Worldox - Detailed Review
Productivity Tools
Worldox - Product Overview
Introduction to Worldox
Worldox is a comprehensive Document Management System (DMS) developed by World Software Corporation, primarily serving the needs of law firms and other industries, particularly in North America.
Primary Function
Worldox is designed to manage and organize documents, emails, and other files efficiently. It integrates seamlessly with popular desktop applications such as Outlook, Word, WordPerfect, Excel, and Adobe products, ensuring a streamlined workflow for document management.
Target Audience
Worldox is most commonly used by law firms and legal services, but it also serves other industries like information technology and financial services. The system is particularly suitable for firms with 10 or more users, as it requires significant setup and support. It is popular among companies with 10-50 employees and revenues between $1 million and $10 million.
Key Features
- Document Organization: Worldox allows for project/matter organization and basic document management, including profiling, tagging, and metadata assignment for each document.
- Email Management: It integrates with email applications to manage emails alongside documents.
- Version Management: The system supports document version management and full-text search capabilities.
- Security and Permissions: Worldox offers multiple levels of security, controlling access to documents, repositories, and features based on user and group permissions.
- Productivity Tools: The Worldox Productivity Suite includes tools like compareDocs 4, pdfDocs 4, and contentCrawler, which enhance document comparison, conversion, and searchability. Additionally, features like Workflow, Event Notify, and Task Reminder streamline document routing and task assignments.
Deployment Options
Worldox is available in three editions: Professional, Enterprise, and Cloud. While the Cloud edition is not natively cloud-based, it allows firms to access Worldox Professional via Remote Desktop (RDP), providing flexibility in deployment options.
Overall, Worldox is a powerful tool for firms that require rigorous document management and control, offering a structured approach to organizing and accessing documents.
Worldox - User Interface and Experience
User Interface of Worldox
The user interface of Worldox, particularly in its Productivity Tools category, is designed with a focus on ease of use and a streamlined user experience.
Interface Styles and Customization
Worldox offers three different interface styles that users can choose from to customize their environment. These include:
- Worldox GX3: This style uses rectangular buttons with light borders.
- Windows 7: The default view, this style features buttons with a rounded look similar to Microsoft Office 2010, with dark borders when selected.
- Windows 8: This style uses flat buttons similar to Microsoft Office 2013, with light borders that darken on hover or click.
Users can also select from various icon and color themes, such as Crisp (reverting to GX3 icons), Flat (default flat vector icons in GX4), Separators (inserting dividing lines between icons), and Tiles (icons similar to Microsoft Office 2013’s tile icons).
Ease of Use
Worldox is built to be intuitive and user-friendly. It leverages the basic file handling skills that most computer users already possess, making it easy for users to adapt and use the system effectively. The interface is clean and simple, with a modern theme in the latest version, GX4, which aims to reduce the time it takes to file and retrieve documents.
User Experience
The user experience in Worldox is enhanced by several features:
- Seamless Integration: Worldox integrates tightly with popular desktop applications such as Outlook, Word, WordPerfect, Excel, and Adobe products. This integration allows users to manage documents, emails, and other files without leaving their familiar applications.
- Logical Document Repository: The system uses a logical folder structure that can be customized to fit specific business needs. Documents are profiled and classified, enabling easy storage and retrieval, as well as audit trails for tracking document movements and access.
- My Workspaces and Favorite Matters: These features allow users to keep important files visible, manage and share projects, and quickly access recently visited worklists.
- Preview and In-line Viewing: Users can preview file content directly within the interface by clicking the View tab, making it easier to review files without opening them in separate applications.
- Productivity Tools: Worldox includes tools like Workflow, Event Notify, and Task Reminder, which streamline document routing and task assignments. Additionally, tools like compareDocs 4 and pdfDocs 4 from DocsCorp help in comparing and managing documents efficiently.
Overall, Worldox is designed to be user-friendly, with a focus on simplicity and ease of use, making it an effective tool for document management and productivity.
