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Guide Archives :: Worldox GX3

1. Background Information

1.1. Purpose of Worldox 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.

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1.2. 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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1.3. Install Worldox Professional

Manual Installation Instructions

  1. Navigate to \\server1\DMS\Worldox\wdworkstationinstall.exe (where "\\server1\DMS" is the UNC Path to which Worldox is installed)
  2. Double-click on wdworkstationinstall.exe
  3. Accept all defaults to install Worldox to the workstation


    IMPORTANT:
      If you are installing to a Terminal Server, be sure to select the Terminal Server installation option (highlighted in image below)

    Do not select the Terminal Server Installation unless you are installing to a Terminal Server! Otherwise, install using the default Mirrored option.

Configuring Applications to Launch During Windows Login

Note:  The easiest way to do this is to run WDWorkstationInstall (as described above) and check the 'Start Worldox on login' checkbox.

If you prefer to set this up manually, here are instructions:

Windows XP

  1. Select the desktop shortcut of the desired application and right-click > copy
    IMPORTANT:  This will only work properly with a *shortcut* - don't copy the actual application executable
  2. Click Windows Start > All Programs, then locate the Startup folder
  3. Right-click on the Startup folder and choose "Explore all users"
  4. Right-click > Paste to paste the shortcut that you copied in the first step into the Startup folder

Windows 7

  1. Select the desktop shortcut of the desired application and right-click > copy
    IMPORTANT:  This will only work properly with a *shortcut* - don't copy the actual application executable
  2. CLick Windows Start and type in C:\ProgramData\Microsoft\Windows\Start Menu\Programs\Startup
  3. Right click > Paste to paste the shortcut that you copied in the first step into the Startup folder


Silent Mode Installations

If you wish to deploy Worldox Workstation using a batch deployment system, the Workstation installer can be run in silent mode - please refer to the Installing Worldox in Silent Mode article for details.

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1.4. Install Worldox Enterprise

Manual Installation Instructions

  • You will be prompted for your serial number which will come in a password protected email from Trumpet.
  • When prompted for your user name and password, enter your Window's username and password

Automated License Number Installation

The wdSaaS client license number can optionally be read from the registry, which enables administrators to "push" the license information to all the machines in the environment via Group Policy. This will bypass the requirement to enter the license number at each workstation when installing the wdSaaS client.

wdSaaS will generate the exportable registry keys that you need by installing and licensing a single copy of wdSaaS manually:

  1. Install wdSaaS using the standard MSI package on a single machine
  2. When prompted for the license number, enter the information provided to you by Worldox
  3. Open RegEdit and navigate to [HKCU\Software\Worldox\License]
  4. Right-Click on the "License" key, and choose Export
  5. Save the required registry information to your local machine as a REG file

At this point, if this REG file is imported to all of the other machines on your network, the wdSaaS application will read the license information from the registry and bypass the manual license entry on initial load. The REG file can automatically be imported via a login script or a custom ADM file that can be added to the domain's Group Policy.

In the event that the local wdSaaS license number needs to be changed, repeat the above process to create an updated REG file with newer license information.

 

 

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1.5. Open Worldox

To open Worldox, simply double-click on the Worldox desktop shortcut.

 

 

 

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1.6. Close Worldox

To close Worldox, right-click on the Worldox icon in the System Tray and select "Close Worldox"  

Note:  Closing the Worldox search results window by clicking on the "X" shown below simply closes the search window - it does not close Worldox.

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2. Concept Introductions

2.1. Introduction to the Search Card

Each document filed to Worldox has a profile card associated with it.  Therefore, in order to find a particular document, you'll enter information associated with the profile card into a search card in order to search for the file.

Here's an example of a search card:

There is a divider in the search card (the Cabinet field) which visually separates the fields on the bottom from those on the top. The fields on the bottom half are based on field code lookup tables specific to the document's profile.  The fields on the top are common among all filing cabinets.

Non-Code Lookup Table Fields (Metadata)

Here is a brief description of what each of the fields in the top portion of the search card search for:

Desc/Comments - Searches for a word or words used in the Description or Comments fields of the profile card

Date Modified - Searches the date that a file was most recently modified (when a change was made to the document).  If no changes have been made to the document, the Date Modified is the same as the Date Created

Date Created - Searches the date that a file was created (this is based on when the file was created in Windows - not necessarily when it was first saved into Worldox)

Date Accessed - Searches the date a file was last accessed

Text in File - Searches for keywords or phrases *within* the actual document

Code Lookup Table Fields

Click on the "Cabinet" button.  This displays a list of all of your cabinets.

The fields that appear on the search card are dependent on which cabinet(s) you have selected.

Each field is tied to a field code lookup table.  This is an example of a field code lookup table:

Note: These are the *same* code lookup tables that you use when you save a document.

Each code lookup table has two values: a code and a description.  

The code lookup tables for each field are different.

To select an entry in the code lookup table, simply double-click on it.

When you select an entry, the search field becomes populated with the code you selected.

 In order to search for a document saved in Worldox, you simply fill in the field(s) you wish to search and select "Search".

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2.2. Introduction to 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:

Click on the "Cabinet" button.  This 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.

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2.3. Introduction to File Lists

The Worldox search results screen can display different types of lists.  Here is a "list of lists" that you can display and what they represent:

  • Worklist Files - These are your most recently used documents (whether they are stored in the Worldox document repository or elsewhere on your network)
  • Folder List - This is a list of documents stored elsewhere on your network, outside the Worldox document repository
  • Relations List - This is a list of documents that are related to one another using the Relationships feature
  • Salvage Bin - This is a list of documents that are in the Salvage Bin area of the Worldox Document Repository
  • Search Results - This is a list of documents that you have found by performing a Worldox search
  • Versions Lists - This is a list of the various versions of a specific document that has multiple versions
  • Attachments - This is a list of documents that you have opened via a Worldox Link that has been emailed to you
  • Project - This is a list of documents that are associated with a Worldox Project
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2.4. Introduction to Document Repositories

Worldox maintains different document repositories for the documents that you file.  Here is a list of the repositories and what they contain:

  • Active - This repository is the default repository.  When you complete a profile card to save a document into Worldox, that document is automatically stored in the Active Repository
  • Archive - You may wish to move documents to an Archive after they have been in your system for a long period of time.  This will ensure that they do not appear in your normal search results List, but are still accessible by searching that specific repository
  • Legal Hold - This is a "read-only" repository.  Moving documents to this repository allows you to ensure that users are not able to edit the files in this repository, but can still view them
  • Salvage - When you move documents to the Salvage Bin, they appear in this repository for a period of ninety days (by default).  This is similar to the Windows Recycle Bin.  From here you can restore documents you have inadvertently sent to the Salvage Bin
  • Offline - This is a local repository where files are stored when you are not connected to the network drive that the Active Document Repository is located.  These files can be found only by the user who is logged into the machine that is offline

You can search the various repositories by selecting the "Search What" button in the search card:

and by selecting the appropriate repository:

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3. Save Documents

3.1. Save a Document to the Worldox Document Repository

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
  • Select the first field button (e.g., "Client") to access the code lookup table
  • Double-click on the value in the code lookup table you would like to use
  • 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

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3.2. Save an Adobe Reader Document

Adobe Reader will not open a Worldox profile card when you select the "Save" button.  Instead, you should select the Worldox Save button in the Worldox toolbar of Adobe Reader.

Then, fill out the profile card accordingly.

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

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3.3. Save a Document - WorkZone

Using WorkZone is a simple way to file any type of file into Worldox.  Through the WorkZone icon on your desktop, simply drag a file – such as a Word document, e-mail message, e-mail attachment or graphics file – and drop it in the WorkZone icon.  This allows you to drag-and-drop any type of application file into Worldox.  It also allows you to file templates (.dot or .xlt) files into Worldox.

The WorkZone icon appears on your desktop when Worldox is launched and looks like this:

To Use WorkZone:

  • Select a file (e.g. from your desktop, from an e-mail, or from your Windows directory)
  • Drag and drop the document into WorkZone to copy the file to Worldox
  • When the WorkZone icon changes to a yellow folder icon with a "+", release your mouse
  • A profile card will appear
  • Complete the profile card, and select "OK"
To make WorkZone always be on top of the windows of your desktop:
  • Right-click on the WorkZone icon
  • Select "Always on Top"

You also might want to change the size of the WorkZone icon:

  • Right-click on the WorkZone icon   
  • Select "Sizes"
  • Choose Small, Medium or Large
If you prefer not to display the WorkZone icon:
  • Right-click on the Worldox icon in your system tray
  • Select "Disable WorkZone"

Note: To re-enable WorkZone, right-click on the Worldox icon in your System Tray and choose "Enable WorkZone"

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3.4. Printing to the Adobe PDF print driver

For 32 bit operating systems

Printing to the Adobe PDF print driver should immediately display the Worldox Save As dialog (if it does not, you may not have enabled Save PDF hook integration for the specific application you are printing from)

For 64 bit operating systems

Worldox is not able to integrate directly with the Adobe PDF print driver.  Instead, we suggest that you configure the Adobe PDF print driver to automatically save and open the PDF.  Once the PDF is open, you can save the file to Worldox using Acrobat's File->Save As command.

Here are specific steps for configuring the Adobe PDF print driver for 64 bit operation:

  • Create a folder on your desktop called 'Print to PDF'

  • In the application you wish to print from, initiate a print job, choose the Adobe PDF print driver, then click Properties (some applications have a button labeled Preferences instead):

  • Next to the Adobe PDF Output Folder field, click the Browse button:

  • Navigate to the 'Print to PDF' folder on your desktop and click OK

  • Ensure that the View Adobe PDF results checkbox is selected

  • When you are done, the dialog should look like this:

  • Finally, click OK, then Print

  • A PDF of your document should open automatically (without prompting you for a filename)

  • Now Click File->Save As and save the file to Worldox

    Tip: If you get prompted to Replace or Save as New File, choose 'Save as New File'

The above procedure will need to be performed once per application.  After it has been configured for a given application, you can just print to the Adobe PDF print driver and save the PDF document that opens.

Periodically, you will need to delete the files in the desktop\Print to PDF folder

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3.5. Save a Document - Outside of Worldox

When Worldox is open, you will be prompted to fill in the Worldox profile card any time you attempt to save a document.  However, you may not want to file this particular document to Worldox.  For example, you might not yet have a place to file this particular type of document, or you might not want to save your son's soccer schedule to Worldox.

To save a document outside of Worldox:

  • When the profile card opens, right-click on the title bar and choose "Cancel Worldox"

  • This will open your normal Windows Explorer network directory "Save As" prompt where you can save your file outside of Worldox

Note:  Selecting "Cancel" in the lower right hand corner of the profile card cancels the save entirely, meaning you have not saved your file - neither via Worldox or outside of Worldox.

  • If you have a document that is not already filed to Worldox, but is saved elsewhere on your network, and you select Save As, Worldox will still prompt you to save:

  • If you do not want to save this document to Worldox, you can click on the title bar and choose cancel Worldox here as well.

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3.6. Saving a PDF using Chrome's built-in PDF generation

Google Chrome has native PDF creation support, and Worldox can integrate with it.

Note: For the following procedure to work, you will need to have enabled the Google Chrome - Save as PDF integration in WDAdmin, Edit->Integration.  If this hook is not available, contact Trumpet support to request installation of a Worldox update that includes this integration hook.

  • From Chrome, initiate a print job

  • In the Destination section, click Change and ensure that the destination is set to 'Save as PDF'

  • Click Save

  • The Worldox Save As dialog should now appear, allowing you to save the PDF

 

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3.7. Naming Conventions

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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4. Save Documents - Shortcuts

4.1. Use Drop-Down Arrow

Worldox remembers the last few field code lookup values you have selected in past saves, and provides you with a drop-down arrow that includes those entries.

To access the list, simply click the drop-down arrow on the right-hand side of the field:

This can be very useful if you're saving a number of documents for the same client.

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4.2. Type in the Field

You can certainly type the actual code into field that you wish to populate.  Worldox will prefill the data once it gets to a unique value.

Note: Remember that Worldox creates an underlying folder structure based on the code, not the description, in the field code lookup table.  Therefore, you will want to populate this field with the exact code (not the description) when saving.  

For example, typing "CLARK" does not fill in Candace Clark's name, because Candace's code is CLARCA1, not CLARK.

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5. Code Lookup Tables

5.1. Introduction to Field Code Lookup Tables

Selecting items from field code lookup tables is fundamental to understanding how to save and search for documents in Worldox. To view the field code lookup table, simply click on the button next to the field you'd like to view.

Each table contains both field codes and descriptions. 

Here is an example of a field code lookup table:

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.

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.

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5.2. Use the Scroll Bar

Using the scroll bar is one method of finding a value in a field code lookup table (there are faster ways which we will cover in the following pages).  Simply scroll up and down through the table until you find your selection.

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5.3. Type to your Choice

Rather than scrolling through the code lookup table, you might opt to click in the table and begin typing.  This will take you to the value you're looking for within the table.

Note:  Selecting the up and down arrows (or using the up and down arrows on your keyboard) will take you to the next and previous selections that matches the criteria you have typed.

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5.4. Select Linked Fields

When you select the first of the linked fields (e.g., "Category") then select the second linked field (e.g., "Doc Type"), you are presented only with a list of the values that are linked to the first field, which narrows your choice and makes your selection easier. 

For example, after selecting the "Benefits" category in the profile card, the DocType lookup table only displays doctypes that are linked to the Benefits category:

If you do not know which category a particular document type is listed under, you can begin by selecting the Doc Type field button.  This will list all doc types, organized by category.  Selecting the linked doc type first will automatically pre-fill the category into the profile card.

Note:  You can combine this method with Type-to-your-Choice.

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5.5. Filter on Active or Inactive Entries

Each entry in a field code lookup table can be "flagged" as active or inactive.  You may wish to filter your table by only active codes.  To filter for entries flagged as active or inactive, select the appropriate icon in the field code lookup table.

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5.6. Filter on Defined Criteria

You can filter on specific values within the field code lookup table.  For example, you may only know the account number on a document you wish to file, and are not sure of the client.  In that instance, you could type to the account number of your choice, or filter for your criteria.  Here is how to filter on your criteria:

Select the binocular "Find" button in the lookup table:

This will bring up search tool at the bottom of the lookup table.  Enter your search criteria and click "Find":

This will filter your list:

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6. Code Lookup Tables - Add Values

6.1. Introduction to Adding Values

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.

To add a value to the code look up table, select the "Field Tables" button in the Worldox search screen:

Select a Cabinet from the list of cabinets

 

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

 

You may also add these values "as-you-go" - in other words, while you are in the process of saving the first document for that new client, account or document type.

In the field code lookup tables, you will see a green "plus" icon:

Clicking the "plus" icon will open the Field > Add: window.

Here will 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.

 

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6.2. Client Code 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##

  • The LLLL stands for the first four characters of the client's last name
  • The FF stands for the first two characters of the client's first name
  • The ## stands for a two digit number that will be unique for each client whose LLLLFF is the same
Note: The first code always uses the digit "01".

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"

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6.3. Account Code Conventions

The following are the conventions that Trumpet recommends when adding new account numbers to field code lookup tables:
 
Non-Broker/Dealer Account Codes:

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:

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

Example: 345678910 Candace Clark SEPIRA SEI


TIP:  Ensure that the new investment account is linked to the correct client (this is the default) and not under all client codes.
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6.4. Insurance Policy Codes

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

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7. Code Lookup Tables - Edit Values

7.1. Introducing Editing Values

On occasion, you may need to edit the values in the field code lookup table. 

In the field code lookup table, you will see an "Edit" button.  The illustration below is the field code lookup table for the AcctNo field.

You will begin by highlighting the entry you wish to edit, and then selecting the "Edit" button.

This will open the Field > Edit window:

Important:  Remember that Worldox uses the field code to create an underlying folder structure in which the documents are stored.  Therefore, editing field codes requires a bit more than simply editing a field description.  Please follow the instructions for Editing a Code explicitly to ensure that your documents are easily searchable!

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7.2. Edit a Description

You may have inadvertently added a field description with a typo or need to update that description to make it more meaningful.

To edit the description in a field code lookup table:

  • Open the code lookup table
  • Highlight the entry you wish to edit
  • Select the "Edit" button
  • Change the description

Important:  These instructions are valid *only* for editing field descriptions.  Remember that Worldox uses the field code to create the underlying folder structure in which the documents are stored.  Therefore, editing client codes requires a bit more than editing a description.  Please follow the instructions for Editing Codes explicitly to ensure that your documents are easily searchable!

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7.3. Edit Values 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.

Note: To bulk edit field codes to be inactive, you'll need to use the WDADMIN application. Within WDADMIN go to Edit>Field Codes, select the appropriate cabinet, open the field code table by clicking the title button on the left, then select using the boxes on the left. Hit Edit and follow the prompts to change the selected docs to Inactive.

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7.4. Edit a Code

You may need to edit a field code in Worldox.  For example, you may not know an account number when you first begin to save documents for that account, or a client may get married or divorced and you want to have their client code properly reflect their name change.

Background

This isn't as simple as editing the client code field in Worldox.  Remember, Worldox uses the field code to create an underlying folder structure in which the documents are stored.  Here's an example of the Worldox Document Repository's underlying folder structure:

You can see that the files on the right are filed in the directory structure notated on the left.

When you change the code in the code lookup table, you're changing where documents will be filed in the future - but not where they currently exist. 

To take things one step further, if you edit the code lookup table but do not move the existing documents accordingly, you will not be able to easily search for those documents by their code because it will not longer exist in the lookup table.

Trumpet refers to these files "Orphaned".  Now that you understand the implications of editing a code in Worldox incorrectly, let's discuss how you can do it properly.

Changing a code in Worldox is a three step process:

  1. Search for documents already in the system
  2. Edit the code
  3. Edit the profile of the documents filed to Worldox

How to Edit a Code that appears in a single Cabinet

Let's get started:

  • Ensure that the code is only in one cabinet (e.g. if editing a client code, see "How to Edit a Code that Appears in multiple cabinets)
  • Perform a search for all documents assigned to the code you wish to change
  • Select "Ctrl+ A" on your keyboard to select all the documents
  • Select the "Edit Profile" button
  • Select the field in which you wish to edit the code
  • Highlight the Code you wish to edit and change the value

Note:  If you wish to change the parent of a linked code, select the button next to the linked value:

This will open the parent code look up table and you can select a different parent

  • Ensure the remainder of the Edit Profile dialog contains the asterisk
  • Select "OK" to edit the profile of the documents to appear under the new code

How to Edit a Code that appears in multiple cabinets

Let's get started:

  • First, perform a search for all documents assigned to the code you wish to change.  Be sure to search in *all* cabinets in which the code appears (e.g., if editing a client code, search across all cabinets with a Client field)
  • In the Worldox search results screen, add the "Cabinet Name" column to your column headers (left-click in the header area and select "Cabinet Name")
  • Single-click on the Cabinet Name column to sort by cabinet
  • Highlight the last file in the list for the first cabinet
  • Right-click on the check box and choose "Tag > Above Highlight". This will check all files for this first cabinet in the list

  • Select the Profile button

  • The Edit Profile window will appear:

  • Make sure to change all fields to asterisks (*) except the code that is being edited.  If the fields list a specific value, such as "MULTIPLE" rather than "*", it must be changed to an asterisk
  • Open the field code lookup table for the value you wish to change (e.g. Client, or AcctNo)
  • From the lookup table, highlight the code you wish to change and select the "Edit" button:

  • Edit the code

  • Select "OK"
  • In the field code lookup table, select your newly edited code

  • Click "OK" in the Edit Profile window
  • Depending on how many files were selected, it may take several seconds for Worldox to re-profile the files

Now, back in the Worldox Search Results list, you will no longer see those documents

  • Select all the documents in the next cabinet
  • Select the Profile button
  • Select the newly edited code from the field code lookup table
  • Lather, rinse, repeat until all documents in all cabinets are re-profiled under the new code

Note:  If you have codes linked to a parent (e.g. Clients are linked to an Advisor, Office, or Region) and you wish reassign the codes you can do so while in the process of editing the profile of the documents.  Simply select the parent field in the Edit dialog:

This will open up the field code table for the parent and you can select the new parent from this table.

