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Training Manual Archives-Worldox GX4::Rehearsal Workshop

1. About this Course

1.1. Instructional Goals

Upon completion of this course, you should be able to:

  • Understand the purpose of Document Management
  • List at least 3 Fundamentals of Worldox
  • Open and Close Worldox
  • Save Documents to Worldox
  • Use the Shortcuts for Saving to Worldox
  • Create Quick Profile Templates
  • Organize Quick Profile Templates
  • Save Documents Outside Worldox
  • Use Code Look Up Tables
  • Define Symphony Profiler
  • Create Cover Sheets for use in Symphony Profiler
  • Create Reservations using Symphony Profiler
  • Search for Documents in Worldox
  • Edit Documents in Worldox
  • Edit Code Look Up Tables Descriptions in Worldox
  • Create Find Templates in Worldox
  • Create Virtuoso Launcher Buttons
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1.2. Prerequisites

No applicable Pre-requisites

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2. Purpose & Fundamentals

2.1. Purpose & Fundamentals

Purpose of Document Management

One of the primary functions of Worldox document management software is to make documents easy to find by many different people who may think of information in different ways. 

This goal is achieved by:

  1. saving documents consistently and
  2. providing many different methods (using indexing) for finding files

Worldox guides users to save documents with relevant information to make searching intuitive and efficient.

Fundamentals of Worldox

  • In order to save and search for documents using Worldox, you must have Worldox open
  • Worldox manages collections of documents, organized into cabinets (sometimes called "Profile Groups")
  • Each document in a cabinet has a profile associated with it
  • The fields in a document's profile are dependent on which cabinet the document resides in
  • Each document has an assigned Doc ID (this is just one part of a document's profile, but it's a really important part)
  • Each profile within a cabinet has a number of fields
  • Most fields are tied to a code lookup table
  • Each code within a lookup table has a description associated with it

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2.2. Exercises: Background Information

Define the Purpose of Document Management:

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List at least 3 Fundamentals of Worldox:

__________________________________________________________________________________________________

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__________________________________________________________________________________________________

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3. Basic Navigation and Saving

3.1. Opening and Closing Worldox

Open Worldox

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

 

 

 

Close Worldox

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

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

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3.2. Saving Documents to Worldox

Saving a Document To Worldox

The first step in saving a document is to understand the Profile Card.

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

Here is an example of a Worldox profile card:


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.

The fields within the Profile Card are Code Look Up Tables.

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.

Now that you understand the Profile Card, and the Code Look Up Tables, we can save documents to Worldox.

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.

 

The method for saving a PDF file from Adobe Reader is slightly different.

Worldox Professional & Cloud

Adobe Reader will not open a Worldox profile card when you select the "Save" button.  Instead, you should select the File->Worldox Save button.

Then, fill out the profile card accordingly.

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

One of the things people struggle with when they're first filling in Profile Cards is what to use in the description field.  We recommend coming up with a set up naming conventions for your descriptions.

Naming conventions help ensure that all users are saving documents with clear and/or consistent descriptions.  Naming a file can be difficult because it's incredibly "free form".   When naming documents, it's important not to be redundant or do unnecessary typing.  For example, there's no need to type a document date into the Description field.

It's also a good idea to use naming conventions in your Quick Profile templates so you have some firm-wide guidelines on how to title documents.

The following are not necessarily recommendations, but ideas to consider when making an internal decision:

Applications there is often nothing to add that wouldn't be redundant, so keeping it simple with little typing, such as App, is best
 
Beneficiaries whether it is the initial beneficiary or a change to a beneficiary + beneficiary name
 
Checks dollar amount and the year to credit the contribution or check number
 
Correspondence the subject line or regarding line

Distributions dollar amount and period (one time, quarterly, etc.)
 
Insurance policies whose policy it is + type + amount
 
Journaling since multiple accounts are involved, add the description as where the money moved to
 
Legal documents whose document it is
 
Paystubs whose pay stub it is + employer name
 
Service forms the form name
 
Statements the month it is covering
 
Tax returns whether it is federal or state return
 
Trades the date of trade
 
Transfers where the transfer initiated from

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3.3. Shortcuts for Saving Documents

We can speed up the process of navigating through the Code Look Up Tables and the Profile Card.

Code Look Up Tables

Use the Scroll Bar

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

Type to your Choice

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

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

Select Linked Fields

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

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

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

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

Profile Card

Use Drop Down Arrow

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

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

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

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.


 

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3.4. Quick Profile Templates

Introduction to Quick Profile Templates

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

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

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.

Create Quick Profile Templates

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

Here's how to create a Quick Profile template:

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

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.

Add Naming Conventions to Quick Profile Templates

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

Organize Quick Profile Templates

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

Use Quick Profile Templates

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"



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3.5. Save a Document - Outside of Worldox

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.

