Keeping it consistent with the last three posts, we are looking for ways to meet new market demands within three common components of a law firm: administration, communication and services. Let’s take a look at the services we’re selling. How do they look and feel? What’s the customer see when they look at your ad? More importantly, if you’re selling a Ford for what the Lincoln costs – how will that structure hold up in the future?

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Clik here to view.Did you know it takes six months to build a Rolls Royce and about 13 hours to build a Toyota? Where does quality intersect quantity and how does it affect your bottom line? You’ve heard it before but I’ll say it again – ask your friends who makes the very best hamburger in the world. Next, ask them who sells the most hamburgers in the world (it’s McDonald’s). Now don’t get me wrong, I’m not telling you to put out a bad product. I’m asking you – where you think quantity, quality and margins intersect with total profitability? In an increasingly globalized industry how do you change your legal services in a way that keeps you competitive?

Well there are two things that are going to affect how much money you make this year: the service model by which you facilitate your product (whether you choose to be Rolls Royce or Toyota) and the product itself (its retail price less all manufacturing costs – your margin). This week we’ll look at the end product.

Let’s say one of those products is a Last Will and Testament. You meet with the client who was twenty minutes late (non-billable), make small talk for ten minutes, you have the client fill out the form which takes ten minutes, you then go to your MS Word document and begin editing the document by hand for another ten minutes. Save, Print Preview, proof read and Print – another five minutes. Now you take your client’s credit card and process the payment – another five minutes. Done.

This process just took you an hour – 40 minutes of which you billed – and at my attorney’s billable rate of $155/hour – the total cost of the Last Will and Testament is $104. Now hopefully you do a lot of those and hopefully that $104 has enough margin to help offset the costs of your client being late as well as all of the other costs associated with running a business. More importantly, hopefully your client thinks that ten minutes of small talk is worth $25 because they could have got the same thing for $79 on LegalZoom. Maybe it’s time we looked for ways to compete better. How can we mass produce these things better, while offering a lower price, all the while maintaining personalized service (your only competitive advantage over LegalZoom)? One of those answers is found in the assembly line. Look at this example:

From 1923 to 1929 Henry Ford doubled his production of the Model T while reducing its retail price by 40%. He did this by, among other things, streamlining the assembly line process. Why not streamline your assembly line?

How about an online portal where your clients enter their information and pay for the will? You can then have them elect to come in person to pick it up or you can email via PDF. That way they have the option of personalized service (time to say “hi” to you when they come to pick it up) while saving you ten minutes for client information entry, eight minutes for document editing and ten minutes for proof reading and receiving payment – a total savings of 28 billable minutes (not to mention the twenty minutes you saved because they didn’t show up late this time). Guess what? You just increased your margin by $72 for less than an hour’s work. Now you can lower that price of yours to compete with LegalZoom and start gaining market share instead of giving it up.

Why not be the first person your market thinks of when they want a high quality and low-cost Last Will and Testament? Just because none of your competitors have done it doesn’t mean it’s not possible – by that logic we might not have the combustion engine.

You can start today – or just keep reading Legal Loudspeaker.

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Clik here to view.One of the great things about Worldox® compared to other document management systems is that it has email integration built-in. So not only can you easily save and search emails, you can also email a document directly from Worldox. In order to make sure your signature is consistent no matter how you send an email, you’ll need to set it up in Worldox. Here’s how:

Step 1: Open your Outlook and copy your signature.

Step 2: Click on the Email tab in Worldox:

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Step 3: Select the “Edit” dropdown, and choose “Signature”:

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Step 4: Outlook will open.  Paste your signature block in, then hit “ESC.”

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Step 5: Test the signature by going to a Client’s File (or Favorite File, or any list of documents).  Highlight a document and click on the “Email” button on the top toolbar (or you can right-click on a document and select email). The email should come up, with the document attached, with your signature:

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Voila!!

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Worldox, a leading Document Management system, provides many ways to characterize and quickly access documents. The “Projects” feature allows you to group multiple documents from various locations, and put them in a single place, all without needing to change the locations of those documents. You can then easily share this group of documents with other team members. Take a look at how you can create your own Projects in Worldox.

You can do even more with Projects to make it easier to find and share documents firm-wide. For more information about Worldox and other legal-specific applications visit www.accellis.com.

