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Guides::Worldox GX4 Cloud

1. Background Information

1.1. Open Worldox

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


You will be prompted to log in:


Select the "Login to Worldox" radio button , then "OK"

The Window's Security window will open:

In the "second" box area, enter your username and password.  This will be provided to you in your "Getting Started with Worldox Cloud" document provided by Trumpet.

Note:  If you are logging into Worldox from your own workstation, you can opt check the "Remember my credentials" checkbox.  This will memorize your credentials on your workstation so you won't have to type your password in each time.

Click "OK".


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1.2. 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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2. Concept Introductions

2.1. Introduction to the Search Card

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

Here's an example of a search card:

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

Non-Code Lookup Table Fields (Metadata)

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

Name - Searches for a word or words used in the Description or Comments fields of the profile card

Date Modified - Searches the date that a file was most recently modified (when a change was made to the document).  If no changes have been made to the document, the Date Modified is the same as the Date Created

Date Created - Searches the date that a file was created (this is based on when the file was created in Windows - not necessarily when it was first saved into Worldox)

Date Accessed - Searches the date a file was last accessed

Text in File - Searches for keywords or phrases *within* the actual document

Code Lookup Table Fields

Click on the "Cabinet" button.  This displays a list of all of your cabinets.

The fields that appear on the search card are dependent on which cabinet(s) you have selected.

Each field is tied to a field code lookup table.  This is an example of a field code lookup table:

Note: These are the *same* code lookup tables that you use when you save a document.

Each code lookup table has two values: a code and a description.  

The code lookup tables for each field are different.

To select an entry in the code lookup table, simply double-click on it.

When you select an entry, the search field becomes populated with the code you selected.

In order to search for a document saved in Worldox, you simply fill in the field(s) you wish to search and select "Search".

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2.2. Introduction to the Profile Card

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

Here is an example of a Worldox profile card:


Select the drop down for the Cabinet Field will display a list of your cabinets.

The profile fields that appear are dependent on which cabinet you have selected.  Therefore, if you change the cabinet, the fields and their associated lookup tables will change as well.

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2.3. Introduction to File Lists

The Worldox search results screen can display different types of lists.  Here is a "list of lists" that you can display and what they represent:

  • Favorite Files - These are your most recently used documents or documents that you've tagged as your favorites (whether they are stored in the Worldox document repository or elsewhere on your network)
  • Folder List - This is a list of documents stored elsewhere on your network, outside the Worldox document repository
  • Relations List - This is a list of documents that are related to one another using the Relationships feature
  • Salvage Bin - This is a list of documents that are in the Salvage Bin area of the Worldox Document Repository
  • Search Results - This is a list of documents that you have found by performing a Worldox search
  • Versions Lists - This is a list of the various versions of a specific document that has multiple versions
  • Attachments - This is a list of documents that you have opened via a Worldox Link that has been emailed to you
  • Project - This is a list of documents that are associated with a Worldox Project

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2.4. 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:

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3. Save Documents

3.1. Save a Document to the Worldox Document Repository

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.

 


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3.2. Save a Document - Workzone

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:

  • Select a file (e.g. from your desktop, from an e-mail, or from your Windows directory)
  • Drag and drop the document into WorkZone to copy the file to Worldox
  • When the WorkZone icon changes to a yellow folder icon with a "+", release your mouse
  • A profile card will appear
  • Complete the profile card, and select "OK"

Note: You can also drag multiple documents at once! Use this if you want to file multiple documents into the same Wdox location.

To make WorkZone always be on top of the windows of your desktop:
  • Right-click on the WorkZone icon
  • Select "Always on Top"

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

  • Right-click on the WorkZone icon   
  • Select "Sizes"
  • Choose Small, Medium or Large
If you prefer not to display the WorkZone icon:
  • Right-click on the Worldox icon in your system tray
  • Select "Disable WorkZone"

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


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3.3. Save a Document - Outside of Worldox

With files other than Word / Excel 2013 and higher

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

To save a document outside of Worldox:

  • When the profile card opens, right-click on the title bar and choose "Save Outside Worldox"

  • This will open your normal Windows Explorer network directory "Save As" prompt where you can save your file outside of Worldox

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

With files that are Word / Excel 2013 and higher

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

This will circumvent the Worldox save dialog from popping.


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3.4. Copy Profile From...

Background:

When saving a document you may see the button that says "Copy profile from...". This is a feature that allows you to apply profile fields that are the same or similar to another existing document. This just adds yet another layer of versatility when saving your documents.


To Use:

  1. When your Save As profile card appears, click on the "Copy profile from..." button and Worldox will pop open and you'll notice in the title bar it says "Same profile as".
  2. Perform a Worldox search to navigate to the document whose profile data you would like to copy down to your new document.
  3. Double click the document and then you will see a prompt to select which fields you would like to copy.
  4. Check the boxes you would like copied to your save card and select Paste. Or, if you've made the wrong file selection then hit Change to select a new document to mirror, or Cancel to end your search and return to the Save As dialog without mirroring.


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3.5. Printing to the Adobe PDF print driver

For 32 bit operating systems

Printing to the Adobe PDF print driver should immediately display the Worldox Save As dialog (if it does not, you may not have enabled Save PDF hook integration for the specific application you are printing from)

For 64 bit operating systems

Worldox is not able to integrate directly with the Adobe PDF print driver.  Instead, we suggest that you configure the Adobe PDF print driver to automatically save and open the PDF.  Once the PDF is open, you can save the file to Worldox using Acrobat's File->Save As command.

Here are specific steps for configuring the Adobe PDF print driver for 64 bit operation:

  • Create a folder on your desktop called 'Print to PDF'

  • In the application you wish to print from, initiate a print job, choose the Adobe PDF print driver, then click Properties (some applications have a button labeled Preferences instead):

  • Next to the Adobe PDF Output Folder field, click the Browse button:

  • Navigate to the 'Print to PDF' folder on your desktop and click OK

  • Ensure that the View Adobe PDF results checkbox is selected

  • When you are done, the dialog should look like this:

  • Finally, click OK, then Print

  • A PDF of your document should open automatically (without prompting you for a filename)

  • Now Click File->Save As and save the file to Worldox

    Tip: If you get prompted to Replace or Save as New File, choose 'Save as New File'

The above procedure will need to be performed once per application.  After it has been configured for a given application, you can just print to the Adobe PDF print driver and save the PDF document that opens.

Periodically, you will need to delete the files in the desktop\Print to PDF folder


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3.6. Saving a PDF using Chrome's build-in PDF generation

Google Chrome has native PDF creation support, and Worldox can integrate with it.

Note: For the following procedure to work, you will need to have enabled the Google Chrome - Save as PDF integration in WDAdmin, Edit->Integration.  If this hook is not available, contact Trumpet support to request installation of a Worldox update that includes this integration hook.

  • From Chrome, initiate a print job

  • In the Destination section, click Change and ensure that the destination is set to 'Save as PDF'

  • Click Save

  • The Worldox Save As dialog should now appear, allowing you to save the PDF

 


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3.7. Naming Conventions

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

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

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

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

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

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4. Save Documents - Shortcuts

4.1. Use Drop-Down Arrow

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

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

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

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

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



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4.2. Set Default Cabinet for Saving

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

And select the "Heart" icon next to Cabinet.

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


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5. Code Look Up Tables

5.1. Introduction to Field 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.


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5.2. Use the Scroll Bar

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


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5.3. 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.


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5.4. 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.


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5.5. Filter on Active or Inactive Entries

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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5.6. Filter on Defined Criteria

You can filter on specific values within the field code lookup table.  For example, you may only know the account number on a document you wish to file, and are not sure of the client.  In that instance, you could type to the account number of your choice, or filter for your criteria.  Here is how to filter on your criteria:

Select the binocular "Find" button in the lookup table:

This will bring up search tool at the bottom of the lookup table.  Enter your search criteria and click "Find":

This will filter your list:


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5.7. How to Print or Export Field Table

If you need to export your codes to a spreadsheet then simply open the table and use the Export button in the top right corner.



Alternatively, you can use the Print option, and inside the print window you will see a "print to file" check box.



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6. Code Look Up Tables - Add Values

6.1. Introduction to Adding Values

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

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

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

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

Add the new field code and the description.