Worldox - Key Features and Functionality
Worldox Document Management System
Worldox, a comprehensive document management system, offers a range of productivity tools that enhance efficiency, accuracy, and security in managing documents. Here are the key features and functionalities, particularly focusing on the productivity tools and any AI-driven aspects:
Integration with Productivity Applications
Worldox seamlessly integrates with popular desktop applications such as Outlook, Word, WordPerfect, Excel, and Adobe products. This integration allows users to manage documents directly from these applications, streamlining the workflow and reducing the need to switch between different programs.
Profiling and Document Management
Worldox uses a profiling system to classify documents, which involves assigning documents to specific profile groups. This process enables efficient storage and retrieval of documents. The profiling also includes audit trails, tracking document movements and access, ensuring transparency and security.
Workshare Integration
The integration with Workshare enhances document comparison and secure external file sharing. Users can compare multiple file versions, comment directly on files, and control versions from any device. This integration also includes metadata cleaning features to remove sensitive data from email attachments, preventing unintentional data loss.
Worldox Productivity Suite
This suite includes several tools that boost productivity:
- compareDocs 4 and pdfDocs 4: These tools from DocsCorp enable fast and accurate document comparison and conversion between different file formats, such as creating a single PDF document from multiple Word documents.
- contentCrawler: This tool identifies non-searchable content in image-based files and converts it to text-searchable PDFs, ensuring all files are fully searchable within the Worldox system.
- Worldox Workflow, Event Notify, and Task Reminder: These tools facilitate efficient document routing and task assignments, helping users manage their workflows more effectively.
Search and Retrieval
Worldox features a powerful search function that allows users to find documents quickly using various criteria such as client, matter, document type, and specific text within documents. The system creates a full-text index, enabling boolean searches and string searches, which makes finding specific documents highly efficient.
Bookmarks and Favorite Files
Users can customize standard searches and save them as bookmarks for easy access. The Favorite Files feature allows users to tag frequently used documents, making them readily available in a single click.
Viewer and Document Access
The Viewer feature lets users view any document without opening it, allowing them to copy and paste text from old documents or boilerplate content. This saves time and effort when working on new documents.
Security and Compliance
Worldox offers multiple levels of security, including ethical walls, legal hold, and the ability to secure specific documents as hidden or read-only. The system also maintains an audit trail for all operations on every file, helping administrators track file activities and troubleshoot security breaches.
Collaboration and Mobility
Worldox integrates with Microsoft Teams, enabling two-way communication and easy collaboration with outside parties. The Worldox Cloud and Worldox Web 3 provide access to documents from anywhere, on any device, while maintaining document security and compliance.
AI-Driven Features
While Worldox does not explicitly highlight AI-driven features in its current documentation, its advanced search capabilities, automated document profiling, and integration with tools like Workshare and DocsCorp enhance productivity and efficiency. This can be seen as leveraging advanced technologies to streamline document management processes. However, there is no specific mention of AI integration in the available resources.
Worldox - Performance and Accuracy
Performance
Worldox integrates well with various productivity suites, including Microsoft Office and email applications like Outlook, which enhances its performance in a typical office environment. Here are some notable aspects:Integration with Microsoft Tools
Worldox seamlessly integrates with Microsoft Word, Excel, and Outlook, allowing users to conduct searches, set tasks, and notifications directly from these applications. This integration is particularly useful for tasks such as searching for documents, setting deadlines, and profiling content.Email Engine
The new email engine in Worldox works efficiently with Microsoft Exchange Server, improving performance by processing tasks on the Exchange server itself. This also supports filing from mobile devices and the Outlook Web App.Workflow Tools
The Worldox Productivity Suite includes tools like Workflow, Event Notify, and Task Reminder, which help streamline document routing and task assignments, thereby enhancing productivity.Accuracy
In terms of accuracy, Worldox offers several features that ensure precise document management:Search Capabilities
Worldox provides powerful search tools that make any profiled file fully searchable. Users can search for documents based on various criteria, including document names, IDs, and metadata.Content Conversion
The contentCrawler tool converts image-based files into text-searchable PDFs, ensuring that all files are accurately indexed and searchable.Document Profiling
Worldox allows users to profile documents accurately using WorkZone, which assigns files to existing or pre-configured profiles, ensuring that documents are correctly categorized and accessible.Limitations and Areas for Improvement
Despite its strengths, Worldox has some limitations:Browser Compatibility
There are reports of compatibility issues with browsers other than Internet Explorer, which can affect functionality and user experience.Sync and Speed Issues
Users sometimes encounter synchronization and speed-related challenges, which can impact productivity.Document Comparison
Worldox lacks a built-in feature for comparing document versions, requiring users to use additional software like compareDocs 4 from DocsCorp.File Sharing Interface
Some users find the interface for sharing files externally to be cumbersome, which can affect collaboration efficiency.Cloud and Mac Support
Worldox is not cloud-based and does not support Mac OS natively, which can be significant drawbacks for firms looking for more flexible deployment options. In summary, while Worldox performs well in integrating with common productivity tools and ensuring accurate document management, it faces challenges related to browser compatibility, synchronization, and the lack of certain built-in features. Addressing these limitations could further enhance its performance and user experience. Worldox - Pricing and Plans
Pricing Model
Worldox does not provide public pricing information, so you need to contact their sales staff or a local reseller to get a quote specific to your firm’s needs.