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When linked with a ScanSnap scanner, Worldox, a leading Document Management system for law firms, allows you to scan documents of any kind directly into Worldox with the press of a single button. This eliminates your need to scan to your desktop, open the document, and do a Worldox Save. This can save you a lot of time.

Here’s a quick, 4-minute video on how to integrate your ScanSnap scanner with Worldox:

Once set-up, saving a scanned document is easy:

1. Load your paper into the ScanSnap
2. Press the scan button
3. The document is then scanned and OCR’d automatically
4. Select a profile in Worldox; fill out profile fields and name the document
5. Save the document

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When you send a file by email and then get it back by email, there are just four clicks of the mouse needed to get you on your way; this easy trick saves loads of time compared the alternative of opening up the document and having to re-profile it. 

When you open a new email in Outlook and attach a full file (not a Worldox file list), the file is attached with its document ID number, such as the sample document attached in my email below:

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Clik here to view.Now, let’s say that the person you sent that document to, took the document on the road and made a bunch of changes to it on the their laptop or smartphone. They then send the document back to you by email. Instead of opening the document, clicking Save As, then profiling it, then spell-checking it, simply right-click the attachment (click #1) and select Save As (click #2):

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This will automatically launch the following screen from Worldox:

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Select “Save as Version 2” (click #3) and hit “OK” (click #4) and you’re done with it. Thirty seconds turned into three seconds – literally.

There are other advantages as well; if you open each document and save it as a new file, not only are you wasting time but the new document is assigned a separate document ID number and ultimately a new storage place. Why bother with the hassle? By saving as a new version you keep both copies, with the newest upfront and the oldest behind, which means all of your users will be using the most current copy of that document.

This tip is particularly useful for law firms that use multiple authors for a / any particular document. For instance, say you’re an attorney who’s created a rough draft of an operating agreement for your client’s new LLC; your client will be here any moment but your secretary is working from home today. You’d still like her to proofread it – immediately – so you simply send her a full copy of the document, she opens the document locally on her laptop, edits it locally with her Microsoft Word, and then sends the final version back to you. Right-click, Save as Version 2, print, and welcome your client like the final document has been waiting for them for weeks!

This is, in my opinion, preferred to using the Check-In / Check-Out feature (at least in this instance), which takes the document, detaches it from the database, and allows you to make changes directly to it. When it comes time to check it back in, you only have one file, and one document ID number. By using the methodology above (right-click save as), you keep both the original and the new documents, both under the same file number, in the same place, just as different versions (i.e., 000123-1 and 000123-2).

PLEASE NOTE:

1. If the person who edits the document changes the document name, thus eliminating the document ID number, this feature will not work, and
2. This method also works for brand new documents entering Worldox for the first time; instead of prompting the Save, Saves As New Version, Save As New File, or Edit Profile screen, it will launch your Profile Groups and ask you to profile the document through normal protocols.

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Like a Tarantino film, I’ll start at the end and then jump to the beginning. If you’re considering purchasing a Document Management System (DMS), NetDocuments and Worldox are both amazing products. In order to select the right product, one has to understand how the firm operates. Since not all firms are created equal, the way to choose the best DMS is being aware of all the firm’s needs. Then select the product that meets those needs. Now back to the beginning…

Server-Based vs. Cloud-Based DMS

Worldox and NetDocuments have two very different platforms in which they operate. One is server-based and the other is cloud-based.

A server-based DMS (such as Worldox) electronically stores documents in a physical database which is attached to a server on the network. This is usually located inside the firm’s building. This allows all users to access their documents through the server, often through a company network or portal.

In contrast, a cloud-based DMS (such as NetDocuments) stores all files in an off-site location. In this case, there is a physical building somewhere else, that electronically stores the firm’s files. This allows users to access documents from anywhere through the internet.

Worldox vs. NetDocuments

Now let’s take a look at how NetDocuments and Worldox stack up against each other.

