Quick profiles are time-savers, a one-click way to pre-fill profile and direct access forms. They can save you a lot of time as you move, copy and save documents in Worldox. For instructions, use the links below.
• Access/select quick profiles
• Save current field settings as a new quick profile
• Designate a default quick profile
These are the actions in which quick profiles can be used:
• Save new file, or save as, on the File Save dialog
• Copy file, on the File > Copy dialog
• Move file, on the File > Move dialog
• Copy email, on the Email > Copy dialog
• Move email, on the Email > Move dialog
• Save email attachment, on the Save Attachment dialog
• Drag and drop files to the WorkZone, on the WorkZone - File Saves As dialog
To access quick profiles, just initiate one of the document/email profiling
actions listed above - or select Direct Access 
in the Worldox toolbar
to use Direct Access.
• Any available quick profiles list on the right side of profiling and direct access forms. Check out this guided tour of the File Save dialog. (Quick profiles list under My Profiles and Public Profiles tab headings.) Other forms are very similar to File Save in this regard.
• Just click on a quick profile from the list to select it, then click Load Quick Profile Templates under the list. Left-side buttons and fields on the form then change to reflect the unique combination of settings (profile group choice and field values) saved for that quick profile.
Initiate any profiling action (or Direct Access search).
On the profile or direct access form, fill out fields completely. Please do not save or conclude the action at this point. In other words, fill out the form but don't click the OK, Copy or Move button to finish.
Note: Here are step-by-step instructions for filling out profile forms.
Now click the Quick Profile menu button.
Select Save as a Quick Profile from the button menu list. That opens the Save Quick Profile dialog.
In the Save Quick Profile dialog:
Set this new quick profile as the default choice (optional).
Select the Default profile ... choice if you want these field settings to be the default choice for future actions of this type, for the selected profile group. For example, if you are saving filled-out File > Copy dialog fields as a quick profile, selecting this quick profile as the default makes it the automatic starting point for future document copy actions for that profile group.
Notes:
• If this new quick profile is set as the default choice, you cannot name it; it will not list in right-side quick profile listings on the profile or direct access form. You can edit or delete default quick profiles in the Add/Edit Quick Profiles dialog.
• A default quick profile is default only for the profile group saved with that quick profile. For example, if you have access to four profile groups at your site, you could save up to four separate default quick profiles for the action of copying documents into Worldox
Name the quick profile.
Names are required, unless you have clicked the Default profile ... choice. In that case the new quick profile cannot be named. Use a backslash in the name if you want to organize quick profile listings into folders.
Example: Naming the quick profile" JPA\Land Trust" creates both a folder and a quick profile listing within it, as shown here:
Click OK to save the new quick profile.
As the Save Quick Profile dialog closes, you'll see the saved quick profile listed on the right-side of the profile or direct access form. (If it was set as the default profile group choice, the new quick profile will not list there, but will be available in the Add/Edit Quick Profiles dialog.)
Initiate the profiling action (or Direct Access search) for which you want to use the new quick profile.
Now click the Quick Profile Menu button.
Select Add/Edit Quick Profiles from the button list. That opens the Add/Edit Quick Profiles dialog. The example shown on the linked topic is for a File Save profiling action.
In the Add/Edit Quick Profile dialog:
Select the My Profiles or Public Profiles tab.
Depending on your user entitlements, you may have the ability to create new quick profiles just for yourself (My Profiles) or for all users at your site (Public Profiles).
Note: If you cannot create new public quick profiles, the New button will be inactive on the Public Profiles tab.
Click New.
Then, depending on how profile groups and user access are set up at your site, you could see the Select Profile Group dialog, overlying the New Quick Profile form. If so, in the Select Profile Group dialog, double-click the profile group you want and click Select in the toolbar.
Otherwise, you go straight to the New Quick Profile dialog. (The example shown in the linked topic is for a File Save profiling action.) Fill out all required or necessary fields.
