Worldox Professional

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

Worldox Cloud

To open Worldox, double click on the Worldox desktop shortcut

You will be prompted to log in:

Select the "Login to Worldox radio button", the "OK".

The Window's Security window will open:

In the "second" box area, enter your username and password.  This will be provided to you in your "Getting Started with Worldox Cloud" document provided by Trumpet.

Note:  If you are logging into Worldox from your own workstation, you can opt check the "Remember my credentials" checkbox.  This will memorize your credentials on your workstation so you won't have to type your password in each time.

Click "OK".

 

 

 

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

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

Manual Installation Instructions

1. Navigate to \\server1\DMS\Worldox\wdworkstationinstall.exe (where "\\server1\DMS" is the UNC Path to which Worldox is installed)
2. Double-click on wdworkstationinstall.exe
3. Accept all defaults to install Worldox to the workstation
   
   
   IMPORTANT:  If (and only if!) you are installing to a Terminal Server, be sure to select the Terminal Server Installation option (highlighted in image below).  If you are not installing to a Terminal Server, proceed using the default Mirrored option.
   
   

Configuring Applications to Launch During Windows Login

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

If you prefer to set this up manually, just copy the desktop icon to the Startup group.

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

Here's an example of a search card:

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

Non-Code Lookup Table Fields (Metadata)

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

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

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

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

Date Accessed - Searches the date a file was last accessed

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

Code Lookup Table Fields

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

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

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

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

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

The code lookup tables for each field are different.

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

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

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

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

Here is an example of a Worldox profile card:

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

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

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

• Active - This repository is the default repository.  When you complete a profile card to save a document into Worldox, that document is automatically stored in the Active Repository.
• Archive - You may wish to move documents to an Archive after they have been in your system for a long period of time.  This will ensure that they do not appear in your normal search results List, but are still accessible by searching that specific repository.
• Legal Hold - This is a "read-only" repository.  Moving documents to this repository allows you to ensure that users are not able to edit the files in this repository, but can still view them.
• Salvage - When you move documents to the Salvage Bin, they appear in this repository for a period of ninety days (by default — this is configurable).  This is similar to the Windows Recycle Bin.  From here you can restore documents you have inadvertently sent to the Salvage Bin within the ninety day period.  After ninety days, the document is permanently deleted.

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:

• Select the "Save" button (or "Save As" if the document has already been filed elsewhere)
• Select the appropriate cabinet in which to save the document from the drop down list
• In the first field, start typing the value from the code look up table, and select the appropriate value from the drop down list that appears
  
  Note:  Selecting F2 in the field will show you the code look up table, or you can select the 1. to open the code look up table as well.
• Repeat this for all the required fields as indicated by the red text
• Type in a description of the document that is brief yet informative
• Select "OK" to complete the save process
  
  
  Note:  You can also use the keyboard shortcut of Alt + O to select the "OK" button, if you're a keyboard person.

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"

With files other than Word / Excel 2013 and higher

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

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

With files that are Word / Excel 2013 and higher

Select "File -> Save As" and choose the "Browse" button:

This will circumvent the Worldox save dialog from popping.

Background:

When saving a document you may see the button that says "Copy profile from...". This is a feature that allows you to apply profile fields that are the same or similar to another existing document. This just adds yet another layer of versatility when saving your documents.

To Use:

1. When your Save As profile card appears, click on the "Copy profile from..." button and Worldox will pop open and you'll notice in the title bar it says "Same profile as".
2. Perform a Worldox search to navigate to the document whose profile data you would like to copy down to your new document.
3. Double click the document and then you will see a prompt to select which fields you would like to copy.
4. Check the boxes you would like copied to your save card and select Paste. Or, if you've made the wrong file selection then hit Change to select a new document to mirror, or Cancel to end your search and return to the Save As dialog without mirroring.
   

For 32 bit operating systems

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

For 64 bit operating systems

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

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

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

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

  

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

  

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

• Ensure that the View Adobe PDF results checkbox is selected

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

  

• Finally, click OK, then Print

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

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

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

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

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

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

 

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.

Note: If you'd like to remove entries from your drop-down list then you can click the arrow to open the drop down list, then right-click on the entry (or entries) and then click back out of the list to close it. When you open it again, those entries will have been removed.

This is what it looks like when you right click on the entry. There is a little red line on the left indicating what will be removed, you can toggle that if you select the wrong entry.

You may find that you tend to save documents in one cabinet more than another, but yet Worldox defaults to a different cabinet.  While it's not overly arduous to switch between cabinets, you may want to choose a different "favorite" cabinet in which to save documents. To do so, simply select the cabinet from the drop down list:

And select the "Heart" icon next to Cabinet.

The "red" heart indicates that you've set that as your favorite cabinet.

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

What is a Code Look Up Table

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

Viewing Code Tables

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

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

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

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

The Details

Each table contains both field codes and descriptions. 

Here is an example of a field code lookup table:

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

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

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

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

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:  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. 

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

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

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

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:

If you need to export your codes to a spreadsheet then simply open the table and use the Export button in the top right corner.

Alternatively, you can use the Print option, and inside the print window you will see a "print to file" check box.

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

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

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

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

Add the new field code and the description.

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

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

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

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: Candace Clark LTC Pacific Life

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

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

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

This will open the Field > Edit window:

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

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

To edit the description in a field code lookup table:

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

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

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.

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

Background

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

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

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

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

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

Changing a code in Worldox is a three-step process:

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

How to Edit a Code that Appears in a Single Cabinet

Let's get started:

• Ensure that the code is only in one cabinet (if editing a client code, see "How to Edit a Code that Appears in Multiple Cabinets", below)
• Perform a search for all documents assigned to the code you wish to change
• Select Ctrl+A on your keyboard to select all the documents
• Select the Edit Profile button
  
• Select the field in which you wish to edit the code
• Highlight the code you wish to edit and change the value
• Ensure the remainder of the fields in the Edit Profile dialog contain the asterisk
• Select "OK" to edit the profile of the documents to appear under the new code

How to Edit a Code that Appears in Multiple Cabinets

Let's get started:

• First, perform a search for all documents assigned to the code you wish to change.  Be sure to search in *all* cabinets in which the code appears (e.g., if editing a client code, search across all cabinets with a Client field)
• In the Worldox search results screen, add the "Cabinet Name" column to your column headers (right-click in the header area and select "Cabinet Name")
• Single-click on the Cabinet Name column to sort by cabinet
• Highlight the last file in the list for the first cabinet
• Right-click on the checkbox and choose "Tag > Above Highlight". This will check all files for this first cabinet in the list
  
• Select the Edit Profile button
  
• The Edit Profile window will appear
• Make sure to change all fields to asterisks (*) except the code that is being edited.  If the fields list a specific value, such as "MULTIPLE" rather than "*", it must be changed to an asterisk
• Open the Field Code Lookup Table for the value you wish to change (e.g. Client, or AcctNo)
• From the lookup table, highlight the code you wish to change and select the "Edit" button:
  
• Edit the code
  
• Select "OK"
• In the Field Code Lookup Table, select your newly edited code
  
• Click "OK" in the Edit Profile window
• Depending on how many files were selected, it may take several seconds or minutes for Worldox to re-profile the files
• Now, back in the Worldox Search Results list, you will no longer see those documents
• Select all the documents in the next cabinet
• Select the Edit Profile button
• Select the newly edited code from the field code lookup table
• Lather, rinse, repeat until all documents in all cabinets are re-profiled under the new code

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

You should only delete codes in the following instances:

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

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

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

• Determine that it is safe to delete the code
  • Do a search in Worldox for documents that have that "code" listed (if you have not started saving documents to Worldox yet, you are in the clear)
  • Edit the profile of those documents to ensure that they are no longer under that code
  • Delete the code
    • In the Code Look up table, highlight the code you wish to delete and select the "Del" button
      
      Note:  If you delete a code that has linked fields (e.g. Categories that have Doc Types, Clients that have Accounts linked) you will automatically delete the linked values from the tables.

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

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

You can view the Quick Profile templates by selecting the Quick Profiles tab on the left hand side of the Profile Card:

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 visible only to you.  Or, if you have Power User rights, you may create public Quick Profile templates.  These will be listed available for all users to see.

Access the Quick Profile templates by selecting the "Quick Profile Template" tab on the left hand side of your profile card:

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.

If you wish to make the Quick Profile Tab always visible (and not have to select it each time), right click on the quick profile template and choose "Make default"

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

Here's how to create a Quick Profile template:

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

From the Profile card, select the "Quick Profiles" tab on the left hand side:

Select the "Add" button to add a new quick profile template

Select the cabinet that this Quick Profile should use

Use the field code lookup tables to populate the fields that should be used in this template

Tip: To automatically pre-populate the Filed By field with the name of the person that is using the Quick Profile, use the *WDUSER formula.

Add the Description you wish to use as a naming convention (use placeholders where applicable)

Select OK

Give the Quick Profile template a meaningful name

If you would like the Quick Profile template to only be visible for you, select "Only Me", if you would like everyone to be able to access it, choose "Everyone".

Select OK

You have now created a Quick Profile template!  This template will now appear in alphabetical order when selecting the Quick Profile Tab.

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 valid"

Which should encourage them to complete it.

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.  Another option that may be useful is to group Quick Profile templates by the department who will utilize them.

Example: 

Here's how to create the folder structure:

• Select the "Quick Profile" tab from the Profile Card
• Right Click on a Quick Profile and choose "Edit"
• Select "Save"
• When naming the Quick Profile template, title it first with the name of the folder (e.g., Agreement), followed by a backslash (\) then the name of the template (e.g., Investment Advisory Agreement)
  
• Select "OK"

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

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

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

Here's an example of a naming convention:

Here's an example of a formula:

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

Worldox GX4 allows you to set default values when saving a document, however, you cannot set a "Favorite" Quick Profile Template.

Here is how to save default values:

Save a document (doesn't really matter what it is)
Fill in the values you would like to be your default
Select the "Save Defaults" button in the profile card:

In the Save Defaults window:

Choose which fields you want to set as your default values by checking the appropriate check boxes

If you have power user rights, choose "Only Me" or "Everyone" depending on whether you'd like these defaults for just yourself, or for your entire firm.

Then select OK.

The next time you save a document, those values should be your defaults.

Want the Quick Profile tab to always be open and ready to go when saving? Well, you're in luck! Here's how you can "pin" it open:

• Open the profile card by either Editing a Profile, or doing a Save.
• Open the Quick Profiles tab
• Right click on the tab and select Make Default.

Now close the profile card and test it out!

You may wish to add additional Comments regarding the document 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.

If you'd like to add an additional comment, simply type in the description, then select "enter" on your keyboard.  This will take you to a second line and allow you to add any comments regarding the file:

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.

Worldox Cloud

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 Worldox Cloud Server is responsible for keeping the indexes up-to-date.

Worldox Professional

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.

Worldox now allows you to run the Indexer as a Service, or "IaaS".  

Worldox Professional

 https://www.youtube.com/watch?v=N37TTKsSRd4

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

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

Indexer Software â€” The Indexer software is one of the programs that run on the Indexer workstation.  Worldox offers the option to run the Indexer as a Service ("IaaS"), or you can stay with the traditional method of running it as a normal application.  Obviously, when running as a normal application, the Indexer needs to stay logged in for the Indexer software to function.  

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

Indexer not running:

Indexer running:

Legacy Indexer Running:

 

Hardware Requirements

Worldox Professional

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

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

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

Worldox Cloud

Worldox hosts your Indexer software, therefore, this article is not relevant to you!

Worldox Professional

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

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

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

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

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

So when you file documents to Worldox, you're really putting "recipes in the cookbook".  What happens if the indexes don't get updated (in other words, the Indexer isn't running)?  The document is still filed on your file server, you just have to "thumb through" the documents to find the one you're looking for.  This is called performing a non-indexed search.  (Perform a Search Without Using the Indexes)

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.

Worldox Cloud

Remember, the WDIndex software running on your Worldox Cloud Server is responsible for keeping the indexes up to date.

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 Worldox server as well.  Therefore, when you complete a profile card to file a document, that document *is* getting saved to the Worldox Cloud Server.  The Indexer software monitors that server but does not actually store documents itself.  It is possible (and quite likely) that your Worldox Cloud Server is functional, but the Indexer software on that server may be encountering issues.

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

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

So when you file documents to Worldox, you're really putting "recipes in the cookbook".  What happens if the indexes don't get updated (in other words, the Indexer isn't running)?  The document is still filed on your file server, you just have to "thumb through" the documents to find the one you're looking for.  This is called performing a non-indexed search.  (Perform a Search Without Using the Indexes)

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

  
• In the Search What window, select the "Folder Tree" radio button, then "OK"
  
• Then click "Search" in your search card

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

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

If you are having problems finding documents by performing indexed searches, but are successful at finding them with non-indexed searched, please contact us by emailing support@trumpetinc.com

Worldox Professional

Background

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

• Indexer or server hard disk failures

• Networking issues between the Indexer and the server

• Indexer nightly rebuild interrupted at exactly the wrong time

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

This procedure will walk you through the process of repairing 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 this is necessary, we highly recommend contacting support@trumpetinc.com.

Procedure

• Connect to the Indexer workstation

• From the database menu, select Meta > Repair
  

• Select the appropriate drive to repair (Note: You may have one or more drives depending on your setup)
  

• If you are running the Indexer as a Service (not recommended), select one of the following places to run the job:     
  

• Indexer — to start the service on an Indexer machine. You can choose from a drop-down list if you have multiple machines using the Worldox Indexer service.
• Address — to specify a machine’s IP address and start the service there.
• Desktop — to run the service on your desktop. Running the Indexer service in Desktop mode is another way you can view diagnostics and troubleshoot any issues.

• The Repair Meta database dialog appears and displays the progress about the following actions and when they are started and finished.  The job is finished when you see the message "Job Done"

If the repair does not resolve your issues, please email us at support@trumpetinc.com and we'll be happy to troubleshoot further.

Worldox Professional

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

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

Setup:

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

1. Disable Windows Automatic Updates

2. Install the free Adobe Reader

3. Install Microsoft Outlook
   

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

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

5. We recommend setting your UAC as described here:  UAC Settings
   

Note:  We've seen one site where the following anti-virus software adversely effected the Indexer process:  ESET NOD32 Antivirus and the ESET Smart Security Suite Kernel Service.

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.