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

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

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

 


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6.2. Client Code Conventions

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

Conventions for Persons:

Client Code:

The client code should follow the format LLLLFF##

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

Client Description:

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

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


Conventions for Businesses:

Client Code:

The client code should follow the format BBBBBB##

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

Client Description:

The client description should be the business name

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


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6.3. Account Code Conventions

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

Account Code:

Account Number Code = the Account Number

Example: 34567891

Account Description:

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

Broker/Dealer Accounts Codes

Account Code:

Account Number Code = BD-Account Number

Example: BD-18768468

Account Description:

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

Example: 345678910 Candace Clark SEPIRA SEI


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

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6.4. Insurance Policy Codes

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

Policy Code:

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

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

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

Examples:
LIF-001
DIS-001
DIS-002

Policy Description:

owner + account type + carrier

Example: Candace Clark LTC Pacific Life


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7. Code Look Up Tables - Edit Values

7.1. Introducing 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!


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7.2. Edit a Description

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

To edit the description in a field code lookup table:

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

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


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7.3. Edit Values to be Inactive

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

In order to flag a code as inactive:

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

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

Your code look up table will now be inactive.

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


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7.4. 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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8. Code Look Up Tables - Delete Values

8.1. Introduction to Deleting Values

For the most part you will *not* need to delete values in code look up tables.  Typically Editing codes is sufficient for your purposes (see Editing Codes)

You should only delete codes in the following instances:

1)  You are modifying Worldox for the first time and wish to remove a code provided to you
2)  You have no documents filed that use the code and wish to remove them from the code look up tables

Be *very* careful when deleting codes.  You might orphan your documents by doing so (see our knowledge book article on Searching for Orphaned Documents for more information)


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8.2. Delete a Value

Important Note:  You should not delete codes if you have documents saved under that code.  If you do so you will orphan your documents.  You want to be very deliberate about doing this.

  • Determine that it is safe to delete the code
    • Do a search in Worldox for documents that have that "code" listed (if you have not started saving documents to Worldox yet, you are in the clear)
    • Edit the profile of those documents to ensure that they are no longer under that code
    • Delete the code
      • In the Code Look up table, highlight the code you wish to delete and select the "Del" button

        Note:  If you delete a code that has linked fields (e.g. Categories that have Doc Types, Clients that have Accounts linked) you will automatically delete the linked values from the tables.

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9. Quick Profile Templates

9.1. 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.


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9.2. Use Quick Profile Templates

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


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

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

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




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9.3. Create Quick Profile Templates

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

Here's how to create a Quick Profile template:

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

From the Profile card, select the "Quick Profiles" tab on the left hand side:

Select the "Add" button to add a new quick profile template

Select the cabinet that this Quick Profile should use

Use the field code lookup tables to populate the fields that should be used in this template

Tip: To automatically pre-populate the Filed By field with the name of the person that is using the Quick Profile, use the *WDUSER formula.

Add the Description you wish to use as a naming convention (use placeholders where applicable)

Select OK

Give the Quick Profile template a meaningful name

If you would like the Quick Profile template to only be visible for you, select "Only Me", if you would like everyone to be able to access it, choose "Everyone".

Select OK

 

You have now created a Quick Profile template!  This template will now appear in alphabetical order when selecting the Quick Profile Tab.


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9.4. Create Quick Profile Templates requiring a Doc Date

In some instances you may want to "require" the users fill in a field that isn't actually a required field in the cabinet.  Here's an example:  Users should complete the Doc Date field to indicate the executed date of a Wills but the doc date field is not required for some other document types in the same cabinet.

In that instance, you can put a non-valid entry in the Quick profile template.  For the example listed above, you could put the <> in the doc date field as you see below:

When the user saves a document they will see the message that the "Doc Date is not on valid"

Which should encourage them to complete it.


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9.5. Organize Quick Profile Templates

Organizing Quick Profile templates allow you to group like templates together.  For example, you may want a folder for Agreements and within that folder, you might have a "Financial Planning Agreement" and an "Investment Advisory Agreement" Quick Profile template.  Another option that may be useful is to group Quick Profile templates by the department who will utilize them.

Example: 

Here's how to create the folder structure:

  • Select the "Quick Profile" tab from the Profile Card
  • Right Click on a Quick Profile and choose "Edit"
  • Select "Save"
  • When naming the Quick Profile template, title it first with the name of the folder (e.g., Agreement), followed by a backslash (\) then the name of the template (e.g., Investment Advisory Agreement)
  • Select "OK"

The value before the backslash will create a folder with that name.


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9.6. Add Naming Conventions

You can include a pre-defined document description in a Quick Profile template.  For example, you can provide a suggested name, like "Investment Advisory Agreement" or a naming convention "formula" to guide the user on how you would like a document to be titled.

To assign descriptions to your Quick Profile templates, simply add the naming convention or "formula" you'd like to use in the description field.

Here's an example of a naming convention:

Here's an example of a formula:

For example, using this naming guidance, the description of this document might be:  $15,000 quarterly


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9.7. Default Values when Saving a Document

Worldox GX4 allows you to set default values when saving a document, however, you cannot set a "Favorite" Quick Profile Template.

Here is how to save default values:

Save a document (doesn't really matter what it is)
Fill in the values you would like to be your default
Select the "Save Defaults" button in the profile card:

In the Save Defaults window:

Choose which fields you want to set as your default values by checking the appropriate check boxes

If you have power user rights, choose "Only Me" or "Everyone" depending on whether you'd like these defaults for just yourself, or for your entire firm.

Then select OK.

The next time you save a document, those values should be your defaults.





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9.8. Pin the Quick Profile Tab Open

Want the Quick Profile tab to always be open and ready to go when saving? Well, you're in luck! Here's how you can "pin" it open:

  • Open the profile card by either Editing a Profile, or doing a Save.
  • Open the Quick Profiles tab
  • Right click on the tab and select Make Default.

Now close the profile card and test it out!




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10. File Comments

10.1. Introduction to Comments

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:

 


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10.2. View Comments - In Line with Documents

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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11. Indexing

11.1. 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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11.2. Introduction to Indexing

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.


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11.3. What happens if the Indexer software isn't running?

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.


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12. Search for Documents

12.1. Search for All Documents in a Cabinet

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

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

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


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12.2. Search for Documents across 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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12.3. Use 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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12.4. Search Multiple Values from the Code Look Up Tables in the Search Card

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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12.5. 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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12.6. Text-In-File Field

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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12.7. Portion of a Field, Wildcards, Replacement Values

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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12.8. Doc ID

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


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12.9. 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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12.10. 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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12.11. How to Search for Documents with File Level Security

To find all files in Worldox that have File Level Security applied:

  • Open a New Search
  • Select the cabinets that you would like to search (to search across the entire system, select all cabinets)
  • In the Owner Inits field, enter: /s

  • Click "Search"

Note: This will only return a search for secured documents that you have access to.  It won't, of course, return documents that you are secured from accessing.

Note: Other security related search switches include:

  • /c will return all documents currently checked out.
  • /p will return all of the documents that have Read-Only (Protected) Security on them.
  • /h will return all of the documents that have Hidden Security on them.


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12.12. Search for Checked out Documents

For a video showing this process, visit:  Checked Out Handling in Worldox Cloud & Enterprise

Sometimes you may want to locate any documents with a Checked Out status. Input "/C" (without the quotes) into the "Owner Inits" field (Non-Trumpet clients may have a "Revised By" field instead). Note that this will provide results for all users, and not just yourself unless you happen to filter the search more. 


If you'd like to search for checked-out files for certain people, then use /C AND <USER CODE>:



Note: Other security-related switches are below*:

/s will return ALL secured files (that includes hidden, protected and custom-secured).

/p will return all of the documents that have Read-Only (Protected) Security on them.

/h will return all of the documents that have Hidden Security on them.

*If your firm has group security (e.g. cabinet-level security) in place, that security will always be honored.  For example, if a document with Hidden Security is filed to a cabinet that a user is restricted from, that document will not appear in the user's "/h" search.


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12.13. Searching Prior versions of Documents

As an Advanced operation, you may want to search for prior versions of documents based on text within the file, the description, etc.  To search for Prior versions of a document:

  • Complete the search card with the appropriate criteria
  • Select the "Search What" button
  • Choose the "+Prior Versions" checkbox
  • Select "OK"
  • Select "Search" in the search card
  • This will produce a list of documents with all versions of the document


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12.14. Home Button

 

The Home toolbar button is similar to the home button in a browser and gives you the ability to set a default location or file list that Worldox returns to. To change that default Home list follow these steps:

  1. Open the Edit menu and select Home Location:
  2. Click on the button called "Blank Page", as seen in our example below, and select the list option you would like to change it to.
    • You can choose from a Blank Page, your Favorite Files (all), or a specific Folder location.
  3. Proceed with the next menu item, which will be related to whatever selection you make and then click OK to save.
  4. Close Worldox (by right clicking on your system tray icon) then restart Worldox to ensure the changes have been applied.

