HomeTraining Manual Archives-Worldox GX4::Rehearsal WorkshopAdditional Searching TechniquesAdditional Search Techniques

1. Additional Search Techniques

Search for Documents using Multiple Values in Code Look Up Tables

If you'd like to search for more than one document type at a time, you certainly can.  Perhaps you want to find both Wills and Trusts for Candace Clark.

  • From the Code Look Up Table, simply select each of the values from the Code Look Up Table:
  • Confirm, your selection and they will both be placed in the Profile Card:
  • Confirm, your selection and they will both be placed in the Profile Card:

Note:  You are limited to 20 selections in each field.

You can also select multiple categories, multiple clients, etc.  Simply choose multiple values from the list.

Search using the Description / Comments fields

When you complete Profile Cards while saving documents, you give each document a description, (i.e., a file name).  Typing text in the Name field searches *both* the description or comments for the document.

Type in a word contained in the description or comments field of the Search Card

Select Search

The example above will return a list of documents that have the word "agreement" in the description or comments field that are in the selected Cabinet.

Search using Wildcards

While file Naming Conventions are important, we all make errors when typing, or we might pluralize a word when someone else wouldn't.  For example, one user might file both a Federal and State Tax Return as one document and profile that document as Tax Returns.  Another user might file those as two separate documents and profile one as  Federal Tax Return, and the other as State Return.

You can search for a portion of the word you wish to search.  Worldox will automatically search for any word that starts with that text.

Select Search

This example will find documents that have a word in the description column that start with the word "return" like returning, returns, returned, etc

If you wish to find documents that only contain the word return (without any additions), you can place quotes around the word like:

You can also place an asterisk at the beginning of the word or at the end of the word, but not both.  For example, if you type in *balance - this search will pull documents that refer to either a balance or an imbalance

Note:  You can use the wildcard in *any* field.  So if you have multiple Doc Types that begin with CORR, (e.g. CORR3RD, CORRIN, CORROUT, you can Type into the search field "CORR*" to retrieve all types of correspondence in one search.

Search using Doc ID field

Each document saved to Worldox has a unique 8 digit identifier followed by a period and then the file extension.  This is called the Doc ID.

(e.g. 00031966.pdf)

One way to determine the doc id of a file is to highlight a document in the Worldox Search Results screen, and the document identifier is shown at the right hand bottom of the Worldox window:

Type the Doc ID in the Doc ID field

Select Search

How is the doc id field useful?

  • You can use a portion of the doc id field to find a collection of documents of a certain file extension, such as documents that are .PDF files, .DOCX files, etc.

    • For example, you might want to type in:
      •  *.pdf to find all pdf files, or *.doc* which will retrieve both older and newer Word files with a format of .doc or .docx.
  • When speaking with a co-worker, if you want them to quickly pull up a particular document, just tell them the doc ID of the document to which you are referring

Search using Date Fields

Two of the key date fields by which you can search for files via Worldox are:

  • Date Created the date the file was originally saved to the network
  • Date Modified the date that the last change was made to the document.

Note:  If there have been no modifications, the Date Modified will be the same as the Date Created.

To Search By Date:

  • Select the appropriate date field

  • Select either a Date Range, or a Single Date

    • If you select the drop down on the right hand side, you are provided with a Calendar.  Most users prefer this method.

  • Select Ok

Tip:  If you click on the Month in the Calendar, you are provided with a list of months and if you click on the Year you can scroll up and down through the years.  This is very handy when searching several months or years in the past.

Tip:  If you are searching for a document that was created from a template, search by date modified.  The date created on the file will reflect the date the template was created, whereas the modified date will reflect the date the copied document was last updated.

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