 

 

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8. Code Look Up Tables - Delete Values

8.1. Introduction to Deleting Values

For the most part you will *not* need to delete values in code look up tables.  Typically Editing codes is sufficient for your purposes (see Editing Codes)

You should only delete codes in the following instances:

1)  You are modifying Worldox for the first time and wish to remove a code provided to you
2)  You have no documents filed that use the code and wish to remove them from the code look up tables

Be *very* careful when deleting codes.  You might orphan your documents by doing so (see our knowledge book article on Searching for Orphaned Documents for more information)

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8.2. Delete a Value

Important Note:  You should not delete codes if you have documents saved under that code.  If you do so you will orphan your documents.  You want to be very deliberate about doing this.

  • Determine that it is safe to delete the code
    • Do a search in Worldox for documents that have that "code" listed (if you have not started saving documents to Worldox yet, you are in the clear)
    • Edit the profile of those documents to ensure that they are no longer under that code
    • Delete the code
      • In the Code Look up table, highlight the code you wish to delete and select the "Del Field" button


        Note:  If you delete a code that has linked fields (e.g. Categories that have Doc Types, Clients that have Accounts linked) you will automatically delete the linked values from the tables.

 

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9. Quick Profile Templates

9.1. Introduction to Quick Profile Templates

Quick Profile templates are another method for populating the Worldox profile card. The purpose of using Quick Profile templates is two-fold:

  1. Ensure documents are being saved consistently
  2. Increase efficiency by populating multiple field values at once

Quick Profile templates are located on the right side of the Worldox profile card.

By default, you will have a Quick Profile template for each of your cabinets.

Double-clicking on a Quick Profile template will pre-fill the profile card with the information included in that template.

You may create personal Quick Profile templates, which will be listed in the "My Profiles" tab and visible only to you.  Or, if you have Power User rights, you may create public Quick Profile templates.  These will be listed under the "Public Profiles" tab for all users to see.

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9.2. Use Quick Profile Templates

You can simply double-click on any of the Quick Profile templates to populate your profile card.

The values that will be populated are "template like" in nature and will not include things that are specific to the document, like the client or account number.

You can either "scroll to your choice" or "type to your choice" within the My Profiles or Public Profiles tabs.

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9.3. Set Default Quick Profile Template

You may find that you do more saving in the Accounts cabinet, or Client cabinet, or perhaps the Tax cabinet during tax season.  It's very easy to change your default Quick Profile template and you can do so as often as you'd like. Here's how:

  • From the profile card, highlight the Quick Profile template you wish to make your default whenever you save a document
  • Right-click and choose "Set as Default Quick Profile"
  • If you have Power User rights, you can choose to set the default Quick Profile for everyone, or just yourself

If you want to change it in an hour, a week, or a month, it's easy to change.

Note the heart icon indicates the current default Quick Profile:

Disable Default Quick Profile

If you prefer not to set a default Quick Profile, just right-click on the current default Quick Profile and select "Clear Default".  Note that when you do not have a default Quick Profile selected, you will receive the "Select Cabinet" list to choose your cabinet each time you execute a save:

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9.4. Create Quick Profile Templates

Quick Profile templates are easy to create. Since these are templates, when creating a new template, only pre-populate the fields in which a static value will always apply (such as Status or Doc Type).  In other words, typically, you will not want to specify a client when creating a template, as that will hard code that same client's name every time that template is used.

Here's how to create a Quick Profile template:

Note:  To access the tool for creating Quick Profile templates, you must be in the process of saving a document.

  1. Select "Quick Profile Menu" in the Worldox Profile Card
  2. Choose "Add/Edit Quick Profiles"
  3. To create a public Quick Profile, select the "Public Profiles" tab. To create a Quick Profile for just yourself, select the "My Profiles" tab
  4. Click "New" at the bottom of the window
  5. Select the cabinet that this Quick Profile should use
  6. Use the field code lookup tables to populate the fields that should be used in this template
    Tip: To automatically pre-populate the Filed By field with the name of the person that is using the Quick Profile, use the *WDUSER formula.
  7. Select "Save"
  8. Give the Quick Profile template a meaningful name and click "OK"

You have now created a Quick Profile template!  This template will now appear in alphabetical order in either your My Profiles or Public Profiles tab (depending on what you selected in step 3).

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9.5. Create Quick Profile Templates requiring a Doc Date

In some instances you may want to "require" the users fill in a field that isn't actually a required field in the cabinet.  Here's an example:  Users should complete the Doc Date field to indicate the executed date of a Wills but the doc date field is not required for some other document types in the same cabinet.

In that instance, you can put a non-valid entry in the Quick profile template.  For the example listed above, you could put the <> in the doc date field as you see below:

When the user saves a document they will see the message that the "Doc Date is not on file"

Which should encourage them to complete it.

 

 

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9.6. Organize Quick Profile Templates

Organizing Quick Profile templates allow you to group like templates together.  For example, you may want a folder for Agreements and within that folder, you might have a "Financial Planning Agreement" and an "Investment Advisory Agreement" Quick Profile template.

Example:

Here's how to create the folder structure:

  • Select "Quick Profile Menu" from the Profile Card
  • Choose "Add/Edit Quick Profiles"
  • Select the "Public Profiles" or "My Profiles" tab accordingly
  • Click "New" at the bottom of the window
  • Select the cabinet
  • Populate the static fields as appropriate by selecting from the code lookup tables
  • Select "Save"
  • When naming the Quick Profile template, title it first with the name of the folder (e.g., Agreement), followed by a backslash (\) then the name of the template (e.g., Investment Advisory Agreement)
  • Select "OK"

The value before the backslash will create a folder with that name.

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9.7. Add Naming Conventions

You can include a pre-defined document description in a Quick Profile template.  For example, you can provide a suggested name, like "Investment Advisory Agreement" or a naming convention "formula" to guide the user on how you would like a document to be titled.

To assign descriptions to your Quick Profile templates, simply add the naming convention or "formula" you'd like to use in the description field.

Here's an example of a naming convention:

Here's an example of a formula:

For example, using this naming guidance, the description of this document might be:  $15,000 quarterly

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10. File Comments

10.1. Introduction to Comments

You may have noticed that there is a "Comments" section that you can fill in when completing the Profile Card.

This is an optional field that allows you to type in comments regarding the document of which you are saving or editing the profile.  This can include anything you'd like it to, and is a free-form typing field.

When you begin typing in the field, it will expand and provide you with additional options:

  • ABC - performs a spell check on the comments section

  • Apply Comments - actually "saves" or applies the comments you type

  • Insert Keyword - selecting this dialog opens a field code lookup table specifically for Comments.  Here is an example:

    This field code lookup table is a special one that is available for all filing cabinets.  You can add, edit, and delete keywords as necessary.  This is particularly convenient when you want to enter the same text in the comments field often.

  • Undo Changes - undoes the changes you made
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10.2. Use the Comments Field

To use the Comments field, simply type in the text (or use the Insert Keyword feature) when saving or editing the profile of a document.

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10.3. View Comments - In Line with Documents

To view a document's comments below the document entry in the search results list, select the "Comments in List" button

Note:  This is a "sticky" option and will stay selected until you unselect the button.  If you wish to *not* view the comments in the list, deselect the button.

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10.4. View Comments - Comments Tab

You can view the comments associated with a document using the "Comments" tab at the bottom of the Worldox search results screen.

To view the comments, simply select the Comments tab:

To close the Comments tab, simply click back on the Full List tab.

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11. Indexer & Indexing

11.1. Introduction to Indexing

You've probably used the concept of indexing a lot and don't even realize it.

For example, if you want to purchase a book online from Amazon.com, you can search for the same book in several different ways.   You could search for the book by the author, or by the title of the book.  Or if you're just browsing and don't have a specific book in mind, you may search for books in the category "Mystery, Thriller & Suspense".  Regardless of the search method you use, you'll always find that same book.

You can search for documents in Worldox similarly to how you would search for a book at your favorite online bookstore.  You may wish to search for a document by the client name, its category or doc type, or even the title (description) of the document.  You can search for documents in a variety of ways based on the profile card of that document.

The Indexer software running on your Indexer machine is responsible for keeping the indexes up-to-date on your file server.

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11.2. What is the Indexer?

One component of the Worldox document management system is an application called the Indexer.  The indexer performs background processing to ensure the Worldox index files are kept up-to-date.  This application must run on a dedicated computer referred to as the Indexer workstation.

Indexer Workstation – The Indexer workstation must be used exclusively for performing Worldox indexing operations, and needs to remain logged on 24x7.  For this reason, users may not use the Indexer workstation for day-to-day operations such as scanning or regular office use.  Its sole job is to be logged on for the various document management software applications that your firm uses.

Indexer Software – The Indexer software ("WDINDEX") is one of the programs that run on the Indexer workstation.  It keeps the Worldox indexes up to date. The Indexer software does a nightly rebuild to update the profile information and the text information for text-in-file searching.  It doesn't actually *store* any documents.  Its job is to connect to the server location where your documents are stored and look for what has been added and what has changed.  This keeps the "indexes" updated so that you can search quickly.  See below for a screenshot of the Indexer software:
 
 

Hardware Requirements

Minimum system requirements for the Indexer PC can be found here: http://support.trumpetinc.com/index.php?pg=kb.page&id=20
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11.3. Why the Indexer should not run on a Server

We encourage our clients to set the Indexer up as a separate workstation rather than running it on the server for the following reasons:

  1. Worldox creates a C:\Worldox folder on each workstation which contains a local mirrored copy of Worldox (this is important for several reasons).  If your server has the C drive shared (which is common), this can cause all kinds of confusion at the user workstation level.
  2. The indexer should be accessible to Trumpet, your in-house Worldox manager, and other employees that may need to have access to the Indexer if your in-house Worldox manager is away.  Many firms do not wish to provide server access to all employees or vendors for security purposes, so if the indexer is on the server, we could run into accessibility issues.
  3. The Indexer application should be left running 24/7.  After hours, the Indexer performs a nightly and weekend maintenance rebuild, which can interfere with other maintenance processes and services running on the server.

If you are trying to avoid maintaining a separate workstation (or the cost of purchasing an additional workstation), you might consider running the Indexer on a Virtual Machine - this works well for several of our clients.

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11.4. What happens if the Indexer software isn't running?

Remember, the WDIndex software running on your Indexer machine is responsible for keeping the indexes up to date on your file server.

So, what happens if the Indexer machine isn't logged in?  What happens if there is a problem with the Indexer software?

First, it's important to understand that the Worldox Document Repository is located on your file server.  Therefore, when you complete a profile card to file a document, that document *is* getting saved on your file server.  The Indexer software monitors that directory but does not actually store documents on the Indexer workstation.

An analogy is often helpful for understanding the implications of the Indexer software or machine not running.  Let's take the concept of a cookbook.  Let's say you're looking for a recipe for a chicken casserole.  Unless it's a favorite recipe, you probably look at the index in the back of the cookbook to find what page the recipe is on, right?  You can find that recipe under, say, "Chicken" or "Casseroles". 

Let's say that you insert a recipe for a chicken casserole in the middle of your cookbook.  Now, if you don't update the indexes at the back of the cookbook, is the recipe still there?  Sure.  You might have to "thumb" through the cookbook to find it, but it's in there.  It's just not yet indexed.

So when you file documents to Worldox, you're really putting "recipes in the cookbook".  What happens if the indexes don't get updated (in other words, the Indexer isn't running)?  The document is still filed on your file server, you just have to "thumb through" the documents to find the one you're looking for.  This is called performing a non-indexed search.

Now, just like in the cookbook, when you thumb through the book to find the right recipe, you will see *all* the recipes in the book, not just the one you added.  Same concept with a non-indexed search.  Also, just like finding recipes by thumbing through the pages, this is going to take a bit longer, and the more you know about the location of the document the faster the non-indexed search will be.

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11.5. Perform a Search Without Using the Indexes

If the Indexer software or Indexer workstation are not running, you can still find your documents.  Documents that are successfully saved to Worldox are stored on your file server, regardless of whether the Indexer is running or not.  If you have recently saved a document that you cannot find, it's most likely because your Indexer is not running properly, so the file hasn't been indexed.  Perhaps you've had a power outage and the machine hasn't been logged back in, etc.

When the Indexer is down, you can still perform searches for your documents.  Here's how:

  • Open a search card

  • Enter as much criteria as you can to search for the document

  • Select the "Search What" button in your search card

  • In the Search What window, select the "Non Indexed" radio button, then "OK"

  • Then click "Search" in your search card

Note:  This search technique will find all documents regardless of whether or not the Indexer has indexed them.  This search is simply crawling through the directory structure rather than relying on the indexes.

Important:  This type of searching is very slow and should be used only as an alternative search technique when the Indexer application is not running!

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11.6. What to do if the Worldox Indexes Become Corrupted

Background

Worldox index databases can become corrupt for a number of reasons:

  • Indexer or server hard disk failures

  • Networking issues between the indexer and the server

  • Indexer nightly rebuild interrupted at exactly the wrong time

If the database becomes corrupt, searches may not work properly and/or error messages referring to ISYS may display on the workstation or the Indexer.

This procedure will walk you through the process of re-initializing the index databases.  Please note that this procedure can take quite a bit of time, depending on the size of you document repository.

IMPORTANT: Manually initializing a Worldox index database is not something that normally needs to be done.  If you find that are needing to do this repeatedly, pursue root cause.

Procedure

  • Connect to the Indexer workstation

  • From the WDIndex software, select "Close Server"

  • Select "Yes" to the Close Server dialog

  • Choose the all drives you wish to rebuild (place a check next to each)

  • Click Update > Profiles and Text

  • Confirm the drives by selecting "OK"

  • Select the "Initialize and Create" radio button

  • Select OK

  • Worldox will re-generate the indexes - this operation can take quite awhile, during which time users will not be able to perform index based searches (though they can Perform a Search without using the Indexes )

  • After this completes, you will see the following dialog:

  • Close the WDIndex application, then restart it using the "Indexer Auto Start" desktop shortcut

  • Confirm that the Indexer is counting down:

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11.7. Replacing your Indexer PC

At some point, you may need to replace your Indexer workstation, as hardware will eventually and inevitably fail.

For information on the Indexer workstation's minimum requirements, see: Minimum System Requirements

Setup:

The Indexer workstation must be connected to the network, and in addition, the following steps should be made:

  1. Disable Windows Automatic Updates

  2. Install the free Adobe Reader

  3. Install Microsoft Outlook

    Note:  This is optional, and only needs to be completed if you file emails to Worldox and you wish to be able to perform text searches for email messages.  It simply needs to be installed (no configuration is required)

  4. Ensure that the Indexer Windows user is a local admin and has the same permissions and drive mappings (preferably using login scripts or group policy to map the network drives) as on the old Indexer workstation

Once you have completed the above steps, contact Trumpet support to re-configure the Indexer and, if applicable, Symphony OCR and Symphony Profiler Processor software.

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11.8. Indexing Email Attachments

If your firm wishes to text index email attachments, you must enable the setting. 

Here's how:

Note:  In order for the Indexer to Index Email Attachments (and .msg files) the Indexer must have Outlook installed

  • From the Windows "Start Menu" type the following (where "X" is the network location of Worldox), then Enter:

    X:\Worldox\wdadmin.exe /ini

  • This will launch the administrative properties dialog

  • Select the WDIndex tab

  • Select the Category "Common Options" and set the "Index Email Attachments" setting to "Yes"

  •  After enabling the feature, perform an INIT on the text indexes

 

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12. Search for Documents

12.1. Search for all Documents in a Cabinet

To begin searching, open a Worldox search card.  You can do so by selecting the binoculars button in the Worldox interface. 

Select the "Cabinet" button, and select the cabinet you wish to search within.

To retrieve ALL documents within a single cabinet, select "Search"

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12.2. Search for Documents Across Multiple Cabinets

You may have a need to search for files located across multiple cabinets.

  • To select multiple cabinets, choose the Cabinet button and select the check box next to each cabinet you want to include in your search

  • Double-click on one of the cabinets, or select the green check mark

  • The fields displayed will only include fields that are in all of the selected cabinets.

    • For example, if you select only the Client cabinet, you will see the following fields:

    • If you select the Accounts cabinet you will see these fields:

    • When selecting both cabinets, you will only see the fields that are the same (so in this instance, Client, DocType and Filed By):

  • Enter your search criteria, and select "Search"

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12.3. Use Code Lookup Tables

Here we will focus on filling in the code lookup tables, or the items below the divider line.  The divider line is the "Cabinet" field.

In order to search for documents, you fill information into the search card for the document or set of documents for which you are looking.

In the illustration below, we are looking for documents filed to the Investment Accounts cabinet, where the profile includes the code associated with Candace Clark - "CLARCA1" in the Client field.  You can select the items in the field code lookup tables by selecting the button on the left, and selecting the appropriate entry from the table.

If you want your search results to include documents filed to the Client cabinet, where the profile is for third party correspondence for Candace Clark, your "filled in" search card with values from descriptive lookup tables would look like this:

The general rule of thumb is that the more fields that are completed the narrower your search results will be.

In addition, you need not search by client at all.  You can certainly search for all documents that meet any given criteria.  For example, you might want to find all third party correspondence for all clients.  Simply select the appropriate Category and Doc Type fields, leaving the Client field blank.

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12.4. Select Multiple Values from the Code Look Up Tables in the Search Card

If you'd like to search for more than one document 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:

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

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12.5. Use the Description / Comments field

When you complete Profile Cards while saving documents, you give each document a description, (i.e., a file name).  Typing text in the Desc/Comments 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.

 

 

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12.6. Text-In-File Field

Worldox automatically indexes the text within:

  • Live documents (e.g., Word, Excel, Powerpoint, etc.) and
  • Rendered PDF files (in other words, documents that you have printed to PDF from other software applications). 

Because these files have been rendered by a computer, the text is automatically readable by a computer.

Scanned images are also text searchable within Worldox, providing you use OCR (Optical Character Recognition) software such as Symphony OCR, which makes scanned documents text searchable.

"Text in File" allows you to perform a search for any piece of text within a file that is readable by a computer, (noting the caveat above that you must be using OCR to conduct text searches for scanned documents).

