After a new document has been created, saving additional changes takes place in the usual way.
Tip: Saving a newly-created document in Word, Excel and other applications is one sure way to access Worldox. That automatically opens one or more Worldox dialogs so you can profile the file. The same thing happens when you use the Save As command. |
It's when you create a new document and save it - or save an existing document as a new one - that you may see Worldox windows pop up. Doing this in most applications (with Worldox running in the background) opens one or more Worldox dialogs.
For example, when you choose Save As from the File menu in Word, several Worldox dialogs appear:
First, the Save As dialog. Here Worldox wants to know if you are indeed creating a new document, or just saving the old one. If yes to the former ...
Select a profile group.
Then, depending on how profile groups and user access are set up at your site, you could see the Select Profile Group dialog, with a larger form underneath. In the Select Profile Group dialog, double-click the profile group to which file(s) are being saved, or highlight that listing and click Select in the toolbar.
Note: This form is also called File Save As, when you reach this point through choosing a File > Save As action in Word of other applications. Or Project > Save As, when you are saving newly-created projects. Despite the name variations, these forms are functionally the same.
As each Worldox site has different requirements and profile groups, the File Save dialog at your site will be unique to your firm. However, the process is always the same: enter information that describes and identifies the document so you and your coworkers can quickly and easily locate it when needed. This descriptive information is called the document profile.
Note: For step-by-step instructions on completing the profile, see Filling our the File Save form.
Some profile information entries are free-form. When you enter a description for the document, or if you enter additional comments, you can type pretty much anything. Other fields - numbered profile fields, for example - may be more restrictive, allowing for only certain pre-defined values. Typical examples of profile fields include Client and Matter.
You certainly don't have to remember all the possible values when filling in profile fields. Worldox provides profile field tables that list available codes/values. In many cases (Client and Matter, for example), these values are imported from accounting and other systems at your site
When you fill in a document profile, it is important to be aware that all profile information can be used to search for the document. Any text in the description and comments, as well as the actual field values, may be entered into the Find Files search form to locate the document. Therefore, as you describe your documents, do so with a consideration of how you, and others at your site, might search for those documents later.