A practical alternative to NetDocuments: SharePoint-Powered Document Management for Canadian Law Firms
Are you being forced to move from Worldox to NetDocuments?
Are you facing significantly increased annual costs?
You’re not alone. When NetDocuments acquired Worldox in 2022, thousands of Canadian firms suddenly found themselves on a countdown clock; without a clear support‑sunset date, but with licence fees projected at $50–$65 per user, per month. Like many other Canadian law firms, you are likely reluctant to make an expensive leap into another proprietary platform.
Is this the last acquisition, or will there be more?
What's to stop NetDocuments from being acquired by another company in the future, potentially forcing your firm into yet another costly and disruptive transition that benefits shareholders, but not customers?
The good news is that you have a much less expensive yet far more extensible alternative. It not only replaces Worldox but also opens the door to richer automation, collaboration, and AI‑powered insights through Microsoft Copilot. While some firms may not be ready to embrace AI today, it's entirely optional. If and when you're ready, it's secure, privacy‑respecting, and built into tools your team already uses every day.
Microsoft’s stability
Microsoft SharePoint (part of Microsoft 365 cloud services) has been a strong, core infrastructure within Microsoft for decades. Unlike niche document management system vendors, it's not a product that risks sudden discontinuation or corporate buyout. Microsoft isn’t getting acquired by a private equity firm or competitor; your investment in SharePoint is safe, stable, and backed by one of the most enduring tech companies in the world, which already likely powers other critical services you use.
Why Many Firms Are Pumping the Brakes on NetDocuments
Sticker Shock – Some firms report the annual cost of Worldox equalling one or two months of NetDocuments subscriptions, often at least a 600% increase in costs.
Retraining Overload – A brand‑new interface, search model, and workflow means months of reduced productivity.
Platform Lock‑In – Once your data is in NetDocuments, moving again can be costly and disruptive.
Uncertain Timeline – NetDocuments has yet to publish a definitive retirement date for Worldox, leaving firms in limbo—but the clock is ticking.
SharePoint: A DMS You Already Own
Because SharePoint is included in Microsoft 365 Business Premium and Enterprise plans, most firms already pay for the platform they need. No extra DMS (Document Management System) subscription is required.
Our Migration Plan
We can take this slowly and carefully together. If you had to migrate to NetDocuments, you may typically experience a hard cut-over, where one day you’re doing your last work in Worldox and the next day everyone has to be in NetDocuments. With our method, we can start with one matter as a pilot, review, adjust, document, and train, and then move to one of your practice groups or decide on what works best for you.
Discovery & Vision Workshop
✔️ Inventory current Worldox libraries
✔️ Identify pain points & quick wins
✔️ Live demo of the SharePoint matter templatePilot Matter (0–30 days)
✔️ Migrate one active or closed matter
✔️ Validate structure, metadata & user experience
✔️ Capture feedback & refineIterative Migration (30–180 days)
✔️ Batch migrations aligned to practice areas
✔️ Ongoing user coaching
✔️ Parallel run for risk mitigation (optional)Firm‑Wide Rollout & Training (180–360 days)
✔️ Go‑live cut‑over
✔️ Role‑based clinics & video micro‑learning
✔️ Post‑launch hyper‑care (optional)Continuous Optimisation (post-project, ongoing)
✔️ Regular (quarterly or semi-annually) roadmap sessions
✔️ Layer in Copilot (optional), Power BI dashboards, e‑signature flows, and other automations
Cost Snapshot
Here is a general comparison of costs of moving to NetDocuments versus SharePoint, assuming you already have the proper Microsoft 365 licensing in place.
| Solution | Up‑Front Migration | Monthly Licensing | 3‑Year TCO* |
|---|---|---|---|
| NetDocuments | $$ | $50–$65/user | $$$$ |
| SharePoint (in M365) | $$ | Included | $ |
*Assumes Microsoft 365 licence already in place; excludes optional Copilot add-on.
FAQ - SharePoint for Canadian Law Firms
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Yes and No. SharePoint is already part of Microsoft 365, and most firms are already using Outlook, Teams, and Word daily. Our solution extends those familiar tools rather than replacing them with something entirely new.
People will still need to learn to use a new interface (SharePoint) when working with matters, as opposed to Worldox, but they’d also have to learn a new interface with NetDocuments. So for anyone not familiar with SharePoint, some of this solution will be new to them.
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We use tagging and document libraries in SharePoint to provide structured, searchable filing similar to Worldox profiling. You can tag by matter, document type, status, or any custom field your firm needs.
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Yes. The solution includes a SharePoint-based structure where each client and matter gets its own secure space. This includes folders, tagging, recent activity, and a homepage tailored for that matter.
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Yes—and often better. SharePoint search supports full-text indexing, keyword filters, metadata filtering, and even search across Teams and Outlook. With Microsoft Copilot (optional M365 AI add-on license), you can also summarize and find documents using natural language.
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Version history is built in, so you can revert or compare changes anytime. In addition, we maintain a separate encrypted backup stored in Canadian datacenters, giving you more control over backups, recovery, and ultimately peace of mind.
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Absolutely. We use Microsoft Power Automate to build custom workflows that suit your firm's processes; for example, client intake forms, approval flows, or reminders for deadlines.
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We usually start with a pilot matter to test and refine the setup. Full rollout timelines depend on firm size, current structure, operational maturity, and number of existing documents, and pace of adoption, but we build the plan around your comfort level.
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Yes. We include training for lawyers, assistants, and admins, with short videos, hands-on sessions, and recorded walkthroughs. We tailor the training to your firm’s roles and workflows. Additional training outside of the initial migration project can be purchased.
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Yes. SharePoint data is stored in Microsoft’s Canadian data centers (if your Microsoft 365 tenant is in a Canadian data center; we assess that in the initial project phase), and we ensure privacy, permissions, and auditability to align with PIPEDA and law society guidance.
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We’re currently prioritizing project scheduling for our existing clients.
However, if you're also looking for a more strategic IT partner, not just break/fix support, but guidance on making better use of tools like Microsoft 365, we’d love to talk. Book a quick meeting and lets see if there’s a good fit.
Why Partner With Us
Legal Insight: Canadian lawyer-designed SharePoint framework in use by other law firms
Proven MSP Expertise: Over 15 years supporting and protecting Canadian law firms
Beyond IT support: We don’t just handle the basics. We’re passionate about digital modernization and helping your team get more from the tools you already pay for—like Microsoft 365. From consulting on better workflows to automating time‑consuming tasks, we help you shift focus back to the work that matters most: serving your clients.
Contact us
Would you like to discuss this option? The button below will take you to our Microsoft Bookings page so you can select a date and time that works for you.