Type a word that is included in the text of the document

Select Search

The example above will return a list of active documents that have the word "agreement" in the text of the document found in the selected Cabinet.

Note:  If the document is an image-only document (scanned image that has not been OCR'd) it will not be searchable via this mechanism.  In addition, documents filed to Worldox will become text searchable once Worldox text indexes are updated overnight.

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12.7. Portion of a Field, Wildcards, Replacement Values

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 against using a Wildcard or asterisk.

Type in the beginning of the word in either the "Desc/Comments" field or the "Text in File" field, followed by an asterisk

Select Search

You can also place an asterisk at the beginning 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, but you cannot use two asterisks such as  *balanc* and retrieve documents that refer to balanced, balancing and 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.

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12.8. Doc ID

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. 00031752.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 in teal font 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

  • If you include the doc ID in the footer of a word or excel file, for example, the printed document is easy to retrieve by its document ID.

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12.9. Predictive Searching

You may have noticed that when typing in the "Desc/Comments" and "Text in File" fields, Worldox "predicts" what text you are searching for based on its indexes and provides you with a list of the words that might fit your criteria:

You can pick from this list if you'd like one of those values.

If you aren't sure which word fits your document profile, you can opt to use a portion of the Field.

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12.10. Use 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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12.11. Use Booleans

What are booleans and why are they useful?  Booleans are "And" "Not" or "Or" used when searching databases.

Many of us use boolean searching on the Internet to find various web pages that contain certain text.  For example, if you wanted to find Trumpet's webpage, typing the word "Trumpet" retrieves webpages related to the musical instrument. If you want to find the company "Trumpet" that sells "Worldox," then typing in "Trumpet and Worldox" in your browser's search engine will bring you to our website.

This will provide you with websites that have Trumpet and Worldox as key phrases.  When using an "and" expression, both terms must be in the website.

Alternatively, if you sought websites that have Trumpet or Worldox, using the phrase "Trumpet or Worldox" would return Trumpet's website, Worldox's website, and websites that related to musical instruments, among others. When using an "or" expression, only one of the terms needs to be on the website.

Most users will want to use boolean searching in the Description/Comments field. 

Searching with "OR"

  • This will search for any documents with either Asset or Review in the description or comments field.

  • Your search results might look like this:

  • Note that the search results list contains documents that have either the word Asset or the word Review in the description.

Searching with "AND"

  • "Asset and Review" means both words need to be present in the description/comments field:

  • Your search results might look like this:

  • Note that the search results list contains documents that have both the word Asset and the word Review in the description/comments.

Searching with "NOT"

  • "Asset not Review" will only return documents that have the word Asset, but not Review in the description/comments.

  • Your search results might look like this:

Note that the search results list contains documents that have the word Asset but not the word Review in the description/comments.

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12.12. Searching Prior versions of Documents

As an Advanced operation, you may want to search for prior versions of documents based on text within the file, the description, etc.  To search for Prior versions of a document:

  • Complete the search card with the appropriate criteria
  • Select the "Search What" button:
  • Select the "Search What" button
  • Choose the "+Prior Versions" checkbox
  • Select "OK"
  • Select "Search" in the search card

This will produce a list of documents with all versions of the document:

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13. Find Templates

13.1. Introduction to Find Templates

Find Templates are another method for populating the Search Card.  The purpose of Find Templates is to make it much faster to perform routine searches.

Find Templates are used in conjunction with Virtuoso and Bookmarks to make searching for documents very simple.

You can create Personal Find Templates, or if you have Power User Rights, you may create Public Find Templates.

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13.2. Create Find Templates

To Create a Find Template in Worldox:

  • Open a Search Card

  • Fill in the criteria you wish to use in the template

  • Select Options -> Save Template

  • The "Save Find Template" Window will open

  • Name the Template

  • Select the appropriate "On Selection" radio button

    • Show Template - Selecting this option will open the search card with the criteria filled in so that you can refine your search further
    • Perform Search - Selecting this option will not open the search card but simply perform the search
  • Fill in the appropriate "Save Template for" radio button

  • Select "Save"

    • Only Me - the template will only be available for your use
    • Everyone - the template will be available for all users (this option is only available to users with Power User Rights)
    • Limited Groups / Users - the template will only be available to users you can define
  • IMPORTANT:  When Prompted to save the Find Template, ensure that you select the "Save as new public template" radio button.  This ensures that you save all your Find Templates for use for your entire firm.  If you do not have these permissions, Trumpet strongly recommends you ask someone who does to create these for you.

  • Select "OK"

 

 

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13.3. Create Find Templates Looking Across Cabinets

You may need to create a Find Template that finds documents in multiple cabinets based on the Document Type.

For example, you might want to find all correspondence for a client in the Tax, Client and Insurance Cabinets.

  • Open a Search Card

  • Select the cabinets in which you wish to search

  • When you select the "Doc Type" button you will be presented with the list of cabinets.

  • Select one of the cabinets

  • The look up table will open for that cabinet.

  • Select the Document types

  • Select the next cabinet

  • Lather, rinse and repeat until all the doc types from the cabinets are selected.

  • Select Options -> Save Template

  • The Save Find Template will open

  • Type a name for the template

  • Make appropriate selections as follows:

    On Selection:

    • Show Template – brings up the Search Card with your template criteria filled-in (allowing you to review or modify the search)
    • Perform Search – bypasses the Search Card and provides the search results
  • Who Sees It – Your selection here will make your template available to others if you are a Worldox user that can make global changes,  for either:

    • Only Me – creates a private template
    • Everyone – creates a public template
    • Groups/Users – groups or specific users you have designated to be allowed or blocked from using this template (this is useful when requesting sensitive materials, e.g. personnel, financial statements, etc.)
  • Click "OK"

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13.4. Edit Find Templates

These instructions will assist you in making any edits to your Find Templates.

  • Open a Search Card
  • Select Options > Edit Templates

  • Worldox will provide you with a list of your templates.

  • Right-click on the template you wish to edit and select Edit

  • Make applicable changes to the find template.  When finished, select Options > Save Template and select "Save" to save the changes.
  • When prompted to Update the existing template, select OK.

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13.5. Special Code Designations for Find Templates

Worldox User

You may want to create a find template that will find files that were filed by the Worldox user executing the search.  To do this, you must add a special designation to the Filed By field in the Worldox Find Template.
 
The designation is:

%WDUSER%

Here is an example of a Worldox Find Template that uses this code:

Client Code

If you are using your find template for the purposes of creating a Virtuoso Launcher button, you may want to perform a search based on the contact record you are on in your CRM, if that's the case you must add a special designation to the Client field in the Worldox Find Template.

The designation is:

{!CONTACTCODE!}

Here is an example of a Worldox Find Template that uses this code:

This code must be present to do a search in Virtuoso based on the contact record you are on in your CRM.  If this code is not included, Virtuoso will perform a search in Worldox for all documents based on the other criteria provided in the Find Template.

Note:  This special designation is only designed to work with Virtuoso launcher buttons.

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13.6. Updating Find Templates to Include Additional Repositories

By default your Worldox Find Templates search the Active Document Repository.  If your firm uses the Legal Hold or Archive features of Worldox you may wish to have your Search Templates reference these and an the Active Document Repository at the same time.

To do so:

  • Open the Search Card
  • Select Options -> Edit Templates
  • Select the appropriate template from the list
  • Select "Search What"
  • In the By cabinet area, select the appropriate repositories for your template
  • Select OK
  • Select "Options -> Save Template"
  • Select Save
  • Select OK
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14. Bookmarks

14.1. Introduction to Bookmarks

Bookmarks are shortcuts to a Find Template and are used as a method for populating the Search Card.   You've probably used  bookmarks in your internet browser windows in order to quickly go to websites that you commonly reference.  The concept in Worldox is very similar.  The purpose of bookmarks is to make it faster to perform routine searches. 

Bookmarks can be pinned to your button bar menu:

or Accessible in the Bookmark area of the Navigation Panel:

and also by going to Bookmarks -> Manage

Double clicking on a bookmark will open the applicable Search Card.

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14.2. Create Worldox Bookmarks

To create a bookmark:

  • Go to Bookmarks -> create in the Worldox menu

  • In the Bookmarks -> Create window, select the type of bookmark you would like to create:

  • and select OK

Worklist Files

These are your most recently used documents (whether they are stored in the Worldox Document Repository or elsewhere on your network)

  • Select one or multiple categories you would like to search when selecting the bookmark

  • Click the green check.

  • Type a  meaningful name in the Bookmark Name Field.

  • Make appropriate selections as follows:

    • Pin to Button Bar - If you want the bookmark to appear in the button bar button area of Worldox (where the New Search and Previous Search buttons are located), select the Pin to Button Bar check box.
    • Save Bookmark for:
      • Only Me - create a private bookmark
      • Everyone - creates a public bookmark (and pins to all users button bar button area if you have selected that option)
      • Limited Groups/Users - groups or specific users you have designated to be allowed or blocked from using this bookmark (this is useful for sensitive materials)
  • Select Save

Search

These are your Find Templates in Worldox:

  • Select the appropriate Find Template

  • Type in a meaningful name in the Bookmark Name field

  • Make appropriate selections as follows:

    • Pin to Button Bar - If you want the bookmark to appear in the button bar button area of Worldox (where the New Search and Previous Search buttons are located), select the Pin to Button Bar check box.
    • Save Bookmark for:
      • Only Me - create a private bookmark
      • Everyone - creates a public bookmark (and pins to all users button bar button area if you have selected that option)
      • Limited Groups/Users - groups or specific users you have designated to be allowed or blocked from using this bookmark (this is useful for sensitive materials)
  • Select Save

Note:  If you create a Bookmark for a cabinet in which a user does not have access and make that bookmark available to everyone, the bookmark will only appear for those who have access to the cabinet.

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14.3. Create Bookmarks to a Network Location

In the Main Worldox Search results screen, type in the file path to where you want the button to point in the "Location" bar:

Right-click in the Worldox button bar (same row as the Basic Search button) and select "Add this List"

 Give the Button a meaningful name:

 

NOTE:  The name cannot start with the drive letter and a colon, backslash.

If you have Power User or Manager Rights:

Select the "Everyone" radio button if you want all users to have the button

Select "Only Me" if you want to have this available for only yourself.

 

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14.4. Bookmarks Tab

You may wish to have a large number of bookmarks, and this can take up a lot of room in your Button Bar Button area.  Therefore, while you can view the bookmarks in the Button Bar Button area in Worldox, you can also use the Navigation Panel.

The "Bookmarks" tab displays a list of all your bookmarks listed alphabetically.

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14.5. Manage Bookmarks

You may need to remove bookmarks from the Button Bar Button area, or delete them entirely.

To manage your bookmarks, go to Bookmarks -> Manage in the Worldox menu

From here you can add, edit, or delete your bookmarks.

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14.6. Customizing the New Search Button

Older installations of Worldox have a "New Search" button or bookmark. 

 

When selecting this button, the search card will open with a cabinet pre-selected for you:

 

If you want to have the New Search Bookmark reference a different cabinet, there are a few steps you'll want to follow to ensure that you don't change it for all users.

  • Select the "New Search" button
  • Select the "Cabinet" button
  • Select the appropriate cabinet
  • In the Search card, select the "Options" button and choose "Save Template"
  • The "Save Find Template" window will open
  • Here are some directions for filling in these fields:
    • Name of Template: This should remain "New Search", you do not need to edit this field
    • On Selection: This should remain "Show Template"
      • Note:  If you change the radio button to "Perform Search" you will not be prompted to fill in the client, or other information and Worldox will automatically perform a search for all documents in the cabinet you have selected.
    • Save Template for:
      • Only Me - Select this radio button when you do not want to change the template for *all* users, but just for yourself.  If you do not have power user rights, this will be your only option.
      • Important:  This is the best option for you to select to ensure that the other users in your firm do not have their new search button changed!!!
      • -Everyone - Select this radio button when you want to make the change for *all* users.  You will only have this option if you have power user rights.
      • Limited Groups/Users - Select this radio button when you want to make the change for some users but not all users.
  • Select "Save"
  • Select the "Save as new personal template" radio button:
  • Select "OK"
  • When selecting the New Search button, the search card should default to have the appropriate cabinet selected:
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14.7. Email a Bookmark to another user

You may have a bookmark that another user would like to have as well, but yet, you don't want to make that bookmark publicly available (e.g. not every one wants it).

To do so, right click on the bookmark in either the Bookmark section of the navigation panel or from the button bar button and choose "Email to another user"

 

This will attach a link to the bookmark to an email:

Complete the email with the appropriate "To" address and then select "Send"

When the recipient receives the email they can double click on the link

Check the appropriate bookmark(s) and choose "Yes" to import.

 

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14.8. Advanced Bookmark Security

For the most part, you don't need to worry about security with respect to bookmarks.  If a user does not have access to the cabinets in which the bookmark is set, they will not have access to the bookmarks pointing to those cabinets.  However,  if you'd like, for example, to only have the bookmarks available for certain users, or limit their use you can do so.

Here's how:

In Worldox, right click on the button bar button and choose "Edit Bookmark"

By default, the "Everyone" group will be excluded. 

If you want to allow the bookmark for most users, select that group and choose "Rights -> Allow"

If you want to block the bookmark for most users, select that group and choose "Rights -> Block"

If you wish to allow / blocked based on the individual users in Worldox, select "Add Users -> Allow" or "Add Users -> Block" accordingly, select the appropriate users, and click OK

If you wish to allow / block based on a Security Group in Worldox, select "Add Group -> Allow" or "Add Group -> Block" accordingly, select the appropriate groups and click OK

Note:  Security Groups must be configured with the "This group can be used to secure files and objects" check box checked.

 

 

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15. Search Results Screen

15.1. Back Button & Forward Button

You may have noticed that there is a "Back" button in the Worldox Search Results Screen.  This is similar to the back button in your internet browser window.

If you perform three consecutive searches in Worldox, you will see how these buttons can be used.

  • Perform three different searches in Worldox
  • Select the "Back Button" (arrow pointing to the left) 

This will take you to your second search.

  • Select the "Forward Button" (arrow pointing to the right)

This will take you to your third search.

  • Select the "Back Button" twice

This will take you to your first search.

As you can see, continuing to click the back button or the forward button will move further back or forward. 

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15.2. Location Bar - Search for document descriptions and doc ids

You may wish to conduct a search in all cabinets for documents that have a word or phrase in their description without selecting the "New Search" button or other bookmark buttons.  A quick and easy way to do this is to use the Location Bar.

In the location bar, type the word or phrase you'd like to search for and hit the enter button on your keyboard (or the green check beside the field).  Here's an illustration of searching for the word "agreement" in the location bar:

Note that in the illustration above, we are finding documents that contain the word "Agreement" in the description field regardless of the cabinet.

The caveat to this is with regards to numerical values.  If you place a numerical value (e.g. 2012) in the location bar, it will not find documents that contain 2012 in the description.  Rather, Worldox will search for the unique document identifier 2012.

Therefore, if you wish to search for a document by it's unique identifier, you can type the document identifier in the location bar.

Note:  The words "Project" and "Library" also do not properly search.  If you are looking for those specific words, you can type "Project*" or "Library*"

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15.3. Location Bar - Search for documents in your Network Directory Structure

You can use the Location Bar to type in a file address as you would in Windows.  This can be helpful when wanting to locate documents outside the Worldox Document Repository.

To do so, simply type in the path to the document(s) you'd like to locate and select enter on your keyboard.

In the example below, Worldox is displaying the contents in the folder C:\VMDemo\Demo Docs\Titled Demo Docs

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15.4. Filter Search Results: Filter bar

The filter bar in Worldox allows you to filter your search results based on the file extension of the document.  By default the Filter will show All Files (*.*).

If you select the drop down arrow, you will see a list of the document extensions that are included in the search results:

Select any of the items in the drop down list to filter your search results by that document extension.

To release the filter, simply click the drop down arrow again, and choose "All Files (*.*)"

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15.5. Filter Search Results: Tags View

Worldox allows you to filter a search results screen using the Tags tab at the bottom of your search results screen:

When you select that tab, the Tags window will display at the bottom of the search results window:

Selecting any of the items in the tags view will filter the search results to meet the criteria you have selected.

You can filter by multiple values if you select more than one.

You may note that there is a variation in the size of the font that is displayed in the tags.  The larger font indicates that more documents in the search results list meet that criteria.

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15.6. New List Tab

You may have noticed that once you perform a search, you have a "New List" tab in the Worldox Search Results Screen.

This is similar to your Internet Browser window in that you can have multiple search results displayed simultaneously.  To use this, simply select the "New List" tab, and conduct another search. 

You can have several lists open at once.

If you have too many open, simply select the white "X" button on the lists you no longer need to see.

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15.7. Type to your Choice with in the Search Results Screen

If you have a long list of documents and do not want to narrow your search results list, you can still navigate to your document quickly by simply "typing" to your choice as you would in the Code Look Up Tables:

 

Note:  You can use the up and down arrows to navigate to the next instance of the word or phrase you have typed in.

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15.8. Preview Documents - View Button

To preview a document, simply highlight it and select the "View" button in Worldox.

This will open a small window which previews the document.  You can expand that window and / or place it on another screen if you wish.

 

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15.9. Preview Documents - Preview Window Tools

If you are viewing a document in the "Preview Window" you have some additional tools that you can use.

Open - Opens the document in it's native application

Next File - Will preview the next file in your search results list

Previous File - Will preview the previous file in your search results lists

Text - Will open a text window where you can search for text within that specific file

There are also a few other tools which are relatively self explanatory.

Finally, you have three tabs within the Preview window:

Full View - This provides you with a full view of the document

Comments  - Here you can view and edit comments associated with the file.  This can be particularly useful if you want to add notes about the document, etc.

Profile - Here you can view and edit the profile of the document if you find while previewing that this document is not filed correctly, or wish to edit a Code Look Up Table value for the document.

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15.10. Preview Documents - Preview Tab

The Preview Tab provides you with a thumbnail view of the document that you have selected in your Search Results Screen.

The document you have highlighted will appear in the "middle" or larger panel.

The document that appears before the original in the Search Results List will appear smaller on the left, and the one after will appear smaller on the right.

To view the next or previous documents in the larger panel, select the appropriate arrows in the window.

In addition, you can also search for text within the document that is highlighted by selecting the "ABC" or text button.

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15.11. Export a List of Documents in your Search Results Screen

If you're in the process of being audited, or are doing an internal audit for certain types of documents, you may wish to have a list of files as they appear in your search results screen.

Here's how to create that list:

  • Perform a search for a set of documents for you would like to create an index or print the search results list

  • Load a Column Template that captures the most information for the set of documents on your current search results screen or insert new columns

  • From the main menu, choose List > Print

  • Select the location in which you want to save the list and name the file appropriately

  • Click "Save"

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16. Column Headers

16.1. Introduction to Column Headers

Column headers are simply the columns that you can display in your Worldox Search Results Screen.  Here's an illustration pointing to the column headers:

The columns represent both meta data regarding the file, and the profile of the file that you have highlighted.

