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Training Manual Archives-Worldox GX4::Savvy Searching

1. About this Course

1.1. Instructional Goals

Upon completion of this course you should be able to:

  • Define the purpose of Document Management
  • List at least 3 Fundamentals of Worldox
  • Define the Search Card
  • Define Code Look Up Tables
  • Search for all documents in a cabinet
  • Search for all documents in multiple cabinets
  • Search using Code Look Up Tables
  • Use Multiple Values in Code Look Up Tables
  • Search the Description / Comments field
  • Search for documents based on the text within the document
  • Use Predictive Searching
  • Use Wildcards to Search
  • Search for documents based on the Document Identifier
  • Explain the difference between the date a document was modified and date a document was created
  • Search for documents based on the Dates and Date Ranges that the documents were created
  • Search for documents based on the Dates and Date Ranges that the documents were modified
  • Search for documents using Boolean searching
  • Search for documents using the Worldox location bar
  • Describe what happens when you select the Previous Search Button
  • Explain the use of the Back and Forward buttons in the Worldox Search Results Screen
  • Filter Search Results using the Filter Bar
  • Filter Search Results using the Tags tab
  • Display multiple search results lists at once
  • Preview Documents
  • View Document Comments in the Search Results list
  • Adjust Column Headers
  • Save Column Header Templates
  • Use Style Sheets
  • Attach Documents to Outlook Emails
  • Explain the concept of Indexing
  • Describe what the Indexer does
  • Perform a Search without using the Indexes
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1.2. Topics not Covered

Topics that will note be covered in this course:

  • Saving Techniques (covered in Savvy Saving)
  • Administering Worldox (covered in Worldox Administrator Training)
  • Administering Symphony Suite (covered in Symphony Admin Training)
  • Advanced topics for manipulating documents (covered in Advanced Training)
  • Migrating documents from your existing directory structure (covered in your Migration Project)
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1.3. Prerequisites

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
  • Users should have attended the following Trumpet Training Session(s)

Savvy Saving

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2. Background Information

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. Introduction to Indexing

Introduction to Indexing

Worldox Cloud

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

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

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

The Indexer software running on your Worldox Cloud Server is responsible for keeping the indexes up-to-date.


Worldox Professional

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

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

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

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

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


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2.3. Opening & 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. Search for Documents

3.1. Introduction to the Search Card & Code Look Up Tables

The first step in searching for a document is to understand the Search Card.

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".

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.

Navigating Code Look Up Tables

Use Scroll Bar to Navigate

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 on 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.

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3.2. All Documents in a Cabinet

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

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

  • Open a search card

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

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

  • In the Search What window, select the "Folder Tree" radio button, then "OK"
  • Then click "Search" in your search card
  • Note:  This search technique will find all documents regardless of whether or not the Indexer has indexed them.  This search is simply crawling through the directory structure rather than relying on the indexes.

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

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

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3.3. Use Code Look Up Tables

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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3.4. 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"

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3.5. Use Code Lookup Tables

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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3.6. Use Multiple Values in the 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.

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3.7. Use Date Fields

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

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

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

To Search By Date:

  • Select the appropriate date field

  • Select either a Date Range, or a Single Date

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

  • Select Ok

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

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

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3.8. Use the Name field

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.

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3.9. Use Text within the Document

Worldox automatically indexes the text within:

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

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

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

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

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

Select Search

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

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

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3.10. Use a Portion of the Fields (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.

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3.11. Use the Doc ID

[[INSERT:1519]

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3.12. Use Booleans

What are booleans and why are they useful?  Booleans are "&" (and) "!" (not) or "|" (or) used when searching databases.

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

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

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

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

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

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

  • Your search results might look like this:

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

Searching with "&"or using the word "And"

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

  • Your search results might look like this:

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

Searching with "!" (Not) or using the word "NOT"

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

  • Your search results might look like this:

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

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4. Refine and Manipulate Search Results

4.1. Type to your Choice

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

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

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4.2. Filter Search Results

Filter Field

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

To filter by extension:

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

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

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

Tags View

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

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

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

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

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

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4.3. Back & Forward Buttons

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

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

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

This will take you to your second search.

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

This will take you to your third search.

  • Select the "Back Button" twice

This will take you to your first search.

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

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4.4. Display Multiple Search Results Lists

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

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

You can have several lists open at once.

