Upon completion of this course you should be able to:
Topics that will not be covered in this course:
The following are prerequisites for this course:
One of the primary functions of Worldox document management software is to make documents easy to find by many different people who may think of information in different ways.
This goal is achieved by:
Worldox guides users to save documents with relevant information to make searching intuitive and efficient.
Some firms wish to have Worldox be their document repository for all documents including .msg files (Outlook Email Messages). Email messages, like all files will be saved with their native file extension, so in this case, as .msg files.
If you wish to file outgoing emails to Worldox, you will need to contact Trumpet Support to enable this level of integration. Filing Email messages from your Inbox or Sent Items folders will be enabled by default.
Many users prefer not to file emails to Worldox because they are automatically captured by their CRM (e.g. Junxure) and some do both. There are advantages and disadvantages to either approach. I will outline those for you here:
The major advantage to storing emails in the Worldox Document Repository is that emails stored there are text searchable. In addition, you can search across clients for emails. Worldox also stores the email with the Attachment in tact if you need to have this for compliance purposes.
The disadvantage of storing emails in the Worldox Document Repository is that you must fill in a Profile Card to save the emails. This differs than using your CRM in that in most instances, the CRM will automatically store the emails under the contact record for whom the email is addressed.
Oftentimes, the CRM will automatically file emails under the contact record for whom the email is addressed. This means that you don't have the time consuming task of profiling the email.
It may be difficult or impossible to search for all emails for a given date range if you want to look for multiple clients' emails. Attachments and emails are often filed in separate places. In addition, email messages are not typically text searchable (search for the text within the email message) when stored in a CRM.
Trumpet is relatively agnostic when it comes to your decision on where to file email messages. We prefer you understand the implications of your decision, and will work with you accordingly.
If you do not wish to add the email address to your ignore list, or file the outgoing email to Worldox, simply click the "X" to close the window.
Note: The next time you copy or move an e-mail from your inbox from an email address for which you've already filed to Worldox, Worldox pre-populates the values you filled into the index card.
Click "OK" on the "Copy/Move Completed" window
Note: Any attachments to the e-mail are now saved with the email.
You may wish to search for an email by the email address it was sent from or the email address it was sent to. While this is as simple as filling out a Search Card, there are an additional fields you will need to add to the search card.
To add the Sent From field to your Search Card:
Open a Search Card
Select Options -> Customize Fields
In the Customize Find Fields Window, select the
Highlight the value you wish to add on the left, and the field you wish to add the address to before or after
Select "Add Before" or "Add After" accordingly.
If you wish to add this to your Find Template, you can then choose Options -> Save Template
Then either provide the template with a new name and pin the template to your button bar, or overwrite the existing template you used.
You now have the appropriate fields to search for the email addresses
You may have noticed an Email Tab in Worldox. The E-mail tab in Worldox is another interface which points to Outlook's e-mail interface.
Simply selecting that tab will display your Outlook Email Folders.
You can also create new email messages, but most firms prefer Outlook's interface
You may need or want to add rules for processing outgoing emails. For example, you might want to add your husband's email address to the "Ignore" list, or you may have inadvertently added an email address to the ignore list that you want to prompt for saving.
To see your email rules, you must select the Email Tab in Worldox.
Note: You cannot access this from another tab, you must be on the E-mail tab for these menu selections to be available
Note: Trumpet has automatically configured a rule to ignore all internal addresses when in "To"