Important productivity gains can be had by using Worldox. Find out why?
Many firms still save files in the traditional way, through a network drive letter – let’s call it S: – which stores files according to the way in which people think about their work. For example some firms will store files based on the lawyer, others based on the client. However it is stored, the system has many weaknesses all of which stem from human nature! We are naturally lazy and want to get the job done in the fastest way possible so sometimes, in a pinch, files are not stored where they should be. We will get to it later, but later never comes.
Here are the top 5 challenges with a drive letter based system and how Worldox can overcome them:
Drag and Drop: Someone accidentally drags a folder from one location to another. Because it was done by accident, they sometimes do not even know that they did it. The next time someone looks for that folder, it cannot be found. IT then has to get involved to search for the folder or to restore it from backup.
With Worldox document management, people no longer work in a drive letter, they instead work with a library card, called a profile, that describes where the document is stored. Drag and drop is completely removed from the picture. No more lost files or folders!
Email Saving: Email is a private affair. It is really built around storing messages in one location by user. Yes, things can be done to share emails with others but it is cumbersome to do so.
Worldox allows you to set up folders in Outlook that are a part of the client folder. Just received an email that you want as part of the client record? Just drag and drop it to the folder to profile it into Worldox and by doing so make it available to everyone else working on the matter.
Searching: Have you ever used the Windows Search feature to look for files? Brutal. It takes a long time for the search to be performed and the results are not always stellar even in the latest versions of Windows. There is also a limit on what you can search for. Some of the search parameters are irrelevant to what you are looking for.
With Worldox, you define the profile and thus you define what is important to search for. When you perform a search, be it 100 or 100,000 documents, the search results come back within 2-3 seconds consistently. You can then refine the search to better suit your needs with additional search parameters or filtering on things such as the file type. Worldox delivers powerful searching that even includes searching the text within documents and the text within a document attached to an email!
File Storage: Some people store files by application. Word files here, DivorceMate files there, ACL files over here. It becomes difficult to know and to review all the documents for a client’s matter all in one place.
Worldox stores all documents in a matter centric manner. That means no matter what the application, if it creates files then Worldox stores those files in the same place. When you look at a matter, you see all the files no matter what application produced them or the person that produced them. Worldox delivers file sharing to the power of you!
Version Control: How do you differentiate one version of a file from another? Have you ever worked on the wrong version of a document because someone files the most recent version in the wrong place? How do you preserve and make comments on the current version of a document while making a different set of comments on the new version? These are impossible to accomplish with a drive letter based file system.
Worldox has built in version control. The original document is preserved under the same name. Up to 99 versions of a document can be created. It is possible to add comments to each version and to list all versions of a document together. Using document comparison software you can compare one version of a document to another easily. The most recent version always is opened when you select File Open. Never lose track of documents again.
Worldox provides a number of other benefits but we wanted to keep this article to 5. If you are not yet using document management, please call us for a free demonstration of how Worldox can change the way you work – for the better. Look what some of our clients have said:
“Implementing Worldox was the single best decision we made in 2014—it significantly improved our productivity and made us more collaborative.” —Jan Chaffay, Business Manager, Houser, Henry & Syron LLP
“Triella listened to what we wanted a document management system to do for our firm and came up with a plan to ensure our requirements were met. I like the portability factor—we all have laptops and Citrix and as long as a document has been scanned into our system, we can access it anywhere.” —Ian Mair, Partner, Moodie Mair Walker Lawyers
Charles Bennett is the Principal Consultant at Triella, a technology consulting company specializing in providing technology assessments, consulting, maintenance services and CIO-related services to small and medium sized firms. Charles can be reached at 647.426.1004. For additional articles, please visit https://www.triella.com/publications.html. Triella is a Citrix Partner, VMware Partner, Microsoft Small Business Specialist, Microsoft Silver Partner, Dell Preferred Partner, BlackBerry Alliance Partner and Authorized Worldox Reseller.
© 2015 by Triella Corp. All rights reserved. Reproduction with credit is permitted.