Profiling Documents within Worldox
Worldox GX4 integrates with other applications, bringing together everything needed to find, copy, move, view, organize, control, describe, index, categorize, apply security and create versions of your electronic files and email messages.
Profiling is the way Worldox classifies and stores files. When profiling documents, various fields are available to help you properly save files to specific locations. Examples of profile fields include Client, Matter, Doc Type, Typist, Description, and Add’l Comments. For more details, see Uploading and profiling a document.
Worldox uses global numbering when creating new documents. When a document is saved, it is automatically assigned a unique document number (Doc ID). Document numbers are eight (8) numeric characters followed by the file application extension. Documents are numbered consecutively as they are saved, meaning no two documents will have the same number.
Examples of document numbers:
00000001.DOCX
00000002.DOCX
00000003.XLSX
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 |
Cabinet (formerly called 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 cabinet uses a unique combination of profile fields, perhaps including: Client Matter Author |
Doc IDs |
Worldox-assigned, sequential numbers. |
Description |
File name. |
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.
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).