Using Categories

Related Topics

CategoriesCategories (formerly known as Libraries) are unique to Worldox. Categories are "virtual containers" – places to organize files for any purpose that suits you. They collect files in the virtual sense by creating connections between documents without moving or copying those documents. Categories are optional, but if you have them turned on you can create categories on the fly when saving or copying files. Use categories to set up groups of related documents within a folder. For example, you can use categories to group documents by status. You could create categories for drafts, review documents, approved documents, and other categories, within each client/matter folder. The Categories feature also makes it possible for users to quickly identify files in a list in a visual way. You can use color icons and text-based descriptions to tag and discover related files. were known as Libraries in earlier versions of Worldox. Categories are "virtual containers" – places to organize files for any purpose that suits you. They collect files in the virtual sense by creating connections between documents without moving or copying those documents.

If you used Libraries in older, pre-GX3 versions of Worldox, they are still here, only now they are Folder categories found under the Folders tab on the Edit > Assign to Categories dialog. Libraries (now called folders) are folder-specific and only capable of including files from within the same folder. There is no such restriction on other categories.

Folder Categories (The Old "Libraries")

Each folder category exists only in the folder in which it was created. So which folder categories are available – and whether or not you have the ability to view and manage folders in the Edit > Assign to Categories dialog – depends on which Worldox list is currently visible.

Folder categories added in one folder are available only in that location, nowhere else.
When viewing a file list drawn from several locations – search results, for example – folder categories cannot be viewed, added or removed. In fact, the Folder tab is not visible in the Edit > Assign to Categories dialog at such times.
Adding new folder categories is a folder-specific process. You add the category in the folder in which you intend to use it. The new folder category is then available in that folder and in any sub-folders contained therein, nowhere else.

Personal, Public and Folder Categories

The Edit > Assign to Categories dialog features Personal, Public and Folder tabs.

Personal categories are categories that each user can create and are available to and viewable by only the user that created and assigned the Personal category. They are seen for all files in all Cabinets.
Public categories are categories that are created by the Worldox Administrator or trustee through Security Groups and are available to and viewable by any user. They are seen for all files in all Cabinets.
Folder categories are categories that each user can create and are available to and viewable by all users. It’s important to note that any category created as a Folder will only be available for use in the Folder where the category was created. This allows for highly specialized Categories that may only apply to this set of documents that live together in a folder. An example could be in a client matter system where you may want to assign files that belong to a category based on the last name of each person.