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3.6. Exercises: Basic Navigation and Saving

  1. Save 5-10 Documents by filling in the Profile Card Manually
  2. Save 5-10 Documents by using the Shortcuts
  3. Create 10-15 Quick Profile Templates for the documents you have filed
  4. Close Worldox completely
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4. Code Look Up Table Usage

4.1. Code Look Up Tables

Introduction to Adding Values to Code Look Up Tables

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

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

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

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

Add the new field code and the description.

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

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

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

 

Code Conventions

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

Client Code & Description Conventions

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

Conventions for Persons:

Client Code:

The client code should follow the format LLLLFF##

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

Client Description:

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

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


Conventions for Businesses:

Client Code:

The client code should follow the format BBBBBB##

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

Client Description:

The client description should be the business name

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


Account Code & Description Conventions

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

Account Code:

Account Number Code = the Account Number

Example: 34567891

Account Description:

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

Broker/Dealer Accounts Codes

Account Code:

Account Number Code = BD-Account Number

Example: BD-18768468

Account Description:

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

Example: 345678910 Candace Clark SEPIRA SEI


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

Insurance Policy Code  & Description Conventions

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

Policy Code:

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

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

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

Examples:
LIF-001
DIS-001
DIS-002

Policy Description:

owner + account type + carrier

Example: Candace Clark LTC Pacific Life


Edit Codes to be Inactive

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

In order to flag a code as inactive:

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

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

Your code look up table will now be inactive.

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

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4.2. Exercises: Look Up Table Usage

  1. Add 2 new Clients to the Client Code Look Up Table - Mickey Mouse & Donald Duck
  2. Add 2 new Accounts each to the Account Code Look Up Table for Mickey Mouse & Donald Duck
  3. Save a "test" application and a transfer form each under one of Mickey Mouse's accounts and one of Donald Ducks accounts
  4. File 10-20 documents that pertain to a client's accounts for your complicated client
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5. Symphony Profiler Usage

5.1. What is Symphony Profiler

What is Symphony Profiler?

The Symphony Profiler add-on for Worldox® is part of Symphony Suite, The Complete Imaging Solution.  Symphony Profiler enables the user to quickly profile a stack of paper documents from their desktop using Symphony Profiler's pop-up "reservation" form.

Then that batch of documents can be handed to a clerical worker or intern to scan. The clerical worker does not need to know anything about Worldox or how the firm files its documents. In fact, once the filing reservations are made, the scanning and filing of documents is literally reduced to the push of one button.

This greatly reduces the time to get paper documents filed into Worldox while almost eliminating filing errors.

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5.2. Symphony Profiler Usage

Create Cover Sheets

Before you can begin making reservations, you'll need to create some cover sheets.

Cover sheets are used to associate your document with a completed Worldox index card.

Here's how:

  • Right-click on the Symphony Profiler Workstation icon in the system tray and choose "Create Covers"

       

Tip:  IF you have Symphony Profiler Workstation installed, you can also right-click on the Symphony icon in the system tray by your close and choose "Create Cover Sheets"

  • Enter the number of cover sheets you'd like to create (cover sheets can be reused)
  • Click "OK"
  • A PDF file containing the cover sheets will display in your web browser
  • Print this PDF

NOTE: We encourage you to print the cover sheets on pastel yellow paper so that it's easy to reuse them (do not print them on dark shades of paper). These cover sheets are not user-specific, so any other user in the firm can also make reservations with these cover sheets.

TIP: For regular use, print enough for the user to use between scanning sessions. It's also really simple for the user to create new covers when they need them, but that may involve a walk to the printer, so it's best to do it in batches.

Create Reservations

IMPORTANT: The exact detail of this process is actually important to avoid problems caused by users scanning a cover sheet without ever having filled in an index card. Please emphasize to the user that they should NOT pick up the cover sheet until after they type the reservation ID into the Reservation ID dialog.

Create Reservations by Typing Reservation ID (most common)

Now that you have cover sheets available to you, it's time to create a reservation:

  • Ensure that Worldox is running
  • Ensure that you have a stack of cover sheets available. Place them on one side of your keyboard
  • Place the stack of documents for which you wish to create reservations on the other side of the keyboard
  • Double click on the Symphony Profiler Icon in Worldox (or double click on the Symphony Profiler icon in your system tray)
  • The Worldox – Create Reservation window will open
  •  Complete the Worldox profile for the first document and click "OK"
  • The Symphony Profiler Reservation ID window will open
  • Type in the Reservation ID from the first sheet in your stack of cover sheets

NOTE: If you type in an invalid reservation ID, Symphony Profiler will prompt you that the ID is not valid.

 

  • Place the cover sheet on top of the document immediately and set the package to the side
  • Once you have entered the Reservation you will be given three options:
    • Another Similar (Alt+S) – This option will open the Worldox – Create Reservation window with the information from your last save pre-filled. You can change any information necessary and select "OK"
    • Another (Alt+A) – This option will open the Worldox – Create Reservation window which you can then fill in
    • OK (Alt+O) – Select this option if you are finished creating reservations

You have now successfully created a Worldox filing reservation!

