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Training Manual Archives-Worldox GX4:: Professional - Administrator

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 the 8 Fundamentals of Worldox
  • Edit the Profile of Multiple Documents at Once
  • Define Code Look Up Tables
  • Describe the underlying folder structure of Worldox's Document Repository
  • Edit a Worldox Code
  • Define the purpose of the Audit Trail
  • Perform an Audit Trail Query on a single document
  • Perform an Audit Trail Query based on Events
  • Perform an Audit Trail Query based on Users
  • Print Multiple files at once
  • Print a list of your documents
  • List two types of Document Repositories in Worldox
  • Search the Salvage Bin Repository
  • Restore Documents from the Salvage Bin Repository
  • Secure a File
  • Provide the Network Path for the Worldox Administrator Program
  • Password protect the Worldox Administrator Program
  • Integrate Worldox with other applications
  • Add a New Worldox User
  • Add a Worldox user to security groups
  • Describe the Indexer and what it does
  • Describe what happens if the Indexer isn't running
  • Describe how to locate newly saved documents if the indexer isn't running
...

1.2. Topics not Covered

Topics that will not be covered in this course:

  • Saving Techniques
  • SearchingTechniques
  • Administering Symphony Suite
  • Advanced topics for manipulating documents
  • Adding Cabinets to Worldox
...

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 must have attended the following Trumpet Training Session(s)

Savvy Saving Training
Savvy Searching Training

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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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3. Editing Profile Cards & Code Look Up Table Codes

3.1. Edit the Profile of Multiple Documents

There are circumstances where you may wish to make the same change to a profile for multiple documents.  For example, you may want to locate all pending documents and change the status to complete.

  • Perform a Worldox search for the field value you wish to change (e.g., Account Cabinet, status  = pending)

  • Select the files you wish to edit by clicking in the box next to each file you wish to edit.  To select all files in the search results screen, click Ctrl+ A

  • Click the Profile button


  • Select "Continue" to confirm your selection:
  • The Edit Profile Card window will open

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

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


  • Select OK

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3.2. Edit Codes in Code Look Up Tables

Introduction to 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.

Introduction to Editing Values

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 Code

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

Background

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

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

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

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

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

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

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

How to Edit a Code that Appears in a Single Cabinet

Let's get started:

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

How to Edit a Code that Appears in Multiple Cabinets

Let's get started:

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

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4. Audit Trails

4.1. Introduction to the Audit Trail

When you perform operations to documents (e.g. opening, saving, previewing, etc) in the Worldox Document Repository, Worldox captures a log of those operations.  The audit trail is simply a history of what has happened with your documents.  These are important for compliance purposes (to show the history of a document over time) and are also helpful for figuring out what certain users are doing for training and auditing purposes. You can perform audit trail queries or searches on a single document or multiple documents based users or operations.  The "operations" in the audit trail are called "Events".

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4.2. Perform Audits

Perform Audits

Audit a Single Document's Events

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

To view the activity or events that have occurred with a specific file:
  • Right-click on the desired file and select Audit -> File
  • The Worldox – Audit Trail History window will appear and immediately start to scan and process the activity that has occurred on this specific file – this includes saves, launches, if the document was renamed or restored, added to, copied, checked-out, edited, etc.
  • Double click on any entry to get specific details about the action of that entry

If you need to adjust the time range of the audit then hit the "Find" button at the top left. A new window will appear with the search criteria for your document. Simply adjust the date range and re-run the search.

Audit based on the Events (not specific to any one document)

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

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

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

  • This will open the Audit Search Window:

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

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

  • Select the event(s) you wish to search

  • Select the OK button.

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

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

Audit based on the User (not specific to any one document)

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

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

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

  • This will open the Audit Search Window:

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

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

  • Select the user(s) you wish to search

  • Select OK

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

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

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5. Advanced Printing

5.1. Print Multiple Files

If a client is coming in for a meeting, you may want to send multiple copies of a few documents to the printer.  Of course, you can open the documents and print them one at a time.  Alternatively, you can print multiple documents at once.