As you can see based on the teal font in the bottom right hand corner of the screen, this file highlighted is in the Client\Cabinet and the column headers are labeled for the field that is represented underneath for that file.  The last column when highlighted on this particular file is labeled "Status".

When we select a different file (in this instance we'll select one from the Client\Investment Accounts cabinet) the column headers will change according to the profile of the document.

As you can see when highlighted on this document, the last column is listed as AcctNo.

This is because in the Client\Investment Account cabinet this field is labeled AcctNo, and in the Client\Client Cabinet, the field is labeled Status.

This search results list is sorted by the Category field as indicated by the blue triangle next to the field.

You can add/ remove/ resize, and sort on the various fields.

Note:  This chapter provides you with information on adding and removing columns along with saving column headers for use later.  If you'd like to set up a default column header template for your search results, please see the chapter on Style Sheets.

 

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16.2. Add a Column to your Column Headers

If you are not displaying a column you would like to see, you can add it.

Left-click on an empty space in the column header section of the search results window
 
Select the desired fields to add from the drop down menu
 
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16.3. Move or Adjust a Column Header

The column headers can be resized in order to show more or less data.  To resize them, simply hover your mouse over the edge of the header and drag it to make it narrower or wider
 

Note: Pay attention to which direction the bracket is curved to tell if you are changing the column to the left or the column to the right of your cursor.

The column headers can be moved simply by dragging and dropping them to different spots on the column header bar
...

16.4. Remove a Column Header

Left-click on the column heading you no longer want to view
 
Drag the column heading up or down
 
Release the mouse
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16.5. Sort Column Headers

You can tell which column header is sorted on by the blue triangle next to the column.  You can sort by a single column or multiple (2) columns.

Sort by a Single Field:

To sort ascending, left-click on the header of the column in which you wish to sort.  To sort in descending order, hold down the Ctrl key and left-click on the header
  • A blue arrow will appear in that column header indicating the active sort

  • If the arrow is pointing up, the sort is in an ascending order.  If the arrow is pointing down, the sort is in a descending order

  • To change the direction of the sort, click on the same column header again

Sort by Multiple Fields:

  • Right-click on an empty space in the column header section of the search results window

  • Select "Set Multi-Level Sort"

  • Choose fields for the "Sort By" and "Then By" sequence.  Then select Ascending (A to Z) or Descending (Z to A) for each selection and click "OK"

 

  • The sort format will stay in effect until you change it


Note:  The Sort window will only display the fields available in the Column Headers

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16.6. Column Header Templates

You can save your Column Headers as Templates for future use. 

To Create a Column Header Template:

  • Add, remove, resize, and sort the columns in the way you would like them to appear in the template.
  • Right-click in a blank space on your column header bar
  • Select "Save Column Template"
  • Type in a name for your header in the Template Name field.
  • Click "OK"
 
Note: If you are a Worldox Power User or Manager, you can make a header template available to all users.
 
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16.7. Use Column Header Templates

Right-click in a blank space on your column header 
 
Select "Open Column Template"
 
 
Click on the desired header template
...

16.8. Associate a Column Header with a Find Template

You may wish to associate a Column Header to a specific Find Template so that your columns are appropriate to the type of search you are performing.

  • Open a Profile Card

  • Select Options > Edit Template

  • Double click on the template for which you'd like to associate the column header template

  • Click "Search" to execute a search

  • Save the Column Header Template

  • Select the "Associate with this type of list: <template name>" radio button

  • Save for Everyone if you'd like to apply the column header for everyone who uses this search template.  Otherwise, click "Only Me" to save for just yourself. Note that the "everyone" option will be available only to users who have the ability to make global changes.

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17. Manipulate Documents

17.1. Open a Document

Worldox Professional & Cloud

To open a document in Worldox, simply double click on the document you wish to open in your search results screen.

Worldox will open the document using the appropriate application for that document.  In other words, Word documents will open in Microsoft Word, Powerpoint documents will open in Microsoft Powerpoint, etc.

Worldox Cloud

Note:  Opening the document in Worldox actually "checks out" the document to your local workstation.  When you close the document, Worldox will automatically check that document back in with your changes (if you opt to save the document).  You will want to ensure that you have your documents closed and checked back in prior to closing Worldox.

Note: By Worldox design, the Worldox Cloud interface minimizes to your task bar when opening a document. It's done to work around a focus issue that will occur unless its minimized.

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17.2. Open a Read-Only Instance of a Document

It can be very frustrating when someone leaves a file open that you need to edit.  If you are just glancing at a document and don't intend to edit it in any way, you can open the file in read-only mode so that others can still open and edit the file.

Here's how:

  • Find the document you wish to open in read-only mode

  • Right-click on the document and choose "Open Read-Only"

You have now opened a read-only copy of the document. 

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17.3. Delete a Document

To delete a file in Worldox, simply highlight the file and select the large red "X" icon
 
 
You will be given 3 options:
 
 
  1. Move to Salvage Bin – similar to moving a document to your Recycle Bin in Windows
  2. Delete – removes the file without putting it in the salvage bin
  3. Shred – overwrites the file with nonsense and then removes from the server
 
Select the appropriate choice for your circumstances (if you don't know select "Move to Salvage Bin" as it can be recovered)
Click "OK"
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17.4. Edit the Profile of a Document - Profile Button

Each document in a Worldox cabinet has a profile card associated with it.  If you need to change the profile card associated with that document, you can edit it.

Here's how:

  • Perform a Worldox search for the document whose profile you wish to edit.

  • Highlight the file whose profile you wish to edit and click the Edit Profile button at the top of the screen. 

  • The Worldox - Edit Profile screen will appear.

     
  • Make any applicable changes and select "OK"

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17.5. Edit the Profile of a Document - Profile Tab

To edit the Profile Card using the Profile Tab:

  • Perform a Worldox search for the document whose profile you wish to edit.
  • Highlight the document and select the "Profile" tab at the bottom of the Search Results Screen:
  • Click the "Edit" button.
  • The Edit Profile window will open, and you can make any applicable changes and click "OK".
 
Note:  You can only edit the Code Look Up Table fields using this method.
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17.6. Edit the Profile of a Document - Search Results Screen

You can edit the description of a document (the description only) in the search results screen.

To edit the description, highlight the document in the search results screen and single left click the document.

This will place a box around the document with a green check to the right

Place your cursor in the box and perform the necessary edits.  Then, either click the green check box or click off of the description to save your changes

 

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17.7. Edit the Profile of Multiple Documents

There are circumstances where you may wish to make the same change to a profile for multiple documents.  For example, you may want to locate all pending documents and change the status to complete.

  • Perform a Worldox search for the field value you wish to change (e.g., Account Cabinet, status  = pending)

  • Select the files you wish to edit by clicking in the box next to each file you wish to edit.  To select all files in the search results screen, click Ctrl+ A

  • Click the Profile button

  • The Edit Profile Card window will open

  • Change the old field value to what you would now like it to be (in the example to the right, we are changing the status field from "Pending" to "Complete")

    • IMPORTANT: Leave the asterisk in each field where you want the field value to remain the same.

  • Select OK

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17.8. Save As - Overwrite an Existing File

There are two methods for overwriting an existing file with any edits you may have made to it.

Save

This is the simplest option. 

Simply click the "Save" button in the application and this overwrites the file with your changes just as it does when working with the document in a network directory structure.

Save As -> Replace File

If you are accustomed to selecting "File -> Save As" when saving documents, you can also overwrite the file with your changes this way.

  • From an open file, select File -> Save As
  • Select "Replace File. This is the same behavior as File Save."  The original file will be overwritten.
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17.9. Save As - Saving Versions of Documents

Word & Excel Documents:

If you are working with Word or Excel documents, you can save new versions of those documents by performing a "Save As" operation after opening the document.

  • From a file saved to Worldox, select "File -> Save As"

  • Select "Save as Version #.  The prior version will be preserved."

  • When saving a new version, you can also add a comment about what's different about that version (e.g., version 2 - updated section referencing which assets should not be traded)

Other Document Types:

For other document types (Powerpoint and others), you must create a version of the document within Worldox before you open it.

  • Highlight the document in the Worldox Search Results Screen.

  • Right click and choose List-> New

  • Select "Yes" in the confirmation dialog.

Note:  There can be up to 256 version of a file.  A file's "current version" is the file as it exists "right now" and is saved in its native format (e.g. as a .docx or .xlsx file). There can only be one current version of a file.  When you save an existing file as a new version, both the current version and the previous version of the file are saved.  However, previous versions are not listed in the main Worldox Search Results window.  Only the current version is shown and the current version is the latest version number.  Therefore, if you have a document that is on Version 3, and you reopen and resave Version 1, while Version 1 may have a modified date of later than Version 3, Version 3 will be the current version.

 

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17.10. Save As - New File

If you've begun editing the contents of a document but do not want to save it to that same location, you can use the Save As feature to create a copy and keep your original as is:
  • From an open file, select File > Save As

  • Select "Save as New File.  You will be prompted to enter a new profile." 

  • This option will keep the original document without changing any of the text, and allow you to file a separate document.

  • Once you've selected the "OK" button here, you will be provided with the Profile Card pre-filled with the profile card of the original document. 

  • You can change any of the values and click "OK" to save under a new client, category, doc type, etc.

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17.11. Save As - Edit Profile

You may wish to edit the profile card of the document while in the process of making a change to it.

Note:  This option is not available via Worldox Enterprise / Worldox Cloud

Description or Comments:

If you wish to change the description or add comments to the file, select File -> Save As and when the window opens, simply change the description and / or edit the comments of the document:

  • From the file, select File -> Save As

  • Edit the Description or comments, and then select the appropriate additional radio button.

Edit Code Look Up Table Values:

  • From the file, select File -> Save As

  • Select  "Edit Profile.  You will be able to modify the current profile."

  • This will open the Profile Card, and you can change any of the values and select "OK".

 

 

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17.12. Make a Copy of a Document

You may wish to make a copy of a document without actually opening it first, and manipulating the contents.  For example, if you have a template that you fill out routinely, you may find yourself forgetting to do a File -> Save As and inadvertently adding your changes to the master template.  You can make a copy of the document first ensuring that you don't overwrite your templates.

Here's how:

  • Locate the document you wish to copy and highlight it in the Worldox Search Results Screen

  • Select the "Copy" button in Worldox

  • Worldox will open a Profile Card so that you are able to profile the copy of the document.

  • Update the Profile Card, and select Copy.

  • Worldox will then prompt you asking if you'd like to open the copy of the document.

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17.13. Attach Documents in Worldox to Outlook Emails

You will, most certainly want to attach documents from Worldox to your email as attachments. 

  • In Worldox, perform a search for the document you wish to attach

  • Highlight the document

  • Select the e-mail icon

 
  • The Worldox – File > E-mail window will appear
 
  • You will be presented with three options:
    • Select "A full copy of the file" when you want to send a copy of the document outside your firm
    • Select "In a Worldox File List (internal use only) when you want to send a shortcut of the document to someone internally.
    • Select "OK". 
  • The attachment will appear in an Outlook e-mail
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17.14. Print multiple documents at once

If a client is coming in for a meeting, you may want to send multiple copies of a few documents to the printer.  Of course, you can open the documents and print them one at a time.  Alternatively, you can print multiple documents at once.

To do so:

  • Perform a search for the documents you need to print

  • Select all (Ctrl+A) or click the check boxes for the documents you would like to print

  • Right-click on one of the highlighted documents and choose Send To > Printer

  • Confirm the selection and select "Continue"

  • Select your desired print options and select "OK" to print

 

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17.15. Copy Files from Worldox to a Local Drive

Perform a search for the document(s) you wish to copy.

Select the documents from the Search Results List.

Right click on one of the files.

Choose 'Send To ->' and select one of the pre-defined destinations for your files. 

(Recommendation:  If you have no customized destination locations, or if your desired destination is not listed, Windows "My Documents" is always a safe and reliable place to copy your documents as a first step.)

 

Note:  If you wish to send the documents to a location not listed, contact Trumpet Support.

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17.16. File Level Security - Secure a File

From time to time, you might have a document that you need to secure.  Perhaps it's a template of the document or another document that you want to make "read-only" to ensure that your complicated formulas stay in tact or just so something doesn't get overwritten.  If it's an occasional document here and there, you can add file level security. 
  • Highlight the document you wish to secure and select the "Security" button in Worldox
  • The Worldox Security Classifications window will open.

Determine which level of security you would like to apply to the document:
 
  • Custom - allows you to set specific rights, such as allowing certain users to view or delete and not others. For example, if a partner needs the ability to restrict access to everyone except the firm's bookkeeper, they can customize privileges per user.  File level security is applied on a document by document basis.  An example of a document that would require custom security might be a spreadsheet containing employees' annual salaries.
    • Select "Add User" to add a specific user and define the rights on the right hand side of the window.
  • Private - restricts anyone but you from doing anything with the file, including being able to search for it 
    • Note:  Another way to ensure sensitive documents are secure is to password protect them.
  • SemiPriv - forces everyone else to only open a read-only copy of the file  (this is probably what you'll use the most, as its great for templates and things like that)
You can create and use additional Security Classifications if you'd like.  For more information see:  Create Security Classifications
 
Important: Users with Worldox Manager Rights will always have full permissions to view / edit documents.  As with any software application, with enough knowledge of the system, someone may be able to work around security privileges to view documents.  You have the ability to create multiple levels of security both via Worldox and at the network level.  Consult with Trumpet and / or your system administrators to obtain the desired level of security for your files.
 
 
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18. Deleted Files

18.1. Introduction to the Salvage Bin

By default, when you save documents to Worldox, you are saving them to an "active" document repository.  Worldox has other repositories, one of which is the "Salvage Bin".  The Salvage Bin is similar to the Windows Recycle Bin.

Just as in the Windows Recycle Bin, you cannot manipulate documents when they are in the Salvage Bin repository, but you can restore them to the active repository.  The Salvage Bin repository is searchable as well.

The main difference between the Windows Recycle Bin and the Worldox Salvage Bin is that by default documents are purged from this repository after they have been in it for 90 days.  For regulatory purposes, you may wish to utilize Salvage Bin Retention Rules to ensure that documents are retained for the requisite amount of time.

Your firm's Compliance Officer has been provided documentation on both SEC and FINRA requirements for electronic record keeping.  Here is this document for further reference:  http://www.trumpetinc.com/Downloads/dms/compliancefinra.PDF

Trumpet is not legal counsel, so it is ultimately up to you to abide by and conform with regulatory agencies that the process you establish adequately meets their standards.
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18.2. Search for Documents in the Salvage Bin

The Salvage Bin repository is located on your file server within the Active Document Repository.

To search for documents that have been moved to the Salvage Bin:

  • Open a Search Card

  • Select "Search What"

  • Select the "Salvage Bin" radio button

  • Select "OK"

  • Fill in any additional search criteria in the search card and select "Search"

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18.3. Restore Documents in the Salvage Bin to the Active Repository

To Move a document from the Salvage Bin repository to the Active Worldox Repository:

  • Perform a search in the Salvage Bin for the document you wish to restore to the Active Worldox Repository (Refer to the article, Search for Documents in the Salvage Bin for detailed instructions on this step)

  • Double-click on the document

  • Select "Yes" to undelete the file:

  • The document will be placed back in its original location
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18.4. Set Retention Rules for the Salvage Bin

By default, the Indexer software will purge the documents in the Worldox Salvage Bin after 90 days.  This may not meet your regulatory agencies' (FINRA or SEC) document retention qualifications.  For example, your regulatory agency may require keep certain documents for 6 years after a client has terminated.   If that's the case, you can set retention rules on the Salvage Bin.

  • To add Salvage Bin Retention Rules, select "Salvage > Rules"

  • To add a rule, select "Add Rules"

Set Retention Rules per Cabinet

You may wish to have a default rule per cabinet.  For example, all documents that have been moved to the Salvage Bin from the Client cabinet should be purged after 6 years.

  • Select the cabinet for which you wish to set the rule

  • If you wish the rule to apply to all clients, categories and document types, place an asterisk in each

  • Under "Defer final purge from salvage" you are presented with three options:

    Select the appropriate time frame from the drop down arrows.  For example, in this example, you may wish to select "Deleted Plus 6 years"

    1. Created plus - this will purge documents from the Salvage Bin based on the date they were created plus the defined time frame
    2. Modified plus - this will purge documents from the Salvage Bin based on the date they were last modified plus the defined time frame
    3. Deleted plus - this will purge the documents from the Salvage Bin based on the date they were deleted (i.e., moved to the Salvage Bin) plus the defined time frame

  • Select OK to complete the rule

Set Retention Rules per Field

You can also set the retention rules per applicable field in Worldox.  For example, while you may wish to purge all client documents that have been moved to the Salvage Bin after 6 years, you may wish to purge others, like client agreements less frequently.  In this example, perhaps you wish to delete documents from the Salvage Bin after they have a modified date of greater than 12 years.

  • Select the cabinet in which you wish to apply the rule

  • Select the appropriate Category / Document Type combination

  • Select "OK"

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18.5. Multiple Retention Rules

There may be multiple retention rules that apply to a particular document.  For example, the Financial Planning Agreements are certainly filed to the client cabinet, and are also filed under the category and document type combination of FinPlan\Agree.  So, you may be asking, which rule "wins" the retention?  The answer is the one that retains the document for the longest period of time.

Let's use the following scenario as an example:  You have a Financial Planning Agreement with the modified date of 3/16/2009.  You move this document to the Salvage Bin on 7/1/2013.

The Client cabinet retention rule says the document should be purged from the Salvage Bin after it has been "deleted" 6 years.  Thus, this purge date is 7/1/2019
The FinPlan\Agree retention rule says the document should be purged from the Salvage Bin 12 years after the modified date of the file.  This purge date is 3/16/2021

The document will not be purged from the Salvage Bin until 3/16/2021 because that rule retains the file the longest.

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18.6. View Document Expiration Dates

You can view the set expiration date on a document using a column header.  The specific column header is entitled "Retention > Expires"

This column will show the date the file would be purged from the Salvage Bin if it were deleted today.

 

 

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18.7. Editing Retention Rules

You may need to edit certain Salvage Bin Retention Rules as your regulatory agencies provide you with new rules. 

To edit a retention rule:

  • Select Salvage > Rules

  • Highlight the rule you wish to edit, and select 'Edit Rules'

  • Edit the rule accordingly, and select "OK"

IMPORTANT:  If you edit a rule so that documents require a shorter or longer retention period, documents already in the Salvage Bin will maintain the original retention rule dates.  These edits will only apply to documents moved to the Salvage Bin since the rule has been edited. 

 

 

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18.8. Auditing Retention Rules

Worldox allows you to perform an audit on the Salvage Bin Retention Rules at any point in time.

  • To audit the Salvage Bin rules, navigate to "Salvage -> Rules"

  • Select the "Audit Trail" tab

  • This will list the Salvage Bin Retention rules and all edits made to those rules.
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19. Style Sheets

19.1. Introduction to Style Sheets

Style sheets allow you to customize the look and feel of your Worldox search results screen.  They also allow you to have a different look and feel based on the type of list you're displaying in Worldox.
 