In the New Quick Profile dialog:
Assuming you have access to multiple profile groups, you can select another group by clicking Profile Group. That opens the Select Profile Group dialog, where you can choose another. If you do change the profile group, the New Quick Profile dialog reloads to display profile fields associated with the chosen group.
Tip: There is a helpful shortcut available. You can copy profile information from an existing document. Click Same Profile as. Find the file you want to use as a base and select it. That returns you to the New Quick Profile dialog, where one or more profile fields are now filled out. |
Fill out profile fields.
To: |
Do this: |
Enter a code or value. |
Type the code in the open profile field. |
Select a code you have used previously. |
Click the drop down arrow to the right of the input field to open the list of recent choices for that field. |
Select from the list of all valid entries for the field. |
Click the named profile field button; that opens the field table dialog, where you can double-click an item to select it. |
See Working with field tables for details on selecting and searching within field table dialogs.
Note: As you change profile field settings, linked fields may change. An example would be the Client field choice. Matter fields are typically linked to the Client choice, so If you change the Client, the linked Matter field setting changes too.
Colored prompts appear to the right of profile fields. Worldox points out required fields, and checks each entry. Valid choices appear in another color, and invalid or unknown entries are flagged. Here valid choices display in green, while unknown entries and prompts display in red. (You could also see information prompts in a third color, not shown here.)
Tip: Field prompt colors, as with so many other display options in Worldox, can be customized to your taste. |
Add/edit comments (optional).
Enter comments in the Add'l Comments field. As soon as you start typing in the Comments field, it expands:
Add Below is pre-selected, meaning Worldox will add any new comments below earlier ones (as seen here, on the Comments document tab and in worklists). Select Add Above to have Worldox add new comments above earlier ones, or Replace to always have the last comment added be the only comment saved.
Type in your comment, or click Insert Keyword to add a pre-defined keyword, in the Comment Keywords dialog.
Tip: To add a short, pre-defined comment, place your cursor in the Add'l Comments field, then press F2. That opens the Comment Keywords dialog. |
Click Apply Comments to apply this comment to the profile. Or, click Undo Changes to close this expanded field and leave the Add'l Comments field unchanged.
To spell-check
Add'l Comments
field entries, click the spell check 
icon. That opens the Check Spelling dialog.
Click Security to open the Security Classifications dialog to change security for the file. See Setting document security for more information.
Note: Security choices only appear on the Edit Quick Profile dialog for certain profile actions - save file, copy or move email, save email attachment, and drag/drop to WorkZone. If you are editing quick profiles in the context of other profile actions - or in using Direct Access - the Security button does not appear.
The Worldox Check Spelling dialog may appear at this point if Add'l Comments field entries are incorrectly spelled or use words not in the current spelling dictionary. Next you see the Save Quick Profile dialog.
In the Save Quick Profile dialog:
Set this new quick profile as the default choice (optional).
Select the Default profile ... choice if you want these field settings to be the default choice for future actions of this type, for the selected profile group. For example, if you are saving filled-out File > Copy dialog fields as a quick profile, selecting this quick profile as the default makes it the automatic starting point for future document copy actions for that profile group.
Notes:
• If this new quick profile is set as the default choice, you cannot name it; it will not list in right-side quick profile listings on the profile or direct access form. You can edit or delete default quick profiles in the Add/Edit Quick Profiles dialog.
• A default quick profile is default only for the profile group saved with that quick profile. For example, if you have access to four profile groups at your site, you could save up to four separate default quick profiles for the action of copying documents into Worldox
Name the quick profile.
Names are required, unless you have clicked the Default profile ... choice. In that case the new quick profile cannot be named. Use a backslash in the name if you want to organize quick profile listings into folders.
Example: Naming the quick profile "JPA\Land Trust" creates both a folder and a quick profile listing within it, as shown here:
Click OK to save the new quick profile.