Your new Home location will now load when you launch Worldox, or when Worldox opens when attaching or uploading documents.

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13. Find Templates

13.1. Introduction to Find Templates

Find Templates are a method that can be used to populate the Search Card.  The purpose of Find Templates is to make it much faster to perform routine searches.

Find Templates are used in conjunction with Virtuoso and Bookmarks to make searching for documents very simple.

You can create Personal Find Templates, or if you have Power User Rights, you may create Public Find Templates.


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13.2. Create Find Templates

To Create a Find Template in Worldox:

    • Open a Search Card

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

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

      • Select the appropriate "On Selection" radio button

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

Fill in the appropriate "Save Template for" radio button

  • Select "Save"

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

  • Select "OK"


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13.3. Create Find Templates Looking Across Cabinets

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

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

  • Open a Search Card

  • Select the cabinets in which you wish to search

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

  • Select the Document types

  • Select the next cabinet

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

  • Select Options -> Save Template

  • The Save Find Template will open

  • Type a name for the template

  • Make appropriate selections as follows:

    On Selection:

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

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


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13.4. Edit Find Templates

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

  • Open a Search Card
  • Select Options > Edit Templates

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

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

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


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13.5. Special Code Designations for Find Templates

Client Code

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

The designation is:

{!CONTACTCODE!}

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


Worldox User

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

%WDUSER%

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


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13.6. Updating Find Templates to Include Additional Repositories

By default your Worldox Find Templates search the Active Document Repository.  If your firm uses the Legal Hold or Archive features of Worldox you may wish to have your Search Templates reference these and an the Active Document Repository at the same time.

To do so:

  • Open the Search Card
  • Select Options -> Edit Templates
  • Select the appropriate template from the list
  • Select "Search What"
  • In the By cabinet area, select the appropriate repositories for your template
  • Select OK
  • Select "Options -> Save Template"
  • Select Save
  • Select OK

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14. Bookmarks

14.1. Introduction to Bookmarks

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

Bookmarks can be pinned to your button bar menu:

or Accessible in the Bookmark area of the Navigation Panel:

and also by going to Bookmarks -> Manage

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


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14.2. Create Worldox Bookmarks

To create a bookmark:

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

  • and select OK

Worklist Files

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

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

  • Click the green check.

  • Type a  meaningful name in the Bookmark Name Field.

  • Make appropriate selections as follows:

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

Search

These are your Find Templates in Worldox:

  • Select the appropriate Find Template

  • Type in a meaningful name in the Bookmark Name field

  • Make appropriate selections as follows:

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

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


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14.3. Bookmarks Tab

You may wish to have a large number of bookmarks, and this can take up a lot of room in your Button Bar Button area.  Therefore, while you can view the bookmarks in the Button Bar Button area in Worldox, you can also use the Navigation Panel.

The "Bookmarks" tab displays a list of all your bookmarks listed alphabetically.


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14.4. Manage Bookmarks

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

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

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


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14.5. Advanced Bookmark Security

For the most part, you don't need to worry about security with respect to bookmarks.  If a user does not have access to the cabinets in which the bookmark is set, they will not have access to the bookmarks pointing to those cabinets.  However,  if you'd like, for example, to only have the bookmarks available for certain users, or limit their use you can do so.

Here's how:

In Worldox, right click on the button bar button and choose "Edit Bookmark"

By default, the "Everyone" group will be excluded. 

If you want to allow the bookmark for most users, select that group and choose "Rights -> Allow"

If you want to block the bookmark for most users, select that group and choose "Rights -> Block"

If you wish to allow / blocked based on the individual users in Worldox, select "Add Users -> Allow" or "Add Users -> Block" accordingly, select the appropriate users, and click OK

If you wish to allow / block based on a Security Group in Worldox, select "Add Group -> Allow" or "Add Group -> Block" accordingly, select the appropriate groups and click OK

Note:  Security Groups must be configured with the "This group can be used to secure files and objects" check box checked.


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15. Search Results Screen

15.1. Back Button and Forward Button

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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15.2. Find Doc ID or Desc

You may wish to conduct a search in all cabinets for documents that have a word or phrase in their description without selecting the "New Search" button or other bookmark buttons.  A quick and easy way to do this is to use the Location Bar.

In the location bar, type the word or phrase you'd like to search for and hit the enter button on your keyboard.  Here's an illustration of searching for the word "agreement" in the location bar:

Note that in the illustration above, we are finding documents that contain the word "Agreement" in the description field regardless of the cabinet.

The caveat to this is with regards to numerical values.  If you place a numerical value (e.g. 32128) in the field, Worldox will prompt you to determine if you are looking for a document by that identifier or if you are looking for that number in the description:

If you are searching by Document Identifier, Worldox provides you with some methods to use to search this way.  Although it's not listed in the above examples provided by Worldox, you can also search for the document identifier without displaying this dialog by typing a "." at the end:

Note:  The words "Project" and "Library" also do not properly search.  If you are looking for those specific words, you can type "Project*" or "Library*"


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15.3. Filter Search Results: Filters Field

[[INSERT:1541]

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15.4. Filter Search Results: Filters

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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15.5. Search Tab

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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15.6. Type to your Choice within the Search Results Screen

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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15.7. Preview Documents - 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.


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15.8. Preview Documents - Preview Window Tool

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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15.9. Preview Documents - Preview Tab

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


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15.10. 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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16. Column Headers

16.1. 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.


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16.2. Add a Column to your Column Headers

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

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

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16.3. 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.



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16.4. 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
 

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16.5. 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


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16.6. 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.
 

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16.7. 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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16.8. Associate a Column Header with a Find Template

Right-click in a blank space on your column header 

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

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16.9. How to Disable Automatic Header Sizing

Background

Worldox's default behavior is to size your columns according to its "Best Fit" criteria. If you find that you'd prefer that it leave your columns as you declare them, then you can disable the automatic sizing feature.

Resolution

  • Go to Edit>Preferences>Worldox
  • Select File List Options and then double click on Column Headers Size Automatically and set it to NO then hit OK.


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16.10. Column Headers - Global Templates vs. User Customizations

Column headers are a bit tricky to understand and since Worldox added the new customization area, they've added an additional layer of complexity as well.

So, let's start with a discussion about column headers:

  • Column headers can either global or individual.   Only a person with Power User Rights has the ability to save Global column headers (individuals can save them for their own use) and column headers can be either saved for future use or associated with a Find Template.
    • Saved for Future Use — Normally, when a user performs a search for particular documents, they want the "standard" column header to come up.  However, when performing certain operations, a user might want to view the document lists differently.  Therefore, you can choose to save a column header for those, and revert to it on those operations. 
      • Example:  From time to time I need to edit a client code.  When I have to do that, I need to have the "Cabinet Name" listed in my column headers.  I don't want that column taking up screen real estate on a "normal" search since I do this rarely.  So I can save this as a column header and load it when I need to do this operation while I'm editing codes.
    • Associated with a Find Template — Whenever the search is executed, that associated column headers will be displayed. 
      • Example:  The  way I think about this is any time I click "this" Virtuoso button, or "this" button bar button, I want "this" list of columns to appear.  I have a Virtuoso button for "Training Materials".  When I select that button, I want certain column headers to come up based on the information I need to see for that search.
    • So, how do the two play off each other when there are global and individual Column Header Templates for one button? 
      • Saved for Future Use doesn't apply here.  Load the column header template whenever you like.  If you have Power User Rights, you can save column header templates that any one can see.  If you don't, only you can see them in the list.
      • Associated with a Find Template — If a Power User associates a Column Header with a Find template, they can do this for "Only Me" or for "Everyone".  If the Power User says "Everyone", this is the column header that will appear any time a user clicks on that button or uses that find template UNLESS another user creates a template and associates it with that button for "Only Me".  If that's the case, then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" template, the "Only Me" template will overrule it if a user has set it themselves.
  • Now let's talk about Customizing by "Making my favorite View"
    • This is more about "how the screen looks" than it is about "column headers" (do you want a default tab from the bottom, the preview window on the right to always be showing, etc), but it's also about column headers when there are no column header templates applied.  So, what the heck does this mean?
      • If you create a Find Template and do not associate a column header with that template, then the "Favorite View" is the view that will be displayed, including the columns that were added when the Favorite View was created, the tabs to the left, right and bottom of Worldox, the Properties lines, the Striped alternate lines, etc.
        • If the Power User says "Everyone" when saving the view, this is the view will appear any time a user clicks on a button that has not been assigned a column header UNLESS another user creates a view and associates it with that button for "Only Me".  If that's the case then the "Only Me" will override the "Everyone" template, but only for that user.  Even if the Power User changes the "Everyone" view, the "Only Me" view will overrule it if a user has set it themselves.
      • If you create a Find Template and associate it with a column header, and have a favorite view things get super complicated...  :)
        • The Columns that will be displayed will be those in the column header template.  (If the Power User says "Everyone" this is the column header that will appear any time a user clicks on that button or uses that find template, UNLESS another user creates a template and associates it with that button for "Only Me".  If that's the case then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" template, the "Only Me" template will overrule it if a user has set it themselves).
        • The Tabs, etc. that you can customize will be displayed as follows:  If the Power User says "Everyone" when saving the view, this is the view will appear any time a user clicks on a button that has not been assigned a column header UNLESS another user creates a view and associates it with that button for "Only Me"  If that's the case then the "Only Me" will override the "Everyone" template but only for that user.  Even if the Power User changes the "Everyone" view, the "Only Me" view will overrule it if a user has set it themselves.

