Worldox GX4 Review for Law Firms

Worldox GX4 Review:  Features, Pricing, Alternatives

Our comprehensive Worldox GX4 Review.  Document Management often lives at the epicenter of a law firm’s technology, housing all of the firm’s important, matter-related documents, email and other content. Especially as law firms grow to to 5 or more total staff, the need for a robust, capable Document Management System grows.

At Uptime Legal, we help law firms evaluate legal software, implement new technology and move their firm’s to the cloud.  In this article, we’ll provide a comprehensive review of Worldox GX4, a document management product used by law firms.  We’ll explore features, benefits, drawbacks, pricing, user feedback and alternatives.

Introduction to Legal Document Management

A Document Management System (DMS) is software that, to varying degrees, helps businesses manage their documents, email and other data.  The scope, features and capabilities of any given Document Management application varies from product to product; though broadly speaking, Document Management software performs the following functions

Core Features

  • Document Storage
  • Document Organization
  • Microsoft Office Integration
  • Email Management
  • Full-Text Search
  • Document Version Management
  • Unique Document ID's
  • Document Tagging / Profiling

Beyond these core DMS features, some Document Management applications provide additional functionality and provide greater security features.  These may include:

Advanced Features

  • Integrated OCR
  • Client Portal / Client Sharing
  • Client/Matter Structure
  • Outlook Integration

Advanced Security

  • User/Group Permissions
  • MFA (Multi-Factor Authentication)
  • End-to-End Data Encryption
  • Geographic Data Redundancy

Document Management software slightly overlaps (and is sometimes confused with) Practice Management software.  Document Management software and Practice Management software are, however, fundamentally different categories of legal software.  Your firm may need one, the other or both.

Related:  The Problem With Legacy Document Management Software

Worldox GX4 Review – Introduction

Next in our Worldox GX4 review, we’ll explore prerequisites to using the software.

Setup & System Requirements

Worldox, while powerful, does come with some substantial requirements.

First, Worldox GX4 requires a fairly beefy server infrastructure. Worldox is not software you can implement by simply installing on your PC, clicking ‘Next’ a few times and you’re done. You’ll need lots of space to store all those documents, and a lots of processing power: indexing documents (to make them searchable) is something that takes a lot of computing power.

Installing Worldox GX4 to your server, desktop, integrating office and ingesting documents is also something you likely won’t be able to do on your own. You’ll need an IT expert of some kind, and probably—one with experiencing implementing and managing Worldox.

Document Management Software Review

Overview of the Worldox Software

Next in our Worldox GX4 review, we’ll provide a high-level overview of the software.

Worldox is premise-based, general-purpose document management software.  Being that it is premise/server-based software, it does require the law firm maintain onsite, in-house servers to host the Worldox software.

Worldox does offer a hosted service as an option, whereby the Worldox company will provide a hosted server to run your Worldox within.  This is not to be confused with true, native cloud-based software.

Because the software is made to fit a range of different industries (not just law firms), it’s general enough that it can be fitted into a number of different kinds of businesses.

Features & Scope
Ease of Use
Mobility / Work Anywhere
Desktop OS Compatibility
Server / Infrastructure Requirements

Worldox GX4 Review – Feature List

Next in our Worldox GX4 review, we’ll expand on the individual features included (and omitted) in the software.

Document Storage

Basic inline storage of documents including Word, Excel, PDF and other file types.

Native Cloud

The software is natively cloud-based, and run in a web browser without the need for remote desktops, hosting, or other work-arounds.

Document Organization

Organization of documents beyond simple folders.  Worldox organizes documents and content by Profile Group.

Microsoft Office Integration

Direct integration with Microsoft Word and Outlook for seamless document editing.

Email Management

The ability to save, organize and manage emails to a project or folder similar to a document.

Full-Text Search

The ability to search across the content and metadata for all documents and email.

Document Version Management

The ability to maintain multiple versions of a document, or view prior versions of documents.

Unique Document ID

Each document is assigned a unique, permanent ID for trackability and integrity.

Document Tagging / Profiling

The ability to classify, annotate and categorize documents (for example:  designate a document as a contract, or motion, or order).

Client Portal / Sharing

The ability to securely share or send documents to clients or other outside parties.

Client / Matter Organization

The concept of Clients and Matters, and the ability to organize data by client/matter.

User / Group Permissions

The ability to create user groups and assign permissions to specific users and groups.