For example, you may wish to have your Folder List appear more like a Window's explorer view, and your Worldox Search Results display with different column headers.  You can set different style sheets for each type of list,  have one for all the various types of list, or pick and choose as well.
 
Here's an example of a solid Style Sheet for the Search Results List (you may want to display different things, and these are completely customizable).
 
 
Here's how the Folder List looks using the same Style Sheet:
 
 
If you prefer, you can set up the Folder Lists to appear more like the Window's Explorer screen by adding and removing columns, etc.  Here's an example:
 
 
Here you can see the folder tree on the left hand side, the location of the documents, and other column headers.
 
Note:  This chapter provides information on setting up your default Worldox Style Sheet or Search Results Window.  For more information on configuring column headers for different types of searches, please see:  Column Headers
 
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19.2. Set up Style Sheets

You can set up Style Sheets based on different file lists, or have one Style Sheet for all your lists.
 
Perform a search using the File List for which you would like to set up the Style Sheet.
 
Set up the window as you would like it to appear for that type of list:
  • Determine which columns you would like to display, the width of those columns, and the sort of those columns and set those up.  (For more information on adding columns, and sorting, visit the chapter on Column Headers).
  • Determine whether or not you would like to view the Navigation Panel, and the width of the Navigation Panel and set those up.
  • Determine which tab you would like to view at the bottom of the Search Results Screen, and the height in which you would like to view that tab and set that up.
  • Select the Styles -> Save Button on the right side of the Location bar.
  • The Window Styles dialog will open.
  • Check the boxes next to the styles you wish to save, along with the List Type you wish to save them for
  • Select "Only Me" to save the window styles for just yourself, or select "Everyone" to save this style for everyone.
Note:  The "everyone" option will be available only to users who have the ability to make global changes
  • Click "Save"
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20. Favorites & Worklist Files

20.1. Introduction to Favorites and Worklist Files

Favorite Files are also known as Worklist Files and are those files that you have recently saved (whether you have saved them in the Worldox Document Repository or elsewhere on your network) or documents that you have specifically designated to be favorites.

You can also have "Favorites" in each of the code look up tables (these are dynamically built based on the the items in the Code Tables that you frequently utilize).

 

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20.2. Search for Documents using Favorites Lists

If you want a quick way to find the documents you've recently accessed, you can utilize the Worldox Favorites Files list (also known as Worklist Files).

  • To do so, select the Favorite Files button
  • The List -> Selected Worklists window will open
\
  • Select the double check mark Select All icon to get a new search results window with all of your favorite files listed
To select specific favorite files, you can select the category (or categories) of favorite files you'd like to view using the check boxes

Note: The Worklist Files categories represent the method used to access the files using Worldox, not the type of file in the Worklist Files (e.g., .doc or .xls).  If you choose Word files from the list, Worldox displays a list of documents you recently saved from within Word. These are not necessarily all Word files you recently saved (because there are many different ways to save a Word document using Worldox).   If you saved a Word file by using WorkZone or by copying the file from a folder on your network, these Word documents would not appear in the Word list, because they were not saved by using Microsoft Word.  To locate a Word file saved using WorkZone, you would choose WorkZone from the list.

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20.3. Add a Favorites Category

You can also add special Categories to your Worklist files and associate documents with that list.

  • To add a Favorites Category, select the Selected Favorites button

  • Select the "Personal" tab, then the "Add" button

Note:  You can only add Favorites categories for yourself.  You are not able to add them globally (even if you have Power User Rights).

  • In the Category -> Add window, select an icon from the ones provided, and fill in the Category Name field as you wish it to appear:

  • Select Save

  • This Category will now appear in your "Personal" list, and in the "All" list when selecting the Favorites button.

 

 

 

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20.4. Add a Document to a Favorites Category

If you are working with or referring to a particular file frequently, you may wish to add that document to a Favorites Category.  You can add it to any of the Favorite Categories already listed, or create your own category in which to add the document.

  • To add a document to a favorites category, highlight the document.

  • Right click and choose "Edit -> Favorite Files -> Add"

  • Select the Category in which you wish to add the file:

  • Click OK in the confirmation dialog.
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20.5. Remove a document from a Favorites Category

Some files that you have added to your favorites list may not be favorites forever. 
  • To remove, simply right-click on the desired file(s) and select Edit -> Favorite Files -> Remove
  • Select the category you would like to remove the favorite file from

Note: For files that were added to the favorites list by the system automatically due to recent use, it is not necessary to remove them as they will "fall off" in time.

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20.6. Remove a Favorites Category

If you no longer want to have a particular favorites category that you have created, you can remove it.

  • To remove a Favorites Category, select the "Selected Favorites" button

  • Select the "Personal" tab

  • Highlight the Category you wish to remove

  • Select the "Delete" button

  • Select "Yes"

You have now deleted that category.

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20.7. Worklist Matters in the Navigation Panel

You can also view your Worklist (Favorites) in the Navigation Panel

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20.8. Adjusting Starting List Preferences

Disable the Starting List that Appears when Worldox is Launched

We recommend that Worldox be configured to display a blank page when Worldox is first launched.  This is our default configuration, but older sites may still be configured to display all favorites instead of a blank page (this can introduce a significant delay when starting Worldox).

  1. In Worldox, select Edit > Home Location

  2. Select the Worklist Files button

  3. Change the Home location to Show: Blank Page.  Click "OK"

  4. If you'd like to disable the starting list every time you open Worldox, check the "Every time" checkbox.  Otherwise, this will only disable the starting list for just the first time you launch Worldox

  5. Click "OK"

 

Change the Number of Files that Appear in the Starting List when Worldox is Launched

If you prefer to have Worldox display a list of your recent favorite documents when you launch, here is how to adjust the number of documents that will appear in the favorites list:

  1. In Worldox, select Edit > Preferences > Worldox

  2. In the Category panel, select "Favorite Files History"

  3. In the right panel, double-click on the Maximum Favorite Files entry

  4. Change the value to the number of files you'd like to display, and click "OK"

  5. The new setting will be reflected in the Value column.  The Default column simply indicates what the Worldox factory settings are

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20.9. Favorites Code Look Up Table Values

In each of the Code Look Up tables, you will see a "Favorites" tab:

As you save or search for documents Worldox remembers that you have done so and adds them to the "Favorites" tab.  This can be helpful to narrow the scope of the full list of choices when you may only need to reference a handful of the items in any given table.

You can also add values to the Favorites tab if you wish to do so.

To add values to the Favorites tab: 

Right click on the value you wish to add and choose "Add to Favorites"

To remove a value from the Favorites tab, select the value in the Favorites tab and choose "Remove from Favorites"

If you prefer to see a list of your favorite values (rather than the full Code Look Up table) as your default, simply right click on the "Favorites" tab and choose "Set as Default Tab"

 

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21. Worldox Projects

21.1. Introduction to Worldox Projects

A Project in Worldox is file in the Worldox document repository which links to other files within Worldox document repository.

The purpose of Worldox projects is to enable you to associate documents together.  For example, if you're working with a client to perform an Investment Analysis, you might want one project file that links to a Morninstar Report, their IPS and an Investment Allocation worksheet.

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21.2. Create a Project

To create a project:
  • From the Worldox search results screen, select the document(s) you'd like to add to a project, and select the Project tab at the bottom of your search results screen
  • Drag and drop the documents you wish to add to the project to the Projects Tab at the bottom of the screen.
  • Select "Save  As"
  • Complete the profile card for the project
  • Select "OK"
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21.3. Find Projects

Projects in Worldox are saved to the Worldox Document Repository as files with a .wdl file extension.  You can use any of Worldox's search techniques for finding these files.

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21.4. Add document(s) to a Project

You may wish to add newly created or received documents to a particular project.  For example, if you create a new Morningstar Report for the client's annual Investment Review, you may wish to add that to the project.
 
Perform a search for the Worldox project to which you would like to add a document and double click on the project to see the current list of files.
 
  • Select the Project tab the "Edit" button
  • Perform a Worldox search for the document(s) you wish to add to the project
  • Drag the file(s) to the Projects tab or highlight the files you wish to add.  (or select the files and choose the "Add File" button)
  • Select Close and answer the question to save your project changes

  • OR Select "Save As"
  • Select the appropriate radio button:
    • Replace Project - will add to the document to the current project
    • Save as New Project - will prompt you save this set of documents as a new project
  • Select OK and then CLOSE
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21.5. Remove document(s) from a Project

You may need to remove a document from a project.  Perhaps you've selected the wrong one, or the document is no longer needed for the project.

Perform a search for the Project from which you would like to remove a document.  

  • Select the Project Tab and choose the "Edit" button to edit the project.
 
  •  For the project you're showing, select the file(s) you wish to remove, and select "Remove File"
 
  • Select Close and answer the question to save your changes.
  • OR Select "Save As"
  • Select the appropriate radio button:
    • Replace Project - will add to the document to the current project
    • Save as New Project - will prompt you save this set of documents as a new project
  • Select OK, then CLOSE the project.
 
 
 
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21.6. Delete a Project

A Worldox Project, is a file saved to the Worldox Document Repository.  To delete the project, simply locate the project you wish to delete and delete it as you would any other file.

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22. Relationships

22.1. Introduction to Relationships

Relationships are a way to associate files in Worldox's Document Repository.

Oftentimes, you may have a letter or piece of correspondence with enclosures. You may want to save the letter under correspondence, but the enclosures in their logical position and not have to "refile" the enclosures.

For example, you may send your clients a meeting agenda, and a financial plan prior to them coming in to your offices.  You want the Meeting agenda filed under correspondence or agendas, and the financial plan filed under financial plan, but as you have included the plan as an enclosure, you can associate that with the agenda.

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22.2. Create Relationships

To associate documents using relationships:
 
  • From the Worldox search results screen, select the document you'd like to make the "Parent" document
  • Click on the Relations tab at the bottom of your search results screen
  • Select the checkbox "Make file the parent"
  • Conduct a Worldox search for the document(s) you wish to relate to the parent document
  • Drag and drop the documents you wish to relate into the Relations window
  • The Worldox – Relate File window will open. Verify that you want to make this document the child of the parent document indicated and click "Yes"
IMPORTANT:  When finished, deselect the "Make file the parent" checkbox. Failure to uncheck this box can cause user confusion as the user might think that any highlighted file has a relationship with the files in the Relations window. In order to be certain that you are reviewing the correct relationships, the relationship is listed at the top of the Relations tab
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22.3. Show Relationships

There are a couple of ways to show a document's relationships:

Add Relations to the Column Header

  • Left-click on the empty gray space in the header of your search results screen
  • Choose "Relations?"
  • This will show whether the documents you have selected have related files. It does not show which files are related, but it helps to identify that a relation exists.
  • To show related files, use one of the following methods:

Use the Relations tab

  • Highlight the document for which you would like to see the relationships
  • Click on the Relations tab at the bottom of your search results screen
  • The Relations window lists each of the documents related to the one you have highlighted in the search results window
  • Clicking the "Relations" button will open a new list containing the related files

Note:  You may wish to update your Style Sheet for Relations.

Use the Relations icon

  • Highlight the document for which you would like to see the relationships
  • Click on the Relations icon
  • Select "Yes" in the List > Relations window.

  • This will bring up a new search results list with only the file and its relations

Note:  You may wish to update your Style Sheets for Relations

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22.4. Delete Relationships

You may need to delete a relationship once it is established.  To do so:
 
  • Perform a search for the parent file from which you would like to remove the relationship and highlight it
  • Select the Relations tab at the bottom of your search results screen
  • If there is more than one child related to the parent, click the check box for the child or children you wish to remove
  • Select the Unrelate button
  • The Worldox – Unrelate File window will open. Verify the information and select "Yes"
  • A new Worldox – Unrelate File window will open verifying that the file(s) has been unrelated. Select "OK"

Note: This only removes the relationship; it does not delete or remove the document from Worldox.

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23. Archive Documents

23.1. Introduction to Archiving Documents

Over time, you may have hundreds of documents for a particular client in a particular cabinet.  When doing searches your search results lists may become arduous and hard to look through.  At some point, you may decide to archive documents that you may no longer wish to appear in your normal search results window.

By default, when you save documents to Worldox, you are saving them to an Active repository.  Worldox has other repositories, one of which is the "Archive" repository.  You can move documents to this repository when you are ready to do so.

These documents are still very much searchable, you simply have to choose to search in this repository to find those documents.

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23.2. Archive Documents

The first step in archiving documents is to determine which documents you wish to archive.  Many firms will choose to archive documents that are in certain categories and or document type combinations that are older than a certain modified date.  For example, you might want to archive Correspondence files that are older than 5 years.

Once you have determined what you want to archive:

  • Perform a search for the document(s) and select them
  • Right click and select Archive > Move To
  • If you have selected more than one document, in the Worldox – Clarify Selection Window, select "Continue"
  • In the Worldox – File  > Archive > Move to window, select "Yes"
  • The documents will then be moved to the Archive Repository
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23.3. Search for Archived Documents

Unless otherwise configured, Worldox's Archive Document repository is located on your file server within the Active Document Repository.

To search for documents that have been archived:

  • Open a Search Card
  • Select "Search What"
  • Select the Archive checkbox

Note:  If you wish to search both the Active and Archive repositories, you can select both check boxes

  • Select "OK"
  • Fill in any additional search criteria in the search card and select "Search"

Note:  You may wish to update your search templates to reference both Active and Archived documents, or have different Virtuoso buttons for the different types of searches.

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24. Checking Files In / Out

24.1. Introduction to Checking In / Out Documents

You may have employees who travel frequently or meet clients outside of the office, etc.  They might want to have documents available on their laptop to work on while they're meeting with the client or they're 30,000 feet in the air. 
 
They can do this by checking files out.  If the file is checked out, users in the office can still view the file and make copies of it, but they can't save over that file.  This will prevent you from having one user working on a document from home and another user working on the same document and wondering which document is the "right" one.

Even when you are disconnected from the network, you can still create documents, and view/edit documents that have been checked-out within Worldox.

 

 
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24.2. Check Out Documents

To check out a document:
  • Perform a search for the document(s) you wish to check out.
  • Highlight the files, or select them, and select the "Check Out" icon:
  • The Worldox – File > Check-Out window will appear. Select where you would like your files to be checked out:
    • To local mirror folder – a local drive onto which a selected copy of the networked repository is placed. Each document you open (or save) is copied to the mirror structure on your private mirror drive. This is usually drive C:\. By default, Worldox places the mirror structure beneath C:\ZMS
    • To other target folder – checks the files out to a specified folder.  Browse for the folder from a folder tree
  • Click "OK"
  • The Worldox – File > Check-Out window will open.  Click "OK"
  • When a file is checked out a green checkmark is placed next to the file in the Worldox search results list
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24.3. Check In Documents

Once you connected to the network and ready to check a file back in:
  • Click on the Check-Out icon in your system tray. 
  • This will open a list of checked out files
  • Select the files you'd like to check in and click the Check-In icon. 
  • Note:  This works well if you have multiple documents to check in.
  • Alternatively, if you have a single document, you may wish to simply select the "Check-In" button inline with the document:

  • Note:  This works well if you have a single document to check in.

  • Select the appropriate radio button:

    • Replace over on-line original. - replaces the original file with the checked out document
    • Add as a new version.  - the checked out document replaces the original file and the original file then becomes a prior version
    • Discard local mirror copy and revert to original.  - discards any changes made to the checked out document
  • The Worldox – File > Check-In window will open to confirm that the file was checked in.  Select "OK"
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25. Navigation Panel

25.1. Introduction to the Navigation Panel

To access Worldox's Navigation Panel, simply click on the Navigation Panel button in Worldox:

 

 There are several tools in the navigation panel which include:

  • Worklist Matters - This is a list of your most recently used files in their underlying folder structure if you prefer to navigate in this manner.

  • Cabinets - This provides you with a quick view of your Worldox cabinet structure and the documents within it if you prefer to navigate in this manner.

  • My Computer - This provides you with a folder structure overview of your folder and the network drives you have access to.  This is similar to viewing your network directory structure via Windows Explorer.

  • Workspaces - Allows you to create custom Workspaces for files that you commonly associate with one another.

  • Workflows - Allows you to create workflow structures and view the workflows you may have been assigned to (available with the Productivity Suite)

  • Bookmarks - Allows you to have a list of bookmarks or common searches for files.

To see any of these areas, you simply click on the item in the panel, and it will display at the top of the panel.

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25.2. Search for Documents in your Network Directory Structure

Many users wish to have one place to look for documents whether they are in the Worldox document repositories or in another folder structure. 

To search for documents in that are not "in" Worldox, you can select the Navigation Panel button in Worldox, then select the "My Computer" panel.

This will provide you with a display of your Windows Directory structure which you can then navigate throughout.  In this illustration, we were searching for documents in the C:\VmDemo\Demo Docs\Titled Demo Docs folder which is not in the Worldox Document Repository.

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26. Legal Hold

26.1. Introduction to Legal Hold

The term Legal Hold may not make sense for many financial planners, however, the idea, or concept of Legal Hold is to make documents "read only". This feature was formally known as "Record".  Similar to a record, once you write to this location you cannot change the contents of a file, but rather, can open them as read-only documents. 

This is different than F-Locking documents in that documents that are moved to "Legal Hold" can be moved back to the live repository.  For more information on F-Locking documents see:  File Locking

Note: Before implementing Legal Hold, you may wish to work with Trumpet to ensure that only appropriate users are able to move documents to Legal Hold and to Remove from Legal Hold.

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26.2. Place a document in Legal Hold

To place a document in "Legal Hold" simply right click on the document and choose, Legal Hold -> Move to Legal Hold

Confirm your intentions

This will place the document in a separate document repository for Legal Hold documents.

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26.3. Search for Documents moved to Legal Hold

To search for documents that are moved to Legal Hold:

  • Select a Search button

  • Fill in the criteria to find your documents

  • Select the "Search What" button

  • Select "Legal Hold" check box:


    Note:  You can search for both documents in the "Active" document repository and the "Legal Hold" repository by selecting both check boxes.

  • Select "OK"

  • Select "Search"

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26.4. Move Documents from Legal Hold to the Active Repository

To move documents from the Legal Hold repository (read only) to the active repository, right click on the document and choose:

Legal Hold -> Restore Legal Hold

 

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27. File Locking

27.1. Introduction to F-Locking

Your firm's compliance officer will have been provided documentation on both SEC and FINRA requirements for electronic record keeping. 

F-Locking is used to assist firms governed by FINRA to utilize Worldox to ensure that their documents are written to WORM technology (Write Once, Read Many).  F-locking a document stores finalized records in a manner that prevents the records from being overwritten, erased or otherwise altered utilizing Worldox proprietary technology that is intrinsic to the system. Although the hardware storage medium used (e.g., magnetic disk) is inherently rewriteable, the integrated codes intrinsic to the system prevent users or administrators from overwriting records that are flagged for WORM behavior. The codes used by Worldox ensure that the flagging of a document for WORM behavior is a permanent, one-way operation—once flagged as WORM, there is no way for the user or administrator to modify that version of the document or to change the document back to non-WORM behavior.

Note:  F-Locking is only required for firms that are governed by FINRA and are Worldox Cloud users, therefore, it is enabled only for those firms.

