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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.Â
This goal is achieved by:
Worldox guides users to save documents with relevant information to make searching intuitive and efficient.
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:
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.
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:
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.
To open Worldox, simply double-click on the Worldox desktop shortcut.
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To close Worldox, right-click on the Worldox icon in the System Tray and select "Close Worldox"Â Â
Note:Â Closing the Worldox search results window by clicking on the "X" shown below simply closes the search window - it does not close Worldox.
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.
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
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. Â
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".
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.
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:
Worldox maintains different document repositories for the documents that you file. Here is a list of the repositories and what they contain:
You can search the various repositories by selecting the "Search What" button in the search card:
and by selecting the appropriate repository:
To save a document into Worldox, you must fill out a profile card. From the document you wish to save:
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.
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:
You also might want to change the size of the WorkZone icon:
Note: To re-enable WorkZone, right-click on the Worldox icon in your System Tray and choose "Enable WorkZone"
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)
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
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"
Note:Â 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.
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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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.
The following are not necessarily recommendations, but ideas to consider when making an internal decision:
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.
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. Â
For example, typing "CLARK" does not fill in Candace Clark's name, because Candace's code is CLARCA1, not CLARK.
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.Â
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.
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.
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:Â 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.
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.Â
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:Â You can combine this method with Type-to-your-Choice.
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.
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:
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
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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:
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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:
NOTE:Â 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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Each client must have a unique client code. The format of this code and description will depend on whether the client is a person or a business.
Conventions for Persons:
Client Code:
The client code should follow the format LLLLFF##
Client Description:
The client description should be the client's last name, followed by a comma, then first name(s)
Example: Sally and Mark Smith's client code is SMITSA01 and the description is "Smith, Sally and Mark"
Conventions for Businesses:
Client Code:
The client code should follow the format BBBBBB##
- The BBBBBB stands for the first six characters of the business name
- The ## stands for a two digit number that will be unique for each company who's BBBBBB is the same
Client Description:
The client description should be the business name
Example: The code for a business called Communicore is COMMUN01 and the description is "Communicore"
Account Code:
Account Number Code = the Account Number
Example: 34567891
Account Description:
The account description should be the exact account # + owner + account type + custodian/brokerage firm
Broker/Dealer Accounts Codes
Account Code:
Account Number Code = BD-Account Number
Example: BD-18768468
Account Description:
Example: 345678910 Candace Clark SEPIRA SEI
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:Â Candace Clark LTC Pacific Life
On occasion, you may need to edit the values in the field code lookup table.Â
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!
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:
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!
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.
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.
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.Â
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:
Let's get started:
Note:Â 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
Let's get started:
Now, back in the Worldox Search Results list, you will no longer see those documents
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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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)Â You are modifying Worldox for the first time and wish to remove a code provided to you
2)Â 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)
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.
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Quick Profile templates are another method for populating the Worldox profile card. The purpose of using Quick Profile templates is two-fold:
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.
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.
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:
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:
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:
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:Â To access the tool for creating Quick Profile templates, you must be in the process of saving a document.
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).
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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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:
The value before the backslash will create a folder with that name.
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:Â $15,000 quarterly
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.
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.
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.
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.
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.
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.
We encourage our clients to set the Indexer up as a separate workstation rather than running it on the server for the following reasons:
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.
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".Â
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.
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
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:Â This type of searching is very slow and should be used only as an alternative search technique when the Indexer application is not running!
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.
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:
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:
Disable Windows Automatic Updates
Install the free Adobe Reader
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)
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.
If your firm wishes to text index email attachments, you must enable the setting.Â
Here's how:
Note:Â 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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To begin searching, open a Worldox search card. You can do so by selecting the binoculars button in the Worldox interface.Â
Select the "Cabinet" button, and select the cabinet you wish to search within.
To retrieve ALL documents within a single cabinet, select "Search"
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"
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.
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.
Note:Â You are limited to 20 selections in each 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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Worldox automatically indexes the text within:
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.
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.
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.
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.
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.
Two of the key date fields by which you can search for files via Worldox are:
Note:Â 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.
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.Â
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.
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:
This will produce a list of documents with all versions of the document:
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.
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
Fill in the appropriate "Save Template for" radio button
Select "Save"
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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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
On Selection:
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:
Click "OK"
These instructions will assist you in making any edits to your Find Templates.
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
When prompted to Update the existing template, select OK.
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Here is an example of a Worldox Find Template that uses this 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:Â This special designation is only designed to work with Virtuoso launcher buttons.
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:
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.Â
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.
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
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:
Select Save
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:
Select Save
Note:Â 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.
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:
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NOTE:Â 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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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.
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.
Older installations of Worldox have a "New Search" button or bookmark.Â
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When selecting this button, the search card will open with a cabinet pre-selected for you:
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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.
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"
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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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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.Â
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:Â Security Groups must be configured with the "This group can be used to secure files and objects" check box checked.
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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.
This will take you to your second search.
This will take you to your third search.
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.Â
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*"
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
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 (*.*)"
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.
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.Â
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.
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:
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Note:Â You can use the up and down arrows to navigate to the next instance of the word or phrase you have typed in.
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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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.
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.
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"
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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If you are not displaying a column you would like to see, you can add it.
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.
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.
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
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"
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Note:Â The Sort window will only display the fields available in the Column Headers
You can save your Column Headers as Templates for future use.Â
To Create a Column Header 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.
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.
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.
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.Â
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.Â
The Worldox - Edit Profile screen will appear.
ÂMake any applicable changes and select "OK"
To edit the Profile Card using the Profile Tab:
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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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
This is the simplest option.Â
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.