Plans and Costs
Perpetual Licensing
For the Professional and Enterprise desktop products, there is a one-time cost of $460 per user, along with an annual fee of $105 per user for maintenance, support, and software upgrades.
Subscription Option
A subscription model is available, starting at $20 per user per month for the desktop version. The Worldox Cloud option currently costs $44 per user per month, though the company is considering reducing this cost as more customers adopt the cloud version.
Features by Plan
Desktop and Enterprise Plans
- Include features like document storage, organization by profile groups, Microsoft Office integration, and advanced search capabilities.
- Offer remote access via a web browser on any device at no additional cost.
- Provide automated workflow management, version tracking, and secure access controls.
Worldox Web 3.2
- This is a free add-on for users of Worldox GX4, allowing access to documents from any device and location through a web browser.
- Features include a customizable Command Ribbon, improved Microsoft 365 integration, enhanced search capabilities, and a native iPhone app.
Additional Costs
Implementation and Training
Costs include the software itself, additional users/seats, server/IT requirements, data conversion, and training. These costs are not publicly disclosed and need to be discussed with Worldox sales or resellers.
Maintenance and Support
Maintenance contracts are required for ongoing support and software upgrades. These contracts include free upgrades to new versions and service releases.
Free Options
There are no free plans or trials available for Worldox. However, the Worldox Web 3.2 add-on is free for users of Worldox GX4.
To get the most accurate and detailed pricing for your specific needs, it is recommended to engage directly with Worldox sales or a local reseller.
Worldox - Integration and Compatibility
Worldox Overview
Worldox, a comprehensive document management system, integrates seamlessly with a variety of productivity tools and platforms, ensuring smooth functionality across different environments.Integration Methods
Worldox employs several integration methods to interact with other applications:Macro Integration
This method uses the built-in macro capabilities of applications like Microsoft Office (Word, Excel) and other productivity software to facilitate integration.ODMA (Open Document Management API)
Worldox supports ODMA, a standard that allows integration with certain word processors and other applications, though the degree of support can vary.Soft Popup
A unique technique used by Worldox when other integration methods are not feasible, which may result in a slight delay in response times.Compatibility with Office Suites and Email
Worldox integrates tightly with popular office productivity suites such as Microsoft Office (including Outlook), Corel Office, and Adobe products. This integration allows for seamless document management within these applications. For example, users can open or save new Word or Excel files quickly due to the efficiency of macro integration.Email Integration
Worldox has specialized integration with email applications, particularly with Microsoft Exchange, whether on-premises or hosted online. This allows for powerful email handling options, enhancing the overall document management experience.Microsoft Teams Integration
Recently, Worldox has introduced integration with Microsoft Teams, enabling users to share and collaborate on documents directly within Teams. This integration requires setup involving Microsoft 365 administrators and adjustments in Microsoft Azure, but it allows for secure and efficient collaboration between team members.Deployment Options and Compatibility
Worldox offers three main deployment options:Worldox Professional
A traditional client-server approach where Worldox is installed on local computers and documents are stored on networked servers.Worldox Enterprise
Designed for larger firms with multiple locations, this option uses Microsoft’s Published App technology to ensure full communication between local applications and the Worldox server.Worldox Cloud
A SaaS-hosted model where documents are managed in Worldox’s data center, providing access from anywhere via a web browser or mobile devices.Platform and Device Compatibility
Worldox is compatible with various operating systems, including Windows 10, 8.1, and server operating systems like Windows Server 2012 and higher. It also supports a range of office suites, including Microsoft Office 2013 through 2019 and Office 365, as well as Corel Office and Adobe Acrobat.Remote Access
For remote access, Worldox Web 3.0 is available, allowing users to access documents via any internet browser or supported handheld devices like iPads and iPhones. This requires infrastructure such as Windows Server 2012 R2 or higher, a full-time broadband internet connection, and a static IP address.Conclusion