Here's a quick tip on what templates/settings trump other templates/settings:

  • "Make this my favorite view" will control column headers/settings ONLY WHEN there are NO Column Templates (public or private) defined for the type of search you're performing.
  • If a PUBLIC column template is defined (for the search you're running) then it will trump your "favorite view".
  • If a PERSONAL column template is defined (for the search you're running) then it will trump your "favorite view" AND any public column template settings.

In other words: Personal Template > Public Template> Favorite View Settings (set using the gear/customize icon)



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17. Manipulate Documents

17.1. Open a Document

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.

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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17.2. Open a Read Only Instance of a Document

It can be very frustrating when someone leaves a file open that you need to edit.  If you are just glancing at a document and don't intend to edit it in any way, you can open the file in read-only mode so that others can still open and edit the file.

Here's how:

  • Find the document you wish to open in read-only mode

  • Right-click on the document and choose "Open Read-Only"

You have now opened a read-only copy of the document.


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17.3. 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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17.4. Edit the Profile 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"


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17.5. Edit the Profile of a Document - 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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17.6. 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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17.7. Save As - Overwrite an Existing File

There are two methods for overwriting an existing file with any edits you may have made to it.

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.

  • From an open file, select File -> Save As
  • Select "Replace File. This is the same behavior as File Save."  The original file will be overwritten.

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17.8. 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.


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17.9. Save As - New File

If you've begun editing the contents of a document but do not want to save it to that same location, you can use the Save As feature to create a copy and keep your original as is:

  • From an open file, select File > Save As

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

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

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

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


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17.10. Make a Copy of a Document


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

Here's how:

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

  • Select the "Copy" button in Worldox

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

  • Update the Profile Card, and select Copy.

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


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17.11. 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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17.12. Attach a Document Outside of Worldox to Outlook Emails

If the document you wish to attach to your Outlook email does not reside in Worldox, and you have Worldox launched, you can attach that file by right clicking on the Worldox title bar and choosing Cancel Worldox:


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17.13. Print multiple documents at once

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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17.14. Copy Files from Worldox to a Local Drive

Using Send To Destinations

Perform a search for the document(s) you wish to copy.

Select the documents from the Search Results List.

Right click on one of the files.

Choose 'Send To ->' and select one of the pre-defined destinations for your files. 

(Recommendation:  If you have no customized destination locations, or if your desired destination is not listed, Windows "My Documents" is always a safe and reliable place to copy your documents as a first step.)


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17.15. File Level Security - 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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18. Deleted Files

18.1. 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.

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18.2. Set Retention Rules for the Salvage Bin

By default, the Indexer software will purge the documents in the Worldox Salvage Bin after 90 days.  This may not meet your regulatory agencies' (FINRA or SEC) document retention qualifications.  For example, your regulatory agency may require keep certain documents for 6 years after a client has terminated.   If that's the case, you can set retention rules on the Salvage Bin.

  • To add Salvage Bin Retention Rules, select "Salvage > Rules"

  • To add a rule, select "Add Rules"

Set Salvage Retention Rules per Cabinet

You may wish to have a default rule per cabinet.  For example, all documents that have been moved to the Salvage Bin from the Client cabinet should be purged after 6 years.

  • Select the cabinet for which you wish to set the rule

  • If you wish the rule to apply to all clients, categories and document types, place an asterisk in each

  • Under "Defer final purge from salvage" you are presented with three options:

    Select the appropriate time frame from the drop down arrows.  For example, in this example, you may wish to select "Deleted Plus 6 years"

    1. Created plus - this will purge documents from the Salvage Bin based on the date they were created plus the defined time frame
    2. Modified plus - this will purge documents from the Salvage Bin based on the date they were last modified plus the defined time frame
    3. Deleted plus - this will purge the documents from the Salvage Bin based on the date they were deleted (i.e., moved to the Salvage Bin) plus the defined time frame

  • Select OK to complete the rule

Set Salvage Retention Rules per Field

You can also set the salvage retention rules per applicable field in Worldox.  For example, while you may wish to purge all client documents that have been moved to the Salvage Bin after 6 years, you may wish to purge others, like client agreements less frequently.  In this example, perhaps you wish to delete documents from the Salvage Bin after they have a modified date of greater than 12 years.

  • Select the cabinet in which you wish to apply the rule

  • Select the appropriate Category / Document Type combination

  • Under "Defer final purge from salvage" you are presented with three options:

    Select the appropriate time frame from the drop down arrows.  For example, in this example, you may wish to select "Deleted Plus 10 years"

    1. Created plus - this will purge documents from the Salvage Bin based on the date they were created plus the defined time frame
    2. Modified plus - this will purge documents from the Salvage Bin based on the date they were last modified plus the defined time frame
    3. Deleted plus - this will purge the documents from the Salvage Bin based on the date they were deleted (i.e., moved to the Salvage Bin) plus the defined time frame

  • Select "OK"


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18.3. 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"


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18.4. Restore Documents in 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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18.5. Multiple Salvage Retention Rules

Worldox Professional & Cloud

There may be multiple salvage retention rules that apply to a particular document.  For example, the Financial Planning Agreements are certainly filed to the client cabinet, and are also filed under the category and document type combination of FinPlan\Agree.  So, you may be asking, which rule "wins" the retention?  The answer is the one that retains the document for the longest period of time.

Let's use the following scenario as an example:  You have a Financial Planning Agreement with the modified date of 3/16/2009.  You move this document to the Salvage Bin on 7/1/2013.

The Client cabinet retention rule says the document should be purged from the Salvage Bin after it has been "deleted" 6 years.  Thus, this purge date is 7/1/2019
The FinPlan\Agree retention rule says the document should be purged from the Salvage Bin 15 years after the modified date of the file.  This purge date is 3/16/2024

The document will not be purged from the Salvage Bin until 3/16/2024 because that rule retains the file the longest.


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18.6. View Document Expiration Dates

You can view the set expiration date on a document using a column header.  The specific column header is entitled "Retention > Expires"

This column will show the date the file would be purged from the Salvage Bin if it were deleted today.


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18.7. Editing Salvage Retention Rules

You may need to edit certain Salvage Bin Retention Rules as your regulatory agencies provide you with new rules. 

To edit a retention rule:

  • Select Salvage > Rules

  • Highlight the rule you wish to edit, and select 'Edit Rules'

  • Edit the rule accordingly, and select "OK"

IMPORTANT:  If you edit a rule so that documents require a shorter or longer retention period, documents already in the Salvage Bin will maintain the original retention rule dates.  These edits will only apply to documents moved to the Salvage Bin since the rule has been edited. 

 


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18.8. Auditing Retention Rules

Worldox allows you to perform an audit on the Salvage Bin Retention Rules at any point in time.

  • To audit the Salvage Bin rules, navigate to "Salvage > Rules"

  • Select the "Audit Trail" tab

  • This will list the Salvage Bin Retention rules and all edits made to those rules.

