WORLDOX is a robust and flexible document management system that has proven to be instrumental in facilitating efficient document storage within numerous professional firms. Trust me, 7 out of every 10 law firms in the United States use or once used Wordox. The extensive range of features and diverse user support provided by the software, even after its acquisition by NetDovuments, cannot be overstated. This guide provides an overview of a highly regarded Document Management System (DMS), including its pricing models, features, user reviews, and, of course, its competitors.
Overview of Worldox
Worldox is a document management system (DMS) designed to help organizations efficiently manage their digital documents and information. It’s mostly used in the legal, financial, and professional service industries, where document management and compliance are critical. However, it can be valuable in any sector that requires efficient document handling and retrieval. However, you must note that its specific features and capabilities may vary depending on the version and configuration chosen by the organization.
What is Worldox Used For?
Worldox is a document management system that is used to store and organize digital files like documents, emails, and other types of data. It simply provides a centralized repository for storing, indexing, and retrieving documents, and this makes it easier for users to not just find, but also work with the information they need.
What Are the Benefits of Worldox?
Worldox offers several benefits to organizations, particularly those in the legal and professional services sectors, as well as any organization that requires robust document management. The following are some of the key benefits of Worldox:
#1. Efficient Document Retrieval
Worldox’s robust indexing and search capabilities make it easy to quickly locate and retrieve documents. This can save users a significant amount of time that would otherwise be spent searching for files.
#2. Improved Document Organization
The system provides a structured way to organize documents into folders and subfolders, helping users maintain a well-organized document repository. This can lead to increased productivity and reduced confusion.
#3. Version Control
Worldox often includes version control features, allowing users to track changes and revisions to documents. This is especially important in industries where document history and compliance are critical.
#4. Enhanced Security
Role-based access control ensures that only authorized individuals can access sensitive documents. This helps protect confidential information and maintain compliance with data privacy regulations.
#5. Integration
Worldox can often integrate with other software applications, such as Microsoft Office, legal practice management software, and email clients. This integration streamlines workflows and reduces the need to switch between different software tools.
#6. Workflow Automation
Some versions of Worldox offer workflow automation features, which can help organizations streamline document-related processes, approvals, and notifications.
#7. Mobile Access
Many DMS systems, including Worldox, offer mobile apps or web access, allowing users to access documents and information remotely. This can be particularly useful for professionals who need to work on documents while on the go.
#8. Collaboration
Worldox can facilitate collaboration among team members by providing features for document sharing, commenting, and version tracking. This promotes teamwork and efficient document collaboration.
#9. Compliance and Audit Trail
Worldox can help organizations meet regulatory compliance requirements by maintaining a detailed audit trail of document activity, including who accessed, modified, or deleted documents.
Worldox Support
Based on the available information on the Worldox website, customers who have a current maintenance contract are entitled to receive Direct Worldox support at no extra charge.
To contact them, please place a call at (201) 444-3290 during the weekdays, specifically between 9:00 a.m. and 7:00 p.m. in the Eastern U.S. time zone. Pre-arranged after-hours support is available and a technician can be made available within a three-hour time frame; however, charges will be incurred.
Support for Worldox can also be obtained via email by reaching out to [email protected].
However, it is advised that users seeking support make an effort to contact the support team from the computer experiencing the issue. Finally, the team also requests that users ensure they have their Worldox license number readily available.
Worldox Pricing
Worldox does not publicly disclose pricing details for either the implementation services or the software itself. To obtain pricing information for your firm, it is necessary to interact with the Worldox sales team or collaborate with a nearby Worldox reseller. Again, the price of Worldox depends on several variables, such as the number of users, on-premise or cloud service, storage capacity, and so on.
Worldox Competitors
Although Worldox is one of the most widely used Document Management Systems (DMS), it certainly isn’t the only one available. There are several alternatives and the following are a few of them:
#1. NetDocuments
First on our list of Worldox alternatives and competitors is NetDocuments. NetDocuments, as of the time of this write-up, had already acquired Worldox. This is a cloud-based document and email management solution. This very DMS is known for its focus on secure document storage and collaboration, making it popular among law firms and legal professionals. Its features include version control, metadata tagging, and integration with Microsoft Office applications.