In summary, Worldox integrates seamlessly with a wide array of productivity tools, office suites, and email applications, offering flexibility and efficiency across different deployment models and devices. Worldox - Customer Support and Resources
Worldox Customer Support Options
Worldox offers several comprehensive customer support options and additional resources to ensure users can effectively manage and troubleshoot their document management systems.Technical Support
Worldox Technical Support is available free of charge to customers with a Maintenance Agreement. You can contact support via:Phone
support@worldox.com.Worldox Customer Portal
The Worldox Customer Portal is a secure website where you can submit service requests quickly without waiting on the phone. Here’s how it works:Login and Submit Requests
Callback or Email
Worldox Knowledge Base
The Worldox Knowledge Base is a valuable resource available to all Worldox maintenance customers. You can access it through the Worldox website or directly athttp://kb.worldox.com. To log in, use the username support and password kbaccess. The Knowledge Base provides access to various documents, guides, and troubleshooting tips.
Documentation
You can download the latest versions of Worldox installation, administration, and user guides from the Documentation link on the Worldox Knowledge Base. Registration for an account is required, and World Software will email you a password to gain access.Remote Access
Providing remote access to World Software Technical Support is often necessary for effective troubleshooting. This can be done through web-based access, NetMeeting, or customer-supplied tools, which help support technicians gather the necessary information to resolve issues efficiently. These resources are designed to help you manage your document management system effectively, ensuring you can quickly resolve any issues and maintain high productivity. Worldox - Pros and Cons
Advantages of Worldox
Comprehensive Document Management
Worldox offers a cradle-to-grave management of all types of files, including documents, emails, voicemail records, and multimedia content. This ensures that all information associated with a project, client, or legal matter is centrally managed and easily accessible.
Integration and Customization
Worldox can integrate with virtually any other system that generates data, and it provides unlimited customization capabilities. This flexibility allows it to fit seamlessly into existing business infrastructures.
Efficient Workflow Tools
The software includes tools like Workflow, Notify, and Task Reminder, which streamline document routing and task assignments. These tools automate reviews and increase productivity by allowing controlled document circulation and predefined actions.
Text-Searchable Files
Worldox includes contentCrawler, which converts non-searchable image-based files into text-searchable PDFs, enhancing the searchability of all documents.
Cost-Effective
Worldox is cost-efficient throughout its lifecycle, involving lower direct and indirect costs for purchase, deployment, support, and administration. Most product upgrades are also provided at no additional charge for customers with maintenance contracts.
Rapid Implementation
The implementation process is exceptionally rapid and simple, allowing businesses to start driving real value in days or weeks rather than months or years.
User-Friendly
Worldox is intuitive and builds upon basic file handling skills, making it easy for users to adopt and use. This simplicity encourages consistent use and reduces the likelihood of users evading the system.
Enhanced Productivity
The software includes tools like compareDocs and pdfDocs, which enhance productivity by facilitating document comparison, creation, and collaboration. These tools are part of the Worldox Productivity Suite.
Disadvantages of Worldox
Learning Curve
Some users find Worldox challenging to learn, particularly for those new to the system. The interface is not always considered intuitive, and it may require significant time and effort to become proficient.
Organizational Challenges
While Worldox forces businesses to become more organized, some users find the categorization and sub-categorization of documents to be less than ideal. This can lead to initial difficulties in organizing files correctly.
Technical Issues
There have been reports of technical issues such as frequent crashes, inability to save documents, and difficulties attaching files to emails. These issues can disrupt workflow and productivity.
Customer Support
Some users have noted that customer support can be slow, as it often requires leaving a message for a callback rather than immediate assistance. This can be problematic for urgent issues.