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19. Customizing Worldox - List View

19.1. Introduction to Worldox Views

While some folks prefer a traditional "List View" of their search results, other folks may opt to show "Tile View".

The list view appears like this:

The Tile View appears like this:

Each user can customize their view of Worldox depending on their preference.


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19.2. Display Documents in List View

[[INSERT:1960]

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19.3. Customize File Lists within List View

The most common way users customize List View is to adjust their Column Headers (which columns appear in Worldox).  See the chapter on Column Headers for more information.  But there are other adjustments you may want to make as well.


View or Hide Groupings

By default, Worldox will display "Groupings" based on the field that you are sorted on in List View:

If you wish to "Hide" those groupings, you can right click on the column that you're sorted on and choose "Hide Groupings"

This will remove the groupings.

Changing Line Fonts, Line Colors, and Line Spacing

For those of you that are visually challenged, or those of you that simply like a distinct font or color, you can adjust the lines, fonts, colors and spacing in your Search Results List.

To begin, Select "Customize-> Line Fonts/Colors/Spacing"

This will open up the Display>Customize> File Lists menu

To change the font size on any of the values, in your lists, select the "button".  For example, If I want the group label to have a different font color and type, I would select the [Group] Label: Value button


Choose the entry you wish to modify:

In this illustration, I'll change the Label Font.  Adjust the font to whatever you'd like it to be. 

For example, the default is Calibri, Regular, 12 point and looks like this:



If I change to Lucinda, Regular, 16 point, my label looks like this:

I could also change the "Color" of the font by selecting Change Label Color and choosing the appropriate color:

You can change any of the values or fonts as you'd like.  Here is a list of what each of the buttons represents:

[Group] Label: Value - The groupings in your search results screen
1st file line (per cols) The actual "document" line in your search results screen
[Property] Label: Value any additional information you choose to display below the document (See Property Line Values below)
[Text Hits] Label: Value when you perform a text-in-file search, the text hits will appear under the document
[Checked-out] Label: Value - the entry that displays if the document is checked out by either yourself or another user
Workflow Label: Value this is only applicable to Productivity Suite users
Comments

You can uncheck any of the fields if you opt to not display them.

Finally you can also opt to Stripe alternate lines or not (the default is to stripe them)

Property Line

The property line section appears below the document and can contain any meta-data or other information about the file.  In this instance, I'm showing the Modified Date in the property line of the document:

To add a value to the property line, choose Customize -> Line Fonts/Color/Spacing.  Here we will be focusing on the "Property Line" area of Worldox.

To remove a Property, right click on the property and choose "Remove"

To add a Property, right click on dark grey space and choose "Insert Column".  Choose the Property you wish to display.

NOTE:  In order to see the Property below the description of the file, the column must not be included in the column headers.  See Remove a Column Header for information on removing columns that you would prefer to display below the document rather than as a column itself.






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20. Customizing Worldox - Tile View

20.1. Introduction to Worldox Views

While some folks prefer a traditional "List View" of their search results, other folks may opt to show "Tile View".

The list view appears like this:

The Tile View appears like this:

Each user can customize their view of Worldox depending on their preference.


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20.2. Display Documents in Tile View

To display your search results screen in tile view, simply select the "Tile View" icon:

This will toggle your view to show the documents in tiles, rather than the list view.

 


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20.3. Create and Sort Tiles

To sort the tiles:

  • Select the "Sort" button:
  • Select "Sort Files another way" (or choose from the list provided)
  • The List -> Sort menu will appear:
  • Choose how you would like to Tile the files, then how you would like to sort within the tiles from the drop down menus.  Here are some examples:
    • This example sorts the tiles by Category first, then date:

      While this view sorts by Modified date, then Category:

 


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20.4. Customize File Lists within Tile View

To customize the file lists within the Tile view:

  • Select the gear icon:
  • Select Line Fonts/Colors/Spacing
  • The Display > Customize > File List window will appear:
  • Clicking on the button under "Click to set font/color" will allow you to customize the color of the font, the Above and Below pixels will size the area above and below
    • Group Label - This is the way the Label for each Tile will appear. 
    • 1st file Line (per cols) - This is the way the document's first line will appear
    • + [Property] Label: Value - This is the way the property values below the first line will appear
    • [Text hits] Label:  Value -  This is the way the font will display if you do searches based on the "Name" of the file
    • [Checked Out] Label:  Value - This is the way the Checked out label will display
    • [Workflow] Label: Value - This is the way the workflow (if you have Productivity Suite) will display
    • Comments -The way comments will display
    • Stripe alternate lines - checking this check box will display every other line in grey font
    • Property line:  This is a list of properties that you can display per document
      • Choose which "Properties" regarding the document you wish to display by right clicking in the dark grey area and choosing the properties.
  • If you have power user rights, you can choose to "Save this style list for "Everyone" or "Only Me".  Be sure to select the appropriate choice for your firm.

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20.5. Customize Tile Layouts

You can also customize the number of columns, the number of rows presented, and the spacing in between them.  To make these adjustments:

  • Select the gear icon
  • Select "Tile columns/layout"
  • Make the appropriate selections from the Tile Columns/layout window:
    • Layout -
      • Max columns per row - the number of columns that will appear in your search results screen
      • Pixels between columns - the amount of blank space between the columns
      • Pixels between rows - the amount of blank space between the rows
    • File Lists
      • Frame them - put a box around each tile
      • Max lines:  Number of lines per tile
      • Min Width (pixels):  the minimum width of the column in pixels
  • Select the appropriate Save tile layout (If you have power user rights, you can make the change "Everyone" or "Only Me")
  • Select OK

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21. Customizing Worldox - Button Ribbon

21.1. Introduction

Worldox contains a pretty comprehensive button list. 

This may appear overwhelming or you may want to add to it.  Worldox allows you to customize these.  The next few pages will walk you through how to go about it.


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21.2. Remove a Button

To remove a button from your Worldox Search Results screen, Right click on the button and choose to Remove Button:



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21.3. Add a Button

To add a button to your Worldox Search Results screen, right click on the white space to the right of your buttons and choose to “Append Button”

This will give you the list of buttons you can opt to include.  There are a lot here!   For example, I tend to audit files pretty frequently, so I chose to right click Append Button, and chose “Audit-> File” from the list on the right.



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21.4. Change a Button

The icons or text around a button may not jive with your workflow.  You can customize the button icon, text or font.  So for example, if you right click on the Audit File button, you can change the icon entirely:


By choosing from a list of 5 pages of pre-defined icons:


You can also change the text that appears under the file as well to be whatever you’d like:


And you can adjust the font of a particular button if you need something larger or smaller!



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21.5. Move a Button

You may prefer your buttons to be in a different order than what Worldox presents to you by default.  You can move buttons to the left or the right by right clicking and choosing “Move Button Left” or “Move Button Right”.



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21.6. Restore the Original

If you make changes and you’re not happy with them, you can opt to right click on the button area and “Restore Original”.  This will revert you back to Worldox’s default view.



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22. Favorites

22.1. Introduction to Favorites

Favorite Files were formerly also known as Worklist Files and are those files that you have recently saved or interacted with (whether you have saved them in the Worldox Document Repository or elsewhere on your network), or documents that you have specifically designated to be favorites.

You can also have "Favorites" in each of the code look up tables (these are dynamically built based on the the items in the Code Tables that you frequently utilize).

Ways To Access Favorite Files

You can access your Favorites Files by using the button at the top of your interface:


Or by using the Left pane. Accessing your favorites from the left pane can offer more versatility than using the button. Here you can create Groups to categorize your Favorite Files. You can also view your Favorites in Flat View or Tree View. In Tree View you can even drag and drop files from into your Groups."Application" favorites are documents that you've recently saved or accessed and are sorted by file type. "Personal" favorites are documents that you chose to add, and that is where your custom groups will be located. Double click on a category to view the documents within.



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22.2. Search for Documents Using Favorites

If you want a quick way to find the documents you've recently accessed, you can utilize the Worldox Favorites Files list (also known as Worklist Files).

Using the Button

  • Select the Favorite Files button
  • The List -> Selected Favorites window will open
  • Make the appropriate choice:
    • Select the Show all Favorite Files button to get a new search results window with all of your favorite files listed
    • To select specific favorite files, you can select the category (or categories) of favorite files you'd like to view using the check boxes

      Note: The Favorite Files categories represent the method used to access the files using Worldox, not the type of file in the Worklist Files (e.g., .doc or .xls).  If you choose Word files from the list, Worldox displays a list of documents you recently saved from within Word. These are not necessarily all Word files you recently saved (because there are many different ways to save a Word document using Worldox).   If you saved a Word file by using WorkZone or by copying the file from a folder on your network, these Word documents would not appear in the Word list, because they were not saved by using Microsoft Word.  To locate a Word file saved using WorkZone, you would choose WorkZone from the list.