Trumpet is not legal counsel, so it is ultimately up to you to abide by and conform with regulatory agencies that the process you establish adequately meets their standards.

 

 

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27.2. F-Locking a document or set of documents

F-Locking a document or set of documents is very simple procedure, however it is permanent behavior.  There is no way for either a user or an administrator to modify or change the document back to non-WORM behavior.

To F-Lock documents:

Perform the search for the documents you wish to lock

Select the documents you wish to lock

 

Tip:  Selecting CTRL+A on your keyboard will select all documents

From the Worldox Menu, select "File -> Legal Hold -> F-lock"

Once you have selected F-Lock, you will receive the following message:

Review the list of documents by clicking the drop down arrow next to "Click her to review list"

 

If you have documents in the list that you do not wish to lock, you will want to repeat the steps above only for those applicable documents.  This operation cannot be undone, so you want to ensure you have the appropriate documents in your list.

After review, if you are ready to proceed, click "Proceed"

Once the files have been locked, you will receive a confirmation dialog:

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27.3. Working with Documents that have been Locked

Documents that have been F-Locked can be opened, but the current version cannot be modified.  When you attempt to open a document that has been F-locked, you will see the following message:

You can certainly open and view the document by selecting "Yes"

This will open a read only copy of the document.

Even if you make edits to the document, you will not be allowed to save this particular document.

When you try to save, a new Worldox index card will open, and you can save the existing file as a new document, but cannot alter this particular document nor can you save these documents as later versions.

 

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28. Audit Trail

28.1. Introduction to Audit Trail

When you perform operations to documents (e.g. opening, saving, previewing, etc) in the Worldox Document Repository, Worldox captures a log of those operations.  The audit trail is simply a history of what has happened with your documents.  These are important for compliance purposes (to show the history of a document over time) and are also helpful for figuring out what certain users are doing for training and auditing purposes. You can perform audit trail queries or searches on a single document or multiple documents based users or operations.  The "operations" in the audit trail are called "Events".

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28.2. Audit a Single Document's Events

To view the activity or events that have occurred with a specific file:
  • Right-click on the desired file and select Audit -> File
  • The Worldox – Audit Trail History window will appear and immediately start to scan and process the activity that has occurred on this specific file – this includes saves, launches, if the document was renamed or restored, added to, copied, checked-out, edited, etc.
  • Double click on any entry to get specific details about the action of that entry
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28.3. Perform an Audit on documents based on the event

You may wish to perform an audit on the documents based on the events that have occurred with them.  For example, you might want to find all documents that have been deleted, or all documents that have been saved.

To perform an audit based on the various events or activities performed on multiple documents:

  • Select "Audit -> Search" in your Worldox Menus

  • This will open the Audit Search Window:

  • Select the date range in which you wish to search along with the cabinet(s) and any applicable profile groups.

  • Select the "Events" button and the list of events will appear:

  • Select the event(s) you wish to search

  • Select the OK button.

  • This will perform the search and list all events matching your criteria in the window:

  • If you'd like to see more details about those events, you can simply double click on an entry.  This will open another window which will display the details of this particular audit trail record.

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28.4. Perform an Audit on documents based on the user

You may wish to perform an audit on the documents based on the use who has done the work.  For example, you might want to find all documents that .

To perform an audit based on the various events or activities performed on multiple documents:

  • Select "Audit -> Search" in your Worldox Menus

  • This will open the Audit Search Window:

  • Select the date range in which you wish to search along with the cabinet(s) and any applicable profile groups.

  • Select the "Users" button and the list of Users will appear:

  • Select the user(s) you wish to search

  • Select OK

  • This will perform the search and list all events matching your criteria in the window:

  • If you'd like to see more details about those events, you can simply double click on an entry.  This will open another window which will display the details of this particular audit trail record.

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29. Email

29.1. Introduction to 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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29.2. File Outgoing Email Messages

 
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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29.3. 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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29.4. Search for Email Messages using the Email address

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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29.5. 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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29.6. 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"

Delete Email Rules

  • To delete a rule select the appropriate tab
  • Highlight the rule you wish to delete
  • Select the "Delete" button at the top
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30. Junxure Integration

30.1. Attach Documents to Junxure's Next Actions

You may wish to attach a document stored in the Worldox Document Repository to a Next Action in Junxure.

  • To do so, create the next action in Junxure. 

  • Select the "Documents" tab.

  • Select the "Folder Icon"

  • Worldox will open the Attach Files interface:

  • Note:  If this is not happening, ensure hook integration for Junxure enabled.  See Integrate Worldox with Other Applications.

  • Double click on the file you wish to attach to the action.

  • This will add a link to the file located in your Worldox document repository to the next action.

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30.2. Merge Form Integration

 

Note:   You must enable Worldox Trumpet as the document imaging software in Junxure in order for the merge form feature to work properly.  If you haven't already done so, here are instructions for Enabling Worldox as your Document Imaging Software.  In addition, you must also have Virtuoso installed on the workstation.  Here are instructions for installing Virtuoso:  Install Virtuoso

 

If you use Junxure's mail merge templates, you may want to save the merged template to Worldox and link that merge form to a next action in Junxure.

  • To do this, open a Junxure Action, and navigate to the Documents Tab:

  • Select the type of document you wish to create (Word, Excel or Powerpoint).

  • The "Create Document" window in Junxure will open:

  • Select your template from the list, then select "Create Document"

  • The Worldox Profile Card will open for the document:

  • Complete the Profile Card as appropriate and select OK

  • The document will open providing you any opportunities to edit the document.

  • If you make changes to the document, simply click the "Save" button to save your changes.

  • The document will appear in the Documents List in Junxure.

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30.3. Enable Worldox Trumpet as your Document Imaging Software in Junxure

In order for Junxure Merge form Integration to work properly, you must first enable Worldox Trumpet as your Document Imaging application in Junxure. 

Setting your Document Imaging application in Junxure is a fairly straight forward process.

  • From Junxure, navigate to "Maintain System -> System Options"

  • Double click the "Click to setup" button in the Document Imaging area

  • Select the "Worldox Trumpet" 

  • This will make the change globally for all Junxure users.
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30.4. Integration works sometimes but not always

AK  THIS IS REALLY REALLY OLD I'M HIDING

Symptoms

Attempting to open, attach or save a file fails the first time (and maybe the second time), but often works after repeated attempts.  This happens when using Worldox "hook" integration only (i.e. not in Word, Excel or Acrobat).

Potential Causes and Resolution

We have seen problems with 'Window Management' applications resulting in the described behavior.  These are applications that may add a button to the Windows title bar (allowing you to quickly switch a window to a different monitor), or add a right click menu item when you right click on a window caption, like this:

 

The resolution is to disable or uninstall the window management software.  The following instructions cover how to do this with different applications:

 

Disabling nVidia nView Desktop Manager

In Control Panel, Add/Remove Programs (or Programs and Features in Windows 7), double click the NVIDIA nView Desktop Manager:

 

Click the Disable button:

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31. Administration of Worldox

31.1. Introduction to Administering Worldox

There are a few tasks that you as the Worldox Administrator will need to know and understand how to accomplish in order to meet the needs of your firm as it grows and morphs over time.  For example, you will need to understand how to add new users as new employees come into the firm.  This is also where you will add users to specific security groups.

In addition, the Worldox Administrator(s) for your firm will be the "go-to" people as they will have a deeper understanding of how Worldox works.

 

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31.2. Open the Worldox Admin Program

The Worldox Admin program will be important for the Administrator to use.  This application allows you to add new users, assign them to appropriate security groups, enable integration with some applications, etc.

To access the Worldox administrator program:

  • Navigate to X:\Worldox\wdadmin.exe (where "X" is the drive letter on your network where Worldox is installed).

  • Double click on the wdadmin.exe program to launch.

Note:  If your firm has enabled Active Directory Security, you will only be able to access the Admin program from the Indexer workstation while logged on as the Indexer user.

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31.3. Password Protecting the Admin Program

Because the Worldox Admin program is where you configure access to security groups, you may wish to password protect the application.

To do so:

  • Launch the Wdadmin.exe application

  • Select "Edit -> Passwords"

  • The Edit -> Passwords window will open:

  • Highlight "Enter WDADMIN" and select "Set"

  • The Enter Password window will open

  • Enter the Password in the Password and Re-Enter fields (the passwords must match)

  • Select OK

Important:  It is important that you communicate the WDADMIN password to Trumpet Support.  Not doing so will prevent us from being able to launch the Admin program to assist you in adding new cabinets, and updating security.

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31.4. Integrate Worldox with Other Applications

Worldox has two mechanisms for integration with other applications - macro integration and hook integration:

Macro Integration

Macro integration is achieved using special plugins for the application.  This type of integration requires significant development, so is reserved for a few high-profile applications:

  • Adobe Acrobat
  • Adobe Reader
  • Word
  • Excel
  • Outlook

Hook Integration

Hook integration is used for most of the integration points that Worldox supports.  Hook integration involves taking over the application's native Save As or Open dialog, and presenting a Worldox dialog instead.  Worldox then emulates keystrokes by playing a macro into the native dialog to complete the Save or Open operation.

The Worldox hook integration library is extensive, with new entries added every day.  We ship Worldox with most of these integration points turned off.  The following procedure describes how to enable the integration:

  • Launch the WDAdmin application

  • From the main WDAdmin menu, select Edit > Integration

  • In the WDADMIN – Edit > Integration window, locate the program(s) with which you wish to integrate Worldox (you can type-down to search for the name of the application)

Note: We recommend that you leave integration for Word, Excel or Acrobat disabled unless the Macro Integration isn't working for a specific dialog in those applications.  For the most part, the default settings for these applications are already configured properly.

  • Click Save

  • Close Worldox completely (from the system tray by the clock) and re-launch for the changes to take effect on each workstation

Why it is important not to enable all Hook Integration in Worldox

  • As mentioned above, some software integration with Worldox are established through Macro integration.  As such, seeing that same application listed in the integration list is simply an alternative, and in some cases, a less robust method of integration.  Enabling hook integration when Macro integration is available is not recommended, as the Macro integration and hook integration will cause undesired results.
  • Enabling integration can slow down your computer by an undetectable amount; however if you turn on the entire list (even for applications you don't use), you may notice a difference in workstation speed.
  • Enabling unneeded integration may cause conflict with an integration you do use.

Finally, you don't want to catch your users by surprise about turning on Worldox integration – it should be an intentional decision about which software output is saved via Worldox. In other words, there are some files that do not belong in Worldox.  For example, if you are doing website development, you may not want to save your source files via Worldox.

Requesting More Integration

If you do not see integration for a particular application, please open a support ticket and provide details of which application, and which dialogs within that application (e.g. Open, Save), you would like integration for and we will schedule time to create integration for you.

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31.5. Add a New User

Add a New User

Adding a new user to Worldox is relatively simple.  Before you begin the process however, it is important to obtain the user's Windows login.  You'll want to do that before following these instructions:
  • In WDAdmin, select Users > Add/Edit

  • From the WDAdmin – Edit Users window, click the green plus button to add a new user

  • The Users > Add window will open

  • Enter the Worldox user code you want to assign to the user (normally the same as the Windows username, but codes are limited to 8 characters in length)

  • If the Windows login name is not the same as the Worldox user code, populate the Login Name field with the user's Windows login name:

  • Enter the user's full name in the Display Name field as you wish it to appear (your firm may prefer first+last or last+first - be consistent with your other users!):

  • Select "Save"

Power User Rights

If you'd like to make the new user a Power User (this gives them the ability to save global templates and preferences and add/edit/delete categories and docytpes), visit Power User Rights for instructions on making them a Power User.

Add a User to Security Group(s)

If your firm has Worldox security applied, you will also need to add the new user to the applicable security groups.  Otherwise, they will not have access to any cabinets or files.  To add the user to the appropriate security group(s), visit Add a User to a Security Group.



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31.6. Change an Existing Worldox User's Name

If you have an employee that has undergone a name change and you need to update this person's Worldox user record, there are 2 options:

1) Change the User Name, but NOT the User Code

OR

2) Change the User Name AND the User Code

1. Change User Name Only

If the user code is just the first name or is otherwise still accurate and you simply want to update the user's display name, this is simple to do:

  • In Windows Explorer, navigate to X:\Worldox\Wdadmin.exe (where "X" is the drive on your network where Worldox is installed)

  • Double click on the WDAdmin.exe program to launch.  If it is password protected, enter your password

  • In WDAdmin, select Users > Add/Edit

  • Double-click on the user's record to open

  • Edit the display name as needed - but do NOT adjust the user code

2. Change the User Name AND User Code

You should never edit a user's User Code.  Editing the User Code is essentially the same as creating a new user record and deleting the old - which will cause you to lose audit trail information for this user, and will "orphan" the Filed By field of all documents that user has filed.  Instead, you'll want to deactivate the old user record and set up a new record:

  • First, deactivate the old user record.  Visit Delete / Deactivate a User for more detailed instructions

  • Then, create a new user account for this employee.  Visit Add a New User for more detailed instructions

 

 

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31.7. Synch New Users with Active Directory (if applicable)

Note: This information is for firms that have Active Directory enabled.  If your firm does not have Active Directory security enabled, you can skip this section (What is Active Directory Integration?)
 
If you have enabled Worldox Advanced Security (aka Active Directory Integration):
  • Ensure the new user is synced:
    • Synched users will be indicated by the following icon:  
    • Un-synched users is indicated by the following icon:  
    If the user is not synced: enter their Windows user name in the Network tab
  • From the Edit > Users window, select Options > Reindex

  • Upon closing the Edit > Users window, a prompt will open to sync the Active Directory:

  • Select all cabinets with Active Directory security (they will be selected by default), then click the Select button

  • Confirm the Selection in the "Clarify Selection" window and select "Continue"

  • In the Network > Synch AD > Method window, select "Thorough"

  • Select "OK"

 
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31.8. Deleting / Deactivating a User

When an employee leaves the firm, rather than deleting their user from Worldox, Trumpet recommends making the user inactive.  This will remove the user from the active Worldox user list, while still preserving their audit trail information, the "Filed by" field for documents the user has filed, and other important historical information.

To make a user inactive:

  • Launch the Worldox Admin application

  • Select Users -> Add / Edit

  • Highlight the user you wish to Deactivate, and select "Edit"

  • The Users > Edit window will open.  Un-check the checkbox next to "Active User"

  • Select "Save"
 To see which users are active versus inactive, use the filter buttons:
 
 
Active users are green, inactive users are white.
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31.9. Add a User to a Security Group

Adding Users to a Single Security Group

 
Once you've added a new user or if a user changes job rolls within the firm, you may need to add them to any applicable security groups.  If you have security implemented (certain users only have access to certain cabinets in Worldox) you will need to perform the following steps:
  • Launch the WDAdmin Program (how do I access WDAdmin?)

  • In WDAdmin, select Security > Groups

  • From the left-hand window pane, single click on the security group to which you would like to add the user

  • From the right-hand window pane, select "Add User"

  • Select the appropriate use(s) and click the green checkmark

  • Click the Save icon


 

Sites with Enhanced Worldox Security (Active Directory Security) Enabled

Note: This information is for firms that have Active Directory enabled.  If you do not have Active Directory enabled, you can skip this section (What is Active Directory Integration?).

If you have enabled Worldox Advanced Security (aka Active Directory Integration):

  • After clicking "Save" to save your security changes, click the Sync AD button:

  • The "Network -> Sync AD" window will open - Select all the cabinets with Active Directory security (these will be selected by default):

  • Click the Select button

  • Confirm the selection in the "Clarify Selection" window and click "Continue"

  • In the Network > Synch AD > Method window, select "Thorough"

  • Click OK

  • Allow the sync to run (this can take anywhere from a few seconds to a couple of hours, depending on the volume of files with Active Directory security)

  • Once the sync is completed, close the WDINDEX application and re-start it (in WDINDEX, select "Close Server", shut down the program, then re-launch from the "Indexer Auto Start" Desktop shortcut)

Note:  Users you are adding to security groups must log off their workstations and log back in to apply the security properly.  This allows the operating system to be made aware of the security adjustments.  Until they do this, they may see 'Access is Denied (#5)' error messages when they perform searches.

 

Adding Users to Multiple Security Groups

If you're adding users to multiple security groups at the same time, you may want to utilize this method:

  • Launch the WDAdmin Program (how do I access WDAdmin?)

  • In WDAdmin, select Security > Groups

  • Select the "Users" radio button:
  • From the left-hand window pane, single click on the user to which you would like to assign the groups
  • From the right-hand window pane, select "Add User Group"
  • Select the groups in which you want to add the user by checking all the groups
  • Select the green check mark titled "Select User"
  • Confirm your selection
  • Click the "Save" icon

General Note About Security Design

Note:  When you feel it is appropriate to apply security settings to specific groups of files, please contact Trumpet to configure security (billed hourly).  Security set up typically happens in conjunction with Trumpet installing practice management filing cabinets (e.g. personnel, accounting, compliance, etc.).  Trumpet strongly recommends that you arrange for Trumpet to configure your initial security settings.  Please note that Trumpet does not support security configurations that were not created by Trumpet.
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31.10. Power User Rights

Power User rights allow users to make global preference changes.  For example, a user with Power User rights can Add Global Style Sheets, Public Find Templates and Public Quick Profile Templates.

Trumpet recommends that you have 2-3 users in your firm with these rights.

Power User rights are granted by adding the user to the Power Users security group.  Here's how:

  • Launch the WDAdmin Program

  • In WDAdmin, select Security > Groups

  • From the left-hand window pane, single click on the Power Users security group

  • From the right-hand window pane, select "Add User"

  • Select the user you would like to grant Power User rights and click the green check mark

  • Click the Save icon

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31.11. Synch User Groups with Active Directory (if applicable)

Note: This information is for firms that have Active Directory enabled.  If you do not have Active Directory enabled, you can skip this section (What is Active Directory Integration?).

If you have enabled Worldox Advanced Security (aka Active Directory Integration):

  • After clicking "Save" to save your security changes, click the Sync AD button:

  • The "Network -> Sync AD" window will open - Select all the cabinets with Active Directory security (these will be selected by default):

  • Click the Select button

  • Confirm the selection in the "Clarify Selection" window and click "Continue"

  • In the Network > Synch AD > Method window, select "Thorough"

  • Click OK

  • Allow the sync to run (this can take anywhere from a few seconds to a couple of hours, depending on the volume of files with Active Directory security)

  • Once the sync is completed, close the WDINDEX application and re-start it (in WDINDEX, select "Close Server", shut down the program, then re-launch from the "Indexer Auto Start" Desktop shortcut)

Note:  Users you are adding to security groups must log off their workstations and log back in to apply the security properly.  This allows the operating system to be made aware of the security adjustments.  Until they do this, they may see 'Access is Denied (#5)' error messages when they perform searches.

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31.12. Prevent Users from Deleting Files

Prevent all users from Deleting Files

You may wish to prevent users from deleting files (allowing them only to select the "Move To Salvage Bin" option).  This ensures that you are able to recover documents that may have been inadvertently deleted.

