NetDocs is a hosted solution while Worldox and Interwoven are in-house solutions.
Extranets Presenatation For Ala
Electronic Client Service
Law Office Technology
May 18th, New Orleans, LA
Updated Slide Show
What is an Extranet?
An extranet is a web portal that is
used to share various information with
non firm employees.
An intranet shares information with
Available in a web browser.
Secure and not opened to the public.
First uses in Law Firms in the mid
Check In / Check Out
Notification when new documents
added to the system.
Shared Calendar's with Attorneys and
Full text searching.
Shared Contact Information.
What It is Not
Uses in the Law Firm
2 Types of Legal Extranets
1. Share Information with Clients (Client
2. Collaborate with Outside Counsel,
Experts (Collaboration Extranet)
• Bills and Client Costs
• Firm Newsletter
• FAQ Questions
Some Firms charge for this service.
Share Documents with Versioning
EX: Tobacco Case with 22 states and 60 law firms
Upload / Download Large Files (Pics)
EX: Trouble sending large pictures and scanned
documents through email. Email is not secure.
• Microsoft SharePoint (Quickbooks like
• Document Management Systems (DMS)
that have Web portals. (Worldox Web,
Interwoven’s Worksite, NetDocs, and
• Specific Extranet Software: Xerdict,
Trialnet.com, AMS Collaborator.
What is SharePoint
Microsoft’ s DMS and
Host Documents, Blogs, and Wikis.
Intra and Extranet solution
Good Chance you might have it already
at your firm.
Like Quickbooks, very general, will
need customization for it to work with
Can be hosted or in-house.
•Do not buy a DMS because you want an
extranet, however, you should have a DMS.
•Best DMS are Closed Systems.
•Your Extranet should either be your DMS
or work with it so you don’t have to use
Law Office Technology resells Worldox.
Worksite and Net Documents are great
Law Office Technology uses one of two
methods to implement an extranet into
Worldox: Separate Profile
A separate profile group is established and
designated as quot;Externalquot;.
The internal staff picks and chooses which
documents are made available to the clients by
publishing documents to and from this external
External clients are given access to this group, and
their particular subset of files.
Worldox: Field Code
An extra field code is added to an
existing profile group, usually called
If an internal user profiles a document
and chooses EXTERNAL as a value for
this field for example, this document
will automatically be available to the
client logging in based on security rules
that allow this.
Worldox: User View
From the client point of view, the initial welcome
screen after login is usually populated with
predefined bookmark buttons that will automatically
display all of the files that client has access to.
Access to those files can be restricted to the point
where ONLY view access is allowed, to a full control
environment where the client has power to review
the documents, and even upload new material (and
everything in between). If material is uploaded or
modified by the client, nothing needs to be done to
make this available to the firm, those documents will
be instantly available via the standard Worldox client
on the workstations.
Legal Specific Extranets
These are usually hosted solutions.
Offered as a SaaS (Software as a
Pay a monthly fee.
Much lower security risk because the
extranet is not at your site.
• Hosted SaaS Solution.
Connects with most DMS
Started In 1996
Build vs Buy vs Host
1. Build from scratch with SharePoint?
2. Buy a DMS and set it up in your
3. Used a hosted product?
Skills needed to Build
Probably some SQL
25 Users of SharePoint for the First Year
In-House vs Hosted
Hardware/Software In-House Hosted
Front-end Server $2000.00 Included
Hardware $2000.00 Included
Server License $4424.00 Included
25 User Licenses $2350.00 Included
Set Costs ($125.00 hour) $6250.00 Included
Hosted Extranet Features
No Downtime (99.7%)
No Installation, Configuration or Ongoing
No Backups (Co-Locations)
No Upfront Investment
No need for an IT Services
Natural Disaster Proof
An Extranet allows non-law firm
employees access to your firm network
This is why you install firewalls in the first
Hosted Solutions are better in a
security sense because the users are
not connected to your work network.
Just need to need have usernames and
Complex Passwords, Lockout policies,
Use Custom Port #s
Consider using 2 Factor Authentication
like Smart Cards or One Time Password
Separate Web Server from
List of Links to Blogs, Articles and Vendors on Extranets:
Tiny URL: http://tiny.cc/gXtWl
Thank You For Listening!
Law Office Technology
Craig Bayer Cbayer@lawot.com