If you are accustomed to selecting "File -> Save As" when saving documents, you can also overwrite the file with your changes this way.
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)
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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From an open file, select File > Save As
Select "Save as New File. You will be prompted to enter a new profile."Â
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.Â
You can change any of the values and click "OK" to save under a new client, category, doc type, etc.
You may wish to edit the profile card of the document while in the process of making a change to it.
Note:Â This option is not available via Worldox Enterprise / Worldox Cloud
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
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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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.
You will, most certainly want to attach documents from Worldox to your email as attachments.Â
In Worldox, perform a search for the document you wish to attach
Highlight the document
Select the e-mail icon
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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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.Â
(Recommendation:Â 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.)
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Note:Â If you wish to send the documents to a location not listed, contact Trumpet Support.
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.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"
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:
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"
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"
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"
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.
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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You may need to edit certain Salvage Bin Retention Rules as your regulatory agencies provide you with new rules.Â
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.Â
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Worldox allows you to perform an audit on the Salvage Bin Retention Rules at any point in time.
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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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).
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.
You can also add special Categories to your Worklist files and associate documents with that list.
Note: You can only add Favorites categories for yourself. You are not able to add them globally (even if you have Power User Rights).
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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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"
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.
If you no longer want to have a particular favorites category that you have created, you can remove it.
Select the "Personal" tab
Highlight the Category you wish to remove
Select the "Delete" button
You have now deleted that category.
You can also view your Worklist (Favorites) in the Navigation Panel
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).
In Worldox, select Edit > Home Location
Select the Worklist Files button
Change the Home location to Show: Blank Page. Click "OK"
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
Click "OK"
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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:
In Worldox, select Edit > Preferences > Worldox
In the Category panel, select "Favorite Files History"
In the right panel, double-click on the Maximum Favorite Files entry
Change the value to the number of files you'd like to display, and click "OK"
The new setting will be reflected in the Value column. Â The Default column simply indicates what the Worldox factory settings are
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:Â
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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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.
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.
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. Â
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.
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.
Note:Â You may wish to update your Style Sheet for Relations.
Note:Â You may wish to update your Style Sheets for Relations
Note: This only removes the relationship; it does not delete or remove the document from Worldox.
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.
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:
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:
Note:Â If you wish to search both the Active and Archive repositories, you can select both check boxes
Note:Â 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.
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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Note:Â This works well if you have a single document to check in.
Select the appropriate radio button:
To access Worldox's Navigation Panel, simply click on the Navigation Panel button in Worldox:
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 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.
Many users wish to have one place to look for documents whether they are in the Worldox document repositories or in another folder structure.Â
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.
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.Â
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.
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.
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:Â 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"
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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Your firm's compliance officer will have been provided documentation on both SEC and FINRA requirements for electronic record keeping.Â
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:Â 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.Â
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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
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Tip:Â 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"
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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:
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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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".
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 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:
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 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:
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:
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.
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.
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.Â
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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Note: Any attachments to the e-mail are now saved with the email.
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:
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
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.
You can also create new email messages, but most firms prefer Outlook's interface
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.
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.Â
Select the "Documents" tab.
Select the "Folder Icon"
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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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
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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.
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.
In order for Junxure Merge form Integration to work properly, you must first enable Worldox Trumpet as your Document Imaging application in Junxure.Â
Setting your Document Imaging application in Junxure is a fairly straight forward process.
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).
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:
In Control Panel, Add/Remove Programs (or Programs and Features in Windows 7), double click the NVIDIA nView Desktop Manager:
Click the Disable button:
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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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:Â 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.
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.
Worldox has two mechanisms for integration with other applications - macro integration and hook 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:
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
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.
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.
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"
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.
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.
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
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
You should never edit a user's User Code. Â 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. Â 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. Â Visit Add a New User for more detailed instructions
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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"
When an employee leaves the firm, rather than deleting their user from Worldox, Trumpet recommends making the user inactive. Â 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"
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
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.
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
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
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.
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 OK
Double click the Allow Delete Shredding option to change the default setting to No if desired
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'):
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
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.
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.
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:
Select "OK"
Select "Search"
Note:Â To add and remove column headers see the knowledge book chapter:Â Column Headers
Note:Â The blue font indicates the number of documents found.
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Worldox allows you to secure files on an individual basis by using Security Classifications. There are three standard security classifications:
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).Â
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:
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.Â
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.Â
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:
To open WDInfo, simply double-click on the WDInfo icon in the System Tray:
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Upon opening, the WDInfo interface will look something like this:
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To close WDInfo, simply right-click on the WDInfo icon in the system tray and select "Close WDInfo"
There are three areas of the Worldox Health Screen that are important to discuss:
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)
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
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
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
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.
Download the install-wdscansnap.zip file from:Â 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.
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"
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.
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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.
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
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.
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)
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
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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
The Worldox URL format is as follows:
Where <query string> is defined below. For example, if you wished to search for a single document in Worldox, you would use the following:
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 |
Scenario: Searching for a doc id, or multiple doc ids:
Spaces separate each ID. Leading zeros are not required.
Scenario: Searching a particular cabinet(s) and certain field codes:
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.
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.:
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.
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!)
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
Double click to select the file(s) and clarify your selection (Select "Continue")
Worldox will prompt you to select:
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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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
The ShareFile add-in for Outlook provides a convenient way to securely deliver documents to others, without the overhead of attaching files to emails:
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)
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=;
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.
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.
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
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
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.
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...
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
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
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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.
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
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.
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.
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
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
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.
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
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.
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
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.
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.
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.
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.
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.
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.
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.
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.
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.
Per Microsoft, this involves uninstalling and re-installing Office, choosing the 32 Bit option in the installer
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.
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.
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.
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.