To do so:

  • Perform a search for the documents you need to print

  • Select all (Ctrl+A) or click the check boxes for the documents you would like to print

  • Right-click on one of the highlighted documents and choose Send To > Printer

  • Confirm the selection and select "Continue"

  • Select your desired print options and select "OK" to print

 

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5.2. Export a List of Documents in your Search Results Screen

If you're in the process of being audited, or are doing an internal audit for certain types of documents, you may wish to have a list of files as they appear in your search results screen.

Here's how to create that list:

  • Perform a search for a set of documents for you would like to create an index or print the search results list

  • Load a Column Template that captures the most information for the set of documents on your current search results screen or insert new columns

  • From the main menu, choose List > Export

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

  • Click "Save"

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6. Deleted Documents

6.1. Salvage Bin - Deleted Documents

Introduction to Document Repositories

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

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

You can search the various repositories by selecting the "Search What" button in the search card:

and by selecting the appropriate repository:

Note:  We will discuss the other repositories in subsequent sessions.  For today's session we will focus on the Salvage Repository.  This is

Introduction to the Salvage Bin

By default, when you save documents to Worldox, you are saving them to an "active" document repository.  Worldox has other repositories, one of which is the "Salvage Bin".  The Salvage Bin is similar to the Windows Recycle Bin.

Just as in the Windows Recycle Bin, you cannot manipulate documents when they are in the Salvage Bin repository, but you can restore them to the active repository.  The Salvage Bin repository is searchable as well.

The main difference between the Windows Recycle Bin and the Worldox Salvage Bin is that, by default, documents are purged from this repository after they have been in it for 90 days.  After 90 days, the documents are not recoverable.  For regulatory purposes, you may wish to utilize Salvage Bin Retention Rules to ensure that documents are retained for the requisite amount of time.  Should you wish to change the 90-day default purge default, please email support@trumpetinc.com.

Your firm's Compliance Officer has been provided documentation on both SEC and FINRA requirements for electronic record keeping.  Here is this document for further reference:  http://www.trumpetinc.com/Downloads/dms/compliancefinra.PDF

Trumpet is not legal counsel, so it is ultimately up to you to abide by and conform with regulatory agencies that the process you establish adequately meets their standards.

Search for Documents in the Salvage Bin

The Salvage Bin repository is located on your file server within the Active Document Repository.

To search for documents that have been moved to the Salvage Bin:

  • Open a Search Card

  • Select "Search What"

  • Select the "Salvage Bin" radio button

  • Select "OK"

  • Fill in any additional search criteria in the search card and select "Search"

Move Documents from the Salvage Bin to the Active Repository

To move a document from the Salvage Bin Repository to the active Worldox Repository:

  • Perform a search in the Salvage Bin for the document you wish to restore to the Active Worldox Repository (refer to the article, Search for Documents in the Salvage Bin for detailed instructions on this step)

  • Double-click on the document

  • Select "Yes" to un-delete the file

  • The document will be placed back in its original location

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6.2. Prevent Users from Deleting Documents

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

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

Worldox Professional

Prevent all Users from Deleting Files

  • From the WDADMIN application, select the button for Worldox Preferences (also under: Edit > Preferences > Worldox)

  • Highlight the Category "Copy/ Move/Delete Options"
  • Double-click the "Allow Non-Salvage Delete" option to change the default setting to No, if desired
  • Select OK

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

  • Select OK

Prevent Some Users from Deleting Files

  • Open WDAdmin (Open WDAdmin)

  • Go to Edit > Group Security

  • Select the 'Features' radio button at the top

  • Scroll (or type) down to File :: Delete and select it

  • The second column will display who has delete permissions

  • Above the second column, click the 'Add Users' icon (second from the left):

  • Check off the users you want to block from deleting files, then click the red 'Block' button
  • Save the security changes
  • Have the user log out and back in, then confirm that they no longer can delete files

Worldox Cloud

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

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7. File Level Security

7.1. Secure a File

From time to time, you might have a document that you need to secure.  Perhaps it's a template of the document or another document that you want to make "read-only" to ensure that your complicated formulas stay in tact or just so something doesn't get overwritten.  If it's an occasional document here and there, you can add file level security. 

  • Highlight the document you wish to secure and select the "Security" button in Worldox
  • The Worldox Security Classifications window will open.