Worldox Cloud

Firms using Worldox Cloud need not be concerned with this particular article as you do not have a dedicated workstation for the Indexer software (the Indexer software is running on the Worldox Cloud Server).

Worldox Professional

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

Here's how:

Note:  In order for the Indexer to index email attachments (and .msg files) the Indexer must have Outlook installed.

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

  X:\Worldox\wdadmin.exe /ini

• Hit Enter.  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. The Worldox Indexer performs INITs once a week by default and that time can be identified in WDInexer and then checking the schedule

Worldox Cloud

If you wish to Index your email attachments, please notify Trumpet by sending an email to support@trumpetinc.com.

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

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

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

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, Status 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 type at a time, you certainly can.  Perhaps you want to find both Wills and Trusts for Candace Clark.

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

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

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

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

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

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.

Worldox automatically indexes the text within:

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

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

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

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

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

Select Search

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

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

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

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

Select Search

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

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

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

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

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

(e.g. 00031966.pdf)

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

Type the Doc ID in the Doc ID field

Select Search

How is the doc id field useful?

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

  • For example, you might want to type in:
    •  *.pdf to find all pdf files, or *.doc* which will retrieve both older and newer Word files with a format of .doc or .docx.

• When speaking with a co-worker, if you want them to quickly pull up a particular document, just tell them the doc ID of the document to which you are referring

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

• Date Created — the date the file was originally saved to the network

• Date Modified — the date that the last change was made to the document.

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

To Search By Date:

• Select the appropriate date field

• Select either a Date Range, or a Single Date

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

    

• Select Ok

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

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

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 & 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 "|" expression, only one of the terms needs to be on the website.

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

Searching with "|"(This is the vertical line or "pipe") or using the word "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 "&"or using the word "And"

• "Asset and Review" means both words need to be present in the Name 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) or using the word "NOT"

• "Asset ! 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.

To find all files in Worldox that have File Level Security applied:

• Open a New Search
• Select the cabinets that you would like to search (to search across the entire system, select all cabinets)
• In the Owner Inits field, enter: /s

• Click "Search"

Note: This will only return a search for secured documents that you have access to.  It won't, of course, return documents that you are secured from accessing.

Note: Other security related search switches include:

• /c will return all documents currently checked out.
  
• /p will return all of the documents that have Read-Only (Protected) Security on them.
• /h will return all of the documents that have Hidden Security on them.

For a video showing this process, visit:  Checked Out Handling in Worldox Cloud & Enterprise

Sometimes you may want to locate any documents with a Checked Out status. Input "/C" (without the quotes) into the "Owner Inits" field (Non-Trumpet clients may have a "Revised By" field instead). Note that this will provide results for all users, and not just yourself unless you happen to filter the search more. 

If you'd like to search for checked-out files for certain people, then use /C AND <USER CODE>:

Note: Other security-related switches are below*:

/s will return ALL secured files (that includes hidden, protected and custom-secured).

/p will return all of the documents that have Read-Only (Protected) Security on them.

/h will return all of the documents that have Hidden Security on them.

*If your firm has group security (e.g. cabinet-level security) in place, that security will always be honored.  For example, if a document with Hidden Security is filed to a cabinet that a user is restricted from, that document will not appear in the user's "/h" search.

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

• Complete the search card with the appropriate criteria
• Select the "Search What" button
• Choose the "+Prior Versions" checkbox
  
• Select "OK"
• Select "Search" in the search card
• This will produce a list of documents with all versions of the document
  
  

The Home toolbar button is similar to the home button in a browser and gives you the ability to set a default location or file list that Worldox returns to. To change that default Home list follow these steps:

1. Open the Edit menu and select Home Location:
   • 
2. Click on the button called "Blank Page", as seen in our example below, and select the list option you would like to change it to.
   • 
   • You can choose from a Blank Page, your Favorite Files (all), or a specific Folder location.
3. Proceed with the next menu item, which will be related to whatever selection you make and then click OK to save.
4. Close Worldox (by right clicking on your system tray icon) then restart Worldox to ensure the changes have been applied.

Your new Home location will now load when you launch Worldox, or when Worldox opens when attaching or uploading documents.

Find Templates are a method that can be used to populate 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

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

Fill in the appropriate "Save Template for" radio button

• Select "Save"

  • Only Me - the template will only be available for your use
  • Everyone - the template will be available for all users (this option is only available to users with Power User Rights)
  • Limited Groups / Users - the template will only be available to users you can define

• IMPORTANT:  When Prompted to save the Find Template, ensure that you select the "Save as new public template" radio button.  This ensures that you save all your Find Templates for use for your entire firm.  If you do not have these permissions, Trumpet strongly recommends you ask someone who does to create these for you.
  

• Select "OK"

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

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

• Open a Search Card

• Select the cabinets in which you wish to search
  

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

• The look up table will open for that cabinet.

• Select the Document types

• Select the next cabinet

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

• Select Options -> Save Template

• The Save Find Template will open

• Type a name for the template

• Make appropriate selections as follows:
  

  On Selection:

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

• Open a Search Card

• Select Options > Edit Templates

  

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

  

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

  

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

• When prompted to Update the existing template, select OK.

  

Client Code

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

The designation is:

{!CONTACTCODE!}

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

Worldox User

%WDUSER%

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

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

To do so:

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

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

Bookmarks can be pinned to your button bar menu:

or Accessible in the Bookmark area of the Navigation Panel:

and also by going to Bookmarks -> Manage

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

To create a bookmark:

• Go to Bookmarks -> create in the Worldox menu
  

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

• and select OK

Worklist Files

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

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

  

• Click the green check.

• Type a  meaningful name in the Bookmark Name Field.

  

• Make appropriate selections as follows:

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

• Select Save

Search

These are your Find Templates in Worldox:

• Select the appropriate Find Template

  

• Type in a meaningful name in the Bookmark Name field

  

• Make appropriate selections as follows:

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

• Select Save

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

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

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

 Give the Button a meaningful name:

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

If you have Power User or Manager Rights:

• Select the "Everyone" radio button if you want all users to have the button
• Select "Only Me" if you want to have this available for only yourself.

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.

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

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

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

Worldox Professional

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

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

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

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

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

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

 

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

Here's how:

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

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

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

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

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

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

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

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

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

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

This will take you to your second search.

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

This will take you to your third search.

• Select the "Back Button" twice

This will take you to your first search.

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

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.  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. 32128) in the field, Worldox will prompt you to determine if you are looking for a document by that identifier or if you are looking for that number in the description:

If you are searching by Document Identifier, Worldox provides you with some methods to use to search this way.  Although it's not listed in the above examples provided by Worldox, you can also search for the document identifier without displaying this dialog by typing a "." at the end:

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

To filter by extension:

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 Filters tab at the bottom of your search results screen:

When you select that tab, the Filters 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 another "Search" 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 "Search" tab, and conduct another search. 

You can have several lists open at once.

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

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

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

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.

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

Refresh - Refreshes the view of the document

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

Next 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 two tabs within the Preview window:

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

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.

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 > Export
  

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

• Click "Save"

For a video see:  Worldox - Customizing Column Headers

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

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

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

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

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

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

Sort by a Single Field:

• A blue arrow will appear in that column header indicating the active sort

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

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

Sort by Multiple Fields:

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

• Select "Set Multi-Level Sort"

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

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

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

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

To Create a Column Header Template:

• Add, remove, resize, and sort the columns in the way you would like them to appear in the template.

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 Search 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.

Background

Worldox's default behavior is to size your columns according to its "Best Fit" criteria. If you find that you'd prefer that it leave your columns as you declare them, then you can disable the automatic sizing feature.

Resolution

• Go to Edit>Preferences>Worldox
  • 
• Select File List Options and then double click on Column Headers Size Automatically and set it to NO then hit OK.
  • 
    

Column headers are a bit tricky to understand and since Worldox added the new customization area, they've added an additional layer of complexity as well.

So, let's start with a discussion about column headers:

• Column headers can either global or individual.   Only a person with Power User Rights has the ability to save Global column headers (individuals can save them for their own use) and column headers can be either saved for future use or associated with a Find Template.
  • Saved for Future Use — Normally, when a user performs a search for particular documents, they want the "standard" column header to come up.  However, when performing certain operations, a user might want to view the document lists differently.  Therefore, you can choose to save a column header for those, and revert to it on those operations. 
    • Example:  From time to time I need to edit a client code.  When I have to do that, I need to have the "Cabinet Name" listed in my column headers.  I don't want that column taking up screen real estate on a "normal" search since I do this rarely.  So I can save this as a column header and load it when I need to do this operation while I'm editing codes.
  • Associated with a Find Template — Whenever the search is executed, that associated column headers will be displayed. 
    • Example:  The  way I think about this is any time I click "this" Virtuoso button, or "this" button bar button, I want "this" list of columns to appear.  I have a Virtuoso button for "Training Materials".  When I select that button, I want certain column headers to come up based on the information I need to see for that search.
  • So, how do the two play off each other when there are global and individual Column Header Templates for one button? 
    • Saved for Future Use doesn't apply here.  Load the column header template whenever you like.  If you have Power User Rights, you can save column header templates that any one can see.  If you don't, only you can see them in the list.
    • Associated with a Find Template — If a Power User associates a Column Header with a Find template, they can do this for "Only Me" or for "Everyone".  If the Power User says "Everyone", this is the column header that will appear any time a user clicks on that button or uses that find template — UNLESS another user creates a template and associates it with that button for "Only Me".  If that's the case, then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" template, the "Only Me" template will overrule it if a user has set it themselves.

• Now let's talk about Customizing by "Making my favorite View"
• This is more about "how the screen looks" than it is about "column headers" (do you want a default tab from the bottom, the preview window on the right to always be showing, etc), but it's also about column headers when there are no column header templates applied.  So, what the heck does this mean?
• If you create a Find Template and do not associate a column header with that template, then the "Favorite View" is the view that will be displayed, including the columns that were added when the Favorite View was created, the tabs to the left, right and bottom of Worldox, the Properties lines, the Striped alternate lines, etc.
• If the Power User says "Everyone" when saving the view, this is the view will appear any time a user clicks on a button that has not been assigned a column header UNLESS another user creates a view and associates it with that button for "Only Me".  If that's the case then the "Only Me" will override the "Everyone" template, but only for that user.  Even if the Power User changes the "Everyone" view, the "Only Me" view will overrule it if a user has set it themselves.
• If you create a Find Template and associate it with a column header, and have a favorite view things get super complicated...  :)
• The Columns that will be displayed will be those in the column header template.  (If the Power User says "Everyone" this is the column header that will appear any time a user clicks on that button or uses that find template, UNLESS another user creates a template and associates it with that button for "Only Me".  If that's the case then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" template, the "Only Me" template will overrule it if a user has set it themselves).
• The Tabs, etc. that you can customize will be displayed as follows:  If the Power User says "Everyone" when saving the view, this is the view will appear any time a user clicks on a button that has not been assigned a column header UNLESS another user creates a view and associates it with that button for "Only Me"  If that's the case then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" view, the "Only Me" view will overrule it if a user has set it themselves.

Here's a quick tip on what templates/settings trump other templates/settings:

• "Make this my favorite view" will control column headers/settings ONLY WHEN there are NO Column Templates (public or private) defined for the type of search you're performing.
• If a PUBLIC column template is defined (for the search you're running) then it will trump your "favorite view".
  
• If a PERSONAL column template is defined (for the search you're running) then it will trump your "favorite view" AND any public column template settings.

In other words: Personal Template > Public Template> Favorite View Settings (set using the gear/customize icon)

Worldox Professional & Cloud

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

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

Worldox Cloud

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

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

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.

1. 1. Move to Salvage Bin: similar to moving a document to your Recycle Bin in Windows in that the file can be un-deleted, if necessary.  However by default, documents will be purged from the Salvage Bin after 90 days, at which point the document will not be recoverable.  Should you like to change the 90-day purge default, please email support@trumpetinc.com.
   2. Delete: removes the file instantly and permanently, without putting it in the Salvage Bin.
   3. Shred: overwrites the file with nonsense and then removes from the server.

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 Metadata button at the top of the screen. 

  The Worldox - Edit Profile screen will appear.
  

• Make any applicable changes and select "OK"

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

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
  
  
  

• Select "Continue" to confirm your selection:
  

• The Edit Profile Card window will open
  
  

• Change the old field value to what you would now like it to be
  
  

• IMPORTANT: Place an asterisk in each field where you want the field value to remain the same. For example — If I wanted to adjust just the Client field on all 3 documents, then I'd use the drop down arrow, in each field I DON'T want to change, to select the asterisk. Like this

• Select OK

Save

This is the simplest option. 

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

Save As -> Replace File

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

Word, Excel & PDF Documents already saved in Worldox

If you are working with Word or Excel documents that you opened from Worldox, 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)

Word, Excel and PDF Document NOT already saved in Worldox

If you are working with a document that should be saved as a new version of a pre-existing file in Worldox (like a signed PDF from DocuSign), then you save your document as a version of a pre-existing file within Worldox.

• From your file, select "File -> Save As"

• In the Worldox Save dialog that appears, select the button to "Save as a Version..."

• Another Worldox window will open and you will then search for the document that you want to save over as version 2. Note, you will not lose the original file, it will just become version 1 (or whatever number is prior to your next version).
• Double click the desired file and select all of the appropriate fields that you would like to keep/change when you save the new document. If you realize you chose the WRONG file then select "Change" and you can search for another. Otherwise, click OK.
• You'll return to the Save As dialog where you can click OK to complete the save.
  

Other Document Types:

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

• Highlight the document in the Worldox Search Results Screen.

• Right click and choose List-> New

• Select "Yes" in the confirmation dialog.

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

• From an open file, select File > Save As

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

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

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

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

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. 

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

• Highlight the document

• Select the e-mail icon

• • "A full copy of the file" is used when you want to send a copy of the document outside your firm
  • "In a Worldox File List (internal use only)" is used when you want to send a shortcut of the document to someone internally.
  • "Encrypted Container (ie. a passworded ZIP file)" is used when you want to send a copy of the document outside your firm in an encrypted (password protected) zip folder. If you choose this option, you will receive a prompt to apply a password. The recipient will need to enter that password in order to open the zipped file.
    
  • Make your selection then select "OK". 

If the document you wish to attach to your Outlook email does not reside in Worldox, and you have Worldox launched, you can attach that file by right clicking on the Worldox title bar and choosing Cancel Worldox:

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

Using Send To Destinations

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

Select the documents from the Search Results List.