Create Reservations with Handheld Barcode Scanner

If you are doing a lot of back scanning you can optional use a handheld barcode scanner (like this one:  Barcode Scanner) to input the Reservation IDs. 

Here are the steps you'll follow:

  • Ensure that Worldox is running
  • Ensure that you have a stack of cover sheets available. Place them on one side of your keyboard
  • Place the stack of documents for which you wish to create reservations on the other side of the keyboard
  • Double click on the Symphony Profiler Icon in Worldox (or double click on the Symphony Profiler icon in your system tray)
  • The Worldox – Create Reservation window will open
  •  Complete the Worldox profile for the first document and click "OK"
  • The Symphony Profiler Reservation ID window will open
  • Scan the barcode on the cover sheet with the handheld barcode scanner
  • Place the cover sheet on top of the document immediately and set the package to the side
  • Lather, rinse, repeat until you're finished with your stack of documents.

Note: this works great when your scanning mass quantities of documents.  If you're only creating a few reservations at a time, it may be more efficient for you to type in the Reservation IDs.

Fulfill Reservations

To fulfill your reservations, simply scan all of the documents (including the cover sheets) as one bulk scan operation. Save to one of the Symphony Profiler monitored folders. This can be done in a single scan operation, and there is no need to name the file in any particular manner.

Note:   If you re-scan a document within one hour of its original scan, and an additional reservation has not been made for that Reservation ID in that time, Symphony Profiler Processor will create a new version of the original document and re-fulfill the reservation.  This allows you an hour to re-scan a document if the scanner misfeeds, etc.

Check Reservations

You can check the status of any reservations that *you* have made using the "Favorite Files" button in Worldox. Use the "Just These" button next to the Symphony Profiler filter option, and it will show you both unfulfilled and recently fulfilled reservations. It follows the same rules as the other Worldox favorite matters, which means you should see about 30 days worth of history.


Note: This is workstation-specific, so it will only show reservations for that user.

To check on a reservation made by a different user, you'll need to refer to the Symphony Profiler Processor.  See Checking on Reservation Fulfillment for more details.


Another way of checking is to use the Show History menu from the Symphony Profiler icon in your system tray. Note that this method is an older feature that is no longer supported by our development team.

  •  From Worldox, select "Symphony Imaging -> Show History"
  • This will launch the recent history of the workstation

Tip:  If you have Symphony Profiler Workstation installed, you can also right click on the Symphony Icon in the system tray by your clock and choose "Show History"


Note: Both of those methods are workstation-specific, so it will only show reservations for that user

To check on a reservation made by a different user, you'll need to refer to the Symphony Profiler Processor.  See Checking on Reservation Fulfillment for more details.

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5.3. Symphony Profiler Administration

Now, let's pause a moment to discuss the back end of Symphony Profiler, which is the Symphony Profiler Processor running on your Indexer PC.

The following is a representation of the steps that the Symphony Profiler Processor uses to fulfill reservations.

 

 

Let's actually look at the Symphony Profiler Processor so you can get a feel for the interface itself.

The Symphony Profiler Processor contains four quadrants:

  • The upper left quadrant shows which reservations have not yet been fulfilled
  • The upper right quadrant shows which files have been saved to the monitored folder(s) but do not match to a reservation ID
  • The lower left quadrant shows the recently fulfilled reservations that Symphony Profiler has processed
  • The lower right quadrant shows a log of activity the Processor has performed recently

Tip: Double clicking on entries in any of the lists will display the reservation and/or file.

You will see the reservation we created in the upper left hand quadrant.  That reservation has been created, but not fulfilled.

Remember that Symphony Profiler Processor "monitors" a folder or set of folders on your network to look for scanned images.

Configure Monitored Folders

The Monitored Folder(s) is the folder(s) that the Symphony Profiler Processor monitors for scanned documents that should be matched up to a Symphony reservation.

Note: We recommend that you configure the scanner(s) to place scanned documents into a dedicated Symphony input Folder on the network.  For example, if your scanner supports creation of different scan profiles, create a scan profile on the scanner named 'Symphony' and have documents scanned with that profile placed into a dedicated Symphony input folder.  You can use multiple folders if preferred.  Visit the FAQs section for instructions on configuring dedicated scan paths for certain scanners.

These instructions provide a more detailed look at the Symphony Profiler Monitored Folder configuration settings, which are available by navigating to Edit > Preferences in the Symphony Profiler Processor.

  1. By default, the Symphony Profiler Processor configures a single Input folder in its network installation location.  If additional folders need to be added, select "Add"
  2. In the "Folder" field, select the ellipses (...) button and browse to the folder on your network that Symphony Profiler should monitor
  3. Leave the "Reservation ID regular expression" field as is
    Tip: This is an advanced configuration option that can be used to process the input filenames in certain ways.  It is unlikely that you will need to change this, especially if you are using Symphony Profiler cover sheets.
  4. Click "OK"
  5. Repeat for any additional folders that need to be added
  6. Remove any folders that should not be monitored by selecting them and clicking "Remove"

It's mentioned above, but it's really important that you configure your scanners to place scanned documents in a dedicated Symphony Input Folder on the network.

