with Worldox. Combined, Tabs3/Practice Master and Worldox often provides everything a law firm needs to manage its documents and its practice. (The two go so well together that many legal software consultants often recommend/resell the two together.)
Related:Tabs3 – An Uptime Review
Worldox does not have a native client portal—a way to share documents with outside parties. It does, though, integrate with Citrix ShareFile. Worldox’ integration with ShareFile provides a fairly seamless way to share certain documents from your Worldox database with outside parties such as clients, opposing council and more.
Setup & System Requirements
In this Worldox Review we’ll also look at what’s required to get it up and running in your law practice. Worldox, while powerful, does come with some substantial requirements.
First, Worldox requires a fairly beefy server infrastructure. Worldox is not software you can implement by simply installing on your PC, clicking ‘Next’ a few times and you’re done. You’ll need lots of space to store all those documents, and a lots of processing power: indexing documents (to make them searchable) is something that takes a lot of computing power.
Installing Worldox to your server, desktop, integrating office and ingesting documents is also something you likely won’t be able to do on your own. You’ll need an IT expert of some kind, and probably—one with experiencing implementing and managing Worldox.
- Maturity. Worldox has been around a long time, which means the company (World Software Corporation) is stable, and the market is full of authorized consultants ready and willing to help your firm implement Worldox. (To see just a few, check out Uptime’s Authorized Partner Directory).
- On-Premise or Private Cloud. Being server-based, your firm can run Worldox either on-premise, on your firm’s existing in-house server, or in a Private Cloud. This flexibility lets law firms implement Worldox on their current servers today (if they’re so inclined), and move to a secure Private Cloud such as Uptime Practice later.
- Not Natively Cloud. Worldox is not natively-cloud app. Meaning: It must be installed on a server and the law firm’s server or a private cloud. This not only means extra cost for your law firm, but means you won’t have the easy, anytime access to your document management system via web browser, something a web-based solution offers.
- No Automatic / Integrated OCR. Worldox does not automatically OCR scanned docs. Meaning scanned documents such as PDF files will remain image-based, not text-enabled, and therefor are not index or searchable. This
is a major shortfall as it means much of the documents in your DMS will not be
found in a search.
- Not Matter-centric. Worldox allows you to organize documents into projects and folders. You can name these projects/folders after your firm’s matters to help organize, but Worldox doesn’t have a true concept of a matter. Matter-centric document management solutions give the law firm the ability to assign case types, clients, open/closed and more—which provides a means to keep matters (and their documents) organized.
Finding the Best Legal Document Management Software
We hope this Worldox review was helpful as you evaluate DMS options. If you’re looking for the best Legal Document Management solution for your firm, check out our Legal Document Management Comparison Chart. In this cart we do a side-by-side comparison of the most popular DMS applications used by law firms today.