Right click on one of the files.

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

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

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

Worldox Professional

Using Drag and Drop method

Worldox professional users can also select the documents they wish to copy to their local drive and drag and drop them into the folder in which they want the documents to be copied.

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.  After 90 days, the documents are not recoverable.  For regulatory purposes, you may wish to utilize Salvage Bin Retention Rules to ensure that documents are retained for the requisite amount of time.  Should you wish to change the 90-day default purge default, please email your current Worldox VAR.

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

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

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

  

• To add a rule, select "Add Rules"

  

Set Salvage Retention Rules per Cabinet

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

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

  

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

  

• Under "Defer final purge from salvage" you are presented with three options:
  
  Select the appropriate time frame from the drop down arrows.  For example, in this example, you may wish to select "Deleted Plus 6 years"

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

     

• Select OK to complete the rule

Set Salvage Retention Rules per Field

You can also set the salvage 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

  

• 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 10 years"

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

     

• Select "OK"

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 un-delete the file

• The document will be placed back in its original location

Worldox Professional & Cloud

There may be multiple salvage 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 15 years after the modified date of the file.  This purge date is 3/16/2024

The document will not be purged from the Salvage Bin until 3/16/2024 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.

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

To edit a retention rule:

• Select Salvage > Rules

  

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

  

• Edit the rule accordingly, and select "OK"

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

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

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

• Select the "Audit Trail" tab

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

While some folks prefer a traditional "List View" of their search results, other folks may opt to show "Tile View".

The list view appears like this:

The Tile View appears like this:

Each user can customize their view of Worldox depending on their preference.

The default behavior in Worldox is to show documents in List View, but if your firm has adjusted your global view, you may see documents in Tile View.  To display your search results screen in "List View" view, simply select the "List View" icon:

This will toggle your view to show the documents in a list, rather than the tile view.

The most common way users customize List View is to adjust their Column Headers (which columns appear in Worldox).  See the chapter on Column Headers for more information.  But there are other adjustments you may want to make as well.

View or Hide Groupings

By default, Worldox will display "Groupings" based on the field that you are sorted on in List View:

If you wish to "Hide" those groupings, you can right click on the column that you're sorted on and choose "Hide Groupings"

This will remove the groupings.

Changing Line Fonts, Line Colors, and Line Spacing

For those of you that are visually challenged, or those of you that simply like a distinct font or color, you can adjust the lines, fonts, colors and spacing in your Search Results List.

To begin, Select "Customize-> Line Fonts/Colors/Spacing"

This will open up the Display>Customize> File Lists menu

To change the font size on any of the values, in your lists, select the "button".  For example, If I want the group label to have a different font color and type, I would select the [Group] Label: Value button

Choose the entry you wish to modify:

In this illustration, I'll change the Label Font.  Adjust the font to whatever you'd like it to be. 

For example, the default is Calibri, Regular, 12 point and looks like this:

If I change to Lucinda, Regular, 16 point, my label looks like this:

I could also change the "Color" of the font by selecting Change Label Color and choosing the appropriate color:

You can change any of the values or fonts as you'd like.  Here is a list of what each of the buttons represents:

[Group] Label: Value - The groupings in your search results screen
1st file line (per cols) — The actual "document" line in your search results screen
[Property] Label: Value — any additional information you choose to display below the document (See Property Line Values below)
[Text Hits] Label: Value — when you perform a text-in-file search, the text hits will appear under the document
[Checked-out] Label: Value - the entry that displays if the document is checked out by either yourself or another user
Workflow Label: Value — this is only applicable to Productivity Suite users
Comments

You can uncheck any of the fields if you opt to not display them.

Finally you can also opt to Stripe alternate lines or not (the default is to stripe them)

Property Line

The property line section appears below the document and can contain any meta-data or other information about the file.  In this instance, I'm showing the Modified Date in the property line of the document:

To add a value to the property line, choose Customize -> Line Fonts/Color/Spacing.  Here we will be focusing on the "Property Line" area of Worldox.

To remove a Property, right click on the property and choose "Remove"

To add a Property, right click on dark grey space and choose "Insert Column".  Choose the Property you wish to display.

NOTE:  In order to see the Property below the description of the file, the column must not be included in the column headers.  See Remove a Column Header for information on removing columns that you would prefer to display below the document rather than as a column itself.

While some folks prefer a traditional "List View" of their search results, other folks may opt to show "Tile View".

The list view appears like this:

The Tile View appears like this:

Each user can customize their view of Worldox depending on their preference.

To display your search results screen in tile view, simply select the "Tile View" icon:

This will toggle your view to show the documents in tiles, rather than the list view.

To sort the tiles:

• Select the "Sort" button:
  
• Select "Sort Files another way" (or choose from the list provided)
  
• The List -> Sort menu will appear:
  
• Choose how you would like to Tile the files, then how you would like to sort within the tiles from the drop down menus.  Here are some examples:
  • This example sorts the tiles by Category first, then date:
    
    While this view sorts by Modified date, then Category:
    

To customize the file lists within the Tile view:

• Select the gear icon:
  
• Select Line Fonts/Colors/Spacing
• The Display > Customize > File List window will appear:
  
• Clicking on the button under "Click to set font/color" will allow you to customize the color of the font, the Above and Below pixels will size the area above and below
  • Group Label - This is the way the Label for each Tile will appear. 
    
  • 1st file Line (per cols) - This is the way the document's first line will appear
    
  • + [Property] Label: Value - This is the way the property values below the first line will appear
    
  • [Text hits] Label:  Value -  This is the way the font will display if you do searches based on the "Name" of the file
    
  • [Checked Out] Label:  Value - This is the way the Checked out label will display
    
  • [Workflow] Label: Value - This is the way the workflow (if you have Productivity Suite) will display
  • Comments -The way comments will display
    
  • Stripe alternate lines - checking this check box will display every other line in grey font
    
  • Property line:  This is a list of properties that you can display per document
    
    • Choose which "Properties" regarding the document you wish to display by right clicking in the dark grey area and choosing the properties.
• If you have power user rights, you can choose to "Save this style list for "Everyone" or "Only Me".  Be sure to select the appropriate choice for your firm.

You can also customize the number of columns, the number of rows presented, and the spacing in between them.  To make these adjustments:

• Select the gear icon
  
• Select "Tile columns/layout"
  
• Make the appropriate selections from the Tile Columns/layout window:
  
  • Layout -
    • Max columns per row - the number of columns that will appear in your search results screen
    • Pixels between columns - the amount of blank space between the columns
    • Pixels between rows - the amount of blank space between the rows
  • File Lists
    • Frame them - put a box around each tile
    • Max lines:  Number of lines per tile
    • Min Width (pixels):  the minimum width of the column in pixels
• Select the appropriate Save tile layout (If you have power user rights, you can make the change "Everyone" or "Only Me")
• Select OK

The Default look of Worldox includes the World Software image.  If you'd like to add your own branding to the new list tab, it's relatively simple to do:

You'll need to have BMP (or bitmap) files to use for your image, and they must be sized properly.

Save a copy of these files named newlist.bmp and newlistfore.bmp.

Navigate to the folder in which the Worldox application resides on your network (e.g. \\server01\share01\Worldox), and replace the existing files with those.

Here's an example of this:

Worldox contains a pretty comprehensive button list. 

This may appear overwhelming or you may want to add to it.  Worldox allows you to customize these.  The next few pages will walk you through how to go about it.

To remove a button from your Worldox Search Results screen, Right click on the button and choose to Remove Button:

To add a button to your Worldox Search Results screen, right click on the white space to the right of your buttons and choose to “Append Button”

This will give you the list of buttons you can opt to include.  There are a lot here!   For example, I tend to audit files pretty frequently, so I chose to right click Append Button, and chose “Audit-> File” from the list on the right.

The icons or text around a button may not jive with your workflow.  You can customize the button icon, text or font.  So for example, if you right click on the Audit File button, you can change the icon entirely:

By choosing from a list of 5 pages of pre-defined icons:

You can also change the text that appears under the file as well to be whatever you’d like:

You may prefer your buttons to be in a different order than what Worldox presents to you by default.  You can move buttons to the left or the right by right clicking and choosing “Move Button Left” or “Move Button Right”.

If you make changes and you’re not happy with them, you can opt to right click on the button area and “Restore Original”.  This will revert you back to Worldox’s default view.

Favorite Files were formerly also known as Worklist Files and are those files that you have recently saved or interacted with (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).

Ways To Access Favorite Files

You can access your Favorites Files by using the button at the top of your interface:

Or by using the Left pane. Accessing your favorites from the left pane can offer more versatility than using the button. Here you can create Groups to categorize your Favorite Files. You can also view your Favorites in Flat View or Tree View. In Tree View you can even drag and drop files from into your Groups."Application" favorites are documents that you've recently saved or accessed and are sorted by file type. "Personal" favorites are documents that you chose to add, and that is where your custom groups will be located. Double click on a category to view the documents within.

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).

Using the Button

If you are working with or referring to a particular file frequently, you may wish to add that document to your Favorites. 

• To add a document to your favorites, select the heart icon next to the document:

  

  Note:  a dark red icon indicates that the file is a favorite.
• If you do not have the Favorite column, you can either add it (see Column Headers) or you can right click on the document and choose "Favorite Files -> Add"
  

These documents will be assigned to the category "My Chosen Favorites". 

Adding a Document to a custom Group in Favorites:

If you've created Groups in your Favorites and you'd like to add a document to a Favorite Group then you'll need to access your Favorites through the left tab panel.

• Pop out the left panel of tabs by clicking on the > arrow at the very top of the tabs.
  
• Click on the Favorite Files tab.
• In the top left corner of the Favorite Files panel, you'll see a View style option. You can swap from Flat View to Tree View. Switch to Tree View.
• Now drag and drop your file into your desired group.
  
  • If you don't have a group yet then use the +Add button to create one!

If you have a problem dragging and dropping then make sure you a) have the left pane popped out, so that it doesn't minimize when you move your mouse away, and b) ensure you're in Tree View, drag and drop doesn't work in Flat View.

Some files that you have added to your favorites list may not be favorites forever.

To remove, simply select the red heart icon (which will change it to pink)

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. However, if you would like to forcibly remove them, you can right click on the file and go to Favorites Files>Remove. (If you don't see an option for Favorite Files, then first go to More and continue searching).

Worldox Tags provide you with an additional field in which to utilize when saving and searching for documents.   Tags can assist you in cross referencing items.  An example that may be useful is if you are filing an article to a reference cabinet that crosses multiple topics.  For example, an article may be mainly about "Tax", but also includes useful information for "Estate Planning".

In this case you can apply multiple tags to the same document and search against those tags (e.g. show me all articles that have been tagged as "Tax".

You may also utilize tags for workflow aspects like "Pending Signature" and other items.

To create a Tag in the Profile Card:

• Select the Tags Button
  
• Choose Add / Edit Tags
  
• In the "Select Tag" window, choose the "+" to add a tag
  
• Select the appropriate Category
  
• Select OK
• Give the Category a Name and select an Icon if you'd like one
  
• Select OK

You have now created a Tag which you can apply to your documents.

To assign a tag to a document from the Profile card:

• Select Tags -> Select a Tag -> Public (or Personal)
  
• and choose the appropriate tag.
  Note:  You may select multiple tags by repeating the process

To search for a document based on Tags:

• Open a Search Card
  
• Select the "Tags" button
• Select the appropriate tag from the list
  
• Select Search

If you are a former Worldox GX3 client, you may not have the option to select "Tags" from your search card.  Here are the steps for adding the Tags to your search card:

• Open the Worldox Search Card in which you would like to add the Tags field
• Select "Options -> Customize Fields"
  
• In the Customize Find Fields window, select the "Tags" field on the left
  
• and the field in which you want to add the tags tab before or after on the right
• Select "Add Before" or "Add After" accordingly
• Select OK

The "Tags field" should now be added to your search card, however it's a "one time add" unless you choose to save this!

To save the search card with the tags tab

• Select Options -> Save Template
• In the Save Find Template window, leave everything the same and select "Save"
  
• Select "OK"

You will need to repeat this process for all templates in which you wish to show the "Tags" field.

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.

• From the Worldox search results screen, select the document(s) you'd like to add to a project, and select the Project tab at the bottom of your search results screen

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.  

 

•  For the project you're showing, select the file(s) you wish to remove, and select "Remove File"

 

• Select the appropriate radio button:

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. 

Note:  Deleting a project does not delete the files that are "in" the project.

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.

Add Relations to the Column Header

• Left-click on the empty gray space in the header of your search results screen

• Choose "Relations?"

• This will show whether the documents you have selected have related files. It does not show which files are related, but it helps to identify that a relation exists.

• To show related files, use one of the following methods:

Use the Relations tab

Note:  You may wish to update your Style Sheet 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:

• Open a Search Card

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

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

Worldox Cloud

Worldox Cloud automatically checks documents out to your local workstation upon opening them.  If the file is checked out, users in the office can still view the file and make copies of it, but they can't save over that file.  This will prevent you from having one user working on a document from home and another user working on the same document and wondering which document is the "right" one.

Worldox Professional

To Check Documents in, perform the following steps:

• Alternatively, if you have a single document, you may wish to simply select the "Check-In" button below the document:

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

• Select the appropriate radio button:

• • Copy up checked-out file over on-line original. - replaces the original file with the checked out document
  • Add as a new version.  - the checked out document replaces the original file and the original file then becomes a prior version
  • Discard local mirror copy and revert to original.  - discards any changes made to the checked out document

Worldox Professional

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

 

 There are several tools in the navigation panel which include:

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

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

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

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

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

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

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

Worldox Professional

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

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

This will provide you with a display of your Windows Directory structure which you can then navigate throughout.  In this illustration, we were searching for documents in the C:\VmDemo\Demo Docs\Untitled 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. 

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:  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

Overview

F-Locking your documents makes them permanently read-only and satisfies FINRA's regulations for making documents read-only.

Deep Dive

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

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

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

Word of Caution:  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 document(s):

• Perform the search for the document(s) you wish to lock

• Select the documents you wish to lock
  

Tip:  Selecting CTRL+A on your keyboard will select all documents in your search results list

• 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 here to review list"
  

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

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

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

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 open and view the document by selecting "Yes" whichwill 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.

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".

Here's a quick video:  Viewing the Audit Trail of a Document in Worldox

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

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

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

• This will open the Audit Search Window:

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

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

• Select the event(s) you wish to search

• Select the OK button.