Let's go ahead and Configure your Symphony Profiler Processor to look at where you're scanner is placing documents.

Blank Page Handling

Next we will discuss how your scanner handles blank pages. 

These instructions provide a more detailed look at the Symphony Profiler Image Processing configuration settings, all of which are available by navigating to Edit > Preferences in the Symphony Profiler Processor.

The Symphony Profiler Processor can identify and remove blank pages from your scanned documents.  Many scanners already have this capability, in which case we recommend that you let the scanner do the work of removing blank pages.  If you have a scanner that does not do this, and you are going to be scanning double sided, here is how to configure the Processor to remove pages:

  • Leave "Threshold" at the default

Tip: This threshold defines how sensitive the blank page detection algorithm is.  The higher the number, the less sensitive it is.  The default value should be fine for most cases, but if the scanner is dirty, or you are seeing some 'bleed through' of content from the front side, you may need to increase this number.  At this point, we recommend you provide Trumpet with a document containing any blank pages that were not correctly identified, and we will analyze it and provide a recommended threshold level.

  • Leave Required block count set at the default

Tip: The block count also defines how sensitive the blank page detection algorithm is.  The lower the block count, the more sensitive the processor will be to remove blank pages.  For example, if the Required Block Count is set to 1 Symphony Profiler is more likely to treat a page as non-blank than if the Required Block Count is set to 8.   At this point, we recommend you provide Trumpet with a document containing any blank pages that were not correctly identified, and we will analyze it and provide a recommended Block Count.

  • Determine what Symphony Profiler should do with blank pages
    • Leave blank pages alone:  If a file contains blank pages (e.g. when scanning duplex), all blank pages in the document will remain.  This is the default setting, and is recommended unless the scanner does not provide blank page removal
    • Remove blank page following cover:  Symphony Profiler will remove blank pages only following the cover page when scanning duplex
    • Remove all blank pages:  This will remove all blank pages including the one immediately after the cover and any others that are blank

...

5.4. Exercises: Symphony Profiler Purpose and Usage

  1. Create 10 Cover Sheets
  2. Create 10 Symphony Profiler Reservations
  3. Fulfill 10 Symphony Profiler Reservations
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5.5. Exercises: Workshop Day 1 - Additional Exercises

  1. Save an additional 15-20 documents (if applicable, feel free to use Symphony Profiler)
  2. Create Quick Profile Templates when applicable
  3. Update your Naming Convention table
...

6. Basic Search Techniques

6.1. Search for Documents in Worldox

The first step in searching for documents in Worldox is to understand the Search Card.  We will cover in-depth Searching training in your Savvy Searching Session, for now, we will cover the steps to find the documents that you have currently filed.  There are, of course, many more advanced techniques but this will provide you with the basics.

Introduction to the Search Card

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

Here's an example of a search card:

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

Non-Code Lookup Table Fields (Metadata)

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

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".

Search for all documents in a Cabinet

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

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

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

Search for all documents in Multiple Cabinets

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

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

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

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

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

If you select the Accounts cabinet you will see these fields

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

  • Enter your search criteria, and select "Search"

Search using Code Look Up Tables

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

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

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

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

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

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

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7. Editing Documents and Code Look Up Table Information

7.1. Edit the Profile Card of a Document

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"

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7.2. Edit Code Look Up Table Descriptions

Introduction to Editing Values in Code Look Up Tables

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!

Edit a Description

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

To edit the description in a field code lookup table:

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

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

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7.3. Exercises: Editing Documents and Code Look Up Table Information

  1. Edit the File description on one of the files for Mickey Mouse
  2. Edit the description of one of your pretend clients accounts in the Code Look Up Table
...

8. Find Templates

8.1. Introduction to Find Templates

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.

...

8.2. Create Find Templates

To Create a Find Template in Worldox:

    • Open a Search Card

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

    • Select Options -> Save Template
    • The "Save Find Template" Window will open
    • Name the Template

      • Select the appropriate "On Selection" radio button

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

Fill in the appropriate "Save Template for" radio button

  • Select "Save"

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

  • Select "OK"

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

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

  • Open a Search Card

  • Select the cabinets in which you wish to search

  • When you select the "Doc Type" button you will be presented with the list of cabinets.
  • Select one of the cabinets
  • The look up table will open for that cabinet.

  • Select the Document types

  • Select the next cabinet

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

  • Select Options -> Save Template

  • The Save Find Template will open

  • Type a name for the template

  • Make appropriate selections as follows:

    On Selection:

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

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

...

8.3. Edit Find Templates

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

  • Open a Search Card
  • Select Options > Edit Templates

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

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

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

...