Using the Left Pane

  • Click the Favorite Files tab on the left pane.

  • Now double click on the category or Group of your choosing.
    • "Application" favorites are documents that you've recently saved or accessed and are sorted by file type.
      • Note: The categories you see under Application represent the method used to access the files using Worldox, not the type of file in the Worklist Files (e.g., .doc or .xls).  If you choose Word files from the list, Worldox displays a list of documents you recently saved from within Word. These are not necessarily all Word files you recently saved (because there are many different ways to save a Word document using Worldox).   If you saved a Word file by using WorkZone or by copying the file from a folder on your network, these Word documents would not appear in the Word list, because they were not saved by using Microsoft Word.  To locate a Word file saved using WorkZone, you would choose WorkZone from the list.
    • "Personal" favorites are documents that you chose to add, and that is where your custom groups will be located. Double click on a category to view the documents within.



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22.3. Add Documents to Favorites

If you are working with or referring to a particular file frequently, you may wish to add that document to your Favorites. 

  • To add a document to your favorites, select the heart icon next to the document:

    Note:  a dark red icon indicates that the file is a favorite.
  • If you do not have the Favorite column, you can either add it (see Column Headers) or you can right click on the document and choose "Favorite Files -> Add"

These documents will be assigned to the category "My Chosen Favorites". 


Adding a Document to a custom Group in Favorites:

If you've created Groups in your Favorites and you'd like to add a document to a Favorite Group then you'll need to access your Favorites through the left tab panel.

  • Pop out the left panel of tabs by clicking on the > arrow at the very top of the tabs.
  • Click on the Favorite Files tab.
  • In the top left corner of the Favorite Files panel, you'll see a View style option. You can swap from Flat View to Tree View. Switch to Tree View.
  • Now drag and drop your file into your desired group.
    • If you don't have a group yet then use the +Add button to create one!

If you have a problem dragging and dropping then make sure you a) have the left pane popped out, so that it doesn't minimize when you move your mouse away, and b) ensure you're in Tree View, drag and drop doesn't work in Flat View.


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22.4. Remove a document from Favorites

Some files that you have added to your favorites list may not be favorites forever.

To remove, simply select the red heart icon (which will change it to pink)

Note: For files that were added to the favorites list by the system automatically due to recent use, it is not necessary to remove them as they will "fall off" in time. However, if you would like to forcibly remove them, you can right click on the file and go to Favorites Files>Remove. (If you don't see an option for Favorite Files, then first go to More and continue searching).


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23. Tags

23.1. Introduction to Tags

Worldox Tags provide you with an additional field in which to utilize when saving and searching for documents.   Tags can assist you in cross referencing items.  An example that may be useful is if you are filing an article to a reference cabinet that crosses multiple topics.  For example, an article may be mainly about "Tax", but also includes useful information for "Estate Planning".

In this case you can apply multiple tags to the same document and search against those tags (e.g. show me all articles that have been tagged as "Tax".

You may also utilize tags for workflow aspects like "Pending Signature" and other items.

 


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23.2. Creating Tags

To create a Tag in the Profile Card:

  • Select the Tags Button
  • Choose Add / Edit Tags
  • In the "Select Tag" window, choose the "+" to add a tag
  • Select the appropriate Category
  • Select OK
  • Give the Category a Name and select an Icon if you'd like one
  • Select OK

You have now created a Tag which you can apply to your documents.

 


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23.3. Assign a Tag to a Document

To assign a tag to a document from the Profile card:

  • Select Tags -> Select a Tag -> Public (or Personal)
  • and choose the appropriate tag.
    Note:  You may select multiple tags by repeating the process

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23.4. Search for Document Tags

To search for a document based on Tags:

  • Open a Search Card
  • Select the "Tags" button
  • Select the appropriate tag from the list
  • Select Search

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23.5. Add Tags to the Search Card

If you are a former Worldox GX3 client, you may not have the option to select "Tags" from your search card.  Here are the steps for adding the Tags to your search card:

  • Open the Worldox Search Card in which you would like to add the Tags field
  • Select "Options -> Customize Fields"
  • In the Customize Find Fields window, select the "Tags" field on the left
  • and the field in which you want to add the tags tab before or after on the right
  • Select "Add Before" or "Add After" accordingly
  • Select OK

The "Tags field" should now be added to your search card, however it's a "one time add" unless you choose to save this!

To save the search card with the tags tab

  • Select Options -> Save Template
  • In the Save Find Template window, leave everything the same and select "Save"
  • Select "OK"

You will need to repeat this process for all templates in which you wish to show the "Tags" field.


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23.6. Clearing Tags from a Document

To clear a tag from a document via the the 'Edit Profile' card:

  • Select the button next to the tag


  • and choose the appropriate tag to clear.  Or you may 'Clear All':




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24. Worldox Projects

24.1. Introduction to Worldox Projects

A Project in Worldox is file in the Worldox document repository which links to other files within Worldox document repository.

The purpose of Worldox projects is to enable you to associate documents together.  For example, if you're working with a client to perform an Investment Analysis, you might want one project file that links to a Morninstar Report, their IPS and an Investment Allocation worksheet.


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24.2. Create a Project

To create a project:

  • From the Worldox search results screen, select the document(s) you'd like to add to a project, and select the Project tab at the bottom of your search results screen
  • Drag and drop the documents you wish to add to the project to the Projects Tab at the bottom of the screen.
  • Select "Save  As"
  • Complete the profile card for the project
  • Select "OK"

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24.3. Find Projects

Projects in Worldox are saved to the Worldox Document Repository as files with a .wdl file extension.  You can use any of Worldox's search techniques for finding these files.


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24.4. Add Document(s) to a Project

You may wish to add newly created or received documents to a particular project.  For example, if you create a new Morningstar Report for the client's annual Investment Review, you may wish to add that to the project.

 
Perform a search for the Worldox project to which you would like to add a document and double click on the project to see the current list of files.
 
  • Perform a search for the Worldox project to which you would like to add a document (note: you can double-click on the project to see the current list of files)
  • Select the Project from the search results screen.  Open the "Project" tab at the bottom of the screen
  • From the Project tab, click the "Edit" button
  • Perform a Worldox search for the document(s) you wish to add to the project
  • Drag the file(s) to the Projects tab or highlight the files you wish to add (or select the files and choose the "Add File" button)
  • Select Close OR Save As
  • You will be prompted to save your project changes:

  • Select the appropriate radio button:
    • Replace Project - will add to the document to the current project
    • Save as New Project - will prompt you save this set of documents as a new project
  • Select OK and then CLOSE

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24.5. Remove Document(s) from a Project

You may need to remove a document from a project.  Perhaps you've selected the wrong one, or the document is no longer needed for the project.

Perform a search for the Project from which you would like to remove a document.  

  • Select the Project Tab and choose the "Edit" button to edit the project.

 
  •  For the project you're showing, select the file(s) you wish to remove, and select "Remove File"
 
  • Select Close and answer the question to save your changes.
  • OR Select "Save As"
  • Select the appropriate radio button:
    • Replace Project - will add to the document to the current project
    • Save as New Project - will prompt you save this set of documents as a new project
  • Select OK, then CLOSE the project.

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24.6. Delete a Project

A Worldox Project, is a file saved to the Worldox Document Repository.  To delete the project, simply locate the project you wish to delete and delete it as you would any other file. 

Note:  Deleting a project does not delete the files that are "in" the project.

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25. Relationships

25.1. Introduction to Relationships

Relationships are a way to associate files in Worldox's Document Repository.

Oftentimes, you may have a letter or piece of correspondence with enclosures. You may want to save the letter under correspondence, but the enclosures in their logical position and not have to "refile" the enclosures.

For example, you may send your clients a meeting agenda, and a financial plan prior to them coming in to your offices.  You want the Meeting agenda filed under correspondence or agendas, and the financial plan filed under financial plan, but as you have included the plan as an enclosure, you can associate that with the agenda.