#2. FileNet (IBM)
FileNet, now part of IBM, provides enterprise-level document management and workflow automation solutions. It’s suitable for large organizations, including legal departments, and focuses on content management, compliance, and automation.
#3. Doxly
Doxly is a legal transaction management platform that streamlines the deal-closing process, including document management, electronic signatures, and task tracking. Generally, it’s designed to improve collaboration among legal teams and clients during transactions.
#4. DocuWare
DocuWare offers document management and workflow automation solutions for various industries, including legal firms. Its primary features include document capture, indexing, and retrieval, which makes it easier to manage large volumes of documents. Among other things, it ensures customizable workflows to streamline document processes.
#5. Clio
Clio is practice management software designed for law firms. It includes document management features like document storage, organization, and versioning. Aside from the above, it also includes time tracking, billing, and client management features, as well as document management.
Everyone is conversant with Microsoft Word Office documents but what about SharePoint? Microsoft SharePoint is a versatile platform that includes document management capabilities. Although it’s not specifically for the legal profession, it can be customized for legal firms’ needs, such as document storage, collaboration, and workflow automation. Its integration with Microsoft 365 tools is another advantage.
#7. iManage
Another great DMS that competes with Worldox is iManage. iManage provides document and email management solutions specifically designed for law firms and professional service organizations. Its primary focus is on security and compliance, however, like Worldox, it possesses strong encryption, access controls, and auditing. It also offers advanced search capabilities and integration with productivity tools.
#8. M-Files
M-Files is another alternative or rather, competitor, to Worldox. It offers document management solutions with a metadata-driven approach. M-Files allows organizations, including legal firms, to tag and classify documents for easy organization and retrieval. One of the unique things about it is that it emphasizes compliance and information governance.
#9. EfileCabinet
EfileCabinet offers document management and workflow automation solutions for businesses. It features document storage, document capture, and workflow customization. EfileCabinet is suitable for various industries, including legal, to digitize and manage
Worldox Reviews
For a company that has been around since 1988, many professional bodies have come to rely on it for the effective organization of their files. According to the review on softwareadvice.com, tons of users rate this DMS based on its ease of use, customer support, functionality, and overall rating. A good number of users gave it a rating of 4.5 to 5 stars and below is some of what they have to say about it.
Laura W., a research fellow, says it transformed her documents into digital ones. In her own words on g2.com, Worldox facilitates the conversion of handwritten documents into digital formats. The application enables users to seamlessly transfer their documents to any compatible device. The tool facilitates the review of documents through the use of user-friendly graphics and text. This feature facilitates the display of a document preview in full letter size, eliminating the need for scrolling while reading. The device offers a 13″ letter size for an optimal reading experience while also providing a 10″ notebook size for enhanced portability. Another satisfied user claims that it’s amazing how it simply saves files in one database while allowing users to organize them in different cabinets.
Kylie L, a Legal secretary, also commended Worldox for giving users the freedom of choice to customize their interface to their specified tastes. In her own words on g2.com, “I could change everything about my system and make it my own.”
On softwareadvice.com, another satisfied user claims Worldox possesses significant capabilities, albeit with a level of intricacy. In his own words, “The most appealing aspect of this software is its ability to effectively handle substantial amounts of data within their network infrastructure. Furthermore, it has effectively delivered timely updates that significantly improve the overall user experience.”
NetDocuments vs Worldox
NetDocuments and Worldox are both document management systems (DMS) designed to help law firms and other organizations manage their digital documents and information. However, they have different features, approaches, and strengths. Below is a comparison of NetDocuments and Worldox:
#1. Cloud vs. On-Premises
NetDocuments is a cloud-based DMS, which means that all your documents and data are stored and accessed in the cloud. This allows for easy remote access, automatic updates, and scalability.
On the other hand, Worldox primarily offers an on-premises solution, although they have introduced a cloud-based option called Worldox Cloud. However, their traditional system is still on-premises, which may require more IT infrastructure and maintenance.