9. Bookmarks

9.1. Introduction to Bookmarks

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

Bookmarks can be pinned to your button bar menu:

or Accessible in the Bookmark area of the Navigation Panel:

and also by going to Bookmarks -> Manage

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

...

9.2. Create Bookmarks

To create a bookmark:

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

  • and select OK

Worklist Files

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

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

  • Click the green check.

  • Type a  meaningful name in the Bookmark Name Field.

  • Make appropriate selections as follows:

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

Search

These are your Find Templates in Worldox:

  • Select the appropriate Find Template

  • Type in a meaningful name in the Bookmark Name field

  • Make appropriate selections as follows:

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

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

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9.3. Manage Bookmarks

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

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

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

...

9.4. Exercises: Bookmarks

Create 2 Bookmarks that reference your Find Templates and pin them to your button bar.

...

10. Column Headers

10.1. Column Headers*

Introduction to Column Headers

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.

Add Column Headers

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

Left-click on an empty space in the column header section of the search results window
 
Select the desired fields to add from the drop down menu:
 

Move or Adjust Column Headers

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

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

-You can also use the "Best Fit" button to quickly adjust your columns automatically. Left Click on the orange button on the far right of your header bar.
Note: Right clicking on that same orange button will "undo" changes made to your headers and columns.

-You can also Right Click on a column header and select Best Fit [Column Name] to quickly adjust the size of that column to fit its contents.


Remove a Column Header

Left-click on the column heading you no longer want to view

 
Drag the column heading up or down
 
Release the mouse

Sort Column Headers

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

Sort by a Single Field:

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

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

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

Sort by Multiple Fields:

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

  • Select "Set Multi-Level Sort"

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

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


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

Create Column Header Templates

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

To Create a Column Header Template:

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

Use Column Header Templates

Right-click in a blank space on your column header 

 
Select "Open Column Template"
 
Click on the desired header template

Associate a Column Header with a Find Template

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

  • Open a 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.

...

10.2. Exercises: Column Headers

Organize your column headers as you wish them to appear as the default for your firm.

Save this Column Header as a template.

Associate this Column Header with a Find Template.

...

11. Virtuoso

11.1. Introduction to Virtuoso


Virtuoso is a method of document retrieval designed to give you quick access to the documents you use most.  Virtuoso organizes Worldox Find Templates through the use of Palettes.  These palettes contain Launcher Buttons which point to a Worldox Find Template.  These Find Templates can contain a special code which reference your CRM.  This enables you to search for documents based on the contact record that you are on in your CRM.

Note: For those using Internet Browser based CRMs --> Virtuoso is currently only compatible with Internet Explorer.

Video: Introduction to Virtuoso

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11.2. Open & View Virtuoso

To open Virtuoso, double click on the Virtuoso Icon on your desktop:

Virtuoso will "sit" or dock itself by default on the left hand side of your left-most monitor.

To access Virtuoso:

Select and hold the CTRL key on your keyboard while simultaneously sliding your mouse to the far left of your left-most monitor.

Virtuoso will then "slide" out so it's visible.

 

...

11.3. Sample Virtuoso Palettes & Launcher Buttons

You may wish to have Palettes that are either Role-Based or User-Based (or a combination of both).

Here are a few "Sample" role-based palette ideas:

Advisor - Launcher buttons that might be included in this palette are:

  • Financial Plan & Review
  • Insurance Documents
  • Legal Documents
  • IPS

Investment - Launcher buttons that might be included in this palette are:

  • Checks
  • Applications & Beneficiary Designations
  • Distributions & Journals
  • IPS
  • Performance Report

Operations -

  • Applications & Beneficiary Designations
  • Checks
  • Account Service Requests

Tax - Launcher buttons that might be included in this palette are:

  • Tax Returns
  • Tax Organizer
  • Supporting Documents
  • 1035 Exchange

Insurance - Launcher buttons that might be included in this palette are:

  • Policies
  • Illustrations
  • Underwriting
  • Account Service Requests

 

...

11.4. Virtuoso Palettes

Introduction to Virtuoso Palettes

Virtuoso Palettes are customized navigation panels which allow you to organize your Launcher Buttons.    Palettes can be created based on the rolls within your firm (e.g. Advisor), or can be created based on user (e.g. Bill).   Users can subscribe & unsubscribe various palettes based on their needs.

Video: Virtuoso Palettes

Create a Palette

Right-click in the gray area of the Virtuoso toolbar and select "Add New Palette"
 
 
The "Edit Palette" window will open:
 
 
Fill in the following fields:
 
Palette Caption - Type a name into the caption field for your new palette.  This will show in the title bar of the Palette in Virtuoso.
 
Palette Description - provide a brief description.  This will show in the subscription screen

Note: Virtuoso will not permit you to create a palette with the same name as an existing palette.

Optional Features:
 
Locked Check Box- Selecting the Locked check box option will prevent users from editing the palette (including yourself).  If  you want to edit the palette, you must right-click in the gray area of the palette, select "Edit Palette" and uncheck the box.
 
