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3.2. Saving Documents to Worldox

Saving a Document To Worldox

The first step in saving a document is to understand the Profile Card.

When you save a document to Worldox, you complete a Worldox profile for the document (aka, "profiling")

Here is an example of a Worldox profile card:

Select the drop down for the Cabinet Field will display a list of your cabinets.

The profile fields that appear are dependent on which cabinet you have selected. Therefore, if you change the cabinet, the fields and their associated lookup tables will change as well.

The fields within the Profile Card are Code Look Up Tables.

Understanding code lookup tables is fundamental to learning how to save and search for documents in Worldox.

What is a Code Look Up Table

A code look up table is a pre-defined list of items to choose from when saving a searching for documents. Using values in code lookup tables ensures that everyone is filing consistently because for the most part, Worldox fields require that you select a value from the lookup table to file a document.

Viewing Code Tables

There are three ways to view a code look up table:

Option #1: To view the field code lookup table, simply click on the label next to the field you'd like to view.

Option #2: To view the field code look up table, select the drop down arrow on the right hand side of the field, and choose "Browse <Selected> Table"

Option #3: To view the field code look up table, place your cursor in the field, and select F2 on your keyboard.

The Details

Each table contains both field codes and descriptions.

Here is an example of a field code lookup table:

Some of the fields in the code lookup tables are linked to others. For example, in the example below, the Doc Type table is linked to the Category table:

Another example is when Investment Accounts are linked to client names. The values in the Acct No field are linked to the client code.

Worldox also allows you to flag entries as inactive or active. Note in the illustration below, ALBEJO01 has a slightly different icon than ADAMGR1. The red circle on the icon indicates that the client code is inactive.

You can still search for and save documents to inactive values, this is simply a visual indicator to you that that value is inactive.

Now that you understand the Profile Card, and the Code Look Up Tables, we can save documents to Worldox.

To save a document into Worldox, you must fill out a profile card. From the document you wish to save:

Select the "Save" button (or "Save As" if the document has already been filed elsewhere)
Select the appropriate cabinet in which to save the document from the drop down list
In the first field, start typing the value from the code look up table, and select the appropriate value from the drop down list that appears

Note: Selecting F2 in the field will show you the code look up table, or you can select the 1. to open the code look up table as well.
Repeat this for all the required fields as indicated by the red text
Type in a description of the document that is brief yet informative
Select "OK" to complete the save process

Note: You can also use the keyboard shortcut of Alt + O to select the "OK" button, if you're a keyboard person.

The method for saving a PDF file from Adobe Reader is slightly different.

Worldox Professional & Cloud

Adobe Reader will not open a Worldox profile card when you select the "Save" button. Instead, you should select the File->Worldox Save button.

Then, fill out the profile card accordingly.

Note: This is strictly for Adobe Reader. Adobe Acrobat makes use of the File > Save option

One of the things people struggle with when they're first filling in Profile Cards is what to use in the description field. We recommend coming up with a set up naming conventions for your descriptions.

Naming conventions help ensure that all users are saving documents with clear and/or consistent descriptions. Naming a file can be difficult because it's incredibly "free form". When naming documents, it's important not to be redundant or do unnecessary typing. For example, there's no need to type a document date into the Description field.

It's also a good idea to use naming conventions in your Quick Profile templates so you have some firm-wide guidelines on how to title documents.

The following are not necessarily recommendations, but ideas to consider when making an internal decision:

Applications there is often nothing to add that wouldn't be redundant, so keeping it simple with little typing, such as App, is best

Beneficiaries whether it is the initial beneficiary or a change to a beneficiary + beneficiary name

Checks dollar amount and the year to credit the contribution or check number

Correspondence the subject line or regarding line

Distributions dollar amount and period (one time, quarterly, etc.)

Insurance policies whose policy it is + type + amount

Journaling since multiple accounts are involved, add the description as where the money moved to

Legal documents whose document it is

Paystubs whose pay stub it is + employer name

Service forms the form name

Statements the month it is covering

Tax returns whether it is federal or state return

Trades the date of trade

Transfers where the transfer initiated from

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