Windows Compatible

Compatible with the Windows operating system.

Mac Compatible

Compatible with Mac OS.

Data Encryption

Data is encrypted in-transit and at-rest.

Multi-Factor Authentication (MFA)

Application supports Multi-Factor Authentication for added security.

Geographic Data Redundancy

Data is automatically backed up to redundant servers/data centers in different geographic regions.

Company-Provided Onboarding

Does the software company provide data migration and training directly (or must the user obtain a third-party resource for onboarding).

Office 365 Provided / Supported

Is Office 365 optionally provided and supported to provide a single, seamless user and support experience.

IT Support Provided

Is general IT support optionally provided to create a single, seamless user and support experience.

Storage Included

Default Storage Included in Plan:  Depends on Size/Storage of Your On-Premise Server

Feature depends on the setup and configuration of your internal IT/server infrstructure.

Worldox GX4 Review - Screen Shots

Additional Worldox Information

Further in our Worldox GX4 review, we’ll explore additional functionality and nuances to the Worldox software.

Notable Integrations

You can’t write a Worldox GX4 review without talking a little about what it will integrate with. Worldox has some notable integrations with other software that your firm may use. Software integrations allows different applications used by your staff to work together, saving time and streamlining your process.

Worldox GX4 integrates with the Microsoft Office suite, as well as the Tabs3 / PracticeMaster suite of legal practice management software.

Hosted Option

Worldox GX4 is not cloud-based software.  To provide an alternative to customers that don’t wish to maintain on-premise servers, Worldox offers a hosted option, whereby Worldox will provide a hosted server environment for an additional fee.

Network of Consultants

Worldox has an extensive network of certified consultants (resellers), many of which are qualified to assist law firms implement the Worldox software.

Advantages of Worldox GX4

Next in our Worldox GX4 review, we’ll explore the advantages of the software, and reasons your law firm may want to consider implementing it.

Better Than Basic Files & Folders

Worldox GX4 provides features to organize, classify and search documents, which is inherently better than a basic folder structure.

Well Supported

Worldox has been around for a long time, and is well supported by a large network of certified consultants.

Legal Software Integration

Worldox integrates with certain law practice management software, such as Tabs3 and PracticeMaster.

Drawbacks of Worldox GX4

Next in our Worldox review, we’ll explore the drawbacks of the software, and reasons your law firm may want want to consider other options.

Not Cloud-Based

Worldox is server-based, which means you'll need to either maintain an on-premise server, or implement a Private Cloud solution to host Worldox.

No Native Mac OS Support

Worldox does not run on Mac OS.  If your firm uses Macs, you'll need to either replace them with Windows computers, or impalement Parallels to run a virtual Windows instance on your Mac.

Migration & Training Performed by a Third-Party

Worldox will not help you migrate data or provide any software training.  Instead, they will require that you hire a third-party "consultant" (reseller) to perform all conversion and training.  User reviews of third-party consultants are mixed.

No Client / Matter Structure

Because its made for many industries, Worldox does not have a concept of "Clients" or "Matters."  Instead, documents are organized into multiple "Profile Groups;" which must be retro-fitted to approximate a Client/Matter structure.

Non-Transparent Pricing

Worldox does not publish the pricing for its software publicly, nor do they provide guidance on typical migration or onboarding costs (performed by a third party).

No Options for Office, Exchange & IT Support

Many law firms prefer to have their Office 365, Exchange Email, IT support and Document Management System provided and supported by one company, to avoid integration problems and technology finger-pointing.  Worldox does not provide Office 365, Exchange Email, or IT support services, and will instead recommend you obtain a separate IT consultant.

User Reviews & Feedback

“Good product with frustratingly complicated interface.”

Verified User in Law Practice

“Serves its purpose but the interface is so complicated as to be burdensome.  I live the way Worldox integrates with our file system and software to make document magical more logical.  I’m particularly fond of the file versioning features.

Sometimes, it can be very difficult to figure out how to do something. The help function is not entirely helpful and Worldox’s reliance on affiliated service providers to work with firms to set up and train the product make it a little expensive when problems arise. Also not very easy to recover documents.”

“Worldox is Powerful but Complex.”

Verified User in Law Practice

“What I like most about this software is the power it has to manage large volumes of data within our network. It has also done a great job of continuing to provide timely updates that enhance the user experience.