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

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

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

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

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

• This will open the Audit Search Window:

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

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

• Select the user(s) you wish to search

• Select OK

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

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

Some firms wish to have Worldox be their document repository for all documents including .msg files (Outlook Email Messages).  Email messages, like all files will be saved with their native file extension, so in this case, as .msg files.

If you wish to file outgoing emails to Worldox, you will need to contact Trumpet Support to enable this level of integration.  Filing Email messages from your Inbox or Sent Items folders will be enabled by default.

Many users prefer not to file emails to Worldox because they are automatically captured by their CRM (e.g. Junxure) and some do both.  There are advantages and disadvantages to either approach.  I will outline those for you here:

Worldox

Advantages

The major advantage to storing emails in the Worldox Document Repository is that emails stored there are text searchable.  In addition, you can search across clients for emails.  Worldox also stores the email with the Attachment in tact if you need to have this for compliance purposes.

Disadvantage

The disadvantage of storing emails in the Worldox Document Repository is that you must fill in a Profile Card to save the emails.  This differs than using your CRM in that in most instances, the CRM will automatically store the emails under the contact record for whom the email is addressed.

CRM

Advantages

Oftentimes, the CRM will automatically file emails under the contact record for whom the email is addressed.  This means that you don't have the time consuming task of profiling the email. 

Disadvantage

It may be difficult or impossible to search for all emails for a given date range if you want to look for multiple clients' emails.   Attachments and emails are often filed in separate places.  In addition, email messages are not typically text searchable (search for the text within the email message) when stored in a CRM.

Trumpet is relatively agnostic when it comes to your decision on where to file email messages.  We prefer you understand the implications of your decision, and will work with you accordingly.

• If you do not wish to add the email address to your ignore list, or file the outgoing email to Worldox, simply click the "X" to close the window.

• In Outlook, highlight the email you wish to file in Worldox, then select the Worldox ribbon:

• Note: The next time you copy or move an e-mail from your inbox from an email address for which you've already filed to Worldox, Worldox pre-populates the values you filled into the index card.

• Click "OK" on the "Copy/Move Completed" window

You may wish to search for an email by the email address it was sent from or the email address it was sent to.  While this is as simple as filling out a Search Card, there are an additional fields you will need to add to the search card.

To add the Sent From field to your Search Card:

• Open a Search Card

• Select Options -> Customize Fields

• 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 Inbox.

• • Create a new e-mail
  • Preview the e-mail
  • Copy an e-mail to Worldox
  • Move an e-mail to Worldox
  • Delete an e-mail

You can also create new email messages, but most firms prefer Outlook's interface

You may need or want to add rules for processing outgoing emails.  For example, you might want to add your husband's email address to the "Ignore" list, or you may have inadvertently added an email address to the ignore list that you want to prompt for saving.

View Email Rules

• To see your email rules, you must select the Email Tab in Worldox.

• Note: You cannot access this from another tab, you must be on the E-mail tab for these menu selections to be available

Add Email Rules

• Note: Trumpet has automatically configured a rule to ignore all internal addresses when in "To"

Delete Email Rules

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

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

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

• Select the "Documents" tab.

• Select the "Folder Icon"

• Worldox will open the Attach Files interface:

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

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

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

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

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

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

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

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

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

• The Worldox Profile Card will open for the document:

• Complete the Profile Card as appropriate and select OK

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

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

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

•  For Troubleshooting tips regarding the integration see:  Troubleshooting Junxure Integration with Worldox

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

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

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

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

• Select the "Worldox Trumpet" 

• This will make the change globally for all Junxure users.

Background

Yes! Worldox Pro and Cloud can integrate with Junxure Cloud. In fact, there are two ways you can integrate: Hook integration and WebMobile integration. The Hook integration uses the Internet Browser hooks that come built in to Worldox while the WebMobile integration is a built in feature that Junxure has created — this method requires Worldox WebMobile. Read on to learn more about how those work, and what you can take advantage of.

Hook Integration

Junxure Cloud is a browser (internet) based CRM. Worldox can integrate with your internet browser through Hooks. These hooks will appear any time there is a "browse" dialog to save or open a document. If the correct hooks are enabled then you can utilize these with Junxure Cloud IF the functions within invoke those browser dialogs. I'm talking about this:

If these upload or browse dialogs appear then the chances are that Worldox will work with it. If certain features within Junxure do NOT use this to upload or save your documents, then integration directly with Worldox may not be possible for that specific task.

Note: Hooks are global for all of your Worldox users. If you're NOT seeing Worldox pop on a File Upload dialog, like the one above, then the odds are good that the correct hook just needs to be enabled! See this article here to learn how.

WebMobile Integration

This integration is built and managed by Junxure and has a couple requirements in order to utilize it:

1. You must have Worldox GX4 — Both Pro and Cloud versions work just fine.
   
2. You must have Worldox WebMobile (this is an add-on product that works with both Pro and Cloud versions of Worldox)
   
3. The Worldox Integration feature needs to be enabled within your Junxure Cloud account at the Firm level AND the user level. For help with this contact Junxure Support or click this link to see how.

We've heard that the Junxure Cloud team has more ideas in mind for their Worldox integration. Check with them if you have any questions or needs regarding this.

Background

Junxure Cloud comes with a built in integration for Worldox WebMobile. It requires Worldox WebMobile in order to use this. If you do NOT have WebMobile then this feature can just get in the way. Follow the steps below to disable or enable it based on your needs.

Note: If you're enabling this feature, then also read the next article for setting up each user.

*For official support on Junxure's integration with Worldox WebMobile you'll need to contact the Junxure support team.

Resolution

• In your Junxure Account go to Settings
  • 
    
• Firm Profile
  • 
    
• Firm Preferences
• Hit the Edit button in the Top right corner to enable changes
• Under the Document Management category, you'll see a drop down menu. If you're enabling this setting then select Worldox and hit Save. If You're Disabling then select Junxure and hit Save.
  • 
    

Note this is a firm setting so it will be global for all users.

You'll now see buttons within Junxure that reference "DM" or "Link From DM". The DM means Document Management.

At this point each user will need to activate their integration using their individual WebMobile credentials. Click here to see how.

Background

After you've enabled Worldox WebMobile integration in your Firm settings (click here if you haven't done that yet), you'll need to input your own personal WebMobile credentials into your Junxure account. You'll need the following information to proceed:

• Your personal Worldox WebMobile Username
• Your personal Worldox WebMobile Password
• Your company's WebMobile Server Name
• Your company's WebMobile Server Password.
• Your WebMobile server URL
  

All of this information is managed and distributed by the Worldox Cloud team (wdccsupport@worldox.com).

For official support on this (and any other) Junxure setting please contact Junxure Support. 

Resolution

Note — this is described from an Admin perspective (who can edit all users). The first few steps my differ depending on your user access within Junxure.

• Click on Settings.
  • 
• Click on User Profiles
  • 
• At this point you'll see a list of Users (if you have permission to). Click on Edit in the far right column of the list for the user whose WebMobile you'd like to sync.
• Go to "User Preferences" and click Edit in the top right corner. Now click Setup to the right of the "Document Management" category.
  • 
• Input the appropriate credentials and hit Next. Presuming the credentials were valid you should have a successful sync. The integration should now function for that user.
• Repeat for all other users who need the integration.
  

The most common place to need Worldox documents is in your actions. The steps below cover how to attach a Worldox document using Browser Hooks, or Junxure's built in WebMobile integration.

• If you're not already editing your action, then open the action and click on "Edit" in the top right hand corner.
  • 
• In the section that says "Link To" click on "Documents"
  • 
• Now select "Upload Document"
  • 
• Click the "Select File" button to select a document from your PC, or if your Worldox browser hook is enabled, then you can select from Worldox.
• Alternatively, if you use the built in WebMobile integration, you can click "Link From DM" to invoke the WebMobile integration.
• Follow the steps to select your document and upload it to the action.

For info on Hook and WebMobile integration see here.

Worldox Professional

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.

Worldox Cloud

Trumpet, Inc. will be responsible for administering your Worldox document management system.  If you need assistance in any of the items in this chapter, please notify us by emailing support@trumpetinc.com

Worldox Professional

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

To access the Worldox administrator program:

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

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

  • 
    

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

Worldox Cloud

Trumpet, Inc. will be responsible for administering your Worldox document management system.  If you need assistance in any of the items in this chapter, please notify us by emailing support@trumpetinc.com.

Worldox Professional

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 Cloud

Trumpet, Inc. will be responsible for administering your Worldox document management system.  If you need assistance in any of the items in this chapter, please notify us by emailing support@trumpetinc.com.

Worldox Professional & Cloud

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

Macro Integration

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

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

Hook Integration

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

Worldox Professional

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

• Launch the WDAdmin application

• From the main WDAdmin menu, select Edit > Integration

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

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

• Click Save

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

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

• As mentioned above, some software integration with Worldox are established through Macro integration.  As such, seeing that same application listed in the integration list is simply an alternative, and in some cases, a less robust method of integration.  Enabling hook integration when Macro integration is available is not recommended, as the Macro integration and hook integration will cause undesired results.
  

• Enabling integration can slow down your computer by an undetectable amount; however if you turn on the entire list (even for applications you don't use), you may notice a difference in workstation speed.

• Enabling unneeded integration may cause conflict with an integration you do use.

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

Requesting More Integration

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

Worldox Cloud

If you do not have 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 either enable the integration or schedule time to create integration for you.

Worldox Professional

Add a New User

• In WDAdmin, select Edit > Users (How do I open WDAdmin?)

• From the WDAdmin - Edit > Users window, click the green plus (+) button to add a new user

  

• The User > 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) and select the Active User checkbox

  

• If the Windows login name is not the same as the Worldox user code (i.e. their Windows login in longer than 8 characters), 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"

• At the top of the screen, choose "Users -> Repair"  

  • On older versions of Worldox Choose "Users -> Reindex" 
    

• Choose "Yes" to begin repairing

Power User Rights

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

Add a User to Security Group(s)

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

Worldox Cloud

Trumpet, Inc. will coordinate adding new users for you.  Please submit your requests to add/remove users to Trumpet at https://www.tfaforms.com/4631377.

Worldox Professional

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

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

OR

2) Change the User Name AND the User Code

1. Change User Name Only

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

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

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

• In WDAdmin, select Users > Add/Edit

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

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

2. Change the User Name AND User Code

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

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

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

Worldox Cloud

Worldox Cloud uses unique numbers per user, therefore, you only have the option to change the User Name.  Therefore, if you have a user that changes their name, simply send a request to us at support@trumpetinc.com and we will take care of that for you.

Worldox Professional

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

To make a user inactive:

• Launch the Worldox Admin application

• Select Users -> Add / Edit

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

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

  

• Select "Save"

Worldox Cloud

If you need to deactivate a user, please notify us by sending an email to support@trumpetinc.com and we will coordinate deactivating your user.

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

• In WDAdmin, select Edit -> Group Security

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

  

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

  

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

  

• Click the Save icon

Sites with Enhanced Worldox Security (Active Directory Security) Enabled

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

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

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

  

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

  

• Click the Select button

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

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

• Click OK

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

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

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

 

Adding Users to Multiple Security Groups

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

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

• In WDAdmin, select Edit -> Group Security
  

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

 

General Note About Security Design

Worldox Cloud

If you need to add a user to a security group, please notify us by emailing support@trumpetinc.com.

Requirements:

Worldox GX4 WDU14 (Rev. 130304.1426) and higher

The "Password" Feature in WDAdmin needs to be enabled , see Enable Two Factor Authentication

Process:

1. Enable the Password Feature in WDAdmin. Cloud users will need to reach out to Support@Trumpetinc to enable the feature.
2. Each user will then need to add an Authentication Cell# that will be used for Two Factor Authentication
   1. In Worldox Click on Edit in the Ribbon
   2. 
      
   3. Click on Password, That will open the following window
   4. 
   5. Click on Add Authorization Cell #
   6. The Authorization Cell#(s) dialog appears. Click Add.
   7. 
   8. The Add Cell# dialog appears. Enter you Cell number and Description a is optional). Ensure that Yes is selected for the Enabled Select Next.
   9. 
   10.  Find the Access code text message and enter it
       
   11. 
   12. You will return to the Authorization Cell#(s) dialog. Click Apply and OK.
   13. 
   14.  You will return to the Set Access Password dialog as an indication that it has updated.

Worldox Requirements

Worldox GX4 WDU14 (Rev. 130304.1426) and higher

Process

1. Open WDAdmin on the Worldox Indexer Machine
2. Open Group Security
3. 
4. Select the "Features" radial button and Scroll down to "Password"
5. 
6. To enable for All users click the check box and then the green plus icon
7. 
8. You will receive a prompt asking to confirm if you want to enable the feature for all users, click Yes

You have now Enabled Two Factor Authentication. Users will now need to add their Authentication cell numbers. Follow this guide for steps on how to set that up:

Add Authentication Cell Number for Two Factor Authentication

If your user shows inactive in the "Filed By" field in Worldox, or is not available for you to choose from when adding the user to security groups, you may need to repair or reindex your user list.

Here's how:

In the Worldox Admin program, choose "Users"

Once in the users list, select Options-> Repair

or in older versions of Worldox:

Once in the users list, select Options -> Reindex

Worldox Professional & Cloud

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.

Worldox Professional

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

Worldox Professional

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 and instead allow them only to select the "Move To Salvage Bin" option.  This ensures that you have 90 days to recover documents that may have been inadvertently deleted (note though that after 90 days, files in the Salvage Bin are permanently deleted.  To change the default purge period from 90 days, please email support@trumpetinc.com).

You can prevent all users from deleting files, or just certain users.  Here we'll provide instructions for both options:

Worldox Professional

Prevent all Users from Deleting Files

• Select OK

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

• Select OK

Prevent Some Users from Deleting Files

• Open WDAdmin (Open WDAdmin)

• Go to Edit > Group Security

• 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 'Add Users' icon (second from the left):

• Check off the users you want to block from deleting files, then click the red 'Block' button

• Save the security changes

• Have the user log out and back in, then confirm that they no longer can delete files

Worldox Cloud

Please send an email to support@trumpetinc.com outlining whether you want to prevent all users from deleting documents, or just certain users.  If you'd only like certain users to have permissions to delete documents, include which users should have those permissions.

