• Security
• Indexing
Worldox uses logical folder structures to store (and find) documents. Folders and folder relationships correspond to document profiles - information used to identify Worldox-managed files.
Profile Item |
Description |
Profile Group |
A document grouping - unique to business unit, function or specialty. Examples: • Human Resources • Accounting • Civil Litigation |
Document Profile |
The full set of information elements used to identify a document. Every Worldox-managed file is “profiled” to provide such identifiers. |
Profile Fields |
Specific items used to identify documents. Each profile group uses a unique combination of profile fields, perhaps including: • Client • Matter • Author |
Doc IDs |
Worldox-assigned, sequential numbers. |
Description |
File name. |
Stamp |
An identifying information line Worldox adds to document footers. |
Worldox also organizes files by life cycle. The Archive and Records areas within profile groups serve this purpose. Managers can determine in advance how long documents will be available, and where they go for storage after that.
Tip: Archive and Legal Hold file categories are available per profile group in the left-side navigation panel of Worldox, assuming those categories have been activated for your site. |
Security means several things in Worldox. It is the ability to limit or grant access to individual documents, also security in the sense that documents remain safe, protected. Only one user at a time can make changes to an original file. Documents can be versioned, preserving earlier work as additional changes are made.
Security in Worldox also means control - the ability to track document usage and access.
Behind the scenes, Worldox inventories the files it manages, looking for additions, deletions and changes. This indexing process goes on at regular intervals throughout the day. Indexing is the key to fast searching and effective audit tracking (the ability to know almost instantly who did what with which documents).