Side-by-Side Document Management Software Comparison for Law Firms

Many law firms now rely on digital document management solutions to manage, secure, and access attorney-client work product, emails, attachments, contracts, images, and other things related to client matters. There are certainly a lot of document management options to choose from. It’s important to choose the document management system that meets the specific needs of your law firm.

With so many options, it can be difficult to take the time required to review the different programs to find the one that’s right for you. So in this article, we’ll do a side-by-side comparison of three of today’s most popular Document Management Systems for law firms:  Worldox vs. iManage Work vs. LexWorkplace.

Related Video:

Document Management Software Overview

First in our comparison of Worldox vs. iManage vs. LexWorkplace, we’ll provide a brief background and overview of each product.  Each Document Management System has its own unique background and advantages.

Worldox is a popular document management system for law firms. Worldox is a mature product: it’s been around and used by law firms for over a decade. Worldox is powerful and capable, and integrates with a number of premise-based Practice Management applications.  Worldox is server-based, which means you’ll need to own and maintain an on-premise server to run it, or will need to host Worldox in a cloud environment.

iManage is powerful software, but it requires significant server infrastructure to run well. Specifically, it requires multiple servers to handle storage, indexing and other functions of the iManage software. (iManage would certainly be not described as “lightweight”). Because of iManage’s inherent complexity (software and IT), you’ll need a qualified iManage consultant to plan, implement and train your firm on using iManage.

LexWorkplace is a cloud-based, matter-centric document & email management system. LexWorkplace is cloud-based and includes document versioning, powerful search, Email Management/Outlook integration and document tagging/profiling. Data stored in LexWorkplace is secured with two-factor authentication, data encryption in-transit and at-rest, and by geographically redundant data centers.

Software Comparison Chart

Next in our comparison of Worldox vs. iManage and LexWorkplace, we’ll provide a side-by-side comparison of each product.  We’ll compare deployment (cloud vs. on-premise), features, data security, implementation and other options for each product.

Overview

Worldox

iManage

LexWorkplace

Cloud Application

Is the application natively cloud-based?

Worldox

No (On-Premise or Hosted)

iManage

No (On-Premise or Hosted)

LexWorkplace

Yes

Organization

How are files, folders and data organized?

Worldox

By Profile Group

iManage

By Project

LexWorkplace

By Client / Matter

Technical Expertise Required

How much technical know-how will you need to have (or hire)?

Worldox

Moderate

iManage

High

LexWorkplace

Low

Windows & Mac Support

Does the software work on both Windows and Mac OS?

Worldox

Windows Only

iManage

Windows Only

LexWorkplace

Windows and Mac

Storage Included

How much storage is included by default, without having to pay for more?

Worldox

Determined by Your Server

iManage

Determined by Your Server

LexWorkplace

1 Terabyte

User Interface

Is the software intuitive, and easy-to-use?  (This is subjective.)

Worldox

Cluttered, Dated (Example)

iManage

Cluttered, Dated (Example)

LexWorkplace

Clean, Modern (Example)

Migration & Support

Third-Party Consultant Required

Does implementation, training and support require you to hire a third-party reseller/consultant?

Worldox

Yes

iManage

Yes

LexWorkplace

No

Migration Performed By

Who handles the conversion and migration of your firm’s data?

Worldox

Third-Party Reseller (Not Worldox)

iManage

Third-Party Reseller (Not iManage)

LexWorkplace

LexWorkplace Team

Features

Store & Manage Documents

Store, organize and manage documents within the software

Worldox

iManage

LexWorkplace

Email Management / Outlook Integration

Save emails to a matter from within Microsoft Outlook

Worldox

Outlook for Windows Only

iManage

Outlook for Windows Only

LexWorkplace

Outlook for Windows & Mac

Full-Text Search

Search across content of all documents & email

Worldox

iManage

LexWorkplace

Document Version Management

Automatic Versioning, Review Prior Document Versions

Worldox

iManage

LexWorkplace

Document Profiling & Tagging

Apply custom document types, statuses and tags

Worldox

iManage

LexWorkplace

Document Check-Out / In

Check documents out to keep them locked from editing

Worldox

iManage

LexWorkplace

Favorite & Recent Docs

Quick access to recent and favorite documents

Worldox

iManage

LexWorkplace

One-Click Open, Edit & Save

Open and edit documents with a single click

Worldox

Profiling Required for Every Document

iManage

Profiling Required for Every Document

LexWorkplace

Profiling Optional, One-Click Open/Edit/Save

Security

User & Group Permissions

Define who can (and cannot) access certain matters and data

Worldox

iManage

LexWorkplace

Data Encryption in Transit

Your data is encrypted in transit (on the Internet)