Determine which level of security you would like to apply to the document:
 
  • Custom - allows you to set specific rights, such as allowing certain users to view or delete and not others. For example, if a partner needs the ability to restrict access to everyone except the firm's bookkeeper, they can customize privileges per user.  File level security is applied on a document by document basis.  An example of a document that would require custom security might be a spreadsheet containing employees' annual salaries.
    • Select "Add User" to add a specific user and define the rights on the right hand side of the window.
  • Private - restricts anyone but you from doing anything with the file, including being able to search for it 
    • Note:  Another way to ensure sensitive documents are secure is to password protect them.
  • SemiPriv - forces everyone else to only open a read-only copy of the file  (this is probably what you'll use the most, as its great for templates and things like that)
You can create and use additional Security Classifications if you'd like.  For more information see:  Create Security Classifications
 
Important: Users with Worldox Manager Rights will always have full permissions to view / edit documents.  As with any software application, with enough knowledge of the system, someone may be able to work around security privileges to view documents.  You have the ability to create multiple levels of security both via Worldox and at the network level.  Consult with Trumpet and / or your system administrators to obtain the desired level of security for your files.

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8. Administering Worldox

8.1. 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".  


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 — 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 Searches without 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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8.2. Introduction to Administering Worldox

Worldox Professional

There are a few tasks that you as the Worldox Administrator will need to know and understand how to accomplish in order to meet the needs of your firm as it grows and morphs over time.  For example, you will need to understand how to add new users as new employees come into the firm.  This is also where you will add users to specific security groups.

In addition, the Worldox Administrator(s) for your firm will be the "go-to" people as they will have a deeper understanding of how Worldox works.

Worldox Cloud

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

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8.3. Worldox Admin Application (WDAdmin.exe)

Introduction to the Admin Program

Worldox Professional

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

To access the Worldox administrator program:

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

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


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

Worldox Cloud

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

Password Protecting the Admin Program

Worldox Professional

Because the Worldox Admin program is where you configure access to security groups, you may wish to password protect the application.

To do so:

  • Launch the Wdadmin.exe application

  • Select "Edit -> Passwords"

  • The Edit -> Passwords window will open:

  • Highlight "Enter WDADMIN" and select "Set"

  • The Enter Password window will open

  • Enter the Password in the Password and Re-Enter fields (the passwords must match)

  • Select OK

Important:  It is important that you communicate the WDADMIN password to Trumpet Support.  Not doing so will prevent us from being able to launch the Admin program to assist you in adding new cabinets and updating security.

Worldox Cloud

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

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8.4. Integrate Worldox with Other Applications

Worldox Professional & Cloud

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

Macro Integration

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

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

Hook Integration

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

Worldox Professional

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

  • Launch the WDAdmin application

  • From the main WDAdmin menu, select Edit > Integration

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

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

  • Click Save

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

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

  • As mentioned above, some software integration with Worldox are established through Macro integration.  As such, seeing that same application listed in the integration list is simply an alternative, and in some cases, a less robust method of integration.  Enabling hook integration when Macro integration is available is not recommended, as the Macro integration and hook integration will cause undesired results.
  • Enabling integration can slow down your computer by an undetectable amount; however if you turn on the entire list (even for applications you don't use), you may notice a difference in workstation speed.
  • Enabling unneeded integration may cause conflict with an integration you do use.

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

Requesting More Integration

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

Worldox Cloud

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

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8.5. Worldox User Administration

Worldox Professional

Add a New User

Adding a new user to Worldox is relatively simple.  Before you begin the process however, it is important to obtain the user's Windows login.  You'll want to do that before following these instructions:
  • In WDAdmin, select Edit > Users (How do I open WDAdmin?)

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

  • The User > Add window will open

  • Enter the Worldox User Code you want to assign to the user (normally the same as the Windows username, but codes are limited to 8 characters) and select the Active User checkbox

  • If the Windows login name is not the same as the Worldox user code (i.e. their Windows login in longer than 8 characters), populate the Login Name field with the user's Windows login name:

  • Enter the user's full name in the Display Name field as you wish it to appear (your firm may prefer first+last or last+first - be consistent with your other users!):

  • Select "Save"

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

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


  • Choose "Yes" to begin repairing


Power User Rights

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

Add a User to Security Group(s)

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

 

Worldox Cloud

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

 

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