| What is Worldox? |
Worldox is a document management system that provides unique facilities for the storage, searching and retrieval of all files types including office documents, emails (with and without attachments), spreadsheets, scanned images, picture and music files and many other types.
It interfaces with PC applications to provide powerful organisational capabilities including content searching based upon the indexes that Worldox builds and maintains.
All files, including emails and their attachments, and PDFs are indexed for content to facilitate targeted filtered searching.
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| Why is Worldox inexpensive to own and implement? |
Worldox has a low cost of ownership and implementation for a number of reasons:
1. It uses a unique dual database system that does not require a dedicated server or additional licenses as SQL base products do.
2. Worldox licensing is based on concurrent useage not the number of staff who have computers. When staff holidays and other reasons for being out of the office are considered savings can be achieved by having less licenses than users.
3. Because Worldox has unique strategies for dealing with pre-existing or legacy documentation it means there is no significant up front cost in importing or converting these document structures for Worldox use.
4. Paying the annual maintenance entitles users to free software upgrades for the life of the product. There are no hidden charges when a new version is released.
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| How is Worldox different? |
Worldox is different from other industrial strength products in that is has a unique dual database technology. It requires no special server hardware and is very simple to backup and maintain.
Because there is no need for SQL server and SQL server client licenses Worldox is one of the most cost effective document managment systems available today. |
| Is Worldox Scaleable? |
Worldox is quite different from its major competitors in that is is equally suitable for any size of firm from a sole practitioner right up to large multi-site firms with hundreds of users.
It is licensed on the basis of concurrent useage and so savings can be made in larger firms where a percentage of staff will not be using the system on any particular day due to holidays outside meetings etc.
Worldox is installed in over 3,500 sites in the USA ranging from single practitioner firms up to firms with 1,400 or more users spread over several locations.
With the unique Worldox indexing strategy files can be searched for across the whole organisation or in local document repositories with equal simplicity and performance.
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| Does Worldox Work with Emails? |
Yes. Worldox interfaces closely with Outlook and other Mapi based email systems such as Groupwise and Notes to provide rich email handling capabilities.
Emails can be stored in Worldox, along with their attachments, making searching, organising and tracking them much easier whilst offloading the data volumes from email servers.
When attachments are extracted from Emails in Worldox it can maintain the relationships between the email and the attachment which ensures that email comments and references to the attached files can readily be accessed at any time.
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| Is Worldox only for Law Firms? |
No. Although Document Managment is most widely used in Law Firms it is becoming increasingly important in all businesses as the requirements of business legislation are understood.
All businesses have a responsability to keep records and Worldox makes that easy. What is often more important today is the ability to rapidly retrieve information and present it efficiently as is mandated by many recent pieces of business regulation and legislation.
Worldox is installed in many business sectors such as Accountancy, Medical, Legal, Engineering, Maintenance, Marketing and others.
Worldox is more than a Document management system it is a complete file storage and retrieval system for almost any type of file including, but not limited to, Spreadsheets, PDFs, Office Documents, Scanned images, Picture files and many more.
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| Does Worldox only work with Office Files? |
No. Worldox is more than a Document management system it is a complete file storage and retrieval system for almost any type of file including, but not limited to, Emails, Spreadsheets, PDFs, Office Documents, Engineering Drawings, Scanned images, Picture files and many more.
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| What about my pre-existing Documents? |
Because of the unique way in which Worldox works it is possible to build indexes and profiles for pre-existing or 'legacy' documents in situ.
This approach allows for the ad-hoc migration of unstructured legacy data into a managed structure over time without the need for a major re-organisation at the outset as is mandated by competing SQL based products.
Users can use a familiar explorer type of interface to access their legacy documents and migrate them to Worldox as and when required with the added bonus of being able to search these old files by content using the poweful Worldox search engine.
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| Does Worldox support versioning? |
Yes. Worldox can manage up to 255 versions of a document with each having up to 255 sub-versions.