Background

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

Other keywords: Remove, Uninstall, Uninstaller

Procedure

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

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

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

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

To run a summary report in Worldox:

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

• Select the "Summary Report" check box

• Select "OK"

• Select "Search"

• This will open the summary report.

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

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

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

Worldox Professional

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

1. Custom
2. Private
3. Semi-Private

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

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

To first create the classification group:

• Open the WDADMIN application and select Edit -> File Security

• Select 'New'

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

• Select the users and click the check mark

• Click 'OK' to clarify your selection, then select "OK"

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

See File Level Security - Secure a File for more information on how to use this Security Classification

Worldox Cloud

Please send an email to support@trumpetinc.com if you would like to set up Security Classfications and a Trumpet advisor will assist you.

Worldox Professional

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

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

It can be launched as needed, or set to auto-launch when you log in to your computer.

Worldox Professional

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

Worldox Professional

If WDINFO is NOT currently running

Navigate to X:\Worldox\WDINFO.exe (where "X" is the network drive to which Worldox is installed). Run the WDINFO executable. 

If WDINFO is already running on your machine

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

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

Worldox Professional

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

Worldox Professional

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

Site Level Information

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

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

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

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

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

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

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

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

Databases Tab

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

• Database Name - The name of the database

• Database Path - the location of the database

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

• Profile Databases - This will be the last time the indexer recorded activity
• Text Databases - This will be the last time the indexer performed its nightly rebuild of the text indexes

• Unposted Items - The number of items that have not been posted to the indexer (in other words, haven't been indexed)

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

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

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

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

Users Tab

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

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

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

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

Worldox Professional

Background

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

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

Installation

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

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

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

• Accept the license conditions and click "Next"

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

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

Set-Up

Install on the Workstations

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

Configure the ScanSnap Tool

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

• In the Application tab, select "Add"

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

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

• Select this application in the tab Application Tab

• Select "Add Profile"

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

• Select "OK"

Test

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

• Place a document in the scanner

• Click the Scan button on your scanner.

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

 

 

 

 

 

Worldox Professional

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

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

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

Forcing CapturePerfect to Name Output Files Properly

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

• Close Worldox

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

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

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

  

• Change the Save In folder to the desktop

• Type 'test' into the Filename field, then click Save

• This will scan to a test.pdf file on your desktop

• Delete the test.pdf file on the desktop

• Launch Worldox

• Perform a scan and confirm that the document appears in Worldox

Worldox Professional

By default, Scandall attempts to control naming of the output filename - this prevents Worldox from specifying the document identifier during integration, and causes saves to fail.  This article describes how to configure ScandAll for proper integration with Worldox.

Configure Scan Settings

Note: These settings must be made for each Windows user to will use Scandall

• Open Scandall

• Scan->Scan Settings

• UNchck the Save to file checkbox (if this is left checked, the file will get saved to random locations)

  

Adjust Default Save As Dialog Behavior

• Close Worldox

• Scan a document

• Click Save As - this will bring up the Scand All Save As dialog

• UNcheck the 'Use the name rule' checkbox:

  

• Choose the Desktop as the Folder Name, and put 'test' in for the File Name

• Click OK (this will save the file to the desktop, and will force the Use the Name Rule checkbox to be turned off for all future scans)

• Launch Worldox

• Scan and save a test document

 

 

 

Resolution:

If you use Worldox Professional:

Drag and drop the file from Worldox into the BODY of your Calendar Item to attach.

NOTE: This puts a full copy of the file into the appointment. It does not allow you to use WDL links to link directly to the Worldox source file. If you need that feature then see the steps below for Cloud users.

If you use Worldox Cloud:

Email support@trumpetinc.com with the following request:

"We would like to adjust our Outlook hook integration to allow for attaching Worldox documents into Calendar items. Reference #41406"

Background

Worldox supports initiating searches using specially formatted hyperlink URLs.  This allows for very powerful integration with systems in your firm.  Some examples:

• Include a hyperlink in a process checklist that searches for the next checklist in a long process

• Include a hyperlink in a process checklist that searches for documents needed by that process (e.g. Invoices that have status=NEEDPAY)

• Include a hyperlink in a blog post to a research document that is stored in Worldox

• Include a dynamic hyperlink in your CRM that searches for documents for the current contact, account, fund ID

• Include a dynamic hyperlink in a spreadsheet that performs a search based on the data in the spreadsheet

• Include a Search URL to Worldox using a Virtuoso button

The possibilities are really endless.  If you would like to brainstorm about how to take advantage of these types of URLs, let us know!

Note: If you are a Google Chrome user, be sure to see the note at the end of this article about launching Worldox hyperlinks in Chrome

URL format

The Worldox URL format is as follows:

• wdox://<query string>

Where <query string> is defined below.  For example, if you wished to search for a single document in Worldox, you would use the following:

• wdox://?D12345

Query String Details

A query string is made up of a series of search criteria.  The criteria starts with a question mark (?) followed by a single character (e.g. ?D means 'Doc ID').  After the single character comes the details of your search term.  If additional parameters are desired, an additional question mark is added, etc...

The following table defines each of the search criteria that you can specify:

A few simple examples:

Scenario: Searching for a doc id, or multiple doc ids:

• single doc ID: wdox://?D123456
• multiple doc IDs: wdox://?D123456 128783 127800

Spaces separate each ID. Leading zeros are not required.

Scenario: Searching a particular cabinet(s) and certain field codes:

• one cabinet and one field code: wdox://?G5 ?4 CORR
  • Outcome: search in X cabinet for documents with CORR in field 4
    
• one cabinet and 2 values in 1 field:  wdox://?G5 ?4 NOTES CORR
  • Outcome: search in X cabinet for documents with NOTES OR CORR in field 4
    
• two cabinets and one value in two different fields: wdox://?G5,17 ?2 NOTES ?4 CORR
  • Outcome: search in X cabinet OR Y cabinet for documents with NOTES in field 2 AND CORR in field 4

In those examples, the cabinet IDs are 4 and 16 because you have to add 1 to the cabinet code. Separate cabinet codes with commas. The field numbers are input how ever they are numbered in the cabinet settings (found in wdadmin). Separate field codes with spaces.

"OR" Operations

To instruct Worldox to treat a given query condition as an 'OR', put the word 'OR' at the end of the query parameter.  e.g.:

• wdox://?D12345 OR ?E This is a test OR

This URL will search for documents that have doc ID = 12345 OR Description/Comments containing the phrase 'This is a test'.  Be sure to put the OR at the end of each search term.  If OR is omitted, the search term is treated as an AND.

Google Chrome Users

Click on a wdox hyperlink in the body of a web page (here's a handy link that you can use:  wdox://?E TEST ).  When you do this, Chrome will prompt as follows:

UPDATE:  It has come to our attention that older versions of Chrome will allow you to Check the 'Remember my choice' checkbox, then click 'Open'.  But in newer versions, you will always receive the prompt as Chrome has removed the Remember my choice for Worldox.exe links checkbox.

If you find out how to make Chrome remember this choice, please let us know and we'll update this page (and give you credit!)

Many web-based CRMs allow you to attach files to actions.  Trumpet encourages you to utilize Worldox Links (or shortcuts) to the documents to ensure that you don't have documents filed in multiple locations (the Worldox document repository *and* your CRM).

• To do so, in your CRM, select the "Upload" or "Browse" button.

• Worldox will open the Search interface

  

• Find the files you wish to attach to the action.
  Note:  You can attach multiple Worldox links at the same time using this method

• Double click to select the file(s) and clarify your selection (Select "Continue")

  

• Worldox will prompt you to select:

• Full copies of the files
• In a Worldox file list (internal use only)
• Encrypted container (i.e. a passworded ZIP file)

  

• Select the "In a Worldox file list (internal use only)" radio button

• Under the "Worldox List Name" you can rename the file as you would like it to appear.

• Select "OK"

This will add the files to your CRM's action.

Background

Worldox integrates very tightly with ShareFile, allowing several different levels of integration:

• Ad-hoc secure delivery of a small number of files, using the ShareFile add-in for Outlook along with Worldox's hook technology

• Full web portal publishing - multiple files for multiple recipients, using the Trumpet Publisher application and 'Send To' commands from within Worldox

• Full bulk document assembly, processing, auto-filing and delivery, using the Assemblage application

Details

Ad-hoc delivery of a small number of files

The ShareFile add-in for Outlook provides a convenient way to securely deliver documents to others, without the overhead of attaching files to emails:

How To Enable

Trumpet Sites

If your firm uses Trumpet's standard Worldox configuration, use the Integrate Worldox With Other Applications instructions to enable the Outlook 2007!Send With ShareFile integration point (it says 'Outlook 2007', but will also work for Outlook 2010)

Non-Trumpet Sites

If your firm does not use Trumpet's standard Worldox configuration, the following 'hook' definitions can be added to your system (you may want to ask your Worldox VAR about helping you with loading these definitions into your system):

WDHOOK32.INI settings:

[Outlook 2007!Send With ShareFile]
Active_Trigger=1
ModuleName=OUTLOOK
ApplicationClass=rctrl_renwnd32
PopupClass=#32770
PopupTitle=Open
Process_Type=1
MessageID=71

WDHOOK.INI settings:

[Outlook 2007!Send With ShareFile]
ApplicationName=Outlook
Title=Outlook 2007-2010 - Attach File(s) With ShareFile
;TestIfOpen=0
NotForEdit=1
AfterPath=\n\w\w\w
Macro=\vf\n
CancelMacro=\c
MaxLen=8092
Attach=1
Quotes=1

[Outlook 2007!Send With ShareFile Loop]
MaxFiles=255
;Separator=;

To disable Outlook for individual users, we'd recommend the following:

Go into the user's Outlook, File > Options > Add-ins, and disable the Worldox add-in.

Additionally, in personal .INI file:

[Email]
Init=0

[Debug]
Outlook=0

Cloud User Workstations

The Worldox executable is mirrored from the cloud to the workstations' local disks and launched from the local disk.

• Processor: Core 2 Duo (or higher)
• Operating System: Microsoft Windows XP Professional SP3, Vista and Windows 7, 8 or 10 (Home version O/S's not supported)
• Memory:  Min 2 Gig of RAM or higher 4 Gig recommended for Win 7 and 8
• MS Office 2007 through 2016 - 32-bit versions of full installs, for more information regerading Office 365, please see:  Worldox Compatibility with Office 365 (Click-To-Run installs and 64-bit versions are not supported)
• Integration with Adobe Acrobat 7.0 or higher is supported (versions 6 and below of Acrobat are not supported)
• Integration with Adobe Reader 8.0 or higher is supported (versions 7 and below of Reader are not supported)

Hosted Exchange

• If you are running hosted Exchange, you must run Outlook in cached mode.

• File Server â€”  stores the document repository (also called the "DocVault") and the Worldox index files.  Typically, the file server uses the same hardware as the application server, but the two can be on different hardware.
  • no real hardware requirement
  • must have large available disk capacity (> 15 GB)
  • operating system should be a Windows Server operating system (2008 or above)
  • must be backed up

    Note: For small sites, a workstation OS can be used, but is not recommended - please see this article if you are considering a workstation OS for the file server.
    Note: Nothing actually runs on this server, so a fully Windows compliance NAS device is acceptable.
    Note: If your site uses High Availability Cluster locking, please consult with Trumpet support (support@trumpetinc.com)
    

• Application Server — stores a master copy of the Worldox application and global configuration files, a master copy of the Virtuoso application, and a master copy of the Symphony Profiler application.    Executables are never launched on or registered on the application server itself – it is just used for storage of the application and configuration files.   All installation is performed via a network share from the Indexer PC.  Typically the application server uses the same hardware as the file server, but the two can be on different hardware.

  • same requirements as File Server (and is frequently the exact same computer as the File Server)

  • must be backed up

  • Note: Nothing actually runs on this server, so a fully Windows compliance NAS device is acceptable.

• Indexer PC —  runs the WDIndex application (or the "Indexer software"), which performs near real-time processing to ensure that the index files are kept up-to-date.  WDIndex also runs nightly background maintenance.  In addition, if applicable, the Symphony OCR and Symphony Profiler Processor software are installed on and run from the Indexer PC.  This workstation needs to remain logged on 24/7 unless the Worldox and Symphony software has been installed to run as a service.  It is *highly* recommended that the Indexer PC be dedicated for this purpose, and not used for any other day-to-day operations.   Trumpet performs most configuration work from the Indexer PC.
  

  • Processor: Core 2 Duo (or higher). Faster processors as well as Dual-Core Processor will provide max performance.

  • Operating System*: Microsoft Windows 7, 8 or 10 (Home version O/S's not supported).  If running on a Server O/S, must be Windows Server 2008 or newer.

  • Memory: 2GB of RAM minimum (4GB recommended)

  • Operating System: Microsoft Windows 7, 8,10 (XP is not supported)
    

  • Network connection: 100 Mbps connected directly to your network backbone. (1 Gbps recommended.)

  • Free Local Disk Space: At least 50% of the disk size of the documents being indexed.

  • Software: 

    • Adobe reader or comparable PDF reader recommended

    • If email indexing is desired, or if Symphony OCR is to process attachments to emails, a full installation of 32-bit Microsoft Outlook Mail client needs to be installed (no email address needs to be configured).  Fully launching Outlook will install the required DLLs.

    • Highly recommend disabling Windows updates and handling those manually on a periodic basis
      

  • The Indexer PC does *not* need to be backed up - starting the indexer on a new PC is a very quick process (see the 'Configuring a Temporary Indexer' section of the Worldox and Disaster Recovery article)
    Note: A server operating system can be used for the Indexer.  However, if you need to run the Indexer on your application or file server, please contact Trumpet at support@trumpetinc.com to discuss.

    Note:  The indexer workstation can be a Virtual Machine, and this may be a nice option for your firm.  If you do choose to use a VM as your Indexer, be sure to verify that the VMWARE Disk drive Removal policy is set to "Quick removal" — Failure to do so can result in a failed rebuild.

• Professional User Workstations  â€” the Worldox, Virtuoso and Symphony Profiler Workstation executables are mirrored from the application server to the workstations' local disks and then launched from the local disk.
  