Overall, Worldox offers significant advantages in terms of comprehensive document management, integration, and productivity tools, but it also presents some challenges related to learning and technical stability.
Worldox - Comparison with Competitors
When Comparing Worldox to Its Competitors
When comparing Worldox to its competitors in the productivity tools and document management category, several key features and differences stand out.
Unique Features of Worldox
- Workflow, Notify, and Task Reminder Tools: Worldox offers advanced workflow management through its Workflow module, which automates document routing and reviews. The Notify module provides real-time alerts for selected file activities, and the Task Reminder integrates with Microsoft Outlook to manage document-related tasks.
- Integration with Legal Tools: Worldox has strong integration with legal time and billing programs, such as Elite, which synchronizes client matter lists and worklists automatically. It also includes metadata scrubbing and redaction tools, which are crucial for legal professionals.
- Content Searchability: Worldox includes contentCrawler, which converts non-searchable content into text-searchable PDFs, ensuring all files are fully searchable.
Alternatives and Their Key Features
DocHub
- DocHub is an all-in-one solution for document editing, sharing, security, and compliance. It is user-friendly and cost-effective, making it suitable for both local businesses and multinational corporations. DocHub allows easy editing, signing, and sharing of documents.
NetDocuments
- NetDocuments offers a cloud-based document management solution specifically for small businesses. It focuses on efficient document management and improved collaboration, making it a strong alternative for businesses looking for cloud-based solutions.
Clio
- Clio is tailored for small law firms and legal professionals. It provides a comprehensive document management solution that streamlines practice management. Clio is particularly useful for legal teams needing to manage client files and documents efficiently.
M-Files
- M-Files offers an intelligent document management solution that empowers small businesses with efficient document organization and enhanced productivity. It provides advanced features for document management, making it a viable alternative to Worldox.
Paligo
- Paligo is a modern web platform for structured authoring, content management, and translation. While it is more focused on technical documentation and multichannel content publishing, it can be an alternative for businesses needing advanced content authoring and management tools.
LogicalDOC
- LogicalDOC is another document management system that offers features like document versioning, workflow management, and collaboration tools. It is a more general-purpose solution that can be adapted to various business needs, making it a potential alternative to Worldox.
Key Differences
- Industry Focus: Worldox has a strong focus on the legal industry with its integration with legal time and billing programs and metadata redaction tools. In contrast, alternatives like DocHub and NetDocuments are more general-purpose and can be used across various industries.
- Cloud-Based vs. On-Premise: While Worldox offers both on-premise and cloud solutions, alternatives like NetDocuments and M-Files are primarily cloud-based, which might be more appealing to businesses looking for cloud storage and collaboration.
- AI and Automation: Worldox’s Workflow and Notify tools provide advanced automation and real-time alerts, which are unique compared to some of the other alternatives. However, tools like Paligo offer advanced content authoring and management features that might be more relevant for businesses focused on technical documentation.
In summary, Worldox stands out with its strong integration with legal tools and advanced workflow management, but alternatives like DocHub, NetDocuments, and M-Files offer compelling features for general document management and collaboration. The choice between these tools will depend on the specific needs and industry focus of the business.
Worldox - Frequently Asked Questions
Frequently Asked Questions about Worldox
Can I create sub-folders for a given matter or document type?
Yes, you can create sub-folders within Worldox to organize your documents more efficiently. This helps in categorizing documents under specific matters or document types, making it easier to locate and manage them.
How can I import non-Worldox documents into Worldox?
You can import non-Worldox documents into the system by using various import options. For example, you can drag and drop files, import from CDs or other storage devices, or use specific tools provided by Worldox to integrate documents from other sources.
Can I save emails to Worldox from my Smartphone?
Yes, you can save emails to Worldox from your smartphone. Your Favorite Matters will appear at the bottom of the list of folders in your email client, allowing you to drag and drop emails directly into Worldox. This feature ensures that you can manage your emails efficiently even when you are not at your desk.
Does Worldox have a Workflow module?
Yes, Worldox has a Workflow module available at an additional charge. This module provides broadcast and sequential workflow functionality, a Tasks module for assigning tasks, and a Notify module for notifications on document updates. It also includes a document comparison module and a PDF editor for firms with 25 or fewer users.
