Clients occasionally ask about using Worldox for Contract Management, Litiation Support or other specialty functions. Obviously Worldox cannot match the full feature set of these programs. However, with a little work it may be able to adequately meet a firm’s needs in these areas. The bottom line here is: Do you need a full-fledged contact manager that will automatically generate various reports and allow for extensive customization (and the hassle and expense of an additional, separate, program) or would a more manual and somewhat limited Worldox-based system work?
Custom Fields: A Worldox Cabinet has 7 available custom fields. Normally 4 of these are taken: Client, Matter, DocType, Author. Could the firm do without any of these fields for a separate “Contract Management” Cabinet? For example, does it need to break down different types of contracts as different DocTypes? Can the Contracts just be Client-based and not Matter-based (obviously if the firm has some very large Clients that might have hundreds of matters this would not be practical)? Do you need “Author” just for contracts? Depending on the answer to these questions, the firm may be able to free up additional custom fields for contract-specific items.
Otherwise, the remaining three fields might be devoted to: Contract Date; Renewal Date; Governing State Law. If you can free up an extra field or two, what would you use it for? Is there something you want to replace one of these options with?
Categories. The firm will have some Public categories across everything, such as Draft, Final, Executed Copy, etc. For each contract you could also have Contract-specific Categories, such as specific types of issues (environmental, waste disposal, various federal or state statutes or regulations, etc.). If these issues exist across contracts, they could be public, otherwise they could be Folder-based, in which case searches would be two-stage: first for the contract and then filter for the specific Category.
Workflow Add-In. If the firm implements the workflow addin, specific contracts could be assigned to an Outlook task, so that any attorney would know when a document needed to be reviewed, etc.
Reports. You could create a certain number of reports using a combination of custom searches and display formatting. For example: all Delaware contracts due for renewal in the next 60 days. However, these would have to be run manually.
Contact/Party Management. Worldox does not have the capacity to do this. You would have to rely on some sort of CRM or Practice Management software, but most firms already do this.
Note that a similar approach would also work for Litigation Support.