  • Processor: Core 2 Duo (or higher)

  • Operating System: Windows 7, 8 or 10 (Home version O/S's not supported)

  • Memory:  Min 2 Gig of RAM or higher. 4 Gig recommended for Win 7 and 8

  • Office and Adobe Compatibility:
    

    • MS Office 2007 through 2019 - 32-bit versions of full installs (Click-To-Run or trusted app installs and 64-bit versions are not supported)

    • Integration with Adobe Acrobat 8.0 or higher is supported (versions 7 and below of Acrobat are not supported)

    • Integration with Adobe Reader 9.0 or higher is supported (versions 8 and below of Reader are not supported)

    • Acrobat DC Full and Reader
      

• Network Infrastructure

  • 100 Mbps, low latency connection between all systems

  • Please note that WAN connectivity (via mapped drives) is not recommended (Terminal Services or remote desktop based remote connectivity is fine)

  • Networking based on domain membership is recommended (i.e. with a domain controller and workstations connected to the domain).  Peer-to-peer networking is not recommended except for very small sites (i.e. one or two computers)

  • All servers and workstations must belong to the same domain (or workgroup)

• Hosted Exchange

  • If you are running hosted Exchange, you must run Outlook in cached mode.

IMPORTANT:  If you are planning a server migration, please be sure to coordinate with Trumpet in advance.  We do nearly 100 server migrations per year, and have a very well defined process for ensuring they go smoothly.

• Terminal Server — hosts the user interface for Worldox Enterprise itself and sends instructions to WDSERVER to perform actions on the local Enterprise workstation PCs.  Please note, the Enterprise deployment cannot be put on an existing Terminal Server that is being used to host other applications or full desktop access.  This needs to be a dedicated resource to Enterprise.
  
  • (dedicated hardware or virtual machine), running Windows Server 2008 R2 or higher
  • Client Access Licenses (CALs) sufficient to cover all users or devices that will launch Worldox Enterprise
  • Desktop Experience must be enabled on each server
  • 8GB RAM, 2x4 core CPU can handle ~30 simultaneous users.  More servers will be required for more sites (or redundancy)

• Dedicated WDSERVER PC — Facilitates integration between the Enterprise workstations' local applications and the published Worldox Enterprise application when actions on the Worldox Enterprise PCs need to be propagated to the main Enterprise published application.  The Indexer and WDServer applications must run on their own workstations / Virtual Machines - they cannot be combined. Reason being, the WDSERVER PC handles a lot of network traffic and can cause significant performance issues when combined with the continuous tasks that the indexer performs.
  
  • running Windows Vista or newer
  • Minimum 4GB RAM
  • multi-core processor
    
    Note:  For smaller firms (less than 20 users), WDSERVER can be run as a process on the RDS Terminal Server.  Larger sites require dedicated hardware / virtual machines for WDSERVER.
    

• Enterprise Workstations — Remote or internal workstations that will launch Worldox via the Enterprise interface.  Worldox will run as a published app (hosted on the RDS Terminal Server), and will connect to the WDSERVER to provide integration services.
  
  • Windows Vista or higher
  • Minimum RAM 2GB for XP, 4GB for Vista or higher
  • Remote Desktop Client v.7 installed
• Firewall
  • For each terminal server used, open the default port 3389 (or a port of your choosing)
  • On the dedicated WDSERVER Machine, open Ports 5010 - 5011 or two other ports of your choosing
• Bandwidth â€” minimum 3 Mbps between Enterprise workstations and RDS Terminal Server and WDSERVER PC

• File Server â€”  stores the document repository (also called the "DocVault") and the Worldox index files.  Typically, the file server uses the same hardware as the application server, but the two can be on different hardware.
  • no real hardware requirement
  • must have large available disk capacity (> 15 GB)
  • operating system should be a Windows Server operating system (2008 or above)
  • must be backed up

    Note: For small sites, a workstation OS can be used, but is not recommended - please see this article if you are considering a workstation OS for the file server.
    Note: Nothing actually runs on this server, so a fully Windows compliance NAS device is acceptable.
    Note: If your site uses High Availability Cluster locking, please consult with Trumpet support (support@trumpetinc.com)
    

• Application Server — stores a master copy of the Worldox application and global configuration files, a master copy of the Virtuoso application, and a master copy of the Symphony Profiler application.    Executables are never launched on or registered on the application server itself – it is just used for storage of the application and configuration files.   All installation is performed via a network share from the Indexer PC.  Typically the application server uses the same hardware as the file server, but the two can be on different hardware.

  • same requirements as File Server (and is frequently the exact same computer as the File Server)

  • must be backed up

  • Note: Nothing actually runs on this server, so a fully Windows compliance NAS device is acceptable.

• Indexer PC —  runs the WDIndex application (or the "Indexer software"), which performs near real-time processing to ensure that the index files are kept up-to-date.  WDIndex also runs nightly background maintenance.  In addition, if applicable, the Symphony OCR and Symphony Profiler Processor software are installed on and run from the Indexer PC.  This workstation needs to remain logged on 24/7 unless the Worldox and Symphony software has been installed to run as a service.  It is *highly* recommended that the Indexer PC be dedicated for this purpose, and not used for any other day-to-day operations.   Trumpet performs most configuration work from the Indexer PC.
  

  • Processor: Core 2 Duo (or higher). Faster processors as well as Dual-Core Processor will provide max performance.

  • Operating System*: Microsoft Windows 7, 8 or 10 (Home version O/S's not supported).  If running on a Server O/S, must be Windows Server 2008 or newer.

  • Memory: 2GB of RAM minimum (4GB recommended)

  • Operating System: Microsoft Windows 7, 8,10 (XP is not supported)
    

  • Network connection: 100 Mbps connected directly to your network backbone. (1 Gbps recommended.)

  • Free Local Disk Space: At least 50% of the disk size of the documents being indexed.

  • Software: 

    • Adobe reader or comparable PDF reader recommended

    • If email indexing is desired, or if Symphony OCR is to process attachments to emails, a full installation of 32-bit Microsoft Outlook Mail client needs to be installed (no email address needs to be configured).  Fully launching Outlook will install the required DLLs.

    • Highly recommend disabling Windows updates and handling those manually on a periodic basis
      

  • The Indexer PC does *not* need to be backed up - starting the indexer on a new PC is a very quick process (see the 'Configuring a Temporary Indexer' section of the Worldox and Disaster Recovery article)
    Note: A server operating system can be used for the Indexer.  However, if you need to run the Indexer on your application or file server, please contact Trumpet at support@trumpetinc.com to discuss.

    Note:  The indexer workstation can be a Virtual Machine, and this may be a nice option for your firm.  If you do choose to use a VM as your Indexer, be sure to verify that the VMWARE Disk drive Removal policy is set to "Quick removal" — Failure to do so can result in a failed rebuild.

• Professional User Workstations  â€” the Worldox, Virtuoso and Symphony Profiler Workstation executables are mirrored from the application server to the workstations' local disks and then launched from the local disk.
  

  • Processor: Core 2 Duo (or higher)

  • Operating System: Windows 7, 8 or 10 (Home version O/S's not supported)

  • Memory:  Min 2 Gig of RAM or higher. 4 Gig recommended for Win 7 and 8

  • Office and Adobe Compatibility:
    

    • MS Office 2007 through 2019 - 32-bit versions of full installs (Click-To-Run or trusted app installs and 64-bit versions are not supported)

    • Integration with Adobe Acrobat 8.0 or higher is supported (versions 7 and below of Acrobat are not supported)

    • Integration with Adobe Reader 9.0 or higher is supported (versions 8 and below of Reader are not supported)

    • Acrobat DC Full and Reader
      

• Network Infrastructure

  • 100 Mbps, low latency connection between all systems

  • Please note that WAN connectivity (via mapped drives) is not recommended (Terminal Services or remote desktop based remote connectivity is fine)

  • Networking based on domain membership is recommended (i.e. with a domain controller and workstations connected to the domain).  Peer-to-peer networking is not recommended except for very small sites (i.e. one or two computers)

  • All servers and workstations must belong to the same domain (or workgroup)

• Hosted Exchange

  • If you are running hosted Exchange, you must run Outlook in cached mode.

IMPORTANT:  If you are planning a server migration, please be sure to coordinate with Trumpet in advance.  We do nearly 100 server migrations per year, and have a very well defined process for ensuring they go smoothly.

Worldox Web 3.0 and New Email Engine System Requirements

Both Worldox Web 3.0 and the new Email Engine require at least the GX4 WDU14 release. WDU15 was posted in October, though, so you may wish to update Worldox to the latest revision before adding these new products.

These are the system requirements you need to have in place in order to be able to install these components:

• 64 Bit Windows Server 2012 R2 or Higher running IIS
• Full time broadband Internet connection
• Static IP address with a corresponding hostname 
• TCP Port 443 needs to be open for incoming to the Primary Server. Have your SSL certificate available prior to beginning the installation process. (If you are not using SSL, this would be port 80, but of course this is not recommended unless you require the launch of a VPN prior to accessing Worldox Web 3.0 or the iOS app.)  
• TCP Port 5008 and 5001 need to be open for incoming to the Primary Server from the Proxy Server. 
• Windows 10 (x64 required) workstation to serve as a Worldox Proxy Server. That machine should be a quad core CPU and have at least 8 GB of RAM.

Note:  The "Home" versions of Windows are not supported

• Windows 10, 64-bit only
• .NET Framework 4.7
• Worldox Client installed
• Exchange 2013 CU17 or Exchange 2016 CU6, both with EWS

*Email Service Workstation Agent*:

• Windows 10, 32-bit or 64-bit
• .NET Framework 4.7
• Outlook 2013 32-bit or Outlook 2016 32-bit or 64-bit

*It is not required that the new Email Agent be installed at all. It is an add-on that can be installed whenever the customer is ready, if ever. *

While Worldox Web will be free of charge for Worldox Professional and Enterprise customers who install it on premises and for Worldox Cloud customers, Worldox Professional and Enterprise customers who prefer that Worldox host Worldox Web will still be offered the Worldox Connect bundle that includes Hosted Worldox Web at the current cost.

Background:

We have had people reaching out looking to gather some more information on what features are available in Worldox Web 3.0.

Features:

Here is the list of available features as of 11/02/2020

History

Prior to February 2011, Worldox would be installed to the Terminal Server running in non-mirrored mode (i.e. launching Worldox directly from the network share that holds the Worldox executable templates).  This strategy has several significant problems, including preventing Worldox upgrades from being applied without logging all Terminal Server users out of Windows.

Terminal Server Deployment Option

In February of 2011, Worldox introduced a new Terminal Server deployment mode.  With this new capability, Worldox is installed to the Terminal Server using the WDWorkstationInstall application, but the Terminal Server installation type is selected.  Once this has been done, users of the terminal server will run Worldox mirrored - but the mirror is performed on a per-user basis.  Instead of storing the Worldox mirror files in C:\worldox, they are stored in a sub-folder of %appdata%\Worldox.

Procedure

If the shortcut being used to launch Worldox on the Terminal Server points to an executable named Worldox.exe, the site is launching in non-mirrored mode.  It is strongly recommended to switch over to the new Terminal Server deployment method.  Here's how:

• Make sure that they are running Worldox code dated after 2/23/2011 (Help->About will give you the date)

• Re-run WDWorkstationInstall on the Terminal Server, and choose the Terminal Server installation option.

  Tip: This can be done without kicking any users out of Worldox or Windows - over the next day or so, users will move over to the new mirrored mode operation as they close and re-launch Worldox

Note: If you have configured Startup shortcuts on the Terminal Server, these will need to be replaced with the desktop shortcut (or Start->All Programs->Worldox shortcut) created by WDWorkstationInstall.  The target of the shortcut on the Terminal Server will be X:\Worldox\WDMirror.exe (X: may be different for your site).

Background

Often times, users of a document management system find that they would like to access or work with their documents while they are on the road.  Worldox provides several methods for working remotely:

• Worldox GX4 Enterprise: The full Worldox experience, adapted for multi-office and/or remote-access environments

• Worldox GX4 Cloud: The full Worldox experience, on the cloud

• Worldox\Web Mobile: Ideal for road warriors who want to have access to their documents on their iPads and smart phones while traveling
  

• Remote Desktop / Terminal Services: For remote users who have high speed Internet access, and don't need to scan many documents while remote

• Remote scanning using Symphony Profiler Reservation system in conjunction with Terminal Services and/or WAN

• Direct launch via Wide Area Network over Virtual Private Network (WAN over VPN): For remote users who need to be able to check out a number of documents, work on them, then check them back in.  This approach is not generally recommended.

• Offline mode: Ideal for road warriors who want to have access to their documents on their laptops while traveling

This page outlines each of these methods, as well as the advantages and disadvantages of each:

Worldox GX4 Enterprise

This is Worldox adapted for multi-office, remote-access environments.  Worldox Enterprise features an add-on server component that allows fast connectivity from on-site desktops, remote offices and out-of-office machines (e.g., your home PC or laptop).  It centralizes document storage and indexing in your data center, behind your firewall. This solution is NOT browser-based. End users receive the full Worldox application delivered to their desktops via Microsoft published application technology. Worldox interacts seamlessly with locally installed applications.  It looks and feels exactly the same as the Professional version.

This solution is ideal for you if you have a centralized document set accessed by remote offices and remote users, and are NOT using a terminal server or Citrix remote deployment model. The Enterprise and Professional model can be combined as a mixed environment to fit your desired approach to accessibility.

For more information on Worldox Enterprise, visit:

• https://www.worldox.com/worldox/worldox-enterprise/
• Minimum system requirements - Worldox Enterprise
  
  
  

Worldox GX4 Cloud

This is a cloud-based version of the Worldox document management system.  Like GX4 Enterprise, this version is adapted for a multi-office, remote access environment, featuring that add-on server component mentioned above.  However, with the Cloud version, all of your firm's documents, and the Worldox software, are hosted off-site at one of World Software Corporation's secure/redundant data centers.  This solution is NOT browser-based. End users receive the full Worldox application delivered to their desktops via Microsoft published application technology, with the Worldox WDSAAS architecture. Worldox interacts seamlessly with locally installed applications.  It looks and feels exactly the same as the Professional desktop version.

Another key difference from other cloud-based document management systems is that only Worldox and Worldox managed files are hosted off-site. You provide the other applications locally.

This "Software as a Service" solution is ideal for you if you want your document management system and documents stored and backed up in top-tier data centers without the cost or effort of managing your own hardware.

For more information on Worldox Cloud, visit:

• https://www.worldox.com/worldox/worldox-cloud/
• Minimum system requirements - Worldox Cloud
  

Worldox WebMobile

Worldox/Web Mobile is an enhancement to Worldox that allows users to access and send files from mobile devices such as the iPad and most smart phones.  When users connect from their mobile device, Worldox/Web Mobile presents a simple, scaled-down interface that can:

• Access, review, and forward e-mail or e-mail attachments

• Search for and review files in Worldox

• Review the profile information of a file

Remote Desktop / Terminal Services

This option encompasses both Microsoft's remote desktop technology and other remote control solutions such as Gotomypc, Laplink, PC Anywhere, etc.