What I like least about this software is its complexity. I have had users new to Worldox really take some time to get used to the processes Worldox requires. The categorization of documents also leaves a bit to be desired as far as sub-categorization is concerned.”

“The least intuitive program I’ve ever used.”

Talia in Law Practice

The fact that I can use it with so many people is really nice. I’m really sorry but I don’t have too many pros as I completely hate the software.

This software looks like it was made in 1985 and it doesn’t function much faster than a snail. It has preset configurations and it 100% drives me crazy. Every time you try to make a decision it makes you verify it a second time, which is absolutely just a time waster. It is horrible at sorting and anytime I try to run a query it just isn’t able to find the files I want. When I’m saving things from my computer it works maybe half the time.

Original Source: SoftawreAdvice.com

Worldox Pricing

Next in our Worldox GX4 review, we’ll cover pricing.

As mentioned above, Worldox does not provide public pricing information, for the software itself or implementation  To get pricing for your firm you’ll need to engage with Worldox sales staff or work with a local Worldox reseller. We recommend that you very clearly and thoroughly understand all costs and pricing, including:

  • The cost for the software itself
  • The cost for additional users/seats
  • The server/IT requirements based on your firm size and data
  • The cost for implementation (data conversion)
  • The cost for training
  • Any other one-time or recurring costs

Worldox Alternatives

If Worldox doesn’t suit your law firm, you might consider these popular alternatives.

LexWorkplace

Cloud-based Document & Email Management exclusively for law firms.  Easy to use, conversion and training provided by the LexWorkplace team.  Learn more.

iManage

Robust Document Management software for large law firms.  iManage is premise-based and requires in-house servers, or iManage’s server hosting service.  Learn more.

More:  See the Top 5 Worldox Alternatives

Looking for Document Management Software?

LexWorkplace:

Modern Document Management for Law Firms

LexWorkplace is document & email management software, born in the cloud and built for law firms.

Organize by Client & Matter

Organize documents, email and notes by client or matter. Store and manage all data for a case or project in one place.

Go Beyond Basic Files & Folders

Supercharge your firm’s productivity with true DMS functions.

  • Version Management
  • Document Tagging & Profiling
  • Document Check-Out / Check-In
  • Microsoft Office Integration

Search Everything

LexWorkplace is like Google for your law firm.  Search across millions of pages, documents, folder email and notes in seconds. Refine your search by matter, document type, author and more.

Seamless Outlook Integration

Save emails to a matter without leaving Outlook. Saved emails are accessible to your entire team.

Organize Email With Folders & Notes

Organize matter-related emails into subfolders. Add notes to call out important emails.

Works with Windows and Macs

LexWorkplace is 100% compatible with Mac OS and Windows.

LexWorkplace Features

The legal industry has had to put up with dated, clunky document management systems for too long.

No more.

With LexWorkplace, you’ll have access to a wide range of features, including:

  • A Terabyte of Storage: LexWorkplace starts with 1TB of storage for your firm, giving you plenty of room to grow.
  • Advanced security: LexWorkplace encrypts your data in transit and at rest. It also includes enhanced security measures such as permission setting capabilities and two-factor authentication.
  • Geographic redundancy: We have multiple independent data centers across North America. This means we can securely back up your data, so you can trust your data is available to you no matter what happens next.
  • Document tracking IDs: Each file you save to LexWorkplace has a unique ID for easy document tracking.
  • One-click functionality: LexWorkplace can help you move faster. View, edit, and save your documents with a single click, no re-upload required.
  • Document check-in/out: Want to make changes to a document without others doing so at the same time? By checking out a document, you can make the changes you need to make without others on your team interfering. Then, just check the document back in when you’re finished.
  • Version management: LexWorkplace will automatically track each version of your documents, so you can see when changes were made and by whom.
  • Profiling and tagging: You can easily set document types and statuses for each of your files. Plus, you can create tags to keep documents organized based on your firm’s needs.
  • Recent file prioritization: LexWorkplace will place your recent files front and center, so you can easily return to your work. Or, you can set certain documents as important for easy access.
  • Email management capabilities: Easily save emails to each matter file straight from Outlook. Plus, LexWorkplace will provide instant deduplication, so you can avoid saving multiples of the same email. It’s a time-consuming process that LexWorkplace automates on your behalf.

Get in Touch

Want to learn more?  Watch the demo below, or get in touch with our team to learn more about LexWorkplace for your firm.

Watch the Demo