Worldox takes center stage at Calfee with GX2 and the Productivity Suite upgrade.
By Sue Zavesky, User Services Manager, and
Russ Mazzaro, IT Director
Calfree, Halter & Griswold LLP
August 10, 2011
To introduce new Productivity Suite tools to Worldox users and upgrade to GX2 – at the same time.
First upgrade necessary hardware, then work closely with World Software to manage the
software upgrade, and to improve our indexing process.
With the right planning and assistance, the upgrade itself was quick and successful. Users
came up to speed quickly, and greatly appreciate their new software tools.
“Once the planning and testing was completed, our Worldox GX2 upgrade was completed
overnight – literally.”
"... Worldox and their tech support really deserve the applause on
this project because they provided the software, knowledge and service
to make sure this show came off without a hitch.”
“The Worldox GX2 upgrade introduced new features without causing
a shock to our system. There was very little wear and tear on IT as a
result of these installations.”
“The Productivity Suite’s Workflow module made it easier for lawyers to
track the progress of their projects. It helped us consolidate, and not
duplicate, our efforts”
"Worldox continues to be a linchpin of our firm’s daily operations.
Now that we have the Productivity Suite and GX2 installed, our users
are more productive than ever."
Technology at a law firm is the invisible hand that processes data and
documents to facilitate the legal work of attorneys and staff. At Calfee
Halter & Griswold LLP, a 300+ employee firm based in Cleveland,
however, technology sometimes takes center stage, especially when the
firm depends heavily on it to serve our clients thoroughly and effectively.
For the past 13 years, our firm has used the Worldox Document
Management System (DMS) from World Software Corporation. Worldox
manages our documents and emails with a profiling system, search
capability, version control and Outlook integration. Over the years,
Worldox has become very popular at our firm and the product’s tech
support professionals are among the best in the industry.
In December 2010, we introduced the Worldox iPad Application to our
user base and it was well-received. With Worldox’s reputation further
fortified at the firm, the technology committee was receptive to hearing
about what else Worldox could do for us in 2011.
In early 2011, we began planning to move offices which prompted us to
take stock of all our technology. We were running Windows XP and Office
2007 and could have stayed on Worldox GX, but GX2 included a feature
called “Workspaces” which would help us supplement our author-based
profiling system, thereby helping lawyers and staff to organize and find
their documents more readily. Thus, we began to build the case internally
for upgrading to GX2.
In addition, World Software was in the final stages of developing its
Worldox Productivity Suite, a comprehensive workflow toolbox that
would allow us to collaborate and manage projects more effectively.
Realizing it would be an ambitious undertaking, but confident that our IT
resources and Worldox tech support would see us through it successfully,
we decided to upgrade to Worldox GX2 and install the Productivity Suite
at the same time.
After careful consideration, our technology committee approved these
projects and we forged ahead. Our installation of the Worldox
Productivity Suite and upgrade to Worldox GX2 were scheduled for March
2011. As our Firm is an early adopter of the Productivity Suite, World
Software’s Engineers helped us with the implementation and their
developer team was closely involved to monitor product improvement
Worldox Productivity Suite
The Worldox Productivity Suite for a firm Calfee's size has four main
components which include: Workflow, Audit Notifier, Task Reminder and
Chat/IM. We also had the option to purchase both Document
Comparison and PDF Conversion modules from DocsCorp, a Worldox
partner, at a discounted price. Initially, we decided to install the Workflow
and Task modules and table the Audit Notifier and Chat/IM tools for
deployment at a future date. We already used a Workshare product for
the document comparison and a PDF tool so we didn’t need to buy the
add-on modules. (Note: for firms with less than 25 users, the DocsCorp
comparison and PDF tools are included in the price of the Worldox
From a planning perspective, World Software was going to help us with
the installation itself, but our first area of focus was on hardware.
Worldox requires indexer machines to catalog profiles and text, and we
had been using PC-class machines up until this point. However, our
hardware was somewhat under-powered for what we really needed to
support Worldox GX2 and the Productivity Suite, so we decided to
upgrade to more powerful machines for indexing
Our two Worldox GX indexers were 3-year-old desktop-class XP boxes
with only 1 GB of memory, and one of them had a faulty hard drive. The
machines we prepared as our new indexers were two server-class
machines, rack-mounted, that were five years old. Worldox indexers don’t
have to be brand new, state-of-the-art machines, but they need to have
adequate memory and processing power to handle the data load they are
assigned to index. World Software tech support helped us to make some
refinements to Calfee’s indexer technology. They adjusted our full-text
logic to work better and found and corrected some field table import
Worldox GX2 Upgrade
Our usual protocol in preparation for an upgrade implementation is to
fully test the product, review the release notes, test out third party tools
and integrations, and then develop a Calfee-specific training guide. Prior
to the upgrade, we set up a live installation of GX2, customized it to suit
our unique requirements, and then applied the alterations to this live
Once the planning and testing was completed, our Worldox GX2 upgrade
was completed overnight – literally, it was done in 24 hours after World
Software had helped us on-site and remotely for the week before the
cutover. Fortunately, GX2 caused no negative impact to the firm. The
mirroring process, in which tables are copied to the users’ hard drives for
redundancy, took a bit longer than with GX, but the enhancements
definitely exceeded the drawbacks.
One issue that required some time was that we needed to purge old
author codes of obsolete users who had left the firm. Our Worldox User
list contained a lot of inactive users so we had to clean out the system.
We also needed to make sure that all active users had a proper email
address defined, as many of the new GX2 features are email-based and
Worldox needs this information.
Since Worldox already had a strong following at our firm, we were not
met with a huge amount of resistance to Worldox GX2 or the Productivity
Suite. We scheduled focus groups to determine the most impactful
features that would capture their attention, and will continue to
introduce new modules over time.
By far, the most heralded feature of GX2 was Workspaces, which allows
us to select document types and move files into a specific folder. Our
lawyers and paralegals loved this feature because it extended their ability
to organize and search for documents, and helped them track versions as
well. Also, people liked the multiple-document previewing tab, the longer
description field which expanded naming capacity from 60 to 120
characters, and improved navigation and simplified searching.
Worldox GX2 Workspaces allows users to group or link selected
documents for a specific purpose, irrespective of profile status. Also, it
enables any user that has been granted access to a project to modify both
the project and the documents without changing profile status. Workspaces
provides fast and easy access to just the most important documents in a
Client or Matter folder without changing or altering the documents’ location.
Our employees also really liked the new audio feedback in GX2, which made
a noise when they clicked on something. Those who did not like it could turn
it off, but most people appreciated that their click was validated by an
audible response from Worldox. GX2 allows us to use other sources to store
Worldox documents and files. We plan to leverage this feature for our
archiving plan. We will be moving documents into a document retention
Calfee’s lawyers and staff responded positively to the Productivity Suite
and Worldox GX2. The Productivity Suite’s Workflow module made it
easier for lawyers to track the progress of their projects. It helped us
consolidate, and not duplicate, our efforts. The Worldox GX2 upgrade
introduced new features without causing a shock to our system. There
was very little wear and tear on IT as a result of these installations.
Worldox continues to be a linchpin of our firm’s daily operations. Now
that we have the Productivity Suite and GX2 installed, our users are more
productive than ever. Software usually gets glory that is more reflected
than outright. However, Worldox and their tech support really deserve
the applause on this project because they provided the software,
knowledge and service to make sure this show came off without a hitch.