	Image may be NSFW. Clik here to view.	Image may be NSFW. Clik here to view.	Who has the advantage?
Interface	The NetDocuments interface looks very professional and is easy to navigate. The buttons and options are clearly labeled. The interface allows users to customize their workspace, alter how documents are viewed, and adjust screen parameters; which allows for more or less of a particular part of that screen to be viewed. Image may be NSFW. Clik here to view. (click to enlarge)	Although the layout does not look as clean, nearly everything is adjustable to maximize screen real-estate. Also, sort options can be adjusted or moved around added or deleted. Image may be NSFW. Clik here to view. (click to enlarge)	Draw – when it comes to appearance, NetDocuments looks cleaner while Worldox offers more customization.
Recent Documents	A “Recent Docs” link makes it easy for users to view the last forty documents they created, opened, or edited. Image may be NSFW. Clik here to view. (click to enlarge)	Worldox allows users to view recent documents that have been opened, edited, or created. Also, users can have favorite matters and projects. Image may be NSFW. Clik here to view. (click to enlarge)	Draw – both products easily sort and provide many options for accessing recent documents.
Searching	Offers full text searching and search profiles. You can search by keyword, creation date, e-mail address, document type, and additional filters. You can also search through folders. (more info) Image may be NSFW. Clik here to view. (click to enlarge)	Offers full text searching and search profiles. Search by keyword, file type, profiles, recent documents, and date. Also offers direct access and multiple search tables. (more info)  Image may be NSFW. Clik here to view. (click to enlarge)	Draw – both allow multiple search options and have the ability to save searches, look up recent searches and e-mail those filters.
Integration	Integration with Microsoft Office, Outlook EMS folders and profiler, Time Matters, Clio, Workshare, DocSolid (for scanning/barcode), WordPerfect, and OBDC database driven practice management systems,	Integrates directly with Microsoft Office, Outlook, and scanning hardware / software (e.g. Adobe, Fujitsu ScanSnap). Also integrates with Amicus Attorney and Time Matters.	Draw – both systems integrate with a number of different programs.
Converting to DMS	Either the vendor or an outside consultant will perform the conversion. A folder import utility and mass import tool is used to tag and move documents into the system. Depending on the size of the firm and number of documents, this could take days or months.	Allows all documents to be migrated to the system individually or in batches (as long as each batch is saved under the same profile group). Again, this is typically done by the vendor or an outside consultant. Depending on the number of documents, this could take days or months.	Draw – both products offer similar abilities and options to convert documents.
Document Saving	Compatible with MS Office, and Adobe Acrobat. Can save any documents and make those documents searchable with comments and profiling. Users can also save audio, picture and video files.	Allows users to save MS Office files, Adobe Acrobat and Corel Office files (in 32bit versions). Worldox allows you to save anything into it, including audio, picture, video, and even executable (exe) files. Then using comments sections you can make that document searchable.	Worldox – since it’s compatible with an additional office program.
Operating System Compatibility	Compatible with Safari, Internet Explorer, Firefox, and Chrome. It also works on both Windows and MC Computers. Best with Internet Explorer for Active-X compatibilities.	Compatible with Windows Operating System.	NetDocuments – since it is compatible with both major Operating Systems.
Product Updates	Since this is a cloud-based program, all updates are performed automatically.	For Worldox, updates must be installed manually.	NetDocuments – because updates are installed automatically.
Profiling	NetDocuments offers users a few ways to organize their folders in the cloud. In this case, specific to “Profiling,” NetDocuments offers tagging. Other options include drag and drop and you can force users to save everything in NetDocuments or provide them with options to save locally. All of these options are customizable. You also have the ability to drag and drop a document and NetDocuments will automatically profile it for you.	Allows customization of predetermined fields to profile the documents making them easy to find. They can also be profiled by group as well (accounting vs. attorney). Since Worldox integrates with Outlook, you can save e-mails within the structure as well. Worldox provides “quick profiling” where it remembers how you profiled recent e-mails, and through this feature you can set up Outlook folders so they can be dragged and dropped into that folder right from Outlook.	Draw – on one hand, Worldox forces users to save files within its file structure. Also, documents may not be dragged and dropped anywhere at any time. However, NetDocuments offers more options to setup this structure and offers many similar features.
Security	Access to files, folders, or cabinets can be controlled. Meets compliance requirements related to HIPAA, SEC, FINRA and other industry-specific standards.	Allows varied levels of access based on document, user, or group. Supports Active Directory securing model. Additional security can be applied when e-mail documents by applying a password to access those documents outside the company.	NetDocuments – because you get the added security of cloud storage and document redundancy automatically.
Support	Offers online support though website including videos and forms. They offer the ability to submit a request online and check on the statues of that request. Although they offer phone support, they prefer that you go to support.netdocuments.com. They can be reached M-F 8am-5pm your time zone @ 801-226-6882 or 866-NETDOCS (638-3627).	Offers online support options through their website including videos, forms and a knowledge base. They can be reached by phone or e-mail and they maintain regular support times (9am to 7pm EST M-F). They also allow you to check on the status of your ticket. 201-444-3290.	Draw – both offer similar support.
