Introduction to Adding Values to Code Look Up Tables

You will need to add new clients as they come into your firm, new account numbers when clients open new accounts, and occasionally even add categories and doc types as your firm adds new services, etc.

You must add values while you are in the process of saving the first document for that new client, account or document type.

Select the table in which you want to add the values by clicking on the label

When the Code Look Up table opens, select the "Add" button

Add the new field code and the description.

If you are working within a field that is linked to another field (e.g., AcctNo linked to Client), the window will look slightly different.  In this case, you will have some additional options:

• You can add the account number under all client codes (which means that this account number will be linked to *every* client in Worldox.  This is typically not desirable unless adding a global account number that should appear for all of your clients, such as "N/A")
• You can add the account number as linked to a particular client.  For the most part, you will want to use this option.  Note that in order for correct linked client to appear, you must have first highlighted on the correct client in the lookup table, before clicking the "plus" icon

NOTE:  You should *not* add values to code look up tables while in the process of searching for documents, as the "linked to" radio button will not appear and you will be forced to add the linked value to all clients.

Code Conventions

You will want to add the codes and descriptions following a standard convention for you firm.  The below information lists the conventions most of our clients utilize (yours may be different).

Client Code & Description Conventions

Each client must have a unique client code.  The format of this code and description will depend on whether the client is a person or a business.

Conventions for Persons:

Client Code:

The client code should follow the format LLLLFF##

Client Description:

The client description should be the client's last name, followed by a comma, then first name(s)

Example: Sally and Mark Smith's client code is SMITSA01 and the description is "Smith, Sally and Mark"

Conventions for Businesses:

Client Code:

The client code should follow the format BBBBBB##

• The BBBBBB stands for the first six characters of the business name
• The ## stands for a two digit number that will be unique for each company who's BBBBBB is the same

Client Description:

The client description should be the business name

Example: The code for a business called Communicore is COMMUN01 and the description is "Communicore"

Account Code & Description Conventions

Account Code:

Account Number Code = the Account Number

Example: 34567891

Account Description:

The account description should be the exact account # + owner + account type + custodian/brokerage firm

Broker/Dealer Accounts Codes

Account Code:

Account Number Code = BD-Account Number

Example: BD-18768468

Account Description:

Example: 345678910 Candace Clark SEPIRA SEI

Insurance Policy Code  & Description Conventions

The following are the conventions that Trumpet recommends for new insurance policies:

Policy Code:

Prefix the code with the type of policy it is, followed by a dash:

• LIF- for Life Insurance
• LTC- for Long Term Care Insurance
• DIS- for Disability Insurance
• ANN- for Annuity
• PC- for Property & Casualty (Home, Auto, Umbrella)
• OTH- for all other types of insurance

Add a 3 digit number to make the policy unique for the client.

Examples:
LIF-001
DIS-001
DIS-002

Policy Description:

owner + account type + carrier

Example: Candace Clark LTC Pacific Life

Edit Codes to be Inactive

You may want to flag a code look up table entry as Inactive.  For example, you may close an account for a client or you may have a client leave your firm.

In order to flag a code as inactive:

Right click on the entry in the code look up table and select "Edit"

Select the "Inactive" radio button and then Select "OK"

Your code look up table will now be inactive.

Note:  You can still file documents to inactive codes and search for documents when their codes are marked as inactive.  This is both a visual cue for your users and also allows you to filter the code look up tables.