In this mode, users connect to their workstations (or to a virtual terminal services workstation) and work with Worldox as they normally would.  Documents can be viewed, opened and modified in the remote session, and new documents can be created.  The caveat is that all work must be performed INSIDE the remote session.  If the user creates a document on their local workstation, then they won't be able to save it into Worldox without the cumbersome process of transferring the file, then moving it into Worldox using DropZone.

If you have remote employees, then a remote desktop solution is most likely the solution for you.  The only exceptions are if the employee can not work entirely inside the remote session.

Options for minimal usage of scanners in remote desktop environments

If a remote user needs to perform incidental (i.e. low volume) scanning in a remote desktop environment, they can scan locally, save to the user's desktop, then use a file transfer (or shared local drive in Terminal Services) to transfer the file to the home office.  Once the file is at the remote office, it can be dragged onto the Worldox WorkZone icon to file it.

Note that moving large (or many) documents over a slow VPN connection can take some time, so this option is only suitable for very low volume scanning.  If you are going to be scanning a large number of documents, then using the Symphony Profiler or WAN with off-line mode and synchronization options (described below) are far superior options.

Preferred Method for Remote Scanning - Symphony Profiler

Symphony Profiler is an add-on application to Worldox that enables employees who have detailed knowledge of how a document should be filed to make a "reservation" for a document using a barcode cover sheet.   Documents can then be scanned in batch, and the Symphony Profiler will take care of automatically filing the documents to Worldox in the background.

Symphony Profiler allows for a number of interesting workflows, including several remote scanning workflows.  For remote scanning, the user that obtains the reservation (the 'Filer') can also be the user that performs the remote scanning (the 'Scanner') - or the remote site can have another user fulfill the Scanner role.  A process for remote scanning using Symphony Profiler is:

• Filer fills in a Worldox index card inside the Terminal Services session and types in the reservation ID from a cover sheet.  This process is repeated for all documents that need scanning.

• Scanner scans the document on their local system and saves to a local folder that is also made available to the network (e.g. via WAN connection, periodic file transfer/synchronization scripts or any other mechanism).  This save is very fast because it is a local save.

• Symphony Profiler pulls the scanned file (over the WAN connection) from its location at the remote site, breaks the file apart at each cover sheet, and fulfills the reservations in the live Worldox system

• The scanned document is now available for access by any user in the Terminal Services session or the home office.

The above is one way of leveraging Symphony Profiler to remove the slow WAN connection from the scanner operator's workflow.  There are other configurations/techniques that we can discuss with you if your remote access technologies don't align with the above assumptions, and Symphony Profiler is a good choice if you are considering a centralized or partially centralized scanning workflow - please ask!

Direct Launch via WAN over VPN (Not generally recommended)

A wide area network creates the exact same network drives on your remote workstations as you have on your internal local area network (LAN).

Note:  VPN connections tend to have significantly higher latency (round trip time) than regular network connections.  Unless you have a VPN that has been explicitly designed for low latency, we strongly recommend that you not use this approach for working remotely.  Please consider a remote desktop type solution instead.

If you have a Wide Area Network, then Worldox can work as it normally does - but slower (and in many cases much, much slower) because of the network speed of the remote connection.  Because the workstation operates exactly as if it were connected to your LAN, the user can perform any task that they would normally be able to.  This includes scanning and filing on the remote workstation.

Worldox has several features that help overcome the speed differences between a workstation running on a WAN and one running on a LAN:

Mirrored workstation install

The first installation of Worldox on the remote workstation can take a bit of time (~15 minutes).  During this process, Worldox copies all of it's files to the local workstation.  From that point forward, whenever Worldox is launched, it copies down only changed files. 

Launch times for Worldox running on a WAN are typically 10-15 seconds.

If you do not already have a WAN set up, and you wish to use this option, please contact your system administrator to ask about what it would take.  Configuring virtual private networks is a technical specialty, so if your system administrator does not have direct experience setting it up, we recommend that you contract with someone who does have experience.

Offline Mode

Worldox can store documents in what is called a "local mirror".  This local mirror is a partial representation of the full document repository on the file server.  Users can work with documents in the local mirror when they are disconnected from the network (and can even add new documents and make changes to existing documents).

When the user connects to the network again, Worldox will notify them that they have changed documents, and asks if they wish to copy those changes back to the server.

Users can explicitly copy documents to their local mirror, or they can check the documents out.  If a document is checked out, then it can not be modified by any other user until it is checked back in (users can still view, copy and open documents checked out as read-only).  Checking documents out is useful if the user is certain that they will be working on a given document, and wants to ensure that no one else will make changes.

Other Options

If you have (or are considering) a remote connectivity architecture that is not described above, please let us know and we can discuss how Worldox will work in your environment.

Background

The recommended infrastructure arrangement for Worldox deployments is to have the file server that hosts the docvault and Worldox application files use a true server operating system (e.g. Windows Server 2008, 2003, etc...), and use standard domain connected workstations.

In some cases (usually for very small firms), it may be desirable to use a non-server operating system and/or a peer-to-peer network instead.  Please note that this configuration is not recommended.

Considerations

If you are using a workstation operating system to host the file server, you MUST set the following registry key.  Failing to do so will result in unreliably connectivity between your indexer PC and the file server:

HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\lanmanserver\parameters

set the autodisconnect value to hex ffffffff

After making the change, reboot the 'server'

You can also read the Microsoft Knowledge Article on this setting and how it works.

To determine the type of Worldox installation you are running:

• Right-click on the Worldox icon in your System Tray and choose "About Worldox"
  
• Refer to the Environment section:
  • If you are running Worldox Cloud, you will see "Currently running Worldox in the cloud"
  • If you are running Worldox Professional, you will see "Currently running Worldox mirrored"

Description

When saving a file from Internet Explorer, the Worldox "index card" (hook integration) does not launch.

Background

When Worldox integrates with a Save As dialog, it must know the type of the file that is being saved.  When the user clicks OK on the Worldox Save dialog, Worldox builds the full path (including the file extension) that the native application should save to.

For most Save As dialogs, this works just fine.  If you save from Word, for example, the list of file types is known ahead of time.  Worldox can provide you with that list in the Save As Type drop down list.  For other Save As dialogs (Internet Explorer's download Save As dialog, for example), the file type is not known to Worldox.  Without being able to reliably determine the file type, Worldox is unable to build the full path of the file that should be saved.

Because of this limitation, it is not possible to hook certain Save As dialogs, including:

• Internet Explorer download file, Save As...
• Outlook, Save Attachment As...

Note: This limitation is for the particular dialog listed.  Other dialogs in the application can (and often are) hooked properly.

For more information related to Worldox hook integration, see Integrating Worldox with Additional Applications

Immediate Workaround

Save the file to your desktop, then drag and drop the file into Workzone.

Note: For more information about Workzone, please refer to the following Knowledge Base article: Workzone.

Worldox Professional (server-based)

Worldox Professional licensing is based on concurrent users, meaning, "the number of instances of Worldox that can be open at the same time."

In other words, Worldox can be installed on an unlimited number of workstations.  However, your license limits the number of users that can actually run Worldox at the same time.  For example: if you have a ten user concurrent license, only ten instances of  Worldox can launch simultaneously.  If an eleventh user tries to open Worldox, they will receive a warning that all licenses are in use.

Concurrent licensing in Worldox is managed by the application itself and does not require any administration by the user. 

If you would like to purchase additional licenses, please email support@trumpetinc.com.

If you are receiving a warning that all licenses are in use and would like to determine which users are logged in, please visit Determining How Many Users are Logged In.

Note:  You must have Worldox open to both save and search for documents in the Worldox document repository.

Note: The Indexer workstation and the software running on the Indexer workstation do not require a Worldox license.

IMPORTANT: If you are running Worldox on a Terminal Server, you must close out Worldox completely (Right click on Worldox icon in System Tray and select "Close Worldox") in the Terminal Server session or you will consume two licenses.

Worldox Cloud

Worldox Cloud licensing is based on named user.  Each employee that will need access to Worldox (either to save OR retrieve files) will require a license.  It's important for compliance purposes that users do not "share" a license.

If you would like to purchase additional licenses, please email operations@trumpetinc.com

Note:  You must have Worldox open to both save and search for documents in the Worldox document repository.

If you are getting a notification that the maximum number of Worldox users are logged in, and this doesn't sound right to you, chances are you have a user that was left logged in on the Indexer workstation, conference room or other "non-user" workstation.  Check around the office to ensure that Worldox is shut down on all worsktations that do not need to consume a license.

If you're not able to track down the extra user, use WDInfo to see which users are logged in (for information on WDInfo, visit, WD Health and Monitoring System to run the WDInfo tool, and Understanding the WDInfo Information Presented for information on reading the tool)

Background

When a document is filed to Worldox, the file is actually stored to your file server, in a document repository folder called "Docvault".  

If a firm has basic Worldox security enabled, restrictions are placed on who has access to what areas of Worldox - so that certain users may not be able to file to or retrieve from certain areas *within* Worldox.  However, the user could manually navigate into the document repository via Windows Explorer and still access the documents.

What is Active Directory Integration?

Active Directory integration, also referred to as Worldox Advanced Security, pushes the basic Worldox security model into your Windows document repository.  This effectively prevents users from circumventing Worldox security and accessing restricted files through the file server.

Technical Overview

Worldox has a two-tier security enforcement model.  The first tier consists of enforcement inside the Worldox application itself (Trumpet handles this).  The second tier involves pushing the behavior of the Worldox security model into the NTFS security on the file system (your System Administrator will need to handle this).  When the second tier is enforced, the Worldox Indexer is responsible for interpreting the Worldox security requirements and pushing those settings into NTFS.  It does so by integrating with the Active Directory of the site.

The overall approach involves the following components:

• File Server - stores the document repository (also called the 'DocVault') and enforced NTFS security

• Domain Controller - runs Active Directory, which manages Users and Groups that Worldox will use to enforce NTFS security

• Indexer PC - performs background processing to create necessary Active Directory groups, adjust membership of those groups, and to push security for those groups into NTFS for the appropriate folders and files

System Requirements

How Do I Enable Advanced Worldox Security?

Please contact Trumpet at support@trumpetinc.com.  We'll send you a quick punch list for your System Administrator to complete, to prepare your server for Active Directory.  Once this is complete, Trumpet will log into your Indexer to apply the Active Directory settings to Worldox.

To find all files in Worldox that have File Level Security applied:

• Open a New Search
• Select the cabinets that you would like to search (to search across the entire system, select all cabinets)
• In the Revised By field, enter: /s
  
• Click "Search"

Note: This will only return a search for secured documents that you have access to.  It won't, of course, return documents that you are secured from accessing.

Specifications

Recommended Model

In particular we like the Fujitsu fi-7160 model. It scans 40 pages per minute for single-sided copies and has a 50-page document feeder, at 300 dpi. It can also scan double-sided (which is a must). You can find it for about $950 to $1000 from a reliable vendor. This scanner cannot be networked.

Here's a link from which you may access the specification sheet and the operating manual for the Fujitsu fi-7160 model, as well as a list of distributors:

http://www.fujitsu.com/us/services/computing/peripherals/scanners/workgroup/fi-7160.html

Premier Models

There are other Fujitsu scanners that scan at a higher speed but are considerably more expensive.  We find the model recommended above to be adequate to meet the needs of daily workflow.  Here is a higher-end model for your reference if interested:

http://www.fujitsu.com/us/products/computing/peripheral/scanners/fi/departmental/fi7180/index.html

Network Scanners

If physical space is an issue for your firm, and you'd like a scanner that multiple people can use, you might want to consider purchasing a network scanner. We recommend the Fujitsu N7100.

This model features a large touch screen, keyboard, and is smaller than many of its competitors. It scans at a rate of 25 pages/minute, and can be configured to scan at resolutions of 150, 200, 300, and 600 dpi (dots per inch). The automatic document feeder holds 50 pages at a time.

More specs and information can be found at: http://www.fujitsu.com/us/products/computing/peripheral/scanners/fi/network/n7100/index.html

Network scanners work great with Symphony Profiler as each person doesn't need a dedicated scanner to do their work.

Personal Scanners

If you have low volume (30-50 pages per day), the Fujitsu ScanSnap iX500 model works very well: https://www.fujitsu.com/us/products/computing/peripheral/scanners/scansnap/ix1500/

Don't be cheap, though - if you scanning a reasonable amount of paper each day/week, buy the Fujitsu fi-5530C (discussed above).

Note for hosted/remote scanning users:  You should check with your IT provider to make sure that a given personal scanner will work in your environment.  Some hosted environments don't support ad-hoc scanning with non-TWAIN scanners.  Symphony Profiler *does* support non-TWAIN scanners (even if your hosting environment does not), and is the recommended solution for remote scanning as well as any high volume scanning.

Flatbed

If you do not expect to be scanning odd pieces of paper (e.g., receipts, pages from books) often, you may be interested in purchasing an additional, inexpensive flatbed scanner. One popular model is the Xerox X7600i:

http://www.xeroxscanners.com/en/us/products/item.asp?PN=X7600i

It's about $75 and is considerably slower in comparison to the Fujitsu but should meet the infrequent need of scanning on a flatbed.

If on the other hand, you think you will have a frequent need for the flatbed feature, then consider the premier Fujitsu model that comes with the flatbed. As mentioned, it is considerably more expensive than the recommended Fujitsu model or the $75 for a separate inexpensive flatbed scanner, so you need to consider how often you would use this functionality in your purchasing decision.

Scanning Software

Remember, Worldox does not integrate with the scanner itself.  Rather, it integrates with the scanning software. Most scanners ship with the latest version of Adobe Acrobat.  Worldox integrates with all versions of Adobe Acrobat, however Trumpet strongly recommends against scanning using Acrobat version 8. Adobe made changes to the *workflow* of scanning in Acrobat 8, to the point where it is inefficient and cumbersome.  Therefore, if you are already using Acrobat 8, we strongly recommend purchasing the upgrade to the newest version of Adobe Acrobat (typically $99 for the upgrade).