To do so:

  • Select Edit -> Preferences -> Worldox from the main menu to make changes to various settings within Worldox
  • Select the Everyone tab to access settings that will affect all Worldox users
  • Note: The Everyone tab is only available to Power Users
  • Highlight the Category "Copy/ Move/Delete Options"
  • Double click the Allow Non-Salvage Delete option to change the default setting to No if desired
  • Select OK

  • Double click the Allow Delete Shredding option to change the default setting to No if desired

  • Select OK

Prevent some users from Deleting Files

  • Open WDAdmin

  • Go to Security -> Groups

  • Select the 'Features' radio button at the top

  • Scroll (or type) down to File :: Delete and select it

  • The second column will display who has delete permissions

  • Above the second column, click the green 'Person' icon (second from the left, with hover text 'Add User'):

  • Check off the users you want to block, then click the red 'Block' button
  • Save the security changes
  • Have the user log out and back in, then confirm that they no longer can delete files at all
...

31.13. Remove or Uninstall Worldox from a workstation

Background

Removing Worldox from a workstation is very rarely required.  In fact, Worldox doesn't provide an uninstaller or anything like that.  Because Worldox integrates with many different applications, completely uninstalling it can take some work.  If you find anything about this procedure that isn't complete, definitely let us know - this is a bit of a work in progress.

Other keywords: Remove, Uninstall, Uninstaller

Procedure

Note: These instructions apply to a standard 'mirrored' installation of Worldox.  Do NOT perform these steps on a Terminal Server.  Also, make absolutely certain that the folders and files you are manipulating are on the workstation's local disks, otherwise you might wind up destroying the network installation of Worldox.

  1. Delete the c:\Worldox folder from the workstation
  2. Delete the following registry keys, if they exist (this removes the Worldox Outlook add-in) - note that this has to be done for each user:
    • HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\WDOLCAI2010.Connect
    • HKEY_CURRENT_USER\Software\Microsoft\Office\Outlook\Addins\WDOLCAI.Connect
  3. Search the workstation for all files that match the pattern @wd*.* and delete them (this removes the Worldox add-ins for Word and Excel)
  4. Search the workstation for all files that match the pattern WDADOBE*.API and delete them (this removes the Worldox add-ins for Acrobat and Adobe Reader)
  5. You *might* have to also do a reset on the Excel menus:
    • Office 2003 or earlier:
      1. View->Toolbars->Customize
      2. click the Toolbar tab
      3. select the Worksheet Menu Bar
      4. click the Reset button
    • Office 2007 or higher - we are pretty sure that no reset is required

Worldox should (hopefully) be removed from your system.  There *will* still be registry keys specific to Worldox, but they won't impact the normal operation of the PC.

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31.14. Summary Reporting

As the Worldox administrator, you may need to know how many files a cabinet contains, how many documents are filed under particular document types, or other useful summarized information.  Worldox provides you with the ability to run a Summary Report to find just such information.

To run a summary report in Worldox:

  • Open a Search Card and select both the cabinet you wish to run the summary report against, and "Search What"

  • Select the "Summary Report" check box

  • Select "OK"

  • Select "Search"

  • This will open the summary report.

  • You can see that it only provides you with the Modified Date and Cabinet column headers.  You can add the appropriate column headers to see the results as you would like them to appear:

Note:  To add and remove column headers see the knowledge book chapter:  Column Headers

Note:  The blue font indicates the number of documents found.

 

 

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31.15. Create Security Classifications

Worldox allows you to secure files on an individual basis by using Security Classifications.  There are three standard security classifications:

  1. Custom
  2. Private
  3. Semi-Private

The Custom Security Classification allows you to define rights by individual users in the firm (e.g. Mary can see the file, but George cannot, John can see the file and write to the file, but not edit the profile of the document, etc). 

If you find yourself defining the security on files at this granular level routinely (and in the same manner), you may wish to create your own Security Classification.

To first create the classification group:

  • Open the WDADMIN application and select Security -> Classifications:

  • Select 'New':

  • Next you will select the users (and their permissions) for files that are associated with this group:

  • Select the users and click the check mark:

  • Click 'OK':

  • Enter a name for the group, select Who should see the group, and then click 'OK':

  • Now you will see your newly created list:
 
See File Level Security - Secure a File for more information on how to use this Security Classification
 
 
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32. WDInfo - Worldox Health and Monitoring System

32.1. Introduction to WDInfo

WDInfo displays a comprehensive view of the current state of Worldox, including index databases and Worldox users. You can run WDInfo on any workstation that is connected to your network to display real-time continuous system monitoring. 

Trumpet finds that this tool can be very valuable for administrators who are responsible for maintaining Worldox. WDInfo provides you with up-to-the-minute information on the status of the Worldox databases so that you can be immediately aware of any index-related problems. 

...

32.2. Install WDInfo

WDInfo is simple and easy to install.  To do so:

  • Navigate to X:\Worldox\wdworkstationinstall.exe (where "X" is the network drive to which Worldox is installed)

  • Double-click on wdworkstationinstall.exe

  • Select the "Start WDIndex Monitor (WDInfo) on login" checkbox:

  • Select "Install"

  • This will install WDInfo on the workstation and will ensure that WDInfo is opened when you log into Windows

The WDInfo icon will now appear in your System Tray:

...

32.3. Open WDInfo

To open WDInfo, simply double-click on the WDInfo icon in the System Tray:

 

Upon opening, the WDInfo interface will look something like this:

 

...

32.4. Close WDInfo

To close WDInfo, simply right-click on the WDInfo icon in the system tray and select "Close WDInfo"

...

32.5. Understanding the Information Presented

There are three areas of the Worldox Health Screen that are important to discuss:

Site Level Information

This area displays general information about Worldox, including which users have Worldox open.

  • Activation Key - This displays your Worldox activation key (license number)

  • Max Users - Displays the maximum number of Worldox users your license will allow to be concurrently logged into Worldox

  • Current Users - The total number of users that are currently logged in (and whether they are logged in using Mirrored Mode or Direct Mode)

  • Mirrored Users - The number of Worldox users that are currently logged in using Mirrored Mode

  • Direct Users - The number of Worldox users that are currently logged into Worldox directly from the network executable

  • Last Refreshed - The date and time the WDInfo screen was last refreshed

  • Refresh Rate - How frequently the WDInfo screen refreshes (automatically)

Databases Tab

This tab displays information about the profile and text databases for your firm.

  • Database Name - The name of the database

  • Database Path - the location of the database

  • Last Post - Date of the last change made to the databases

    • Profile Databases - This will be the last time the indexer recorded activity
    • Text Databases - This will be the last time the indexer performed its nightly rebuild of the text indexes
  • Unposted Items - The number of items that have not been posted to the indexer (in other words, haven't been indexed)

  • Last Text Build - The date of the last text build (typically performed overnight)

  • Last Text Build Split - The date of the last text build for each split folder.  If you have very large text databases, the Indexer may choose to "Split" those text databases by the number of records that you have in your document repository.  If you have (by default) over 300,000 records, your databases will split.  In order to display this information you will need to insert a column to view them.

  • Record Count - The number of records in the profile database

  • Record Count Text - The number of records in the text database

Users Tab

This tab displays information about the users who are running Worldox in your firm.

  • Use Code - This lists the Worldox users who have Worldox open

  • Running Worldox - This describes how the user is running Worldox (either Direct or Mirrored)

  • Running On - The name of the PC from which the user is accessing Worldox

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33. Scanner Integration Configuration

33.1. Fujitsu ScanSnap Interface

Background

Fujitsu ScanSnap scanners automatically save PDF documents to a directory when you initiate a scan.  In order to ensure that a temp folder does not overfill with documents you are saving to Worldox, you may wish to have these files saved directly to Worldox rather than a temp or other folder on your network.

Note that we highly recommend using Symphony Suite for scanning to Worldox - the process is much more efficient than what is outlined below.  If you would like information about Symphony, please open a ticket and let us know.

Installation

  • Download the install-wdscansnap.zip file from:  http://www.wd-bespoke.com/dist/wdfree/install-wdscansnap.zip

  • Unzip the contents of the install-wdscansnap.zip to your desktop.

  • Double click the install-wdsnapscan.exe to start the installation.

  • Accept the license conditions and click "Next"

  • When prompted for the folder to install, browse to your Worldox network program folder.

  • Click next until you receive confirmation that the program has been installed.

Set-Up

Install on the Workstations

  • In order to activate the integration program, you must run the wdScanSave.exe from each workstation where the Fujitsu ScanSnap software is installed.  Running the application will check to see if the necessary hook file entries are in place.

Configure the ScanSnap Tool

  • Right Click on the ScanSnap icon in the system tray by your clock and choose "Scan Button Settings"

  • In the Application tab, select "Add"

  • In the Application Path field, Browse to the network location of Worldox (e.g. X:\Worldox) and select wdscansave.exe

  • Add a Name to the Application Name field (we suggest "Worldox") and click "OK"

  • Select this application in the tab Application Tab

  • Select "Add Profile"

  • In the "Add new profile" window, provide the Profile a name (we recommend "Worldox Profile")

  • Select "OK"

Test

  • To begin testing, Close Worldox completely, then reopen.

  • Place a document in the scanner

  • Click the Scan button on your scanner.

  • This should open a Worldox save dialog for you to use to save the document.

 

 

 

 

 

...

33.2. CapturePerfect Integration

Trumpet does not recommend using CapturePerfect as a scanning interface for a number of reasons:

  • CapturePerfect requires specifying the Save As file path *before* the scan can occur.  This makes it impossible for Worldox to properly detect that a given scan was successful.  Scanning software that scans the document, *then* prompts for the destination filename is much preferred.

  • CapturePerfect does not always save files with the names you specify.  If the user settings are not set up properly, CapturePerfect will sometimes append additional digits to the end of the filename - this prevents Worldox from knowing where the scanned document actually gets saved.

Forcing CapturePerfect to Name Output Files Properly

If you really, really want to use CapturePerfect, here is how to configure the workstation so CapturePerfect won't (hopefully) add additional characters to the end of the filenames it saves.  Note that these steps must be taken for each user:

  • Close Worldox

  • In CapturePerfect, click Scan->Scan Batch To File

  • This will display the native Scan Batch to File Setting dialog

  • Change the Type of batch separation drop down to be 'None'

  • Change the Save In folder to the desktop

  • Type 'test' into the Filename field, then click Save

  • This will scan to a test.pdf file on your desktop

  • Delete the test.pdf file on the desktop

  • Launch Worldox

  • Perform a scan and confirm that the document appears in Worldox

...

33.3. ScandAll Integration

By default, Scandall attempts to control naming of the output filename - this prevents Worldox from specifying the document identifier during integration, and causes saves to fail.  This article describes how to configure ScandAll for proper integration with Worldox.

Configure Scan Settings

Note: These settings must be made for each Windows user to will use Scandall

  • Open Scandall

  • Scan->Scan Settings

  • UNchck the Save to file checkbox (if this is left checked, the file will get saved to random locations)

Adjust Default Save As Dialog Behavior

  • Close Worldox

  • Scan a document

  • Click Save As - this will bring up the Scand All Save As dialog

  • UNcheck the 'Use the name rule' checkbox:

  • Choose the Desktop as the Folder Name, and put 'test' in for the File Name

  • Click OK (this will save the file to the desktop, and will force the Use the Name Rule checkbox to be turned off for all future scans)

  • Launch Worldox

  • Scan and save a test document

 

 

 

...

34. Advanced Integration

34.1. Launching searches using Worldox wdox hyperlinks (URLs)

Background

Worldox supports initiating searches using specially formatted hyperlink URLs.  This allows for very powerful integration with systems in your firm.  Some examples:

  • Include a hyperlink in a process checklist that searches for the next checklist in a long process

  • Include a hyperlink in a process checklist that searches for documents needed by that process (e.g. Invoices that have status=NEEDPAY)

  • Include a hyperlink in a blog post to a research document that is stored in Worldox

  • Include a dynamic hyperlink in your CRM that searches for documents for the current contact, account, fund ID

  • Include a dynamic hyperlink in a spreadsheet that performs a search based on the data in the spreadsheet

  • Include a Search URL to Worldox using a Virtuoso button

The possibilities are really endless.  If you would like to brainstorm about how to take advantage of these types of URLs, let us know!

Note: If you are a Google Chrome user, be sure to see the note at the end of this article about launching Worldox hyperlinks in Chrome

URL format

The Worldox URL format is as follows:

  • wdox://<query string>

Where <query string> is defined below.  For example, if you wished to search for a single document in Worldox, you would use the following:

  • wdox://?D12345

Query String Details

A query string is made up of a series of search criteria.  The criteria starts with a question mark (?) followed by a single character (e.g. ?D means 'Doc ID').  After the single character comes the details of your search term.  If additional parameters are desired, an additional question mark is added, etc...

The following table defines each of the search criteria that you can specify:

 

Prefix Data Type Notes
?@ Find template name Only one Template Name is allowed. The template name
must be the last parameter passed in your search string
?T Text in file Use boolean values to separate non-sequential words or
phrases
?E Description or comments Use boolean values to separate non-sequential words or
phrases.
?D Doc ID Use a boolean value between names. Standard DOS wild
cards are allowed (e.g. "*.DOC").
?I Owner initials Use "/C" to get Checked-Out files.
?C Date created range Single date: "mm/dd/yy".
Range of dates: ">=mm/dd/yy <=mm/dd/yy"
?U Date updated range Single date: "mm/dd/yy".
Range of dates: ">=mm/dd/yy <=mm/dd/yy"
?G Profile group/Cabinet # Profile Group ID's +1, comma separated (see wdadmin for the cabinet IDs, and then add 1 to the ID)
?1 Field 1 code Separate multiple codes with a space, a boolean value of
"OR" is assumed. Refer to the cabinet settings in wdadmin for the field # as it may not be the order you see when you profile a document.
?2 Field 2 code Same as Field 1 code
?3 Field 3 code Same as Field 1 code
?4 Field 4 code Same as Field 1 code
?5 Field 5 code Same as Field 1 code
?6 Field 6 code Same as Field 1 code
?7 Field 7 code Same as Field 1 code


A few simple examples:

Scenario: Searching for a doc id, or multiple doc ids:

  • single doc ID: wdox://?D123456
  • multiple doc IDs: wdox://?D123456 128783 127800

Spaces separate each ID. Leading zeros are not required.

Scenario: Searching a particular cabinet(s) and certain field codes:

  • one cabinet and one field code: wdox://?G5 ?4 CORR
    • Outcome: search in X cabinet for documents with CORR in field 4
  • one cabinet and 2 values in 1 field:  wdox://?G5 ?4 NOTES CORR
    • Outcome: search in X cabinet for documents with NOTES OR CORR in field 4
  • two cabinets and one value in two different fields: wdox://?G5,17 ?2 NOTES ?4 CORR
    • Outcome: search in X cabinet OR Y cabinet for documents with NOTES in field 2 AND CORR in field 4

In those examples, the cabinet IDs are 4 and 16 because you have to add 1 to the cabinet code. Separate cabinet codes with commas. The field numbers are input how ever they are numbered in the cabinet settings (found in wdadmin). Separate field codes with spaces.


"OR" Operations

To instruct Worldox to treat a given query condition as an 'OR', put the word 'OR' at the end of the query parameter.  e.g.:

  • wdox://?D12345 OR ?E This is a test OR

This URL will search for documents that have doc ID = 12345 OR Description/Comments containing the phrase 'This is a test'.  Be sure to put the OR at the end of each search term.  If OR is omitted, the search term is treated as an AND.

Google Chrome Users

Click on a wdox hyperlink in the body of a web page (here's a handy link that you can use:  wdox://?E TEST ).  When you do this, Chrome will prompt as follows:

UPDATE:  It has come to our attention that older versions of Chrome will allow you to Check the 'Remember my choice' checkbox, then click 'Open'.  But in newer versions, you will always receive the prompt as Chrome has removed the Remember my choice for Worldox.exe links checkbox.

If you find out how to make Chrome remember this choice, please let us know and we'll update this page (and give you credit!)

...

34.2. Attaching Worldox Links Choosing Files in Internet Explorer

Many web-based CRMs allow you to attach files to actions.  Trumpet encourages you to utilize Worldox Links (or shortcuts) to the documents to ensure that you don't have documents filed in multiple locations (the Worldox document repository *and* your CRM).

  • To do so, in your CRM, select the "Upload" or "Browse" button.

  • Worldox will open the Search interface

  • Find the files you wish to attach to the action.
    Note:  You can attach multiple Worldox links at the same time using this method
  • Double click to select the file(s) and clarify your selection (Select "Continue")

  • Worldox will prompt you to select:

    • Full copies of the files
    • In a Worldox file list (internal use only)
    • Encrypted container (i.e. a passworded ZIP file)

  • Select the "In a Worldox file list (internal use only)" radio button

  • Under the "Worldox List Name" you can rename the file as you would like it to appear.

  • Select "OK"

This will add the files to your CRM's action.

Note:  In order to enable this integration, you will need to enable the integration with MS Dynamics.  For instructions on enabling hook integration see Integrate Worldox with Other Applications

 

 

 

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34.3. Enabling Integration for the ShareFile Add-in for Outlook

Background

Worldox integrates very tightly with ShareFile, allowing several different levels of integration:

  • Ad-hoc secure delivery of a small number of files, using the ShareFile add-in for Outlook along with Worldox's hook technology

  • Full web portal publishing - multiple files for multiple recipients, using the Trumpet Publisher application and 'Send To' commands from within Worldox

  • Full bulk document assembly, processing, auto-filing and delivery, using the Assemblage application

Details

Ad-hoc delivery of a small number of files

The ShareFile add-in for Outlook provides a convenient way to securely deliver documents to others, without the overhead of attaching files to emails:


How To Enable

Trumpet Sites

If your firm uses Trumpet's standard Worldox configuration, use the Integrate Worldox With Other Applications instructions to enable the Outlook 2007!Send With ShareFile integration point (it says 'Outlook 2007', but will also work for Outlook 2010)

Non-Trumpet Sites

If your firm does not use Trumpet's standard Worldox configuration, the following 'hook' definitions can be added to your system (you may want to ask your Worldox VAR about helping you with loading these definitions into your system):

WDHOOK32.INI settings:

[Outlook 2007!Send With ShareFile]
Active_Trigger=1
ModuleName=OUTLOOK
ApplicationClass=rctrl_renwnd32
PopupClass=#32770
PopupTitle=Open
Process_Type=1
MessageID=71

WDHOOK.INI settings:

[Outlook 2007!Send With ShareFile]
ApplicationName=Outlook
Title=Outlook 2007-2010 - Attach File(s) With ShareFile
;TestIfOpen=0
NotForEdit=1
AfterPath=\n\w\w\w
Macro=\vf\n
CancelMacro=\c
MaxLen=8092
Attach=1
Quotes=1

[Outlook 2007!Send With ShareFile Loop]
MaxFiles=255
;Separator=;

...