Template Check Box - Selecting the Template check box will allow you to set this palette as a default palette.  When a new user launches Virtuoso, by default, they will be subscribed to this palette.  They can unsubscribe to this palette if necessary.

Subscribe to Palettes

You can select which palettes you wish to subscribe to.  Subscribing to a palette will place that in the Virtuoso navigation panel for you to select from.  You can subscribe to the palettes that are applicable to the types of documents you wish to access.

To subscribe to a palette:

Right click in the grey area of the Virtuoso toolbar and select "Subscribe to Palettes"

This will open a list of palettes that you can subscribe to.

From this window, check the check box for the palettes you want to use, then select "OK".

The palettes you subscribed to should now appear in Virtuos.

If you subscribed to more than one palette, toggle between them by clicking on the gray title bars

 

 

Clone Palettes

You may want to "clone" or create a copy of an existing Palette.  For example, if you are a new employee and want to create a copy of another user's palette then make changes to your copy, you may do so.

To Clone a Palette:

Subscribe to the palette you wish to Clone.

Right click in the gray area of that palette and select "Clone Palette"

The "Edit Palette" window will open prefilled with "Copy of <<Name of Palette>>", and the Palette description.

Palette Caption - Rename appropriately

Palette Description - Rename appropriately

Optional Features:
 
Locked Check Box- Selecting the Locked check box option will prevent users from editing the palette (including yourself).  If  you want to edit the palette, you must right-click in the gray area of the palette, select "Edit Palette" and uncheck the box.
 
Template Check Box - Selecting the Template check box will allow you to set this palette as a default palette.  When a new user launches Virtuoso, by default, they will be subscribed to this palette.  They can unsubscribe to this palette if necessary.

...

11.5. Special Find Template Codes for Virtuoso

Client Codes

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

The designation is:

{!CONTACTCODE!}

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

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

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

Worldox User

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

%WDUSER%

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

...

11.6. Launcher Buttons

Introduction to Launcher Buttons

Launcher buttons are one button mouse clicks that reference Worldox Find Templates.  These buttons are placed on Palettes to allow your firm to organize these buttons.  Here is an example of a Launcher Button:

Video: Virtuoso Launcher Buttons

Create a Launcher Button

Virtuoso Launcher Buttons are organized on Virtuoso Palettes.  Therefore, in order to create a Virtuoso Launcher Button, you must have created a Virtuoso Palette.  Virtuoso Launcher Buttons can reference either Worldox Find Templates or Web URLs. 

Create a Launcher Button using a Worldox Find Template

These instructions reference a Worldox Find Template.  In order to create launcher buttons using these instructions you must first have created a Worldox Find Template.  For more information on creating a Worldox Find Template visit:  Create a Find Templates

Note:  Worldox Find Templates should be created globally (for everyone) for use particularly with Worldox Enterprise.

Navigate to the palette in which you want to add a Launcher Button

Right click in the grey area and select "Add Launcher Button"

The "Add New Launcher" window will open

Begin at the top of the window:

Palette - This will default to the palette in which you are selected on when you right click and choose "Add Launcher Button"

Caption - This caption will appear under the launcher button, and will help to identify the button

Tool Tip Template - The tool tip template will appear when you hover over a Launcher button.  Most users will simply want to replace the "Documents" with the specific set of documents that you are creating the Launcher Button to find.  If you want to have the tool tip to reference the contact you are on in your CRM, leave the {!CONTACTDESCRIPTION!} in place.

Find Template Name - This field is used to reference a Worldox Find Template you will be using when the button is selected.  To navigate to a list of Find Templates, select the ellipses button next to the field. 

This will open the Choose WD Template window

You will navigate to the Find Template you wish to associate with that button, highlight it, and click "OK"

Search URL - This field is used to reference a web url.  If you are utilizing a Worldox Find Template, the Web URL for the associated Find template will automatically be populated to include the corresponding web url for your search.  You need not change this URL.

Note:  Worldox supports initiating searches using specially formatted hyperlink URLs.  Therefore, if you prefer creating the Web URL rather than relying on a Worldox Find Template, you can do so.  Further instructions for creating these Web URLs can be found here:  Launching searches using Worldox hyperlinks

Icon - Here you can select a meaningful icon for your Launcher Button by clicking on the appropriate icon.

Once you have completed these items, Select "OK".

Your Launcher Button will now appear on the Virtuoso Palette.

Note:  You can associate a particular Column Header with a Worldox Find Template to ensure that your columns align appropriately.  For instructions on saving a column header with a Find Template see the chapter on Column Headers

Create a Launcher Button using a Web URL

These instructions reference creating searches based on utilizing a Website address. 

