Law Office Technology

Worldox GX2 Release Dates

Worldox GX2 will be shipping for new customers installations on September 1, 2009 and available for existing customer upgrades November 1st, 2009

Worldox GX2 brings major enhancements to this new version such as:

“Worldox inside Outlook” Provides ONE seamless interface to manage all your emails and documents. ·

“Workspaces” – Meta-folders, Subscription based repository containing documents from any folder or (WORLDOX) Projects, personalized by user-a/k/a “My Workspaces”; the ultimate collaboration repository. Also includes new features -

“Drag & Drop” of documents to Workspaces, and “Views” – Special search template for use with Workspaces to provide filtered file lists. · Customizable file locations for Archive, Record or Salvage repositories

Worldox Document Retention Module allows alternate locations for Archive, Records or Salvage repositories. ·

“Ethical Wall” enhancements -Enables ethical wall settings down to the folder level. -New three pane, cascading interface -enables customers to apply security settings faster, easier and more confidentially. ·

“Cloud” visual filtering of file lists. · Multiple and re-sizeable document pre-viewing panes.     

PCLaw and Worldox Users, Save $25 on the new ScanSnap S1500

 

Law Office Technology Review of the ScanSnap S1500

 

PCLaw Users

Worldox Users

Amicus 2008PE and Worldox Link

I was asked today what the link between Amicus Attorney 2008 PE and Worldox GX is like.  First off, it is much better then the Amicus V series / Worldox link.  Their is some setup at the admin level.  Once that it done your users will click on the Documents Tab on the Amicus Brad

When they do, Amicus will query Worldox to do a search based on the client and matter id of that file and bring up the results in Worldox.

 

 

 

 

 

 

If you create a new client / matter in Amicus, the message below will show up and ask you if you would like to create the client and matter id in Worldox.  It is pretty easy to use.

 

Worldox and Vista

 

If you install Worldox on Vista, you will notice that your staff will have to type in their usernames when Worldox starts, even if you have setup the aliases.  This is pretty easy to fix.  Fire up worldox admin and go to Users --> User Options --> Startup.  Change the Logon Name from USER to USERNAME  This will solve the problem.

 

Worldox GX Service Release 1

Worldox will be putting out a Service Release soon with some added features.  Look for a notification from Worldox in the immediate future.  Anyone with Worldox Maintenance will get the release free and since Worldox has the best tech support I have ever dealt with, you should definitely have it.

Worldox GX Demo

I have added a demo of Worldox GX on the website.  I know it will need to be refined, but it is a start.  I am going to do a PCLaw Demo next.  View it here.

Versioning in Worldox

I have created a new WhitePaper about versioning in Worldox.  One of the complaints about versioning is that the most current version of a document does not list what version it is.  This can be problematic if you sent someone the most current version of a document at that time and you get it back three weeks later.  There is no way to tell what version it was.  Worldox Guru Greg Bray from Intouch Legal sent me an *.ini edit that will label the version  of the most current document, fixing this problem.  Contact him or us if you might need this.  I don't really feel that comfortable giving *.ini edits to the general public.

Worldox I have not forgotten you!!!

Worldox has just announced a whole bunch of new features.  Check out their website for release dates.  I hope they have something for the Palm and Windows Mobile.

1. wdBlackBerry
   Delivers enterprise documents managed with WORLDOX to attorneys and other mobile professionals using BlackBerry handheld devices.
2. wdSQL
   Essential for WORLDOX sites using SQL-based products. Allows you to copy your WORLDOX Profile Database to the Microsoft SQL Server Database. Also, provides access to WORLDOX Profile data from other SQL-based and ODBC-compliant applications.
3. wdSharePoint
   Microsoft SharePoint portal users can Check Out documents from WORLDOX to SharePoint. When finished working on the documents in SharePoint, they can check the documents back in to WORLDOX.
4. wdElite
   When new Client/Matters and Assignments are created in Elite’s accounting software they are automatically copied over to WORLDOX. Transparent to users, this Connector creates a Quick Profile template and then adds a corresponding folder in their Outlook folder tree. This Connector is also referred to as “My Matters”.
5. wdEas
   Integrates WORLDOX with Zantaz’s “EAS to Exchange” e-mail archiving product. Copy or move e-mails and attachments from the EAS Server to the WORLDOX document store.

Disabling Worldox GX email profile on Send To in Outlook

Just added a new white paper on the website. 

Disabling the Worldox Profiling when sending email in Outlook

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.