We’d like to thank John Heckman of Heckman Consulting for these tips and tricks, and invite you to visit his blog, Does It Compute, for even more. While you’re there, don’t forget to download his superb Worldox GX Cheat Sheet, too.
Save Time by Saving and Customizing Searches
In Worldox GX, your recent searches appear on a separate tabbed search bar labeled “Location.” You can select from your most recent searches by clicking the down arrow at the right of this screen. Your most recent search appears by default.
You might want to permanently save and name a search – for example, a search that finds all your forms, or all files associated with a specific client. To do so, first perform the search. Then, right-click the Saved Search Bar (above the Email button), and click Add. Give your search a meaningful name. It will now appear on your second row of Worldox buttons.
Saved searches are dynamic. If you add new documents that satisfy the search criteria, these documents will appear the next time you perform your search.
Use Quick Profile to Simplify and Streamline Document Profiling
Quick Profile can dramatically reduce the amount of time your people spend profiling new documents. Using Quick Profile, you can save frequently-used profile information, and reuse it without having to re-enter it. This not only saves time: it enforces accuracy and consistency, and makes documents easier to find in the future.
To create a Quick Profile, enter the profile information once. Next, click on the Quick Profile button at the top right of the main Profile screen. Give your Quick Profile a descriptive name.
Now, when you want to use the same information in another profile, you don’t need to fill it all in manually. Simply double-click on the Quick Profile listing in the right-hand window, and your information will be entered. If you frequently work on similar documents, this can be a huge timesaver.
Often, you’ll create many documents whose profiles will be similar, but not identical. You can create a Quick Profile that contains all the elements that won’t change amongst this type of document, and leave blank the elements that might change, such as Doc Type or Description. Then, when you use the Quick Profile, Worldox will fill in the elements you have included, but leave the rest blank for your manual entry.
Automatically Profile Email When You Send It
You can set Worldox to automatically profile email when you send it. After you send the email, a Worldox screen will appear, asking if you wish to copy or move the email to Worldox, or ignore it. If you send multiple emails to the same person, you can create a Quick Profile that automatically includes the profile information. You can also add the email recipient to an “automatically ignore” list. For example, you might tell Worldox never to store personal emails to specific individuals. Rules available under Edit | Address Rules in the Email screen gives you even more flexibility in automating this process.
Generally, it’s better to Move emails to Worldox rather than to Copy them. This keeps your Outlook .PST files smaller, which may enable Outlook to run more reliably.
Drag & Drop to Worldox From Outlook
If Drag & Drop has been turned on in Worldox by your system administrator, you can easily create “Drag & Drop” folders in Outlook that allow you to move emails to Worldox.
To do so, first look for a Worldox folder in Outlook. When you click on that folder, a Worldox dialog box appears.
To add a Quick Profile, click the Quick Profile button. Then, select New, and select the Profile group. Fill out the profile information; the Description will automatically be taken from the Subject line of the email. Click OK. When asked to name the profile group, type in the Name.
If a given client has multiple matters, you can create subfolders by including a backslash (\) in the Name. If you’re adding a new subfolder, click the down arrow and select the main folder. You can then add a subfolder to it.
You can now Drag and Drop one or multiple emails to the folder. When you do, the emails will automatically be profiled using the information already entered in the Quick Profile. (This moves the email to Worldox, rather than copying it.)
Quickly Organize Project-Related Content with the New “Projects” Feature
Worldox has long provided many built-in ways to characterize documents. Worldox GX Service Release 1 provides a new one that many customers have requested: Projects.
You might use Projects, for example, to group all documents required for a real estate closing, all exhibits associated with a brief, or all documents needed for a filing.
To create a Project, simply click on the Project button. The Project screen appears. You can simply drag files into the Project area, or use the buttons at the right to add or remove files individually.
Next, click Save As, and name the project. You might consider including the word ”Project” in the description. By doing so, you make it easier to search for Projects later.
You might also wish to create a Project document type to simplify searching. Projects appear with their own icon (a briefcase), and a document extension of *.wdl.