Worldox

Determined by Your Network

iManage

Determined by Your Network

LexWorkplace

Data Encryption at Rest

Your data is encrypted at rest (on the server)

Worldox

Determined by Your Server

iManage

Determined by Your Server

LexWorkplace

Native Multi-Factor Authentication

MFA for additional data security and compliance

Worldox

Requires Third-Party Software

iManage

Requires Third-Party Software

LexWorkplace

Built-in Geographic Redundancy

Data automatically backed up to multiple data centers / regions

Worldox

Determined by Your Network

iManage

Determined by Your Network

LexWorkplace

Options

Office 365 Included

Office 365 + Support Included

Worldox

iManage

LexWorkplace

Optional

Exchange Email Included

Microsoft Exchange Email + Support Included

Worldox

iManage

LexWorkplace

Optional

Additional IT Support

Extended IT Support for your law firm

Worldox

iManage

LexWorkplace

Optional

Legal Software Support

Support for Your Firm’s Other Legal Software

Worldox

iManage

LexWorkplace

Optional

Alternatives

Top DMS Alternatives

Worldox Details

Worldox is server-based document management software, which means it can be run onsite, on your own local server, or in a hosted private cloud.

There are several different versions of Worldox to choose from: Worldox Professional and Worldox Enterprise. In addition, the company makes Worldox Web, which is not (as the name implies) a cloud version of Worldox, but rather a web interface for your on-premise Worldox software.

Although it was not made with the legal industry specifically in mind, it is a trusted document management option for law firms. In fact, unlike iManage, Worldox integrates with Office 365. It also integrates with several popular time and billing programs. It also integrates with Outlook.

Documents are organized through a feature known as worklists. Finding and accessing documents is very similar to using Windows Explorer. Several worklists may be kept open at the same time. Tabs may be set-up to help organize each individual workspace. Profiling may be done with both documents and emails. This feature helps users more easily find the documents they need.

Documents may also be organized as bigger projects. Projects can be shared with work groups. Permissions for files (regardless of whether they’re contained within a project) may be set-up that allows different access levels for different users as well as the checking-in and checking-out of documents.

How Worldox is accessed depends on which version you purchase. If you have more than one law office, Worldox Enterprise will centralize all of the documents. This can make it easier for lawyers (and clients) who change office locations. It can also help ensure consistency with the way that documents are created across the board.

iManage Details

iManage is a long-standing DMS used traditionally by large law firms. Much like Worldox, it’s used in several industries. iManage can be hosted on-premise or on a private cloud. However, it is not a native-cloud application. It is important for you to know that if you want to install iManage to your own private cloud, you’ll need quite a bit of technical knowledge to do it (and a lot of cloud server horsepower).

iManage integrates with Outlook, Microsoft Office, document scanners, and popular document repositories such as Google Drive, OneNote, and Dropbox. The DMS comes with predictive email management. When this feature is enabled, emails are automatically moved to projects based on the content of the email.

iManage Software Reviews - Screen Shot

iManage organizes documents through projects. In those projects, you can place emails, documents, and other matter-related data. Projects appear on the left side of the screen. To search the documents, iManage first indexes them. However, it does not come standard with OCR. Users can also tag documents to make searching for what they need a little bit easier. It is important that users go through the process of filling out the client information, author name, and other pertinent information of each document to make it easier to find it through the search feature.

It also provides a check-in / check-out feature as well as document change alerts. These features can make managing and collaborating documents easier. Much like Worldox, when a document is checked-out, other users can still read the document, but they cannot change it. Document change alerts are helpful because they can be set to notify someone anytime a change is made to a document.

Full Product Reviews

If you’d like to learn more about Worldox vs. iManage, we recommend reviewing our comprehensive review of each product.

Additional Document Management Resources

Learning about law firm Document Management Systems?  Check out our other resources.

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

Schedule a Demo

Get in Touch – Speak with a LexWorkplace Specialist Today

What to expect:

  • Book your LexWorkplace demonstration online.
  • We'll discuss your firm's current Document Management systems and challenges.
  • We'll provide a one-on-one demonstration of LexWorkplace for your team.
  • If LexWorkplace seems like a fit, we'll prepare a complete proposal.
  • Thoroughly impressed, you will sit back in a comfy chair and ponder why you didn’t contact us sooner.