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Training Manuals :: Worldox - Email

1. About this Course

1.1. Instructional Goals

Upon completion of this course you should be able to:

  • Determine whether or not you prefer filing emails to Worldox or your CRM (if applicable)
  • File Outgoing Emails to Worldox
  • Save Incoming Emails to Worldox
  • Add Email To & Email From addresses to the Search Card
  • Describe what is displayed in Worldox's Email Tab
  • Set up Email Rules
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1.2. Topics not Covered

Topics that will not be covered in this course:

  • Search Techniques
  • Administering Worldox
  • Administering Symphony Profiler
  • Customizing Worldox
  • Manipulating Documents
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1.3. Prerequisites

The following are prerequisites for this course:

  • Outlook must be your email client
  • Worldox must be installed on users' workstations
  • Outlook must be installed & configured on the workstation used for this training session
  • Worldox must be installed on the workstation used for this training session
  • Users must have attended the following Trumpet Training Sessions(s):

Savvy Saving
Savvy Searching

 

 

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2. Background Information

2.1. Purpose and Fundamentals

Purpose of Document Management

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:

  1. saving documents consistently and
  2. providing many different methods (using indexing) for finding files

Worldox guides users to save documents with relevant information to make searching intuitive and efficient.

Fundamentals of Worldox

  • In order to save and search for documents using Worldox, you must have Worldox open
  • Worldox manages collections of documents, organized into cabinets (sometimes called "Profile Groups")
  • Each document in a cabinet has a profile associated with it
  • The fields in a document's profile are dependent on which cabinet the document resides in
  • Each document has an assigned Doc ID (this is just one part of a document's profile, but it's a really important part)
  • Each profile within a cabinet has a number of fields
  • Most fields are tied to a code lookup table
  • Each code within a lookup table has a description associated with it

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3. Outlook Emails in Worldox

3.1. Introduction to Outlook Emails in Worldox

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:

Worldox

Advantages

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.

Disadvantage

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.

CRM

Advantages

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. 

Disadvantage

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.

 

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3.2. File Outgoing Emails

 
Note:  In order for the following  instructions to work, you must have Sent Email Integration enabled.  Contact Trumpet Support to enable this integration.
 
  • Create a new email, and select "Send"
  • After sending an e-mail from your e-mail application, the "Worldox – Sent Message" window will appear

  • Select the desired option:
    • Copy message to WORLDOX – this operation will copy your outgoing e-mail from your sent box to Worldox an leaves the original message in your sent box
    • Move message to WORLDOX – this operation will move your outgoing e-mail from your sent box to Worldox and delete it from your sent box
    • Add the address to my ignore list  – this operation will not save the e-mail message in Worldox at all  for this message, and won't prompt you again for messages sent to this email address in the future
  • 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.

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3.3. Save Incoming Emails

You may want to save an email in your Outlook Inbox, or if you do not have Sent Email Integration enabled and want to save an email from your Outlook Sent Items Folder to Worldox, do the following:
  • In Outlook, highlight the email you wish to file in Worldox, then select the Worldox ribbon:
  • Select either "Copy to WORLDOX" or "Move to WORLDOX"
    • Copy to WORLDOX saves a copy of the email and leaves the original in Outlook
    • Move to WORLDOX saves the original email in Worldox and deletes it from Outlook
  • Complete the Profile Card
  • 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" at the bottom of the index card
  • Click "OK" on the "Copy/Move Completed" window

Note: Any attachments to the e-mail are now saved with the email.

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3.4. Add Email To and Email From Fields to Search Card

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.

  • Select OK

  • 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

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3.5. Email Tab

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.

  • Higlight the "Inbox" folder.  These are the e-mails in your Outlook Inbox folder
  • These messages have not been profiled, and cannot be retrieved by profile information, but can be worked with like messages from the Outlook interface
  • From the E-mail tab, you can
    • Create a new e-mail
    • Preview the e-mail
    • Copy an e-mail to Worldox
    • Move an e-mail to Worldox
    • Delete an e-mail

You can also create new email messages, but most firms prefer Outlook's interface

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3.6. Email Rules

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.

View Email Rules

  • To see your email rules, you must select the Email Tab in Worldox.

  • Select Edit > Address Rules
  • Note: You cannot access this from another tab, you must be on the E-mail tab for these menu selections to be available
  • The Worldox – Sent Message Rules window will open
 

Add Email Rules

  • To add a rule, select the appropriate tab:
 
    • Personal - will create the rule only for your user
    • Public - will create the rule for all users
  • Click the green plus button
  • The Worldox – Add Rule window will open
  • Fill out the applicable selections
  • Click "OK"
  • Note: Trumpet has automatically configured a rule to ignore all internal addresses when in "To"

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