Converting from WorkSite: Choosing Worldox for Cost-Effective Compatibility and Control.
By Tommy Coe, IT Manager, and
Allen, Allen, Allen & Allen
May 2, 2011
To sidestep issues – pending, costly hardware upgrades, configuration difficulties, problems with email integration – in an
Autonomy (iManage and WorkSite) DMS setup.
Migrate documents (600,000+ files) to Worldox.
Conversion success – completed in a single weekend. No documents lost, minimal impact on workflow.
“We really wanted a product that could be more centrally controlled.”
“Worldox ... was capable of delivering those results and everything we needed at a lower cost.”
“In a mere 40 hours ... we finished the final conversion. No documents were lost in
the entire migration of over a half million documents ... employees were ready to go with
the new software with little to no interruption to our workflow.”
“We set the bar high, and Worldox delivered. Worldox is stronger for e-mail management, document security and
ease of use for employees, and it needed less software and hardware than iManage had required.”
The law firm of Allen, Allen, Allen & Allen is one of the oldest, largest and
most experienced plaintiff's personal injury firms in Virginia and the United
States, with approximately 125 employees including 23 attorneys. I am the
IT Manager for the firm and recently participated in the firm’s
collaborative decision to migrate its documents to Worldox from its
previous Document Management System (DMS), Autonomy’s WorkSite.
Prior to implementing Worldox, our firm had been using Autonomy’s
iManage (formerly Interwoven) DMS for over 10 years. However, early in
2010, our team embarked on a search for an improved DMS. This decision
was in direct response to rising hardware costs associated with iManage,
significant upgrade costs to run the current version of WorkSite, and an
overall desire to improve the day-to-day management of our documents
and email integration in a cost-effective manner.
To begin with, Autonomy’s iManage did not have any email integration
with the DeskSite client and the expense to move to FileSite was cost-
prohibitive. Also, we were using SQL server 2000 which had reached its
end-of-life in regards to support, and the cost to buy the new SQL server
licensing was high. With Autonomy, we were more than likely facing a
purchase of three new physical servers to maintain our iManage
infrastructure. Since our firm’s document growth is not very high, we
thought there must be a more cost-effective solution with fewer hardware
requirements. We therefore started our search by looking at solutions that
did not have ever-increasing hardware requirements for document
Additionally, configuration was becoming troublesome with the DeskSite
client; specifically, keeping track of the different registry keys to customize
DeskSite was becoming unnecessarily time-consuming. We really wanted
a product that could be more centrally controlled. This, in conjunction
with an overall desire to improve our day-to-day document management,
email and software integration, inspired our search for a new DMS.
We considered other competing products on the market such as
NetDocuments and Xerox WorkCentre, as we had working relationships
with companies which had recommended them. However, neither one
integrated with our case management software, Client Profiles. Client
Profiles is the main software our firm uses every day to keep track of cases
and clients, so our DMS had to integrate with it.
Worldox from World Software Corporation was capable of delivering those
results and everything we needed at a lower cost, from acquisition and
deployment through administration and potential future upgrades. The
interface was also straightforward and intuitive. Most importantly for us,
the system requirements were less from a hardware/server perspective as
Worldox did not require an SQL server. Also, Worldox had far superior
integration with our other applications and file types, especially with Client
To facilitate a successful implementation project, we worked with Laurie
Odgers of Philadelphia-based O2 Consulting
a Worldox systems integrator. Throughout our
preparations to install Worldox, I developed tremendous confidence in
Ms. Odgers who handled the iManage-to-Worldox conversion. O2 Consulting
excels in DMS implementations and conversions and has specialized in the
technology needs of law firms for over 15 years. She did an excellent job
presenting the software to the firm as a viable option and handled the installation
The conversion was no simple task and involved migrating 600,000+
documents from iManage to Worldox. With the exception of the
conversion PC, the environment was virtual and the firm runs in a
Citrix/Terminal Server environment. At the time of conversion, the firm
was on VMWare VSphere 4.0 servers and mostly using standalone Citrix
XenApp 4.5 servers for application access. We also went live with Office
2003 when Worldox was installed, and then within three weeks of going
live with Worldox, we upgraded to Office 2007.
My initial discussions with Laurie Odgers and O2 Consulting increased my
comfort level. Laurie is knowledgeable about Worldox and about DMS
needs of law firms. O2 Consulting helped us to save time and money, and
minimized the interruption caused by migrating content, process, and
workflow to a new DMS. To this end, in conjunction with Odgers and O2
Consulting, Allen & Allen scheduled a staggered initial conversion/training/
final conversion from iManage to Worldox through the first week and a
half of October 2010.
The first weekend of October, we migrated the firm’s inactive users,
successfully converting these 260,000 documents seamlessly. Immediately
following the weekend of the 2nd, we held training sessions for the firm’s
employees October 5th -7th so that they would be prepared when
Worldox would be up-and-running on the system. The final conversion was
completed the weekend of October 9th. In a mere 40 hours over that
weekend, we finished the final conversion. No documents were lost in the
entire migration of over a half million documents, and the firm’s
employees were ready to go with the new software with little to no
interruption to our workflow.
After a successful migration, Worldox integrates with Client Profiles
beautifully. Now when viewing a case, the integration piece brings up a
pre-populated search of any files associated with the case being viewed
which is a tremendous time-saver. Also, we are truly pleased with its
compatibility within our Citrix/Terminal Server environment. Worldox is
fully customizable without requiring us to push out registry keys, has far
superior integration with our other applications and file types, and does
not require an SQL server. In our environment, the lower system
requirements from a hardware/server perspective were a huge plus and
helped keep the migration extremely cost effective.
We set the bar high, and Worldox delivered. Worldox is stronger for e-mail
management, document security and ease of use for employees, and it
needed less software and hardware than iManage had required. With
Worldox, our administration is simplified, our long-term costs lower, and
our application integration more seamless.
Since the Worldox installation and document migration, everyone at our
firm is extremely comfortable with our new DMS. Document collaboration
is much more fluid and information is more easily shared, while essentials
like document security and version control continue without compromise.
Worldox has proven to be an ideal fit for Allen, Allen, Allen & Allen.