• Administering Worldox
• Administering Symphony Profiler
• Customizing Worldox
• Advanced topics for manipulating documents

To save a document into Worldox, you must fill out a profile card.  From the document you wish to save:

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

If applicable, you can Add a Comment:

You may wish to add additional Comments regarding the document when completing the Profile Card.

This is an optional field that allows you to type in comments regarding the document of which you are saving or editing the profile.  This can include anything you'd like it to, and is a free-form typing field.

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

 

Use Drop Down Arrow

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

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

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

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

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

Select Default Cabinet

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

And select the "Heart" icon next to Cabinet.

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

Quick Profile Templates

Introduction to Quick Profile Templates

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

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

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

Double-clicking on a Quick Profile template will pre-fill the profile card with the information included in that template.

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

Use Quick Profile Templates

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

You can simply double-click on any of the Quick Profile templates to populate your profile card.

The values that will be populated are "template like" in nature and will not include things that are specific to the document, like the client or account number.

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

 

 

Save As - Overwrite an Existing File

Save

This is the simplest option. 

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

Save As -> Replace File

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

Save As - Saving Versions of Documents

Word, Excel & PDF Documents already saved in Worldox

If you are working with Word or Excel documents that you opened from Worldox, you can save new versions of those documents by performing a "Save As" operation after opening the document.

• From a file saved to Worldox, select "File -> Save As"

• Select "Save as Version #.  The prior version will be preserved."

• When saving a new version, you can also add a comment about what's different about that version (e.g., version 2 - updated section referencing which assets should not be traded)

Word, Excel and PDF Document NOT already saved in Worldox

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

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

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

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

Other Document Types:

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

• Highlight the document in the Worldox Search Results Screen.

• Right click and choose List-> New

• Select "Yes" in the confirmation dialog.

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

Save As - New File

• From an open file, select File > Save As

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

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

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

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

Using WorkZone is a simple way to file any type of file into Worldox.  Through the WorkZone icon on your desktop, simply drag a file such as a Word document, e-mail message, e-mail attachment or graphics file and drop it in the WorkZone icon.  This allows you to drag-and-drop any type of application file into Worldox.  It also allows you to file templates (.dot or .xlt) files into Worldox.

The WorkZone icon appears on your desktop when Worldox is launched and looks like this:

To Use WorkZone:

You also might want to change the size of the WorkZone icon:

Note: To re-enable WorkZone, right-click on the Worldox icon in your System Tray and choose "Enable WorkZone"

By default, most applications should integrate with Worldox.

If you have an application that does not pop Worldox, please send an email to support@trumpetinc.com with details regarding the application (e.g. Name & Version of the Application, etc).

With files other than Word / Excel 2013 and higher

When Worldox is open, you will be prompted to fill in the Worldox profile card any time you attempt to save a document.  However, you may not want to file this particular document to Worldox.  For example, you might not yet have a place to file this particular type of document, or you might not want to save your son's soccer schedule to Worldox.

To save a document outside of Worldox:

• When the profile card opens, right-click on the title bar and choose "Save Outside Worldox"
  
  
• This will open your normal Windows Explorer network directory "Save As" prompt where you can save your file outside of Worldox

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

With files that are Word / Excel 2013 and higher

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

This will circumvent the Worldox save dialog from popping.

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.

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"

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.

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.

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

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

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

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

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

Select Search

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

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

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

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

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

(e.g. 00031966.pdf)

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

Type the Doc ID in the Doc ID field

Select Search

How is the doc id field useful?

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

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

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

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

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

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

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

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

You may have noticed that 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. 

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"

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.

The Preview Tab provides you with a thumbnail view of the document that you have selected in your Search Results Screen.

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.

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

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

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

• Highlight the document

• Select the e-mail icon

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

Any questions / issues that you may have should be directed to our help desk.  You can do so by emailing us at support@trumpetinc.com, or navigating to this site and choosing "Submit a Request" and filling out the form.