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

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4.5. Edit the Profile Card of a Document

Profile Button

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

Here's how:

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

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

    The Worldox - Edit Profile screen will appear.
  • Make any applicable changes and select "OK"

Search Results Screen

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

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

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

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

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4.6. View a Document's Comments

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

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

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4.7. Preview a Document

View Button

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

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

Viewer Tab

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

Open - Opens the document in it's native application

Refresh - Refreshes the view of the document

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

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

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

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

Finally, you have two tabs within the Preview window:

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

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

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4.8. Open a Document

Worldox Professional & Cloud

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

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

Worldox Cloud

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

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

 

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4.9. Delete a Document

  • To delete a file in Worldox, simply highlight the file and select the large red "X" icon 
  • You will be given 3 options:
     
    1. Move to Salvage Bin: similar to moving a document to your Recycle Bin in Windows in that the file can be un-deleted, if necessary.  However by default, documents will be purged from the Salvage Bin after 90 days, at which point the document will not be recoverable.  Should you like to change the 90-day purge default, please email support@trumpetinc.com.
    2. Delete: removes the file instantly and permanently, without putting it in the Salvage Bin.
    3. Shred: overwrites the file with nonsense and then removes from the server.
  • Select the appropriate choice for your circumstances (when in doubt, select "Move to Salvage Bin" as it can be recovered up until the purge date)
  • Click "OK"

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4.10. 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.

Move or Adjust a Column Header

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

 
-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

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5. Search for Documents Outside Worldox via the Worldox interface

5.1. Introduction to the Navigation Panel

Worldox Professional

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

 

 There are several tools in the navigation panel which include:

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

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

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

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

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

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

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

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5.2. Search for Documents in your Network Directory Structure

Worldox Professional

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

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

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

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6. Email Documents using Outlook

6.1. Attach Documents in Worldox to Outlook Emails

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

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

  • Highlight the document

  • Select the e-mail icon

 
  • The Worldox – File > E-mail window will appear
 
  • You will be presented with three options:
    • "A full copy of the file" is used when you want to send a copy of the document outside your firm
    • "In a Worldox File List (internal use only)" is used when you want to send a shortcut of the document to someone internally.
    • "Encrypted Container (ie. a passworded ZIP file)" is used when you want to send a copy of the document outside your firm in an encrypted (password protected) zip folder. If you choose this option, you will receive a prompt to apply a password. The recipient will need to enter that password in order to open the zipped file.
    • Make your selection then select "OK". 
  • The attachment will appear in an Outlook e-mail

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7. Virtuoso

7.1. Introduction to Virtuoso

Virtuoso is the simplest way to search for documents in Worldox.


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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7.2. Access 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.

 

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7.3. 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

Subscribe to a Palette

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

 

 

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7.4. 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

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.

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7.5. 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.

Change the 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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8. Non-Indexed Searches

8.1. Indexing

What is the Indexer

Worldox Professional

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

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

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

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

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

Indexer not running:


Indexer running:


Legacy Indexer Running:

 

Hardware Requirements

Minimum system requirements for the Indexer PC can be found here: Minimum System Requirements

Requirements for the Indexer service account:

- Full rights to the network Worldox folder 
- Must be a local machine admin
- Must have “full control” permission to all files to be indexed (i.e. Docvault plus any other legacy cabinets)

If Worldox enhanced (Active Directory) security is enabled:

- The Indexer service account must have Account Operator permissions 

Port requirements (if running Indexer as a Service):

Port 5009 is needed by WD IaaS — The installation process will attempt to open that port on the Windows O/S Firewall.  If you have a 3rd party firewall installed, you will need to open port 5009 manually following that firewalls methodology for opening a port.  

Special Note:

The only Worldox recommended "safe way" to reboot either a Server or Indexer — You MUST do the following:

> Log on to the Indexer PC
> Pull up the Worldox Indexer Console
> Click 'Stop' to take out of 'Server Mode'   

It is then safe to reboot the server or Indexer.  After the server and/or Indexer is back up: 

> Log on to the Indexer PC   
> Pull up the Worldox Indexer Console   
> Click 'Start' to put the Indexer back in 'Server Mode'   

Worldox Cloud

One component of the Worldox document management system is an application called the Indexer.  The indexer performs background processing to ensure the Worldox index files are kept up-to-date.  This application runs on your Worldox Cloud server.

What happens if the Indexer isn't Running

Worldox Professional

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

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

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

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

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

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

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

Worldox Cloud

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

What happens if there is a problem with the Indexer software?

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

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

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

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

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

Perform a Search without Using the Indexes

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

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

  • Open a search card

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

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

  • In the Search What window, select the "Folder Tree" radio button, then "OK"
  • Then click "Search" in your search card
  • Note:  This search technique will find all documents regardless of whether or not the Indexer has indexed them.  This search is simply crawling through the directory structure rather than relying on the indexes.

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

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

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