Document Preview Options	NetDocuments offers a “View in Browser option.” This allows you to view the document without opening it and view highlight search results in text.	Worldox offers a document preview tool that allows you to view the document without opening it. Users can also copy text or fields, search for text or words, and tools to scroll though hits that were returned by text search in preview mode.	Draw – both programs have similar preview options.
Print to Adobe & Save E-mail	Users can override an existing document or save it as a different version. Users can also e-mail documents as a link or an attachment. Shows document summary that provides many different options to change or view details about that document. Documents need to be converted to PDF first then e-mailed.	Users can override an existing document or save up to 256 different versions of the same document. User can also save a document as a new file or change the profile if needed. E-mail (send copy for external use, send link for internal, or send file zipped so the user needs a password to view documents). Allows you to turn a Word document into a PDF and e-mail in one step.	Worldox – since NetDocuments does not currently have the ability to send as a PDF without an extra step. According to their website, they “are looking for an alternative to provide that capability in a future update as soon as we can.” (more info)
Hardware Requirements	The beauty of NetDocuments is that it only requires web access and a browser. (more info)	Worldox can run on a shared network PC or a server, however, it requires a non-workstation PC for the indexer, as well as periodic updates to keep it running smoothly. (more info)	NetDocuments has fewer tech requirements overall.
Project Capabilities	NetDocuments has “workspaces” which allow the user to look at all of the documents on a particular matter. These can be shared and viewed with co-workers. All users can make changes to these workspaces and the changes will affect how everyone else views this workspace. Workspaces have customizable names, descriptions, logos and layouts. Users can have multiple folders or workspaces available at one time on the home page.	Worldox has a “favorite matters” option which allows users to track matters rather than just the documents within them. Workspaces are setup by each user so they can personalize matters they are working on, folders and these can be shared with other co-workers. Worldox can run on a shared network PC or a server, however, it requires a non-workstation PC for the indexer. (more info)	Draw – while both systems provide different customization options, overall they are similar.
Workflow Tools	Net Documents does not have anything labeled as a workflow tool. They do allow users to share workspaces which allows for real-time collaboration and assign or approval features.	Workflow feature allows users to generate a process that assigns other users certain actions for that document or set of documents. Deadlines can be included within this feature.  Example: editing before sending.	Worldox – since they offer workflow tools. If there was a greater need for workflow tools then practice management software should be considered.
Client Portal	NetDocuments has a few options. You can send a secure link to users to view documents. Share space allows you to share a handful of documents with people outside of the organization. The third option allows you to create a folder in a work space for external users.	While Worldox does not have these options you can share and encrypt documents via e-mail.	Net Documents – since this feature is not offered in Worldox.
Document Stamping	NetDocuments offers Personal Digital Certificate, which provides legal protection. Documents also get a signature which is basically a date/time stamp and locks document text.	Worldox stamps every document with a Worldox ID, which is customizable.	NetDocuments since they offer digital certificates
Price	Basic: $20/user/Mo (10GB base storage plus 1GB per user). Professional: $30/user/Mo (10GB base storage plus 1GB per user). Professional+: $38/user/Mo (10GB base storage plus 2GB per user). If needed additional storage is $3/GB/month (more info)	GX3: $425.00 / user. Maintenance: $84/user/yr. (more info) This does not include mobility tools, discussed below.	Draw – this can depend on application and needs.
Mobility	Full access to all documents from any web browser or free NetDocuments App for your smartphone and tablets. Digital signatures make finalizing documents easier from anywhere.	Offers 4 add-ons that give you access to your documents from any Internet connected device: Hosted (SAAS) Worldox/Web Mobile: $25/user/Mo Traditional Worldox/Web Mobile: $995/server; $49/user + Maintenance costs. GX3 has Enterprise which is great for multiple offices and remote environments. Worldox also offers a cloud option, giving you the ability to choose cloud or servers based within one product. (more info)	NetDocuments – it is more easily compatible with mobile devices out of the box. However, keep in mind that Worldox offers multiple options for mobility (although some come at an additional cost).
Annual Cost for a 5-Person Firm over 5 Years	Basic: $6,000 (10gb Database plus 1GB per user so 15GB) Professional: $9,000(10gb Database plus 1Gb per user so 15GB) Professional+: $11,400(10gb Database plus 2Gb per user so 20GB)	GX3: $4225* *Price does not include Web Mobile (mentioned above), required hardware (mentioned above), or the cost to apply maintenance and updates on said hardware.	Draw – Based on the stand-alone products, Worldox has the advantage. However, additional mobility features and/or hardware requirements can change this.  NetDocuments requires less hardware and does not need to be maintained or upgraded by the firm.

