Workshare Professional - Case Studies
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“Technical support is very helpful and very responsive, even when the problem has been caused by non-Workshare software.”
Susan O'Brien, Computer Training Specialist,
Lowndes, Drosdick, Doster, Kantor & Reed, P.A. |
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The Challenge
With such a large staff, Lowndes requires software that is both easy to learn and well-supported. If a problem arises, it's essential that it be resolved quickly, so attorneys don't waste valuable hours troubleshooting or repairing multiple documents. In addition, it's essential that Lowndes has tools that work with documents in the popular PDF format.
The Solution
Workshare Professional fits the firm's requirements for ease of use, PDF features, and technical support.
Key Benefits
- Easy adoption and training
- Responsive and helpful technical support
- Fast comparison results
- PDF features
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“[Litera] would do a comparison, and it would not be right the first time, so you'd have to run it again. Workshare does it better, It does what it's supposed to do, reliably. It's what the users want. When you're under a lot of pressure, you want to know it's reliable the first time.”
Steven Heller, IT Director, Graubard Miller |
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The Challenge
Graubard Miller had been using a competing product but the results of document comparisons weren't always consistent. As parties negotiate, documents can go through many rounds of changes and corrections, and it's essential that everyone working on a project be able to compare documents effectively. Partners and associates at Graubard Miller handle their own documents and archiving, so they require a powerful and easy-to-use solution for comparing documents.
The Solution
Graubard Miller currently has 55 users running Workshare Professional on Windows XP. The company plans an upgrade to Windows 7 later this year, and plans to begin using Workshare Professional's support for PDF documents with that transition.
The Results
For Heller and Graubard Miller, using a reliable product makes it easy to keep the company's attorneys working efficiently - an important point for a company that emphasizes its cost-efficiency to clients on its website. Workshare Professional helps them achieve that goal. "Workshare does it better," Heller says. "It does what it's supposed to do, reliably. It's what the users want."
 “With Workshare we have given users confidence that their documents do not contain any confidential data or violate
National Grid’s security policies.”
Adam Davidson, Solicitor, National Grid |
Workshare and National Grid
Challenge
To provide a solution that integrates into Microsoft SharePoint and enables the legal teams in the UK and US to share and approve documents quicker, increase staff productivity and efficiency, and ensure the elimination of sensitive internal ‘hidden’ data in its documents.
Solution
Building on its experience with Workshare DeltaView for document comparison, the legal team at National Grid decided to upgrade to Workshare Professional, which includes integration with Microsoft SharePoint. By moving to Workshare’s flagship product, the company is able to maintain document control, provide policy-based security policies to every legal document and gain complete audit visibility.
Results
The Workshare Professional deployment has generated significant benefits for the legal team. It has made it easier to incorporate or edit changes to documents from the team, as well as see the trail of changes that need to be accepted or rejected as part of the document approval process.
 Workshare Professional plays a crucial role in minimizing the risk of violating data protection guidelines and disclosing sensitive data, without restricting
the user’s ability to carry out his work.
Gunnar Graf, Execution Group, DrKW |
Workshare and Dresdner Kleinwort Wasserstein
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Challenge
Optimization and simplification of processes involved in the shared editing of documents, together with an increase in document security and compliance
Solution
Workshare Professional helps the investment bank to better protect sensitive documents and to distribute them more productively. This solution allows predetermined internal and external guidelines, in the sense of a corporation-wide compliance, to be implemented automatically.
Results
“Workshare supports the automatic implementation of set guidelines in the case of Office documents. This optimizes corporation-wide compliance with regard to outbound documents and makes document-intensive tasks considerably easier for the user”, explains Gunnar Graf, a member of the Execution Group at DrKW.
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"When looking for a tool that could generate PDF's, manage multiple document reviews and offer secure document exchange we realised that Workshare was the only company able to offer all this in a single package".
Patrick Chauvin, CIO, Gide Loyrette Nouel |
Workshare and Gide Loyrette Nouel
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Challenge
Gide Loyrette Nouel has been offering legal advice and assistance across a broad spectrum of legal
disciplines to businesses, public and private sector institutions and governments. In doing so they receive, handle, treat and manage
very large volumes of documents that are continually amended, transferred to multiple locations and consolidated into a single final
copy that takes into account comments and recommendations made by numerous co-workers and clients.This process highlighted the limits of their system in terms of loss of
time having to enter and exit different applications, manually identifying modifications from different collaborators and integrating them one-by-one into a final document.