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25.2. Create Relationships

To associate documents using relationships:

 
  • From the Worldox search results screen, select the document you'd like to make the "Parent" document
  • Click on the Relations tab at the bottom of your search results screen
  • Select the checkbox "Make file the parent"
  • Conduct a Worldox search for the document(s) you wish to relate to the parent document
  • Drag and drop the documents you wish to relate into the Relations window
 
IMPORTANT:  When finished, deselect the "Make file the parent" checkbox. Failure to uncheck this box can cause user confusion as the user might think that any highlighted file has a relationship with the files in the Relations window. In order to be certain that you are reviewing the correct relationships, the relationship is listed at the top of the Relations tab

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25.3. Show Relationships

There are a couple of ways to show a document's relationships:

Add Relations to the Column Header

  • Left-click on the empty gray space in the header of your search results screen
  • Choose "Relations?"
  • This will show whether the documents you have selected have related files. It does not show which files are related, but it helps to identify that a relation exists.
  • To show related files, use one of the following methods:

Use the Relations tab

  • Highlight the document for which you would like to see the relationships
  • Click on the Relations tab at the bottom of your search results screen
  • The Relations window lists each of the documents related to the one you have highlighted in the search results window
  • Clicking the "Relations" button will open a new list containing the related files

Note:  You may wish to update your Style Sheet for Relations.

 


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25.4. Delete Relationships

You may need to delete a relationship once it is established.  To do so:

 
  • Perform a search for the parent file from which you would like to remove the relationship and highlight it
  • Select the Relations tab at the bottom of your search results screen
  • If there is more than one child related to the parent, click the check box for the child or children you wish to remove
  • Select the Unrelate button
  • The Worldox - Unrelate File window will open. Verify the information and select "Yes"
  • A new Worldox - Unrelate File window will open verifying that the file(s) has been unrelated. Select "OK"

Note: This only removes the relationship; it does not delete or remove the document from Worldox.


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26. Archive Documents

26.1. Introduction to Archiving Documents

Over time, you may have hundreds of documents for a particular client in a particular cabinet.  When doing searches your search results lists may become arduous and hard to look through.  At some point, you may decide to archive documents that you may no longer wish to appear in your normal search results window.

By default, when you save documents to Worldox, you are saving them to an Active repository.  Worldox has other repositories, one of which is the "Archive" repository.  You can move documents to this repository when you are ready to do so.

These documents are still very much searchable, you simply have to choose to search in this repository to find those documents.


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26.2. Archive Documents

The first step in archiving documents is to determine which documents you wish to archive.  Many firms will choose to archive documents that are in certain categories and or document type combinations that are older than a certain modified date.  For example, you might want to archive Correspondence files that are older than 5 years.

Once you have determined what you want to archive:

  • Perform a search for the document(s) and select them
  • Right click and select Archive > Move To
  • If you have selected more than one document, in the Worldox – Clarify Selection Window, select "Continue"
  • In the Worldox – File  > Archive > Move to window, select "Yes"
  • The documents will then be moved to the Archive Repository

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26.3. Search for Archived Documents

Unless otherwise configured, Worldox's Archive Document repository is located on your file server within the Active Document Repository.

To search for documents that have been archived:

  • Open a Search Card
  • Select "Search What"
  • Select the Archive checkbox

Note:  If you wish to search both the Active and Archive repositories, you can select both check boxes

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

Note:  You may wish to update your search templates to reference both Active and Archived documents, or have different Virtuoso buttons for the different types of searches.


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27. Checking Files Out/In

27.1. Introduction to Checking In / Out Documents

Worldox Cloud automatically checks documents out to your local workstation upon opening them.  If the file is checked out, users in the office can still view the file and make copies of it, but they can't save over that file.  This will prevent you from having one user working on a document from home and another user working on the same document and wondering which document is the "right" one. 

Closing the document will automatically check the document back in and overwrite the changes to the Cloud.  If you Close Worldox with the document still open, they will remain checked out and you'll need to manually check them back in.

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27.2. Check In Documents

To Check Documents in, perform the following steps:

  • Click on the Check-Out icon in your system tray. 
  • This will open a list of checked out files
  • Select the files you'd like to check in and click the Check-In icon. 
  • Note:  This works well if you have multiple documents to check in.
  • Alternatively, if you have a single document, you may wish to simply select the "Check-In" button below the document:

  • Note:  This works well if you have a single document to check in.

  • Select the appropriate radio button:

    • Copy up checked-out file over on-line original. - replaces the original file with the checked out document
    • Add as a new version.  - the checked out document replaces the original file and the original file then becomes a prior version
    • Discard local mirror copy and revert to original.  - discards any changes made to the checked out document
  • The Worldox - File > Check-In window will open to confirm that the file was checked in.  Select "OK"

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28. Legal Hold

28.1. Introduction to Legal Hold

The term Legal Hold may not make sense for many financial planners, however, the idea, or concept of Legal Hold is to make documents "read only". This feature was formally known as "Record".  Similar to a record, once you write to this location you cannot change the contents of a file, but rather, can open them as read-only documents. 

This is different than F-Locking documents in that documents that are moved to "Legal Hold" can be moved back to the live repository.  For more information on F-Locking documents see:  File Locking

Note: Before implementing Legal Hold, you may wish to work with Trumpet to ensure that only appropriate users are able to move documents to Legal Hold and to Remove from Legal Hold.


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28.2. Place a document in Legal Hold

To place a document in "Legal Hold" simply right click on the document and choose, Legal Hold -> Move to Legal Hold

Confirm your intentions

This will place the document in a separate document repository for Legal Hold documents.


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28.3. Search for Documents moved to Legal Hold

To search for documents that are moved to Legal Hold:

  • Select a Search button

  • Fill in the criteria to find your documents

  • Select the "Search What" button

  • Select "Legal Hold" check box:


    Note:  You can search for both documents in the "Active" document repository and the "Legal Hold" repository by selecting both check boxes.

  • Select "OK"

  • Select "Search"


...

28.4. Move Documents from Legal Hold to the Active Repository

To move documents from the Legal Hold repository (read only) to the active repository, right click on the document and choose:

Legal Hold -> Restore Legal Hold

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29. File Locking

29.1. Introduction to F-Locking

Overview

F-Locking your documents makes them permanently read-only and satisfies FINRA's regulations for making documents read-only.

Deep Dive

Your firm's compliance officer will have been provided documentation on both SEC and FINRA requirements for electronic record keeping. 

F-Locking is used to assist firms governed by FINRA to utilize Worldox to ensure that their documents are written to WORM technology (Write Once, Read Many).  F-locking a document stores finalized records in a manner that prevents the records from being overwritten, erased or otherwise altered utilizing Worldox proprietary technology that is intrinsic to the system. Although the hardware storage medium used (e.g., magnetic disk) is inherently rewriteable, the integrated codes intrinsic to the system prevent users or administrators from overwriting records that are flagged for WORM behavior. The codes used by Worldox ensure that the flagging of a document for WORM behavior is a permanent, one-way operation—once flagged as WORM, there is no way for the user or administrator to modify that version of the document or to change the document back to non-WORM behavior.

Note:  F-Locking is only required for firms that are governed by FINRA and are Worldox Cloud users.

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.

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29.2. F-Locking a document or set of documents

Word of Caution:  F-Locking a document or set of documents is very simple procedure, however it is permanent behavior.  There is no way for either a user or an administrator to modify or change the document back to non-WORM behavior.

To F-Lock document(s):

  • Perform the search for the document(s) you wish to lock
  • Select the documents you wish to lock

 

Tip:  Selecting CTRL+A on your keyboard will select all documents in your search results list

  • From the Worldox Menu, select "File -> Legal Hold -> F-lock"

  • Once you have selected F-Lock, you will receive the following message:


  • Review the list of documents by clicking the drop down arrow next to "Click here to review list"
  • If you have documents in the list that you do not wish to lock, you will want to repeat the steps above only for those applicable documents.  This operation cannot be undone, so you want to ensure you have the appropriate documents in your list.
  • After review, if you are ready to proceed, click "Proceed"
  • Once the files have been locked, you will receive a confirmation dialog.

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29.3. Working with Documents that have been Locked

Documents that have been F-Locked can be opened, but the current version cannot be modified. 

  • When you attempt to open a document that has been F-locked, you will see the following message:


  • You can open and view the document by selecting "Yes" whichwill open a read only copy of the document.

Even if you make edits to the document, you will not be allowed to save this particular document.  When you try to save, a new Worldox index card will open, and you can save the existing file as a new document, but cannot alter this particular document nor can you save these documents as later versions.