Additional considerations

Don’t get overwhelmed. NetDocuments and Worldox are both powerful tools to manage your documents and they may save your firm a substantial amount of time and money. Or since time is money they will save you money and money (money²?). So where should one begin when selecting a program?

Start with a few basic questions:

1. How are we wasting time finding files and information today?
2. Can the firm streamline our DMS capabilities?
3. What are the future plans for growth?  Is the situation only going to get worse?
4. Is mobility a key feature or can we better leverage a local DMS?
5. Are there certain features that will largely determine whether a new DMS can be successful (i.e. client portal or quick profiles)?
6. How much will this cost vs. what is currently being spent?
7. Can we commit to the training and education we’ll need to ensure success?

Remember that with a basic edition you may not get all of the features you need. It is important to know your needs. This is where a consultant or a third party that can provide valuable recommendations to ensure that you’re selecting the right DMS.

Finally, on a personal note, I always look at technical support as a critical decision. When something goes awry – how will I be helped or treated? In the long run, just make sure you have considered the firm’s needs to make sure the effort goes as smoothly as possible.

To learn more about NetDocuments or Worldox, or to schedule a complimentary demonstration by an independent consultant at Accellis Technology Group, click here.

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Clik here to view.John Roth heads the Document Management division of the Accellis Technology Group. He helps improve efficiencies for law firms by providing installation, customization and technical support for Worldox and NetDocuments. John also supports ActionStep, an legal-based Practice Management program.

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Clik here to view.Symphony Suite is an OCR and scanning solution add-on for Worldox, or it was. Now, Symphony OCR (scanning to come in the future) is available for any firm with or without Worldox or any other document management solution.

What’s Symphony OCR?

Symphony OCR offers several benefits; one major benefit is it vastly improves scan speed by saving users the hassle of having to wait for each file to be OCRed by the scanner before they can scan their next file. Instead of OCRing upon the scan, OCRing happens silently in the background after the document has been put in its final resting place. This frees up valuable time for end-users who waste less time waiting on the OCR process.

Another advantage of Symphony OCR is regardless of the document source (e-fax, external drives, USB flash drive or scan) saved into the repository, Symphony OCR will make ALL of your documents text-searchable. This is possible since Symphony OCR works silently in the background and constantly monitors for new documents which need to be OCRed.

Why Should We OCR?

OCR stands for “optical character recognition”, meaning that once a document is OCRed, it is fully text-searchable, making it significantly easier and faster to find. This ensures a better search with better results, prevents you from having to recreate the wheel (don’t have to recreate the same things over and over), and improves document retrieval, storage, and sharing efficiency. Even image-based PDFs, normally not text-searchable, are OCRed by Symphony.

Windows Folder Tree Support

In an exciting move, the Symphony OCR solution now works on its own in the Windows Folder Tree (WFT) environment, without the need for other software like document management software (DMS) (i.e., Worldox). Simply install Symphony OCR on your server or PC (wherever the files reside), point Symphony to that folder structure, and let it go. It will automatically analyze and OCR all documents in your repository, plus it will recognize all new documents as they added in the future, ensuring all documents are OCRed, all the time.

With WFT support for Symphony OCR, small firms everywhere can get started today for, comparatively speaking, almost no cost (just $7.50/user/month without the need for DMS), super-easy setup (takes minutes), and even-easier day to day management (once you know the basics, even low-proficiency IT users can handle it). Once installed, the firm has complete peace of mind knowing all files are OCRed, translating into confidence in the firm’s document search, retrieve, production, distribution, and collaboration imperatives.

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Clik here to view.Michael O’Neill is the Client Development Manager at Accellis Technology Group. He is highly experienced in Worldox®, Time Matters®, Amicus Attorney® and the N-able® IT network management platform. Michael has a Bachelor’s degree in Political Science and will be pursuing his Master of Applied Politics.