Can I link a document to multiple matters?
Yes, you can save a document and link it to multiple matters within Worldox. This feature is useful when a single document is relevant to several different cases or projects.
How can I recover a deleted file?
If you delete a file by mistake, you can recover it. Worldox has a feature that allows you to retrieve deleted files, ensuring that your important documents are not lost permanently.
What are “Related Documents” and how can I use them?
Related Documents in Worldox allow you to associate multiple documents that are connected in some way. This feature helps in organizing and retrieving related files quickly, enhancing your productivity and document management efficiency.
Can Worldox create PDF documents?
Yes, Worldox can create PDF documents. It also integrates with tools like pdfDocs 4 from DocsCorp, which provides advanced PDF management and editing capabilities.
How can I use the Workflow, Event Notify, and Task Reminder tools?
The Workflow, Event Notify, and Task Reminder tools in Worldox are designed to streamline your work. The Workflow tool helps in routing documents efficiently, the Event Notify tool sends notifications on specific document updates, and the Task Reminder tool allows you to assign and track tasks, all of which contribute to better document management and productivity.
Can I save a document locally (outside Worldox)?
While Worldox is designed to manage documents within its system, you can save documents to external locations such as a flash (USB) drive or cloud storage applications like Dropbox and Box. However, saving documents locally outside of Worldox is not a primary feature of the system.
Does Worldox include a Portal for client access?
Yes, Worldox Connect (available at an additional charge) allows you to share documents with clients securely. It also provides advanced document collaboration features, secure email transmission, metadata scrubbing, and integrates with various portals and cloud storage applications.
Worldox - Conclusion and Recommendation
Final Assessment of Worldox in the Productivity Tools Category
Worldox is a comprehensive document management system that offers a range of tools and features aimed at enhancing productivity, particularly in industries such as law firms, legal departments, and other organizations that handle a high volume of documents.
Key Features and Benefits
- Document Management: Worldox provides an intuitive and user-friendly interface that builds on basic file handling skills, making it easy for users to adopt and use. It can handle various types of files, including Microsoft Office documents, emails, scanned files, and multimedia content.
- Workflow Automation: The Worldox Workflow module automates document reviews and approvals, allowing users to create controlled document routing processes. This feature significantly increases productivity by streamlining tasks such as reviewing, commenting, approving, and rejecting documents.
- Notification and Task Management: The Notify module sends real-time alerts for selected actions on files, enhancing security and monitoring. The Task Reminder tool integrates with Microsoft Outlook to set document-related reminders and manage tasks efficiently.
- Cost-Effectiveness: Worldox is noted for its lower direct and indirect costs throughout its lifecycle, including lower purchase, deployment, support, and administration costs. Most product upgrades are also provided at no charge for customers with maintenance contracts.
- Integration and Flexibility: Worldox offers seamless integration with existing infrastructure and other business systems through Worldox Connectors, the Worldox API, and third-party solutions. This flexibility makes it easy to customize and extend the system according to specific needs.
Who Would Benefit Most
Worldox is particularly beneficial for organizations that require efficient document management, collaboration, and workflow automation. Here are some key groups that would benefit:
- Law Firms and Legal Departments: Given its widespread use in the legal industry, Worldox is well-suited for law firms and legal departments that need to manage large volumes of documents, collaborate on cases, and ensure compliance with regulatory requirements.
- Small to Medium-Sized Businesses: With 41% of Worldox customers being small businesses and 39% being medium-sized, these organizations can leverage Worldox to streamline their document management processes, reduce costs, and enhance productivity.
- Organizations with High Document Volume: Any organization that deals with a significant amount of documentation, such as financial institutions, healthcare providers, and government agencies, can benefit from Worldox’s comprehensive document management and workflow automation features.
Overall Recommendation
Worldox is a solid choice for organizations seeking a reliable, cost-effective, and user-friendly document management system. Its ability to handle a wide range of file types, automate workflows, and integrate with existing systems makes it a valuable tool for enhancing productivity. Given its proven reliability over 20 years and its widespread adoption in various industries, Worldox is a recommended solution for any organization looking to streamline its document management processes.