#2. Security and Compliance
NetDocuments places a strong emphasis on security and compliance. It provides robust encryption, access controls, audit trails, and data centers with high-level security certifications. It’s often chosen by law firms and organizations with strict compliance requirements.
On the other hand, Worldox offers security features but may require more customization to meet specific compliance needs. In an on-premises setup, security is primarily the responsibility of the organization.
#3. Cost
Pricing for NetDocuments is typically based on a per-user subscription model, which can be cost-effective for small to medium-sized firms but may become expensive for larger organizations.
On the other hand, Worldox’s pricing structure varies based on the specific needs and size of the organization. The on-premises version may require a higher initial investment and ongoing maintenance costs.
#4. Search and Retrieval
NetDocuments has a powerful search engine and offers advanced search capabilities, including AI-driven search and metadata tagging to enhance document retrieval.
On the other hand, Worldox is known for its strong document search and retrieval features, extensive filtering options, and user-friendly interface.
#5. Access and Collaboration
NetDocuments excels in remote access and collaboration. Users can access documents from anywhere with an internet connection, making it suitable for modern, remote work environments. It offers real-time collaboration features, such as co-authoring and commenting on documents.
On the other hand, Worldox has evolved to include cloud-based collaboration features, but its traditional on-premises system may require a VPN or remote desktop solutions for offsite access. It may not be as seamless for remote collaboration as NetDocuments.
#6. Integration and Customization
NetDocuments provides various integrations with popular legal software and business applications. It also offers APIs for custom integrations.
On the other hand, Worldox offers integration with legal practice management software and can be customized to some extent, but it may require more development effort for extensive integrations.
Is Worldox Being Discontinued?
Only time will tell. As of the time of this write-up, Worldox has been bought by NetDocuments and although the company has yet to make any official announcement regarding the discontinuation of Worldox, no one will be surprised if it happens in the future.
How Do I Contact Worldox?
Simply reach out to NetDocuments through any of the following:
- Visit the Worldox Website
- Customer Support
- Social Media and Forums
- Email Inquiry
Who Is the Founder of Worldox?
Mr. Burke is the Chairman and CEO of World Software Corp. He and his beautiful wife, Kristina Szandtner Burke, founded the company in 1988.
What is the Worldox GX4?
Worldox GX4 is a document management software solution provided by World Software Corporation. This software encompasses functionalities such as a comprehensive document and email management solution. It can also efficiently manage, share, and access digital content across various media platforms.
Is Worldox Encrypted?
Yes, Worldox has a strict encryption policy in addition to access control and a robust data policy.
How Do I Install Worldox on My Workstation?
The following is how you can successfully install Worldox on your Workstation policy:
- Check for Compatibility: Ensure that your workstation meets the system requirements specified by Worldox. Check the official Worldox documentation or consult your IT department for specific requirements.
- Obtain the Installation Files: You will need access to the Worldox installation files, which are typically provided by your organization’s IT department or the Worldox software vendor. These files may be distributed via a network share, email, or physical media.
- Run the Installer: Locate the Worldox installation executable file (e.g., Setup.exe) and double-click on it to start the installation process.
- Follow the Installation Wizard: The Worldox installation wizard will guide you through the installation process step by step. Follow the on-screen instructions to configure the installation settings. You may be prompted to make choices such as the installation directory, components to install, and user preferences.
- Enter License Information: During the installation process, you will likely be prompted to enter a license key or activation code provided by your organization or the software vendor. This key is necessary to activate and use Worldox.
- Configure User Settings: Depending on your organization’s setup, you may need to configure specific user settings, such as network folder locations, document profiles, and access permissions. These settings are typically managed by your organization’s IT administrators.
- Complete the Installation: Once you’ve configured the necessary settings, proceed with the installation. The installer will copy the required files to your workstation and set up Worldox.
- Launch Worldox, Login, and Access Documents: When you launch Worldox, you’ll need to log in using the credentials (username and password) provided by your organization. Once logged in, you can access and manage your documents through the Worldox interface.
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