Interesting note from a user with Worldox Web Mobile and an iPhone — One user reported that an app called Turboscan in the Apple App Store allowed them to photograph a document, convert to PDF and upload to Worldox via the Worldox iPhone app.  (This is not an endorsement from Trumpet — Just a recommendation that we are passing along).

Trumpet recommends that scanners have the following settings:
-    300 DPI
-    Black and White (if you choose to use auto-color detection, be sure the users understand that color scans -even if it's just a small amount of color on an otherwise B&W sheet) will consume far more disk space than B&W.
-    Turn OCR *off* (Performing OCR during scanning drastically reduces throughput.  OCR is best performed as a back end process)

The following features are okay to enable (but are not mandatory):
-    Deskew
-    Blank page dropout
-    Auto-orient

Trumpet recommends scanning using the PDF file format.  PDF is a much more robust file format.

TIFF is an image-only format.  The specification for TIFF is owned and maintained by Adobe - but there haven't been any advances to the format in many years.  In addition, there are a lot of 'optional' features in the TIFF format, and because there isn't a standard TIFF viewer, support for these features is spotty at best.  There are some very basic compression algorithms, for example, that are supported by most TIFF viewers.  But as soon as you step even a little outside of the norm, it can get really tricky.

PDF has the following significant benefits:

• It is not an image-only format.  It also has provisions for high quality rendering (as opposed to just bitmap presentation).  This allows for an OCRed text overlay, etc.

• It has a very well known, well publicized and freely available default reader implementation (Adobe Reader).  This is very well maintained, and is available for all operating systems, and in fact, ships with almost every new computer

• It is a specification that continues to add new and innovative features (better compression algorithms are one example)

• It captures much more than just simple image-per-page data (TIFF captures one image per page - that's it).  For example, PDF allows for markup, embedding of tags, building of hyperlinks and bookmark navigation trees

• PDF allows for encryption

Worldox does support TIFF formats (the internal Worldox viewer is actually quite good at rendering TIFF files), but if a firm does not use Symphony OCR (Symphony OCR converts TIFF images into PDF as part of the OCR process), they'll want to convert TIFF files to PDFs before emailing to a client so the client can easily read, save and manipulate the file as needed.  Attach Plus (www.attachplus.com) is a great tool for converting email attachments to PDF on-the-fly.

From time to time, you may have a client couple that gets divorced.  Many folks ask how to handle the situation as it pertains to the documents already filed in Worldox.

Create new client's and account numbers

First, determine which of the two individuals makes the most sense to keep the current code. In the example below, John & Mary Barnes are a married couple.  If John and Mary are getting divorced, I would keep the client code BARNJO1 for John and add a new client for Mary because the code here indicates the first four digits of the last name, the first two of the first name,and then a unique number.

For instructions on adding a client code see:  Add a New Client

Now that you have added the new client, you'll want to add the accounts and/or insurance policies that are applicable to that client.

For instructions on adding accounts see:  Add a New Account

Note:  To ensure that you add the account codes using the same convention as they were under the married couple, you may want to export the list of account numbers to a .csv file and copy and paste from this excel file.  To export the list of client names see:  Exporting a Code Table List to CSV or Excel

Move / Copy pertinent documents

Once the new accounts are added, you will want to move the documents filed under the combined client to the newly added client code.  To do so, find the documents you wish to move

Note:  Select the combined client code, and then select all account numbers/policies that you added to the new client code), then Move the files.  See: Move Files in Bulk. In this instance, you will want to move the documents from the combined code to the new code.

You will also want to make a determination as to which non-account related documents you may wish to move to the new client.  For example, you may want to move the client's wills, trusts, etc.  Other firms opt to make a copy of all the non-account related documents to place in in the new client's client folder so that they have those available under both parties.

Clean up look up tables

Once you have moved / copied all the documents you wish to move / copy, you should clean up your code look up tables by deleting the new clients account numbers/insurance policies from the combined client code. 

Finally, you will want to update the description of the combined client code to reference only the individual who is keeping the code.  See:  Edit a Description

From time to time, you may need to combine two client's documents under a single household.  For example, two of your clients may get married, or perhaps you have added the husband as a client, and another person in your firm adds the wife as a client.

• Determine which code should be used going forward.  Either of the codes is fine, however, most frequently, firms opt to use the male's code for the head of house.  (This example references keeping the husband's code.)

• Edit the husband's code descriptions to include the wife.  For information on editing descriptions in the code look up table, see:  Edit Descriptions.

• Now you'll want to add the wife's account numbers and / or insurance policies to the husband's code.

  Note:  It is very important that you add the codes to be  exactly the same as they were under the old client.  I recommend exporting the list of account codes to a .csv file (here are instructions: Export to .csv File) and copying and pasting as you add the values.  For instructions on adding account codes / insurance codes see:  Adding Values

• Once the accounts are added, you will want to move the documents filed under the wife's code to the husband's code: 

• Do a global search for all documents filed under the wife's code. 

• Sort the list of documents by Cabinet (to add "Cabinet" to your search results list see:  Add a Column to your Column Headers)

• Select all the files in one cabinet, and select "Edit Profile"

• Edit the client code to the husband's code leaving an asterisk in all the other fields

• Select OK

• Repeat these steps for each of the remaining cabinets in your search results lists.

• Delete the wife's client code

Background

Worldox utilizes the "Filed By" field as a part of the document profile for nearly every cabinet created by and installed by Trumpet.  The Filed By field is simply a pointer to the Worldox User list.  Therefore when a user name changes you should be careful with how to process this to ensure that you don't orphan any documents.

Solution

You have two options when a user's name changes.

Option 1 

The first option is to deactivate the user's former user code in Worldox and add a new user code for their new name.

Here are instructions for deactivating a user:  Deactivating a User
Here are instructions for adding a new user:  Adding a User

Implications:

If you opt for this method, the documents that were filed by the user prior to the change will have the "Filed By" assigned as the old user.  You can search for documents Filed By an Inactive User by selecting the "Filed by" Field and choosing the "Show All" or "Inactive Only" options in Filed By menu.

If you want to edit the Filed By to have the User's new Code, you can follow the procedure for Editing Codes found here:  Edit Codes

You'll want to do this in every cabinet that has the Filed By Field.

Option 2

The second option is to simply update the "Display" name and not the user code while utilizing a login name for their new Windows username.  To do this:

• Open the WDAdmin application (Note, if you have Active Directory Enabled, you'll need to do this from the Indexer workstation)
• Select "Users"
• In the Edit> Users list, double click on the user
• Leave the Worldox "Code" the same
• Update the "Login Name" to the user's new name
• Update the "Display Name" to the user's new name
• Click Save

Implications:

For Worldox there are none, just a philosophical change that says that the code doesn't match the name.  

In Worldox, the process for moving multiple files from one cabinet to another is simple.

A bulk move can be completed in the following steps:

• Select the files you wish to move

  

• Right-click on one of those files

  

• Select "Move"

• Clarify the selection and then click "Continue"

  

• Select the cabinet that you wish to move the files to.

• File out the index card

  
  

  Note: If you wish to keep the field same from the old location when it is moved to the new one, place an * in the field to copy it from source (see image below)

  

• This will then move the files to their new location in Worldox and you should received the following confirmation:

  

For the most part, Trumpet will assist you with troubleshooting, training and configuring the software that you've purchased from us (e.g. Worldox, Virtuoso, Symphony Suite). 

This may mean pointing you to a knowledge book article that describes your problem in detail or it may involve us logging in with you to resolve your issues. 

In some instances, we may need assistance from your system administrator in troubleshooting network related items and we will be happy to partner with them to help resolve your problems particularly when they involve items that may be network related (e.g. routine server disconnects, hardware issues, etc).  Your system administrator remains responsible for maintaining the overall health of your network and workstations including your Indexer workstation.

You may have a situation where you've added an account number to the wrong client, or perhaps you have a situation where a child's account is saved under a parent's household, but the child becomes an adult and therefore needs a household of their own.

Here's how to handle that situation:

• Create a New Client Code (if applicable).  For instructions on creating a new client code, visit:  http://support.trumpetinc.com/index.php?pg=kb.page&id=1483

• Add the account number to the appropriate client code.  For instructions on adding an account to the client, visit:  http://support.trumpetinc.com/index.php?pg=kb.page&id=1484

• Do a search in Worldox for all documents that pertain to the account number you wish to move

• Select Ctrl + A on your keyboard to select all the documents

• Select Edit -> Profile

• Select the New Client Code and the New Account Code, leaving the asterisk in ALL of the other fields (use the drop down arrow to select the asterisk manually, if not already selected. Do this for any field you are not intentionally changing)

• Select "OK"

This will move the documents from the old client to the new client

• Finally, you're ready to delete the account code from the old client.  Here are instructions for doing so:  http://support.trumpetinc.com/index.php?pg=kb.chapter&id=1491

Description

When viewing a PDF in a web browser, there is no option to save from Adobe Acrobat (or Reader) X into Worldox.

Resolution

There are several reasons for this happening and it is also best to work through the following instructions:  "Unable to save from Acrobat X or Adobe Reader X to Worldox" and "Worldox integration with Internet Explorer 7 or above does not work." Another thing to be aware of is the floating toolbar that appears at the bottom of the browser window.

• On the floating toolbar select the acrobat icon

  

• This will load the Adobe Acrobat Toolbar (Highlighted in the red square)

  

• Select Tools

• Click "Saves a PDF to Worldox"

• Within the "Save As" dialog in Worldox, enter the information for the document and save.

Background:

Many users wish to store some or all of their Outlook emails in Worldox - including those that they send from their mobile devices or smart phones.  Worldox only interacts with local instances of Outlook and Sent Email integration will *not* work within your mobile device.

Solutions:

1. The first solution is to Cc or Bcc yourself on the email.  This will effectively place the email in your Outlook Inbox, where you can use the "Worldox Copy" and "Worldox Move" features to file the emails to Worldox.

2. The second solution is to set up your mobile device as an ActiveSynch connection (you or your system administrator will be responsible for doing this).  Once the ActiveSynch is established, the email you send and receive from your mobile device will be included in your Sent and Inbox folders in Outlook.  From these locations you can use the Worldox Copy and Move features to file the emails to Worldox.

In Worldox, use the following process to configure the default directory:

• Select the spell checker button on the profile card.

• Select the 'Dictionaries...' button.

• Click 'Add Dictionary'.

• Select the file 'userdic.tlx'.

• Click the 'Close' button.

• Open the 'Options...' dialog.

• Ensure the proper "Main Dictionary language" is selected.

• Click 'OK' - Even if no changes were made.

• Click 'Cancel' to close the spell checker window.

• Close the profile card.

Anti-virus software constantly monitors all your data. Virus software is often set to maximum protection by default, which can dramatically slow Worldox tasks or worse. Here’s a guide to configuring anti-virus software for a balance of performance and protection.

Background

Worldox can develop performance problems if anti-virus software is not properly configured. If you experience any of these symptoms:

• Much slower than usual operation
• Unexplained read-only or file lock conditions
• Unexplained missing Worldox DLL’s or EXE program files

Anti-virus settings may be the problem.

Performance problems can result from a variety of different conditions or conflicts. This article discusses how you can configure the anti-virus software package at your site for best performance with Worldox.

Worldox, like any Document Management System (DMS), is a database program. It opens, reads, and writes to large numbers of files during normal operation. Your anti-virus software constantly monitors all your data. In so doing, it can slow down your DMS. Optimal configuration of your anti-virus software is essential for efficient operation of your DMS.

Detail

Anti-virus software

Your anti-virus software shadows the processes of file opening, reading, and writing. It checks that the contents of files are all right, and confirms that files are virus-free.

Virus software is typically set to maximum protection by default. Such a setup is excessive in certain installations. It can degrade the performance of Worldox and other software on your system. It’s overkill when your virus software scans each file as it is opened to see if it has the potential to be destructive. Anti-virus software needs to be re-configured so that there is a balance between necessary protection and acceptable performance.

Your anti-virus software must be optimized. To improve the performance of Worldox, configure your anti-virus software so that Worldox databases are ignored. Once you do this, your Worldox system will immediately speed up. Once you reduce anti-virus overload, your data will still be secure; the difference is that Worldox will be able to work for you at full speed.

Configuration

This process of optimization does not mean that Worldox is completely overlooked in the search for viruses. You can set your anti-virus software to scan any and all files on a regular basis, at times of the day or night when traffic on your network is comparatively light. We’ll explain how you can configure your anti-virus software so as to accomplish these goals:

• Protect your hardware, software, and data from viruses.
• Optimize your PC’s performance.

These are general guidelines that you can use in conjunction with your anti-virus software provider.

Types of exclusions

By “exclusion,” we mean the identification of files that should not be scanned for viruses during normal working hours. You can prevent your anti-virus software from processing files that you designate. There are two ways to do this:

• Folder-Based Exclusion
  Some anti-virus programs allow folder exclusions. This means that you can tell the software which folders should be exempt from time-consuming scanning. If your virus software permits exclusion by folders, we recommend this option.
• Extension-Based Exclusion
  Some anti-virus programs allow you to exclude files from scanning by extension only.

Configuration for folder-based exclusion

If your anti-virus software allows folder-based exclusion, then we advise that you exclude all the following folders from real-time scanning:

• The folder(s) where your Worldox audit trail files are stored.
• The folder(s) where your Worldox ISYS databases are stored. This includes both Profile and Text folders.
• Your Worldox Shared Files folder on the network.
• Your local C:\WORLDOX folder structure on your hard disk. Also make sure your users have “full Control” local machine rights to this folder structure on their local drive.
• Also make sure your users have “full rights’ to ISYS, audit and to SHARED files folder structure on the network as well.
• Your local Windows Profile/Cabinet folders for Worldox:

C:\Users\%username%\AppData\Roaming\WORLDOX
C:\Users\%username%\AppData\Local\WORLDOX

Please note: If you are taking a folder-based exclusion approach, then in addition to the folders mentioned above, we still need to add a couple of extension-based exclusions. *.CRS and *.LIB files are Worldox database files that are stored under document depository structures, which do not fall under the folder-based exclusion list. So be sure to exclude these two extensions along with the folders mentioned above.

Configuration for extension-based exclusion

If your anti-virus software allows exclusion only by extension, then we advise that you exclude all the extensions in the table below.

Please note:

• All these folders contain binary or flat text files.
• Files of this type are not prone to infection by viruses, nor do they carry viruses.
• Excluding these types of files from real-time scanning incurs no loss of protection against viruses.