As the Save Quick Profile dialog closes, you'll see the saved quick profile listed on the Add/Edit Quick Profile dialog. (If it was set as the default profile group choice, the new quick profile lists under the profile group name.)
Initiate the profiling action (or Direct Access search) for which the quick profile you want to edit is used.
Now click the Quick Profile Menu button.
Select Add/Edit Quick Profiles from the button list. That opens the Add/Edit Quick Profiles dialog. The example shown on the linked topic is for a File Save profiling action.
Note: Here is an alternate way to access quick profiles for email actions:
• Click the Email worklist tab.
• Select Quick Profiles from the Edit pull-down menu. That opens the Edit > Quick Profiles dialog. This is the same functionally as the Add/Edit Quick Profiles dialog, except that it lists only those quick profiles relating to email.
In the Add/Edit Quick Profile or Edit > Quick Profile dialog:
Select the My Profiles or Public Profiles tab.
Depending on your user entitlements, you may have the ability to create new quick profiles just for yourself (My Profiles) or for all users at your site (Public Profiles).
Note: If you cannot edit public quick profiles, the Edit button will be inactive on the Public Profiles tab.
Click Edit.
Then, depending on how profile groups and user access are set up at your site, you could see the Select Profile Group dialog, overlying the Edit Quick Profile form. If so, in the Select Profile Group dialog, double-click the profile group you want and click Select in the toolbar.
Otherwise, you go straight to the Edit Quick Profile dialog.)The example shown is for a File Save profiling action.)
In the Edit Quick Profile dialog:
Assuming you have access to multiple profile groups, you can select another group by clicking Profile Group. That re-opens the Select Profile Group dialog, where you can choose another. If you do change the profile group, the Edit Quick Profile dialog reloads to display profile fields associated with the chosen group.
Tip: There is a helpful shortcut available. You can copy profile information from an existing document. Click Same profile as. Find the file you want to use as a base and select it. That returns you to the Edit Quick Profile dialog, where one or more profile fields are now filled out |
Fill out profile fields.
To: |
Do this: |
Enter a code or value. |
Type the code in the open profile field. |
Select a code you have used previously. |
Click the drop down arrow to the right of the input field to open the list of recent choices for that field. |
Select from the list of all valid entries for that field. |
Click the named profile field button; that opens the field table dialog, where you can double-click an item to select it. |
See Working with field tables for details on selecting and searching within field table dialogs.
Note: As you change profile field settings, linked fields may change. An example would be the Client field choice. Matter fields are typically linked to the Client choice, so If you change the Client, the linked Matter field setting changes too.
Colored prompts appear to the right of profile fields. Worldox points out required fields, and checks each entry. Valid choices appear in another color, and invalid or unknown entries are flagged. Here valid choices display in green, while unknown entries and prompts display in red. (You could also see information prompts in a third color, not shown here.)
Tip: Field prompt colors, as with so many other display options in Worldox, can be customized to your taste. |
Add/edit comments (optional).
Enter or change any comments in the Add'l Comments field. As soon as you start typing in the Comments field, it expands:
Add Below is pre-selected, meaning Worldox will add any new comments below earlier ones (as seen here, on the Comments document tab and in worklists). Select Add Above to have Worldox add new comments above earlier ones, or Replace to always have the last comment added be the only comment saved.
Type in your comment, or click Insert Keyword to add a pre-defined keyword, in the Comment Keywords dialog.
Tip: To add a short, pre-defined comment, place your cursor in the Add'l Comments field, then press F2. That opens the Comment Keywords dialog. |
Click Apply Comments to apply this comment to the profile. Or, click Undo Changes to close this expanded field and leave the Add'l Comments field unchanged.
To spell-check
Add'l Comments
field entries, click the spell check
icon. That opens the Check Spelling dialog.
Click Security to open the Security Classifications dialog to change security for the file. See Setting document security for more information.
