At this point in time, everyone should have an upgrade to Worldox GX4 on their agenda. For those who are hesitant (GX3 is working just fine, the attorneys won’t go for it, etc.), there are two kinds of reasons to upgrade: (a) new features, especially relating to ease of use, and (b) upcoming features that will only be available in GX4.
Ease of Use:
• When you save or search for a document, you can now simply type in any part of the description of the client/matter in that field and a list that matches the letters you are typing in pops up. You don’t have to click on the down arrow or the “Client” button and then scroll through a list.
• Woogle. If you simply type text into the search field at the top of the display, Worldox searches both the document description and the text of the document. Results are displayed in “snippets” without even opening the viewer and you can jump from one snippet to the next (1 of 6, 2 of 6, etc.). Think Google for Worldox: Woogle (thanks for the term, Frank).
• Favorite Matters/Favorite Files. Worldox now lists the matters and files you have worked on for the last 30 days in a tab to the left. Just clicking on a matter does an “instant search” that brings up all documents for that matter. In addition, if you manually mark a file as “Favorite” it stays that way forever. This lets you create a bookmark that instantly brings up, say, all those files you use several times a day or week, without having to do a separate search.
• Favorite Matters are also ported over to Outlook which can greatly simplify moving email messages into Worldox.
• Save Outside Worldox. A big “Save Outside Worldox” button is now on the save screen. Not all firms will want to have this option available, but for those that do it is a great time save.
Going forward, there are important new features that will only be available in GX4:
• Indexer as a service. Firms have been asking for this for years. It will finally be available around the end of the year. Not only will the Indexer be more reliable and flexible, but an Indexer Console will enable you to access the indexer from any machine without having to RDP into the actual indexer PC.
• Worldox Encryption at Rest. Given all the publicity around Crypto Security, the answer to the question: do you want your document store to be secure or not secure? should be obvious. What firm is going to say: “no, we don’t care whether our documents are secure”? Worldox Encryption at Rest is a multi-layered encryption using the AES 256 encryption standard as well as an asymmetric algorithm (public key/private key). In addition, it features optional two-factor authentication, which if implemented means that the IT department will no longer be able to access secured Cabinets (e.g., for the Managing Partner/management committee).
Most importantly, WEAR is built with NO BACK DOOR. This means that the NSA will not be able to read your documents. However, it also imposes a major responsibility on the firm to keep a secure password store, possibly on a thumb drive in a safety deposit box or through third-party escrow companies. If you lose the passwords, there is no “forget your password?” option: your documents will be TOAST.
• Worldox Connect. Worldox Connect will provide secure document sharing/collaboration with very granular security options, as well as replacing a number of other utilities, including MetaData scrubbing, secure email transmittal via download or link, the ability to wipe shared documents from lost iOs or Android devices. See last week’s blog for more details.