Product Overview of Worldox
Worldox is a comprehensive document and email management system designed to enhance productivity, security, and efficiency for legal and corporate professionals. Now part of NetDocuments, Worldox offers a robust set of features that cater to the complex needs of document management in various business environments.
What Worldox Does
Worldox serves as an enterprise-capable document management system that centralizes and organizes all types of documents and emails, ensuring they are easily accessible, securely stored, and efficiently managed. It integrates seamlessly with a wide array of productivity programs, including Microsoft Office, Outlook, WordPerfect, Excel, and Adobe products, as well as Windows operating systems and Active Directory.
Key Features
Document Management
- Document Profiling: Worldox allows for the classification of documents through profiling, which helps in storing and retrieving documents efficiently. This process also enables audit trails to track document movements and access.
- Document Storage: The system supports basic inline storage of various file types such as Word, Excel, PDF, and more.
- Document Organization: Documents are organized beyond simple folders using profile groups, categories, and projects. This structure is customizable to fit specific business needs.
Search and Retrieval
- Full Text Search: Worldox features advanced full-text search capabilities, including boolean searching, which allows users to find documents based on any text within them. This includes string searches and the ability to search for phrases within a specified number of words.
Collaboration and Access
- Collaboration Tools: The system provides tools for team collaboration, including the ability to create and manage projects, which are groups of linked files and documents. These projects can be shared via email or published to shared workspaces.
- Mobile Access: Worldox offers mobile access, allowing users to manage documents from Android and iOS devices.
Security and Compliance
- Security and Permissions: Multiple levels of security are applied to documents, repositories, users, and user groups to control access. Features include ethical walls to protect confidential information and the ability to tag documents as “Legal Hold” to prevent editing.
- Audit Trails: Every operation on every file is audited, helping administrators to track file movements and troubleshoot security breaches.
Integration and Automation
- Microsoft Office Integration: Worldox integrates directly with Microsoft Word and Outlook for seamless document editing and email management.
- Workflow Automation: The system supports workflow automation to streamline document handling processes.
Additional Features
- Version Control: Worldox manages different versions of documents, ensuring that users always have access to the most current version.
- Email Management: The system includes robust email management features, integrating emails into the document repository.
- Metadata Management: Worldox allows for the management of document metadata, ensuring accuracy and consistency in document profiling.
- Document Retention Policies: The system supports the implementation of document retention policies to comply with regulatory requirements.
- OCR (Optical Character Recognition): Worldox includes OCR capabilities to convert scanned documents into searchable text.
Benefits
Worldox helps organizations save time and resources by eliminating common frustrations such as wasting time searching for documents, struggling to make documents available across teams, and recreating important content due to poor organization. It ensures that all information is coherently controlled, organized, and managed, making it easily accessible whenever needed.
In summary, Worldox is a powerful document and email management system that offers a wide range of features to enhance productivity, security, and compliance, making it an essential tool for legal and corporate professionals.