Opening files

Any file - whether Worldox-managed or not - can be opened from inside Worldox. You can use various Worldox search tools to find the desired file, then open it using the Worldox Open command.

Note:  Depending on how Worldox is configured at your site, it's possible that opening as yet unprofiled documents could trigger Worldox profiling actions - specifically, file moves.  This is often the case when Administrators want legacy documents to be profiled on demand (upon opening). Please check with your Worldox Administrator if you have questions on how and when opening files results in profile requests.

Tip:  Opening documents in Word, Excel and many other applications is one sure way to access Worldox. When you open an as yet unprofiled (not saved/stored in Worldox) file, Worldox displays one or more dialogs automatically so you can profile the file.

•       Opening files inside Worldox

•       Open checked-out files

•       Tell Worldox which application to open a file with

Related Topics

Open files within Worldox:

  1. Use the left-side navigation panel, search or other tools to find the worklist you need.

  2. Highlight (select)  the file you want to open.

Tips:  

  • Protected files open read-only. Worklist security symbols make it easy to see which listed files are protected.

  • You can open multiple files at once.

  1. Select Open on the File pull-down menu. Or, right-click on the file and select Open from the right-click menu. Or, click Open in the Worldox toolbar. You can also open documents from within the Worldox Viewer, by selecting Open on the File pull-down menu in that dialog.

Note:  You can also double-click a file listing to open it. If you do this - and the listed file has multiple versions - Worldox asks what you want to do, in the File > Open dialog. Click Open the Selected File to open the file.

The file then opens in whatever application was used to create it originally (if available).

Tip:  How Worldox appears as the new application opens - whether you still see the Worldox application window or not - is preference-controlled, so that can be changed.

When opening a document results in a file move:

•       Depending on how profile groups and user access are set up at your site, you could see the Select Profile Group dialog, overlying the File > Move profile form. In the Select Profile Group dialog, double-click the profile group to which file is being moved, or highlight that listing and click Select in the toolbar.

•       Otherwise, you go straight to the File > Move dialog.

Next step:  Fill out the File > Move form to finish moving the opened file.

Open checked-out files

You can quickly locate and open recently checked-out files by using the Checked Out category of Worldox Favorites.

Note:  If you want to make changes to a checked-out file - and you are linked to the network - it's best to first check in that file, then open and change it.  Otherwise there is a risk that changes and/or the document could be lost.

  1. Choose Selected Favorite Files from the List pull-down menu. That opens the List > Selected Favorite Files dialog.

  2. In the List > Selected Favorite Files dialog, select the Checked Out category, then click Select. Or, double click that category. As the dialog closes, you see a new worklist showing all checked-out files.

  1. Select Open on the File pull-down menu. Or, right-click on the file and select Open from the right-click menu. Or, click Open on the Worldox toolbar.  

Tip:  If you open a checked-out file and save it as new, both the original and the new file will have a checked-out status. So when Worldox prompts you to check in files, you see two instead of one for that original file.

Tell Worldox which application to open a file with

  1. Use the left-side navigation panel, search or other tools to find the worklist you need.

  2. Highlight (select)  the file you want to open.

  3. Select Open With on the File pull-down menu. Or, right-click on the file and select Open With from the right-click menu. That opens the Windows Open With dialog, where suggested applications are listed.

  4. In the Open With dialog, double-click the application you want to use to open this file, or single-click that choice and click OK.

The file then opens in the specified application.

When opening a document results in a file move:

•       Depending on how profile groups and user access are set up at your site, you could see the Select Profile Group dialog, overlying the File > Move profile form. In the Select Profile Group dialog, double-click the profile group to which file is being moved, or highlight that listing and click Select in the toolbar.

•       Otherwise, you go straight to the File > Move dialog.

Next step:  Fill out the File > Move form to finish moving the opened file.