Solution
"As a historical user of DeltaView, we were extremely satisfied but needed the range of functionalities to grow in line with our business
activity" indicated Patrick Chauvin, CIO at Gide Loyrette Nouel. "The number of documents to be reviewed, approved and compiled has
grown extensively and Workshare Professional provides us with additional time saving capabilities in a single application."
Results
Being a law firm built on ethics, credibility and client trust, Gide Loyrette Nouel understood the necessity and importance of
document integrity and security. Workshare Professional removes all metadata attached to a document before it is sent and
identifies high risk documents that are being emailed outside the organisation. "Workshare Professional is so efficient and intuitive
when it comes to document integrity and cleansing that we have full confidence in its capabilities and entrust it with keeping our
most valuable asset intact; our credibility" said Patrick Chauvin.
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"Workshare will enable Cobbetts' staff in multiple locations to work more efficiently on the same documents, improving productivity and reducing time-consuming manual administrative tasks associated with checking and comparing content changes."
Andy Turner, IT Internal Services Manager, Cobbetts |
Workshare and Cobbetts
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Challenge
As legal teams work in multiple locations, the company needed a way in which colleagues could work concurrently on major legal documentation, without having to manually check documents for content changes. They wanted to be able to make amends quickly and easily, without having to verify corrections and more importantly, ensure that any internal "hidden" data (known as metadata) was erased from the document before being sent to the client, ensuring the security, accuracy and confidentiality of the content.
Solution
Workshare Professional enables users to automate typical manual document processes, automatically stripping out potentially damaging metadata hidden in documents. Its document validation flags any changes against the author's original text, version co-ordination allows the author to accept or reject any of those changes, and document security reduces the chance of sending sensitive data to the wrong party. It can also safeguard against potential confidentiality leaks, ensuring that company compliance policies are followed.
Results
Workshare Professional will enable Cobbetts to replace time-consuming manual working practices and replace these with quicker, automated processes. This makes it easier to incorporate or edit additional changes from colleagues for example. Workshare Professional also provides an important audit trail of accepted and rejected changes and establishes document ownership.
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"Workshare has been used here for years now and is totally ingrained in our working process. For a lawyer's office like ours, Workshare is really indispensable!"
Willem Verloop, manager ICT, Houthoff Buruma |
Workshare and Houthoff Buruma
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Challenge
Within Houthoff Buruma many documents circulate. Besides that, the firm exchanges a large amount of information with third parties - like clients or other firms. Usually it concerns a recommendation or contract, in connection with takeovers or share transactions. It is important that the case can be handled quickly because delays can have major financial consequences. However, checking the changes of a document in Microsoft Word after it had been to a client was very time-consuming.
Solution
Workshare streamlines the document review process. At a glance it is clear which document version is at hand and which changes have been made. It takes less time for a document to reach the status of final version, so takeovers or transactions are no longer delayed. Moreover, Workshare protects organizations from involuntarily sending out sensitive information when e-mailing documents to third parties.
Results
Workshare makes efficiency, accuracy and compliance possible.
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"We had no doubt about the upgrade to Workshare Professional. DeltaView gives that much satisfaction and is so much integrated into our daily activities that we didn't even consider any other solution."
Andr van de Water, Manager ICT Department, Van Doorne |
Workshare and Van Doorne
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Challenge
Van Doorne was confronted with certain limitations within the Microsoft Office suite. It could not be assured that changes and corrections in a document were presented as they wanted. Moreover, it was difficult to gain a clear view of an adjusted document, so that it took Van Doorne a lot of time to process the changes.
Solution
Van Doorne will upgrade to Workshare Professional - the most recent Workshare product suite that also contains Workshare Protect. "That offers us even more advantages, like easy PDF creation - with only one mouse click - and the possibility to work together on the same document with different practice groups. Workshare Protect also ensures that confidential data, like document properties and changes, are removed when sending documents to third parties.
Results
The Van Doorne staff can compare documents quickly, accurately and reliably and verify the content. Van Doorne has a fast and reliable way to navigate through two documents simultaneously while checking for revisions. In no time it is clear which changes have been made by whom.
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But even more importantly, Workshare frees up attorneys to spend more time with clients, having deeper conversations - and then sharing insight and best practices within the firm.
Eric Levinson, Systems Applications Manager
at Mayer, Brown, Rowe & Maw LLP |
Workshare and Mayer Brown Rowe & Maw LLP
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Challenge
Mayer, Brown, Rowe & Maw LLP (MBR&M) attorneys and staff frequently share high-value documents with colleagues, clients and co-counsel. In doing so, they noticed a consistent and time-consuming problem with having multiple Microsoft Office documents and redlines, living inside and outside of the document management system, with different names and versions. Trying to coordinate the multiple versions and incorporating all suggested changes to produce an accurate document was a daunting task. They were losing control of documents-a key client deliverable.