Navigate to the palette in which you want to add a Launcher Button

Right click in the grey area and select "Add Launcher Button"

The "Add New Launcher" window will open

Begin at the top of the window:

Palette - This will default to the palette in which you are selected on when you right click and choose "Add Launcher Button"

Caption - This caption will appear under the launcher button, and will help to identify the button

Tool Tip Template - The tool tip template will appear when you hover over a Launcher button.  Most users will simply want to replace the "Documents" with the specific set of documents that you are creating the Launcher Button to find.  If you want to have the tool tip to reference the contact you are on in your CRM, leave the {!CONTACTDESCRIPTION!} in place.

Find Template Name - This field is used to reference a Worldox Find Template you will be using when the button is selected.  If you do not wish to utilize a Worldox Find Template, simply leave this field blank.

Search URL - This field is used to reference the particular website you designate.  Simply copy and paste the Website address into the field:

Icon - Here you can select a meaningful icon for your Launcher Button by clicking on the appropriate icon.

Once you have completed these items, Select "OK".

Your Launcher Button will now appear on the Virtuoso Palette.

Note:  You can include the special code designation {!CONTACTCODE!} if your web url needs to reference the contact record from your CRM.

Use a Launcher Button

To use a launcher button, you must have Worldox open.

Once Worldox is open, simply click on the button with your mouse one time (no need to even double click - Virtuoso saves you mouse clicks!)

Worldox will perform a search based on the Worldox Find Template associated with the button.

The first time (and only the first time) you select a Launcher Button for a given client in your Contact Management software, Virtuoso will give you a list of client names in Worldox.

This enables you to associate the Worldox Client Code with the Client's Contact record in the Contact Management Software.

Select the client

Verify that you have selected the appropriate client and click

"OK" to permanently associate the client with the contact record

Subsequent times you select a Virtuoso Launcher Button for the same client, you will *not* be prompted to select the client as it has already been associated with the contact record.

Copy a Launcher Button

You may want to have a User-Based palette that has buttons from various other palettes included on it.   This is a great example of wanting to "Copy" launcher buttons to another palette.  For example, if you wear many different hats in the firm, but do not want to subscribe to the palettes for all your various roles you can create your own palette and copy launcher buttons from other palettes.

To do this:

Right click on the Launcher Button you want to copy

Select "Copy Launcher Button"

Select the Palette you want the launcher button to be copied "to" in the"Choose Palette to Receive Copy" window

Select "OK"

A copy of the Launcher Button will appear on the Palette you selected.

Note:  Any changes made to the Launcher Button will only affect the button for the given Palette.

Move a Launcher Button within the Palette

You may wish to order the Launcher Buttons a certain way.  For example, you may want to have them in the order you need to access them in a certain workflow at your firm.  Alternatively, you might want the buttons you use most frequently to appear at the top of the Palette, or you may want them to be in alphabetical order.

To change the location of a Launcher Button within a Virtuoso Palette:

Right click on the Launcher Button you want to move, and select "Move Up", or "Move Down"

Alternatively, you can drag the button up or down within the Palette

Note:  Changing the order of the Launcher Buttons will only change the order of the buttons within the current Palette.  If you have Cloned this Palette, for example, the Cloned Palette will stay in its current order until you change it.

Move a Launcher Button to another Palette

You may inadvertently place a Launcher Button on the wrong Palette and need to move it to another one, or perhaps you want to take several buttons on one Palette, create another one, and move those to another Palette.

To move a Launcher Button to another palette:

Right click on the document launcher button and select "Move to Palette"

Select the Palette you want the Launcher Button to be moved "to" in the "Choose Target Palette" window

Select OK

The Launcher Button will no longer appear on the Palette you moved the button from, and the Launcher Button will now appear only on the Palette you moved the Launcher Button to

Delete a Launcher Button

You may no longer need a Launcher Button on a Virtuoso Palette. 

To delete a Launcher Button:

Right click on the Launcher Button you wish to delete and choose "Delete Launcher Button"

Confirm this button is the one you wish to delete in the Delete Confirmation window:

Select Yes

Note:  This will delete the button from this Palette only.  If you have copied this button to other Palettes, it will remain on those Palettes.

 

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11.7. Virtuoso Settings

Introduction to Virtuoso Settings

There are a handful of settings that will help you customize Virtuoso.  Some of these are global settings (which will affect all users), and others are user-based and will only be applied to the user.

Video: Virtuoso Settings

To access Virtuoso Settings:

Right click on the Virtuoso icon in your System Tray and choose "Settings"

The Virtuoso Settings window will open.  There are two tabs for this setting:

Virtuoso Settings

Global Settings on this tab:

Change License

User Settings on this tab:

Palette Location

Small Icons

Show Palette Bar only if the following keys are pressed

Generate Logs

Contact Management

Global Settings on this tab:

Global Default Contact Manager

User Settings on this tab:

Use a different Contact Manager for this user

Note: For those using Internet Browser based CRMs --> Virtuoso is currently only compatible with Internet Explorer. Meaning, Virtuoso will only "see" your browser based CRM if you are running it in IE.

Contact Management Software

Virtuoso references Worldox Find Templates which can contain a special code which references your contact management software.  In order to reference a particular contact management software, Virtuoso must know which CMS to use.