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In order to build any structure, there are three key components: A good foundation, proper tools, and killed professionals. This is true when creating a towering sky scraper, humble home, or document structure that holds all of your firm’s intellectual property.

Building a Foundation

There are 4 important things to know about a good Document Management System (DMS):

1. First it will create the organizational structure. The will save users the time of creating folders, and building the trees needed for documents. But more importantly it will eliminate the inconsistency between different users, and other human errors like duplicates and typos.
2. Second, a true DMS will prevent users from breaking out of the structure provided by the DMS. Simply put, when a user saves a document the DMS will override the typical Windows save screen with its own type of save. So essentially, users are forced to save in the structure with no way to bypass the DMS. This forced save also guides users to a shared location that is backed up.
3. Third it will provide a variety of ways for users to search for documents. A few of the common search options are, title, modified date, user, text in file, and profile type.
4. Finally, a true DMS will have security options that will allow a user or groups to have restricted access to documents, features, folders, and settings.

Don’t confuse a document management system with a “Sync and Share” system (like DropBox). Sync and Share programs do not have the above features. They typically sync your different devices so files can be shared to other devices. They will not have the organization structure, security, search, and additional features listed, that are found in a DMS.

Swayed by price, firms often confuse the two products and end up with Sync and Share software rather than a true DMS. While both products are excellent, it’s important to have the correct foundation for the job. A real DMS will provide that foundation.

Proper Tools

DMS products will provide the users with many powerful tools to create a good file structure, but if you don’t have the right tools, nothing can be built. Proper customization will give your team the tools they need to successfully adopt a DMS. Remember, all DMS products require customization. Improper setup can have immediate effects, like difficult user acceptance, errors, and increased complexity, all of which affect productivity and the development of your document structure. In order to get proper customization, remember these points.

• Lack of customization – By not enabling all of the settings your site needs, users may not have the tools available to them that are provided by the DMS to increase and simplify productivity.
• Over customization – Some firms over-do customization options which have the same effect on productivity as a lack of customization.
• Implementation – Sometimes firms decide they know what is best, and then reshape the DMS to match their current document configuration. Remember that what you are buying is for a purpose. It was created to be the best for that purpose by professionals who have put countless hours in to R&D to make the best product.

When customizing a DMS remember – less is more. You want to get by with the fewest features necessary for your site. As with buildings, it’s typically easier to make an addition than it is to remove something. This is because removal usually requires moving documents around and tearing down part or all off the structure to make the adjustment.

Skilled Professionals

In order to make good use of the DMS foundation and its tools your staff must be trained. They need to be aware of the changes the DMS will make to their current workflow. People tend to resist change, so even if they are easy, your team will perceive them as more difficult simply because they are new. Then if they are unaware of the tools that will create the structure or increase productivity they will not be used. They are building you document structure and some of that structure will reflect their feelings toward it. If it’s difficult and frustrating, moral and confidence in the program will be low and they will search for ways to avoid using it. However if they are excited, or at least confident in their ability to use it then they will create a useful structure. Don’t forget about future employees also, someone hired two years from now will still need good training in order to continue to build and maintain your document structure.

By selecting the correct foundation, using the proper tools and materials, your skilled and trained team will be able to create a simple and efficient document structure.

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Clik here to view.John Roth heads the Document Management division of the Accellis Technology Group. He helps improve efficiencies for law firms by providing installation, customization and technical support for Worldox and NetDocuments. John also supports ActionStep, an legal-based Practice Management program.

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As a Software Consultant in the legal industry, I work with a lot of people who use Worldox daily. For the most part they are happy with the program. However, I’ often encounter users who “wished” it could do more. When I listen to their “wish list,” I always find myself saying, “It does that already,” follow by an impromptu training session. During initial training, it can be difficult for users to learn everything Worldox can do in a few hours. So I’ve compiled a list of common Worldox “wish list” features below.

Save notes about a document using “Comments”

Starting with some of the more basic features, the Comments section is the first one that comes to mind. I often see users leaving sticky notes on their desk or emailing someone regarding the progress on a document. These situations can be streamlined by using the comments section.

When saving a document, Worldox provides users a section to enter notes about the document. This could be used to communicate actions taken or required on that document, as well as descriptions for pictures or audio/video files. These comments are text searchable, which allow for non-text files to be found more easily.