Sub versions are automatically generated if a new version of an ealier version is saved. Ie: If there are three versions of a document and someone edits version 2 then the resulting document would be saved as version 2.1 not as version 4 so as to clearly indicate the document development history.
Versioning works with any type of file that can be stored in Worldox.
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| Can I save email attachments as versions? |
Yes. If you have an inbound email attachment from a 3rd party that you have been modifyig and passing back and forth you can save that attachment as a new version of a previous document.
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| Why is Worldox inexpensive to own and implement? |
Worldox has a low cost of ownership and implementation for a number of reasons:
1. It uses a unique dual database system that does not require a dedicated server or additional licenses as SQL base products do.
2. Worldox licensing is based on concurrent useage not the number of staff who have computers. When staff holidays and other reasons for being out of the office are considered savings can be achieved by having less licenses than users.
3. Because Worldox has unique strategies for dealing with pre-existing or legacy documentation it means there is no significant up front cost in importing or converting these document structures for Worldox use.
4. Paying the annual maintenance entitles users to free software upgrades for the life of the product. There are no hidden charges when a new version is released.
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| What happens if I have a system crash? |
Worldox incoprorates offline working as part of the base product. There are no extra charges for this facility.
When using Worldox the profile tables and copies of files that you work on are mirrored to you local disk. If your network connection is lost then Worldox can continue to work offline and you can edit or create new documents and profile them.
When newtwork connection is restored Worldox will allow you to synchronise changed files back to the network under your full control.
There is also a facility to force files to you local mirror so, fo example, a litigator who has to go to court can select all files relating to the case and copy them to the local mirror before leaving the office thus ensuring they have all the current documentation to hand when in court. |
| Can I install Worldox myself? |
Yes.
However it is a powerful and potentially complex product and it is unlikely that you will get the best from it if you do not go through the consultancy and installation process offered by Worldox resellers and systems integrators.
They will configure Worldox to best suit your business needs and methods and so ensure efficient use of the product and train you in the techniques of using the system to your best advantage.
Many advanced VARs and system resellers also offer additional services to integrate Worldox with practice management systems and offer other services which will enhance your productivity with Worldox.
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| What Hardware so I need for Worldox? |
For multi-user systems the following specifications apply although, please note, Worldox is entirely suitable to be run 'Stand Alone' on a laptop or desktop PC of modest performance for sole practitioner use.
File Server Requirements for WORLDOX:
WORLDOX does not require a dedicated file server. It simply needs one (or more) public drives mapped to a resource with sufficient disk space to hold the documents and the associated databases at each office. The WORLDOX database overhead is approximately 25-30% of the profiled documents (e.g., for every 100megs of documents, WORLDOX uses an additional 40 megs to store and index the profiles and text). The WORLDOX databases must reside on the same resource (drive) as the documents. The amount of free disk per managed resource is recommended to be sufficient to maintain at least five (5) years of additional documents.
Indexer Requirements for WORLDOX:
WORLDOX requires at least one Profile/Text indexer PC per office. WORLDOX indexers are standard workstation-class PC's. The local disk requirements are for temporary space only. No permanent data is stored on an indexer. Most of today's off-the-shelf workstations are more than adequate to serve as an indexer.
Important Note: Your database build and update times are a direct correlation to the speed and resources on the indexer. If you have large data sets, then it would be recommended that you increase the indexer's technical specifications.
The minimum recommended workstation specifications are as follows:
Processor: Pentium III (or higher).
Memory: 512 MB of RAM.
Operating System: Microsoft Windows 2000 or XP Pro
Free Disk Space: At least 50% of the disk size of the documents being indexed.
Network Connection: 100 Megabit, right off the backbone.
Workstation Requirements for WORLDOX:
WORLDOX will run on any PC that boots Windows. WORLDOX uses around 50 megs of local disk for application and temp files. Be aware of the minimum workstation specifications.
Processor: Pentium III (or higher)
Memory: 256 MB of Ram
Network Connection: 100 Megabit
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