• Working with the Workspaces profile group (dedicated workgroup folders)
• Best practice for sharing other links and content
The User Files profile group is part of every Worldox GX3 installation. Every person who uses Worldox gets his or her own folder in that group. It's automatic. What is not automatic is what goes into your personal User Files folder. That is more or less up to you, and subject to whatever training guidelines your firm provides.
Note: If your Worldox Administrator has not renamed or deactivated this profile group, it should automatically appear as a right-click subscription choice in My Workspaces. If it does not appear on the right-click menu and you have questions about this option, please contact your Worldox Administrator.
The User Files group has only one profile field - Author - so clearly it is not intended as a primary destination for profiled files. It is designed instead to promote sharing. And that is a very flexible process. Here are two different approaches:
To share work in progress, new draft materials
Here is a typical scenario: you are working on project budget spreadsheets, which require input and changes from two other members of a small accounting team.
You create spreadsheets and profile them into your personal User Files folder.
Then you and the other two team members subscribe to your User Files folder.
Now you collaborate on these files, making whatever adjustments and changes are needed.
When the spreadsheets are ready for distribution and/or publication, you re-profile them to the appropriate Client/Matter location:
• You could copy spreadsheets to the appropriate profile group, leaving copies in your User Files folder.
• Or, simply move these files to the destination folder, removing them from your User Files folder.
To work on existing, already profiled documents
You might also choose to work the other way, starting with documents already created and profiled elsewhere.
In this case, move existing documents into your personal User Files folder for team sharing.
As in the above example, all members of your team subscribe to your User Files folder, then work together to finalize document changes.
When they are ready for distribution and/or publication, you re-profile them. Move these files back to the source profile group, removing them from your User Files folder.
Either way works. There are no set rules as to how this should happen. We do suggest that you think the process through with your team. It would also be an excellent idea to document how you are moving/copying and sharing files.
The special User Files profile group is definitely an important tool for sharing content. However, that is not the only way the My Workspaces content zone promotes collaborative workflows.
Just have every member of your team subscribe to the same project folders, so those folders are always visible, easily opened on-screen for each person. Because any views and projects associated with that location display automatically for such subscribed links, everyone has access to the same projects and search tools as well.
Of course you could bookmark folders, then email bookmarks to others. Making sure all team members subscribe to the same folder is easier, and has the advantage of keeping those shared links always visible in the left-side navigation panel.