Solution
"We needed an affordable and complete solution that would allow our employees firmwide to review and approve business documents, instantly create and share secure PDF files over email and work seamlessly with our Interwoven document management system. Workshare is the answer," said Howard Niden, CIO, Mayer, Brown, Rowe & Maw LLP.
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"The product is entirely robust and adds considerable value to our business through ensuring efficiency, accuracy and compliance".
Jakob Hermansen, Risk Manager, BankInvest. |
Workshare and BankInvest
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Challenge
Personnel at BankInvest were often involved with complex agreements and contracts requiring multiple comments and feedback. It had become very difficult to control the many versions in circulation and to track the changes made to highly sensitive documents. The process was heavily reliant on the accuracy and diligence of the personnel involved and was labour-intensive, time-consuming and fallible.
Solution
BankInvest deployed Workshare Professional to simplify these processes enabling contributors to concentrate on the quality of their input and not dilute their focus by worrying about version numbers, track changes or the risk of hidden data. BankInvest are now able to provide even higher levels of security to their sensitive documents, control access and printing right, and prevent documents from being sent to inappropriate destinations.
Results
The Controlling Department where Workshare Professional is deployed is protected from potentially harmful metadata, and overall the manual processes previously employed in the document management cycle have been vastly reduced resulting in considerably higher productivity.
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Workshare will dramatically improve the way our
attorneys, staff, and clients work together on documents.”
Craig Courter, CIO, Baker & McKenzie |
Workshare and Baker & McKenzie
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Challenge
Baker & McKenzie needed a way to streamline the process of creating and reviewing legal
documents and contracts. In addition, they faced challenges with document integrity including corruption and security.
Solution
Workshare for document integrity, provided increased productivity while solving document
review, corruption, and security challenges. Document validation flags any changes against
the author’s original text, version coordination allows the author to accept or reject any of those changes, and document security has reduced the chance of sending sensitive data to the
wrong party.
Results
Baker & McKenzie saves thousands of hours resulting in a 663% return on investment.
The firm’s secretarial and paralegal staff saves half an hour a day through better collaboration
with document reviewers, reduced review cycles and a faster document production process.
The IT staff saves approximately one hour a week that was previously spent rectifying document problems.
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"The productivity savings speak for themselves and
our clients are happy because it helps their documents
to be delivered accurately and quickly."
Chris White, IT Director |
Workshare and Ashurst
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Challenge
Ashurst identified version management, document corruption, and document security as issues that compromised the integrity of their documents. In order to guarantee a high
standard of client service they needed to address the challenges in order to improve the integrity of their documents.
Solution
Workshare was introduced to 1,500 employees worldwide. The software has benefited
every document user, prevented document corruption and reduced document duplication resulting in improved storage redundancy.
Results
The ability to deliver complex documents and speed up document review cycles has paid
clear dividends on the initial investment. And by eliminating security risks and driving
improvements in document production workflow Ashurst is able to provide better client service.
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"We are creating competitive advantages...improved client service, reduction in risk and reduced frustration levels amongst our staff ”
Derek Brooks, IT Director, Manches |
Workshare and Manches
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Challenge
On average, Manches employees edit and review 10,000 legal documents each week and create another 5,000 documents from scratch. Manches needed version coordination, document validation and document security in order to work on large volumes of documents from multiple authors, in multiple Microsoft Word formats, via e-mail.
Solution
Workshare replaced tedious and cumbersome manual working practices. Manches
professionals are now able to automatically manage many revisions, making it easier and faster to incorporate suggested changes from other people. Workshare will allow Manches to prevent documents from crashing during the review cycle, as well as automatically protecting them from inadvertently disclosing sensitive information hidden in their documents.
Results
Workshare improved Manches’ business document production process. Workshare
automates the document review process and improves the quality of support Manches’
clients receive.
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"Workshare is a simple, intuitive application that is easy to use.”
Jason Melotte, Head of IT, Shadbolt & Co. |
Workshare and Manches
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Challenge
Shadbolt & Co needed a document solution that reduced document corruption, enforced document security and increased document contributors productivity.
Solution
Workshare improved the integrity of Shadbolt & Co documents by eliminating document
corruption, ensuring document security and improving the review process.
Results
Shadbolt & Co utilized Workshare to increase productivity and ultimately improve the service they provide to their clients. Employees are now able to work faster, ensure the
integrity of their documents and deliver documents on time.