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Save & find documents faster with “Quick Profiles”

Users who save hundreds of documents to the same profile group rarely have any Quick Profiles setup. This means every time they save a file, they need to select the same drop downs. Quick Profiles allow you to profile a document much more quickly.

1. When saving a document, navigate to the Quick Profile menu > Add/Edit Quick Profiles.
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2. Then “My Profiles,” select “New” and fill out the fields (just like a normal save).
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3. Voila! Next time you save you can select the Quick Profile on the right-hand side of the profile card and be done in one click.
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4. This same “quick” option works for searching. Open your general search tab and fill out all the necessary search fields. Then select “Options” and choose “Save Template”. Then name it and save it.
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5. You can now run a search in one click by selecting that template from the search menu drop-down.
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Bookmarks

Search results or matter folders that you access often can also be saved as a Bookmark in Worldox. This is an easy ‘one-click’ way to pull up a matter or client.

1. To create a bookmark, navigate to the list or matter you want to bookmark. Under the Bookmarks field, select “Create.”
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2. Choose “Folder,” then name the list. Make sure to check the “Pin to button bar.” Then click “Save.”
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3. Now you can pull up the matter with a single click. The bookmarks, quick saves, and quick profiles can all be pinned to the button bar, edited or deleted. So when you are finished working on a matter you can change it or delete it.
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Tabs & Filters

Tabs and filters are also widely underutilized by users in Worldox. Let us start with tabs. If you look right below the buttons bar there is a tab that is titled “new list”. This works just like the tabs in your internet browser. Simply click on it and you can generate a new list without affecting the previous one. Tabs allow you to have multiple searches open simultaneously.

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Not only are tabs at the top of a list, but they appear at the bottom as well. These tabs have lots of useful features that allow you to narrow a search or view document properties. But the focus here is the “Tags” tab. With this tab selected you can narrow the search with the documents you select.

Each separate information category (starting with the “+” Image may be NSFW.
Clik here to view. symbol) represents a profile attribute. Within each profile category, note how type sizes vary. The bigger the type, the more occurrences of this particular attribute are found on the list (relative to the other attributes in that profile category).

The “+” symbol to the left of each category means those items are represented on the list. Clicking on the “+” changes it to “-”, which indicates you want the selected items to be excluded in your list. This is extremely helpful in filtering large lists.

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Categories

Categories allow you to organize specific files above and beyond the given profile structure. Common categories are ‘Edited’, ‘Proof-read’, ‘Needs signature’, ‘Sent’, and ‘Received’.

Categories can be made public, private or in a folder. Public categories need to be created by an Administrator and are available for everyone. Private categories are just available just for you. Folder level categories are just available to that folder.

Categories can be used as part of the tags filtering process mentioned above. Categories are likely not set up for you, so here’s how to set them up. Once you create a category, you can add files to them as needed.

1. Left-click on the dark grey sections in the column’s header and select “Categories”. This will display a new column on your list.
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1. Under the new Categories column, right-click on the document you want to assign a category to. Then click “Add/Edit Categories.”
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2. After you select Add/Edit categories look for the green plus to add categories.
3. From here you can choose the icon and name the category.
4. Use this menu to create as many categories as you need.
5. Once your finished creating them, add them by right-clicking in the document line under the categories column. “Select Category>Personal>”Name of your category.”

The Salvage Bin

If you (or your administrator) don’t require users to salvage delete, then I’m sure you have had people waste time recreating a document that was accidentally deleted. Back to my story above, I went into the client profile, and instead of using the active section, I used the deleted. Then I ran a search for the Doc ID and was able to retrieve the document. The Salvage Bin can be a life-saver.

“Send-to” Options

Finally, we have the “send-to” option. Perhaps you’ve seen this option when right-clicking on document in Worldox. The Send-to feature allows users to send documents to a specified location. Not all documents are sent through e-mail, sometimes you need to use a CD-ROM or USB flash drive. This feature allows users to send a copy of that document to a local location like your desktop. From here, you can put it on a CD-ROM or flash drive. Just make sure you’re copying the document, otherwise you’ll be moving the actual document out of Worldox.

These cover many of the common “wish list” items I get from clients. With this knowledge, you should be able to search and save with greater efficiency!

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Clik here to view.John Roth heads the Document Management division of the Accellis Technology Group. He helps improve efficiencies for law firms by providing installation, customization and technical support for Worldox and NetDocuments. John also supports ActionStep, a legal-based Practice Management program.

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