Note: For those using Internet Browser based CRMs --> Virtuoso is currently only compatible with Internet Explorer. Meaning, Virtuoso will only "see" your browser based CRM if you are running it in IE.

Global Contact Management Software

To set the contact management software for all users:

  • Right-click on the Virtuoso icon in your System Tray and select "Settings"
  • In the Virtuoso Settings window, select the Contact Management tab
  • Select the "Change" button
  • The "Choose Contact Manager" window will open
  • Select your contact management software from the drop down menu
  • Select OK
  • Select "Yes" to the confirmation dialog

Note:  This is a global setting and will affect ALL users.  You do not have to change this setting on each user's workstation!

 

If you use Microsoft Dynamics CRM (not Tamarac's Advisor CRM), there is one additional setup step required.  Please visit Configure Virtuoso to Work with Microsoft Dynamics CRM for further instructions.

 

Per-User Contact Management Software

You may have users that do not want to initiate their searches based on the contact they are on in their CRM, or who use a different CRM than the rest of the firm.  Users can opt to have a different contact management software than the global setting.  This setting is set on a per-user basis.

To set the contact management software to be a different CRM from the global setting:

  • Open the Virtuoso Settings window, and select the Contact Management tab
  • Check the "Use a different Contact Manager for this user" check box
  • Select the contact management software you would like to use (if you don't want Virtuoso to link to the CRM at all, choose "None"
  • Select "OK"

Note:  This setting is tied to the Virtuoso user and must be changed on a per user basis, as needed.

Change Client Code for Current Contact

You may have inadvertently selected the wrong contact code when selecting a Launcher Button for the first time, or perhaps you need to change the Contact Code that is associated with a particular contact in your CRM due to a name change (marriage, divorce, etc).

View Current Contact

To view the Current Contact from your CRM, from the Virtuoso Settings window, select "View Current Contact info..."

The Adjust Current Contact window will open:

Here you can see the Current Contact information, including the name of the contact and the code.

Adjust Contact Code

To adjust the contact code, you have some options:

Clear Contact Code - This will clear the current contact's code.  The next time you select a Launcher Button when on that client's contact record, you will be prompted to select the code from the table.  You do not need to know the new code to adjust it using this method

Change Code to - This will change the code to whatever value you place in the Change code to field

 

 

Change Location of Palette on your Monitor(s)

Some users prefer Virtuoso's Palettes to be located on the right side of their right most monitor, while others prefer the left side of their left most monitor.  This is a per-user setting, and each user can have it configured based on their preference.  By default, Virtuoso's Palettes will be located on the left side of the left-most monitor.

To change this to the right side of the right-most monitor:

In the Virtuoso Settings, Virtuoso tab, select the "Right" radio button

Click OK

View Small or Large Launcher Buttons

Some users prefer to see smaller Launcher Buttons on their Virtuoso Palettes while others choose to view larger icons.  This is a per-user setting, and each user can have this configured based on their preference.  By default, Virtuoso will show large icons.

Here is an example of Virtuoso with large icons:

Here is an example of Virtuoso with small icons:

As you can see, you can view more Launcher Buttons on a palette if you opt to use small icons, but the icons themselves are more visually appealing if you view them larger.

To view small icons:

From the Virtuoso Settings window's Virtuoso tab, select the check box next to Use Small Icons

Select OK

Virtuoso Keys

Some users prefer Virtuoso's Palettes to be located on the right side of their right most monitor, while others prefer the left side of their left most monitor.  This is a per-user setting, and each user can have it configured based on their preference.  By default, Virtuoso's Palettes will be located on the left side of the left-most monitor.

To change this to the right side of the right-most monitor:

In the Virtuoso Settings, Virtuoso tab, select the "Right" radio button

Click OK

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11.8. Exercises: Virtuoso

Create two Virtuoso Palettes, one should be a "template" and one should not.

Add 5 Virtuoso Launcher Buttons to a Palette

Copy a Launcher Button from the first Palette to the second

Unsubscribe to a Palette

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12. Up Next

12.1. Next Steps

Trumpet outlines your next steps in the Detailed DMS Implementation Schedule.  You can download this spreadsheet here:

Detailed Implementation Spreadsheet

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Additional Searching Techniques

1. Additional Search Techniques

Search for Documents using Multiple Values in Code Look Up Tables

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

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

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

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

Search using the Description / Comments fields

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

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

Select Search

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

Search using Wildcards

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

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


Select Search

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

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


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

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

Search using Doc ID field

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

(e.g. 00031966.pdf)

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

Type the Doc ID in the Doc ID field

Select Search

How is the doc id field useful?

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

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

Search using Date Fields

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

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

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

To Search By Date:

  • Select the appropriate date field

  • Select either a Date Range, or a Single Date

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

  • Select Ok

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

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

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Trainer Outline and Instructions - INTERNAL USE ONLY

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