Note: Security choices only appear on the Edit Quick Profile dialog for certain profile actions - save file, copy or move email, save email attachment, and drag/drop to WorkZone. If you are editing quick profiles in the context of other profile actions - or in using Direct Access - the Security button does not appear.
The Worldox Check Spelling dialog may appear at this point if Add'l Comments field entries are incorrectly spelled or use words not in the current spelling dictionary. Next you see the Save Quick Profile dialog.
In the Save Quick Profile dialog:
Set this new quick profile as the default choice (optional).
Select the Default profile ... choice if you want these field settings to be the default choice for future actions of this type, for the selected profile group. For example, if you are saving filled-out File > Copy dialog fields as a quick profile, selecting this quick profile as the default makes it the automatic starting point for future document copy actions for that profile group.
Notes:
• If this changed quick profile is set as the default choice, you cannot name it; it will not list in right-side quick profile listings on the profile or direct access form. You can edit or delete default quick profiles in the Add/Edit Quick Profiles dialog.
• A default quick profile is default only for the profile group saved with that quick profile. For example, if you have access to four profile groups at your site, you could save up to four separate default quick profiles for the action of copying documents into Worldox
Edit the quick profile name.
Names are required, unless you have clicked the Default profile ... choice. In that case the new quick profile cannot be named. Use a backslash in the name if you want to organize quick profile listings into folders.
Example: Naming the quick profile "JPA\Land Trust" creates both a folder and a quick profile listing within it, as shown here:
Click OK to save the changed quick profile.
As the Save Quick Profile dialog closes, you'll see the saved quick profile listed on the Add/Edit Quick Profile dialog. (If it was set as the default profile group choice, the new quick profile lists under the profile group name.)
Initiate the profiling action (or Direct Access search) for which the quick profile you want to delete is used.
Now click the Quick Profile Menu button.
Select Add/Edit Quick Profiles from the button list. That opens the Add/Edit Quick Profiles dialog. The example shown on the linked topic is for a File Save profiling action.
Note: Here is an alternate way to access quick profiles for email actions:
• Click the Email worklist tab.
• Select Quick Profiles from the Edit pull-down menu. That opens the Edit > Quick Profiles dialog. This dialog is the same functionally as the Add/Edit Quick Profiles dialog, except that it lists only those quick profiles relating to email.
Select the My Profiles or Public Profiles tab.
Depending on your user entitlements, you may have the ability to create new quick profiles just for yourself (My Profiles) or for all users at your site (Public Profiles).
Note: If you cannot delete public quick profiles, the Edit button will be inactive on the Public Profiles tab.
Click Delete. That opens the Confirm Delete dialog, which asks you to confirm the deletion:
Click Yes to go ahead and delete.
As the Worldox - Delete dialog closes, you'll see the deleted quick profile no longer appears on the Add/Edit Quick Profile dialog.
Designating default quick profiles helps reduce profiling time by having some or all profile fields fill in automatically as forms open.
When you create a document and save it the first time, whatever field values already identified for the default quick profile automatically fill in on the profile form. No need to choose anything; if a default quick profile has been selected earlier, the process is automatic.
Tip: Remember, quick profiles are file action-specific. A quick profile used as the default profile for saving documents would not be used for other file actions. |
To designate a quick profile as the default choice:
Start the file action for which you want to designate a default profile. For example, create and save a file, so that the File Save profile form opens.
Any quick profiles available for that action appear in the My Profiles and Public tab lists to the right of the form. Right-click the profile you want to be the default and select Set as Default Quick Profile from the right-click menu.
A red checkmark then appears next to this default choice on the list.
The selected profile will automatically load and automatically fill in various profile fields when next saving a file (to continue with that example).
To clear a default quick profile choice:
Start the file action for which you want to clear a default profile selection. For example, create and save a file, so that the File Save profile form opens.
Any quick profiles available for that action appear in the My Profiles and Public tab lists to the right of the form. Right-click the default profile listing (identified by a red checkmark).
Select Clear Default Quick Profile from the right-click menu.