System Administrator Resources

1. Worldox Professional Architecture

The Worldox system consists of a number of components:


File Server - stores the document repository (also called the 'DocVault') and Worldox Index Files.  Typically, the File Server uses the same hardware as the Application Server.
Application Server - stores a master copy of the Worldox executable and global configuration files.  All installation is performed via network share from the Indexer PC.  Executables are never launched on or registered with the Application Server itself – it is just used for storage of the application and configuration files.  Typically, the Application Server uses the same hardware as the File Server.
Indexer PC - runs the WDIndex application, which performs background processing to ensure that the Index Files are kept up to date.  WDIndex also runs nightly maintenance, and may be used for other background processing applications that are part of the deployment.  The Indexer PC is not a server, and it is recommended that it run on workstation grade hardware and operating systems (see minimum system requirements below).
The Indexer PC needs to remain logged on 24x7.  For this reason, users may not use the Indexer PC for day to day operations such as scanning or regular office use.
WDIndex does not run as a Windows service.  Trumpet performs most configuration work from the Indexer PC.
User Workstations - the Worldox executables are mirrored from the Application Server to the Workstation's local disks, then launched from the local disk.


NOTE:  There is no database server component (and outside of simple file serving, there is no server component at all).


For Externally Hosted Terminal Server deployments only

The above description is accurate with the following two changes: The WDIndex application may run on the file server (no separate Indexer PC), and the User Workstations will be virtualized Terminal Server sessions.  Running WDIndex on the file server adds considerable effort in ensuring that WDIndex is not inadvertently shut down, so it is only recommended for externally hosted Terminal Server deployments.


...

2. Disable Opportunistic Locking and SMB2

Background

This is for server Operating Systems that do not support SMB3 (ie. Windows Server 2008 R2 or earlier), where SMB2 is enabled.

Opportunistic locking and SMB2 are known to cause some really nasty file locking and data loss issues with Worldox and many other applications.  As mentioned above, this usually applies to Windows Server 2008 R2 and earlier.  If you are using SMB3 on a newer server O/S, this is not an issue.

But if you are running with SMB2, for Worldox to operate properly, Opportunistic Locking and SMB2 must be disabled on all servers that Worldox will interact with  Both the file server hosting the DocVault, and the server that hosts the network copy of the Worldox application, if it is not the same.  Once SMB2 is disabled, the O/S will revert back to SMB1.  At this point, Opportunistic Locking can also be disabled (since it can't be disabled in SMB2).

Warning:  If your site uses Windows Offline files, Windows Vista or above workstations, and Windows Server 2008 R2 or above, the following procedure could prevent the Offline Files feature from working.  If this applies to your site, please notify support@trumpetinc.com before performing this procedure.

Update to Warning:  The last report of any issue of this kind was before 2014.

Procedure

  1. Apply the .reg file attached to this article to each server
  2. Reboot the server for the changes to be applied
  3. After rebooting the server, be sure to log the Indexer PC out and back in

Manual Procedure

Please read this: It's really easy to get things configured in the wrong place if you do this manually.  If at all possible, please just review the contents of the .reg file, confirm that you are OK with the changes, then apply the .reg file.

If you absolutely insist on creating these by hand, here they are:

HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\MRXSmb\Parameters\  |  OplocksDisabled REG_DWORD = 1

HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters | EnableOplocks REG_DWORD = 0

HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\LanmanServer\Parameters\  |  SMB2 RegDWORD = 0

 

If you have problems...

At one (literally just one) of Trumpet's sites, disabling SMB2 resulted in problems with accessing the Group Policy manager from the domain controller. Other symptoms included Event ID 1058 appearing in the event logs.  If this happens at your site, please refer to the following Microsoft Knowledgebase article for the resolution: You cannot open file shares or Group Policy snap-ins on a domain controller

 

Note:

If you decide to turn OpLocks or SMB2 back on - though we really, really recommend against doing so - you can do so by deleting the following values from the registry (be sure to delete the values, not the registry keys themselves):

HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\MRXSmb\Parameters\  |  OplocksDisabled

HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters | EnableOplocks

HKEY_LOCAL_MACHINE\System\CurrentControlSet\Services\LanmanServer\Parameters\  |  SMB2

Also, your file server must be rebooted after making these changes.

...

3. Force login scripts to run before startup folder is executed

Background

Network drives must be mapped prior to launching Worldox.  If users are launching Worldox via their startup folders, and network drives are being mapped in a login script, you must take steps to ensure that the login script completes before the Startup folder is processed.  This involves setting a group policy.
Note: Lately, we've been configuring the network drive mappings using group policy (instead of a login script) - something you might want to consider...

Procedure

This is achieved by editing the group policy for workstations on the domain.  To apply this change:

  • Locate the appropriate branch in the Active Directory Users and Computers tool, which can be accessed by running 'dsa.msc', or via the Start Menu > Administrative Tools > Active Directory Users and Computers (in Trumpet's system, this is the branch called 'trumpetinc.local' - yours will be different):

  • Right-click and choose Properties

  • Switch to the Group Policy tab

  • Select the policy you want to edit (in Trumpet's system, this is called 'Default Domain Policy' - yours may be different):

  • Click the Edit button

  • This will bring up the Group Policy Object Editor for the selected policy

  • Navigate to the following branch:

    Computer Configuration\Administrative Templates\System\Scripts

  • Check to ensure that the 'Run logon scripts synchronously' value is set to 'Enabled'.  If it is not, enable it by double clicking on the value and changing the state to Enabled

  • Click OK to save the changes

  • Navigate to the following branch:

    Computer Configuration\Administrative Templates\System\Logon

  • Check to ensure that the 'Always wait for the network at computer startup and logon' value is set to 'Enabled'.  If it is not, enable it by double clicking on the value and changing the state to Enabled

  • Click OK to save the changes

  • Close the Group Policy Object Editor window

  • Click OK to close the Active Directory branch properties dialog

...

4. Splitting the docvault over multiple drives

Splitting a docvault over multiple drives can be done - but if it can be avoided, we strongly recommend that it be avoided.

Instead, if disk space is becoming an issue, please consider migrating the entire docvault (all cabinets) to the new disk, then adjust the shares so that the workstations don't see a difference.  If this does not involve changing the server itself (i.e. the UNC path of the share doesn't change), then Trumpet doesn't have to make any adjustments at all after you migrate the docvault.

When you migrate the files/folders, be sure you preserve all security and file dates during the transfer (robocopy is useful for this).

If you absolutely must split the docvault, here are some limitations to be aware of:

  • Each cabinet must be on a single drive - you can't split a cabinet between multiple disks

  • You need to coordinate with Trumpet to tweak the indexer settings to properly migrate the appropriate cabinets to the new disks, and change the Indexer settings to process those disks

 

 

...

5. Exporting the Worldox Meta Data

Sometimes, you decide that you need to change technology.  Trumpet would like an opportunity to discuss this decision to make sure that Worldox really can't meet your new needs - but in the event that you do need to transition out of Worldox, we want that process to be simple and straightforward.  The last thing we want is you being stuck in a system you aren't happy with.

This article provides the steps for exporting all of the Worldox meta data, and provides some strategies for how to use this meta data for your next system.

Process

  • In the network Worldox directory, launch the WDExport.exe application

  • Click Export->Profiles

  • Select the Profile Group (Cabinet) that you wish to export meta data for (e.g. Clients or Accounts)

  • In the Output File, specify the name of a CSV file that the meta data should be exported to (e.g. Desktop\Clients.csv or Desktop\Accounts.csv)

  • Click the Run button

 

The meta data for every document in the selected cabinet will be exported to the CSV.  The meta data contains, among other things:

  • The full path of the file

  • The Doc ID

  • The document description

  • The Field values

  • Comments

  • Document dates

 

You will also probably want to export the field Code and Description data using the following procedure: Exporting Codes and Descriptions

How to Use the Meta Data

The meta data and code table exports should be provided to your next document management system provider.  They can take the meta data and file path information and build a migration plan.

If you are moving to a folder structure, any skilled IT person can use the meta data to build up a set of Windows Copy commands to move and rename the files as desired.  If you would like Trumpet to perform a bulk copy operation for you (instead of having your IT support do it), we can do so - just send a request to support@trumpetinc.com.

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6. Restoring Files from Backup

Background

Worldox stores meta data related to the document in files separate from the document itself.  If you do a restore from backup, you have to be careful to restore the meta data AND the file itself.  You also need to be careful not to overwrite the meta data of other documents that are in the same folder as the file you are restoring.

This procedure describes the preferred way to restore one or two Docvault files from backup.

Procedure

Restoring past copies of existing Worldox files

  • Restore the file from your backup system to a temporary location.  We recommend that you do NOT restore to the original location

  • Ensure that the restored file is indeed the version you want

  • Drag the restored file onto the Worldox WorkZone icon

  • Worldox will prompt you with the following dialog:

  • Choose 'Save as Version'

  • Type in comments about why you are restoring the file

  • Click OK

Worldox will add the restored file as the latest version of the current Worldox document

Restoring past copies of Worldox files that have been deleted

If possible, we recommend that you restore the missing file from the Worldox Salvage Bin (Restore Documents in the Salvage Bin).  If the file is not available in the Salvage Bin (by default, the Salvage Bin is purged every 90 days), then you can use the following procedure to restore the file, and the file's meta data, to Worldox.

Restore to an alternate location the entire directory containing the file you wish to restore (include all files in that directory).  It is very important that you restore to an alternate location for this procedure.  It is also very important that you restore the entire folder as it was at a single point in time – restoring some files from backup taken on one date, and other files from backup taken at another date may cause problems.

  • Open Worldox and use the folder pane (left side of the screen) to navigate to the restored folder.  You will see all files that exist in that folder

  • Choose the folder you wish to restore

  • Click File > Copy

  • The index card for the file will come up populated with the meta data of the document from the time that the backup snapshot was taken

  • Click OK to finish the copy operation

At this point, the file is restored to the document repository, along with it's index card information

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7. Worldox and Disaster Recovery

In the event of a disaster, you will want to restore the Worldox application from backup.  This section describes what files you must back up, as well as what to do when restoring the full Worldox system from your backup media. The procedure outlined in this section is sufficient to get your Worldox system up and running in a disaster with minimum hassle.

What to Back-up

  • The network Worldox application directory and all sub-folders

  • The network docvault directory and all sub-folders

  • The network Trumpet directory (this generally contains Virtuoso and other apps) and all sub-folders

How to Restore

IMPORTANT: This procedure should only be used in a complete disaster, where you are trying to re-create the entire system from scratch.

  • Restore your entire server, including the above directories, all UNC shares, etc... If at all possible, keep the name of the server the same

  • Make sure that all drive mappings are in place on any workstation connected to the restored server

  • If you can not keep the name of the server the same, perform the following steps to tell Worldox about the new server:

    • Run wdadmin.exe from the network Worldox application directory

    • Click Profiles > Add/Edit

    • Double click on the first profile/cabinet name, and change the Mapping value (at the bottom of the screen) to point to the UNC network share that now contains the docvault

      • Critical note:The mapping value should have the value of the network share name ONLY.  Do NOT include any component of the path of the docvault outside of the share name.

        For example, if you have a Clients cabinet that has base path W:\Docvault\client, and the W: drive is mapped to the \\SERVER\Data UNC path, the Mapping value should be '\\SERVER\data'.  It should NOT be '\\SERVER\Data\docvault\client'. If this is not done properly, Worldox will not operate correctly.

    • Click "OK" to save the changes

    • Continue with the next profile/cabinet name.  Any cabinet that does not already have a base path or mapping entry should be left alone.  Do not add data if there isn't already a value there.

    • Open the Worldox.ini file in the Worldox application directory and the following to the very top (substituting your old and new server names, and the actual name of the share that you specified in step c):

      [NewServers]

      \\OLDSERVERNAME\Share=\\NEWSERVERNAME\Share

      Note: If you do not do this step properly, users may see a message referring to the old server name when they launch Worldox.  This is OK  Users can still work in the new system.  It is safe to ignore this message until after the disaster is over and Trumpet can log on to check your configuration.

    • Save Worldox.ini, then continue with the remaining procedure

Configuring a Temporary Indexer

Choose a computer to be used as your temporary indexer.  This can be the server itself, or a user's workstation. Regardless, whichever computer is going to be used must have network drives for your docvault, Worldox application and Trumpet application directories mapped, and these drive letters should be identical to how they were on your live server.

The following procedure is temporary  It is sufficient to get the indexer up and running in an emergency, but you will need to have Trumpet configure your new, permanent indexer when it becomes available.  Do not attempt to run the indexer on more than one computer at a time (doing so can cause index corruptions).

Here are steps for temporarily starting the indexer on a workstation:

  • In the network Worldox directory, locate and delete the WDWAN.INI file

  • Launch the wdindex.exe application from the network Worldox application directory

  • Place an 'X' in the boxes next to the drive(s) you wish the indexer to process (Note: If you do not see any drives listed, you probably did not perform step #1 of this procedure)

  • Click Server > Start

  • The indexer should start counting down

  • From Worldox, double click to open a document, and confirm that an entry posts to the Indexer status screen

Rebuilding the Worldox Indexes (not necessary in most cases)

In some cases, the indexes may not work properly (if you get warnings about the indexes not existing, activities in Worldox do not post to the Indexer status screen, or you are unable to do indexed searches to locate documents).  If this happens, the following procedure can be used to re-initialize the indexes. 

Note: This operation can take a long time, so we don't recommend doing it unless you have to:

  • Click Update > Profiles & Text

  • Choose Initialize and Create New radio button, then click "OK"

  • The indexer will create the indexes from scratch.  When it is complete, click "OK"

  • Start the indexer using the procedure outlined in the Configuring a Temporary Indexer section.

Final Steps

The above procedure is sufficient to get Worldox up and running again after a disaster.  Please contact Trumpet as soon as possible to check the configuration, and to configure the indexer for long term running. Failure to do so may result in loss of data, or system instability.

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8. User Account Control (UAC) Information

Background

UAC in an important security enhancement that Microsoft added to Windows Vista and above.

There is a lot of misunderstanding of what UAC does, and how to configure it.  This article will (hopefully) provide some insight into the UAC mechansim, and convince you that you should not change UAC settings from the defaults that Microsoft ships with.

What Exactly Is UAC?

Under UAC, certain areas of the operating system are locked down so only 'administrators' can access them.  These include certain areas of the Windows registry (e.g. HKEY_LOCAL_MACHINE) as well as areas of the file system (C:\Program Files\ for example).  To further complicate things, the concept of an 'administrative login' has changed quite a bit since the pre-UAC days.

When is an Administrator not an Administrator?

Under UAC, Administrative privileges are only granted to a user login that is *elevated*.  Generally speaking, elevation only happens with an explicit click on the UAC elevation 'Continue' button, such as in the following dialog:

 

Even if your user is part of the "Administrator" security group, an application you launch will not have true 'admin' privileges unless you approved the UAC dialog.

Disabling UAC Notifications (and why you shouldn't ever do it)

Windows provides a setting that allows you to control whether UAC prompts will be displayed or not.  To get to this dialog:

Windows 7 & 8: Control Panel->Action Center, then click the 'Change User Account Control Settings' link on the left side. 

Windows 10:  Control Panel->User Accounts, then click the 'Change User Account Control Settings' link in the center.

(Don't you just LOVE the way Microsoft moves these things around?)

This will present a dialog as follows:

 

If you drag the slider all the way to the bottom, you will no longer be prompted for UAC elevation.  However, and this is VERY IMPORTANT, this does NOT mean that you have turned off UAC.  UAC is still active - all you have done is removed the ability of the user to be notified that UAC elevation is required to perform the operation they are attempting to do.  This will cause applications to fail in strange and unusual ways.

We strongly recommend that you leave the UAC Notification slider in it's default position (as shown above).  Your software will probably not work properly if you change this.

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9. 64 Bit Versions of Microsoft Office

Summary

Occasionally, users will ask use why Worldox does not support integration with the "latest" 64 bit technology.  Often, users see a bigger number, and think that means "better".  This article provides some information about exactly what 64 bit applications are useful for, and why adding support for 64 bit Office is not a development priority.

Discussion

Using a 32 bit application is not going backwards in technology.  There is almost no practical case where a 64 bit address space is at all useful for an office application.  In fact, 64 bit applications are proven to be slower and bigger memory hogs than their 32 bit counterparts.

The only reason to implement a 64 bit application is if the app truly needs to directly access more than 4GB of RAM.  There is absolutely no way that you are working with documents that could be that big.  It *might* be possible to get an Excel spreadsheet to be that big - but it would be the mother of all spreadsheets.  If you have XLS files even beginning to approach that size, you would want to rethink it and use a real database instead.

Conclusion

The reason that Worldox and Trumpet and most of the rest of the world aren't killing themselves over creating 64 bit applications is because 64 bit is totally unnecessary for end user applications.  For big iron servers, 64 bit is awesome - for end users, it's a total waste.

So don't get caught in the marketing flap - in this case, the bigger number means that your software is actually running slower.

How to Change a Workstation from 64 Bit Office to 32 Bit Office

Per Microsoft, this involves uninstalling and re-installing Office, choosing the 32 Bit option in the installer

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10. Updating Worldox on a Terminal Server

Background

After a Worldox update or upgrade is applied to your file server (Trumpet usually applies the update to the file server), Worldox will mirror the changed files down to the local workstations.  Terminal Servers can cause problems with this mirroring operation because multiple users could be holding locks on files that Worldox needs to update.

We have prepared this procedure to be performed on all Terminal Servers after a Worldox update has been performed.

Procedure

  • Log in to your Terminal Server as an administrative user

  • Use Task Manager to view processes for all useres

  • Confirm that no instances of acrobat.exe or acrord32.exe are running (these applications hold locks on files that Worldox will need to update)

  • Launch Worldox

  • If you see a WDREGSET dialog, this means that Worldox needs to update files on the Terminal Server, provide the necessary approval or credentials to let WDREGSET run

  • Worldox will finish launching

  • Right click on the Worldox icon in the system tray and choose Close Worldox

  • Worldox will close

  • Launch Worldox a second time and confirm that you do NOT receive a WDREGSET dialog the second time

Your Terminal Server is now ready for regular Worldox use.

If you continue to see WDREGSET dialogs when you launch Worldox

There are two main causes for this issue.

The first is file locks - repeat the above procedure, taking extra care to ensure that acrobat.exe and acrord32.exe are NOT running.

The second is if Windows UAC elevation has been incorrectly configured - please see our User Account Control Information article for how to properly configure UAC, then repeat the above procedure.

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11. Running a Speed Test in Worldox

While Trumpet, Inc typically runs a speed test to determine appropriate performance levels when we first install Worldox, you may have network changes, etc that effect the speed of Worldox.  To run a speed test:

 

1.  Temporarily map a network drive for the UNC share that the Worldox DocVault resides on (the test doesn't actually *use* the mapped drive, but Worldox uses the mapped drive list to populate the test targets in the user interface) - just be sure to uncheck the 'reconnect at login' checkbox

2.  Launch Worldox

3.  Right click on the system tray icon and choose About, this will display an About dialog

4.  Type Ctrl+D  (standard for 'debug').  This will display a debug screen.

5.  Click the Speeds button, this will display the speed check dialog

6.  Double click on the Resource entry for the DocVault server.  This will run the test (it takes about 20 seconds) and return the results

  

The W-KBPS column in the write bandwidth in kilobytes per second.  The R-KBPS column is the read bandwidth in kilobytes per second.  Multiplying by 8 (to get from bytes to bits) will provide you with the MBps. 



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