Forcing users to use Document Managment in an Open Ended System

Worldox is a wonderful "Close Ended" Document Management System or "DMS".  That means that when you click on open or close in word processing, email, and various other programs, Worldox takes over and saves the document into its system.  Other programs like PCLAW and Time Matters are Opened Ended systems that allow the user to choose if they want to save their document into the program or just do a normal save.  I am of the opinion that a good DMS is Close Ended and does not give the user the option of bypassing the program.  You should give your users no other option but saving into the DMS.  Firmswith PCLAW and Time Matters do not have to purchase another program to get their DMS to behave like a closed ended system.  There are two steps to this process.

1. Hide the document folder on the network and make it hidden from all users.  This way they cannot browse for documents or save them to this folder.  They will only be able to see and save them through PCLAW or Time Matters.  You must have all your documents in the DMS to remove the File Open.
2. Remove the Save and Save As from the wordprocessor.  That way the user can only use the TM Save or PCLAW save.  In Word, go to Word --> View --> Toolbars -->Customize --> Commands and then remove Save and Save As.  Then go to the Toolbar and right click on the Save Button and then delete it.
   
3. Replace the Control S (Save) with the Time Matters or PCLAW Save.  View --> Toolbars-->Customize-->  Scroll down to Macros and reassign Control S to SaveasTM Document or the PCLAW equivalent.
4. Repeat these steps in Excel and all other programs that you want all your users only using the DMS. 

In a couple of minutes, you have turned your Open Ended DMS into a Closed Ended DMS without spending thousands of dollars.