Upon completion of this session you should be able to:

• Define the purpose of Document Management
• Define at least 3 Fundamental concepts of Worldox
• Open Worldox
• Close Worldox
• Save documents to Worldox
• Define Profile Card
• Define Code Look Up Tables
• List 3 ways to Navigate Code Look Up Tables
• List 3 Shortcuts for populating the Profile Card
• Set a Default Quick Profile Template
• Save Documents using Workzone
• Save Documents Outside Worldox
• Conduct basic searches for Documents in Worldox
• Edit the Profile Card of a Document
• Use "Save as" to Save documents to save documents as a new version
• Use "Save as" to Save documents as other documents
• Use "Save as" to Edit the Profile Card of a document
• Copy Files in Worldox
• Delete Documents
• Define Symphony Profiler
• Use Symphony Profiler to Create Cover Sheets
• Use Symphony Profiler to Create Reservations
• Fulfill Symphony Profiler Reservations
• Check your Reservations in Symphony Profiler

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Topics that will not be covered in this course:

• Intermediate and Advanced Search Techniques
• Administering Worldox
• Administering Symphony Profiler
• Customizing Worldox
• Advanced topics for manipulating documents

...

The following are prerequisites for this course:

• Worldox must be installed on the users' workstations
• Worldox must be installed on the workstation used for this training session

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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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Open Worldox

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".

 

 

 

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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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The first step in saving a document is to understand a document's Profile.

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 are associated with Code Look Up Tables.

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.

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:

 

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

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Save Documents

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

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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.

Filter Active and Inactive Entries in Code Look Up Tables

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.

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.

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.

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"

Set a Default Cabinet for Saving

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.

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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"

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Cancel 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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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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Worldox Professional & Cloud

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

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

Worldox Cloud

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

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

 

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Save As - Overwrite an Existing File

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.

Save As - Saving Versions of Documents

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.

Save As - New File

• From an open file, select File > Save As

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

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

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

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

 

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

Here's how:

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

• Select the "Copy" button in Worldox

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

• Update the Profile Card, and select Copy.

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

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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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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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