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30. Audit Trail

30.1. 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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30.2. Audit a Single Documents 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.


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30.3. Perform an Audit on documents based on the event

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.


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30.4. Perform an Audit on documents based on the user

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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31. Email

31.1. Introduction to Emails in Worldox

Some firms wish to have Worldox be their document repository for all documents including .msg files (Outlook Email Messages).  Email messages, like all files will be saved with their native file extension, so in this case, as .msg files.

If you wish to file outgoing emails to Worldox, you will need to contact Trumpet Support to enable this level of integration.  Filing Email messages from your Inbox or Sent Items folders will be enabled by default.

Many users prefer not to file emails to Worldox because they are automatically captured by their CRM (e.g. Junxure) and some do both.  There are advantages and disadvantages to either approach.  I will outline those for you here:

Worldox

Advantages

The major advantage to storing emails in the Worldox Document Repository is that emails stored there are text searchable.  In addition, you can search across clients for emails.  Worldox also stores the email with the Attachment in tact if you need to have this for compliance purposes.

Disadvantage

The disadvantage of storing emails in the Worldox Document Repository is that you must fill in a Profile Card to save the emails.  This differs than using your CRM in that in most instances, the CRM will automatically store the emails under the contact record for whom the email is addressed.

CRM

Advantages

Oftentimes, the CRM will automatically file emails under the contact record for whom the email is addressed.  This means that you don't have the time consuming task of profiling the email. 

Disadvantage

It may be difficult or impossible to search for all emails for a given date range if you want to look for multiple clients' emails.   Attachments and emails are often filed in separate places.  In addition, email messages are not typically text searchable (search for the text within the email message) when stored in a CRM.


Trumpet is relatively agnostic when it comes to your decision on where to file email messages.  We prefer you understand the implications of your decision, and will work with you accordingly.


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31.2. Save Outgoing Emails

Note:  In order for the following  instructions to work, you must have Sent Email Integration enabled.  Contact Trumpet Support to enable this integration.

 
  • Create a new email, and select "Send"
  • After sending an e-mail from your e-mail application, the "Worldox – Sent Message" window will appear

  • Select the desired option:
    • Copy message to WORLDOX – this operation will copy your outgoing e-mail from your sent box to Worldox an leaves the original message in your sent box
    • Move message to WORLDOX – this operation will move your outgoing e-mail from your sent box to Worldox and delete it from your sent box
    • Add the address to my ignore list  – this operation will not save the e-mail message in Worldox at all  for this message, and won't prompt you again for messages sent to this email address in the future
  • If you do not wish to add the email address to your ignore list, or file the outgoing email to Worldox, simply click the "X" to close the window.

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31.3. Save Incoming Emails

You may want to save an email in your Outlook Inbox, or if you do not have Sent Email Integration enabled and want to save an email from your Outlook Sent Items Folder to Worldox, do the following:

  • In Outlook, highlight the email you wish to file in Worldox, then select the Worldox ribbon:
  • Select either "Copy to WORLDOX" or "Move to WORLDOX"
    • Copy to WORLDOX saves a copy of the email and leaves the original in Outlook
    • Move to WORLDOX saves the original email in Worldox and deletes it from Outlook
  • Complete the Profile Card
  • Note: The next time you copy or move an e-mail from your inbox from an email address for which you've already filed to Worldox, Worldox pre-populates the values you filled into the index card.
  • Click "OK" at the bottom of the index card
  • Click "OK" on the "Copy/Move Completed" window

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31.4. Search for Email Messages using the Email Address

You may wish to search for an email by the email address it was sent from or the email address it was sent to.  While this is as simple as filling out a Search Card, there are an additional fields you will need to add to the search card.

To add the Sent From field to your Search Card:

  • Open a Search Card
  • Select Options -> Customize Fields

  • Highlight the value you wish to add on the left, and the field you wish to add the address to before or after
  • Select "Add Before" or "Add After" accordingly.

  • Select OK

  • If you wish to add this to your Find Template, you can then choose Options -> Save Template

  • Then either provide the template with a new name and pin the template to your button bar, or overwrite the existing template you used.

  • You now have the appropriate fields to search for the email addresses


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31.5. Email Tab

You may have noticed an Email Tab in Worldox.  The E-mail tab in Worldox is another interface which points to Outlook's e-mail interface.

Simply selecting that tab will display your Outlook Inbox.

  • These messages have not been profiled, and cannot be retrieved by profile information, but can be worked with like messages from the Outlook interface
  • From the E-mail tab, you can
    • Create a new e-mail
    • Preview the e-mail
    • Copy an e-mail to Worldox
    • Move an e-mail to Worldox
    • Delete an e-mail

You can also create new email messages, but most firms prefer Outlook's interface


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31.6. Email Rules

You may need or want to add rules for processing outgoing emails.  For example, you might want to add your husband's email address to the "Ignore" list, or you may have inadvertently added an email address to the ignore list that you want to prompt for saving.

View Email Rules

  • To see your email rules, you must select the Email Tab in Worldox.

  • Select Edit > Address Rules
  • Note: You cannot access this from another tab, you must be on the E-mail tab for these menu selections to be available
  • The Worldox > Sent Message Rules window will open
 

Add Email Rules

  • To add a rule, select the appropriate tab:
 
    • Personal - will create the rule only for your user
    • Public - will create the rule for all users
  • Click the green plus button
  • The Worldox > Add Rule window will open
  • Fill out the applicable selections
  • Click "OK"
  • Note: Trumpet has automatically configured a rule to ignore all internal addresses when in "To"

Delete Email Rules

  • To delete a rule select the appropriate tab
  • Highlight the rule you wish to delete
  • Select the "Delete" button at the top

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32. Junxure Cloud Integration

32.1. Does Worldox Integrate with Junxure Cloud

Background

Yes! Worldox Pro and Cloud can integrate with Junxure Cloud. In fact, there are two ways you can integrate: Hook integration and WebMobile integration. The Hook integration uses the Internet Browser hooks that come built in to Worldox while the WebMobile integration is a built in feature that Junxure has created this method requires Worldox WebMobile. Read on to learn more about how those work, and what you can take advantage of.

Hook Integration

Junxure Cloud is a browser (internet) based CRM. Worldox can integrate with your internet browser through Hooks. These hooks will appear any time there is a "browse" dialog to save or open a document. If the correct hooks are enabled then you can utilize these with Junxure Cloud IF the functions within invoke those browser dialogs. I'm talking about this:


If these upload or browse dialogs appear then the chances are that Worldox will work with it. If certain features within Junxure do NOT use this to upload or save your documents, then integration directly with Worldox may not be possible for that specific task.

Note: Hooks are global for all of your Worldox users. If you're NOT seeing Worldox pop on a File Upload dialog, like the one above, then the odds are good that the correct hook just needs to be enabled! See this article here to learn how.

WebMobile Integration

This integration is built and managed by Junxure and has a couple requirements in order to utilize it:

  1. You must have Worldox GX4 Both Pro and Cloud versions work just fine.
  2. You must have Worldox WebMobile (this is an add-on product that works with both Pro and Cloud versions of Worldox)
  3. The Worldox Integration feature needs to be enabled within your Junxure Cloud account at the Firm level AND the user level. For help with this contact Junxure Support or click this link to see how.

We've heard that the Junxure Cloud team has more ideas in mind for their Worldox integration. Check with them if you have any questions or needs regarding this.


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32.2. How to Enable / Disable WebMobile Integration - Firmwide

Background

Junxure Cloud comes with a built in integration for Worldox WebMobile. It requires Worldox WebMobile in order to use this. If you do NOT have WebMobile then this feature can just get in the way. Follow the steps below to disable or enable it based on your needs.

Note: If you're enabling this feature, then also read the next article for setting up each user.

*For official support on Junxure's integration with Worldox WebMobile you'll need to contact the Junxure support team.

Resolution

  • In your Junxure Account go to Settings

  • Firm Profile

  • Firm Preferences
  • Hit the Edit button in the Top right corner to enable changes
  • Under the Document Management category, you'll see a drop down menu. If you're enabling this setting then select Worldox and hit Save. If You're Disabling then select Junxure and hit Save.

Note this is a firm setting so it will be global for all users.

You'll now see buttons within Junxure that reference "DM" or "Link From DM". The DM means Document Management.

At this point each user will need to activate their integration using their individual WebMobile credentials. Click here to see how.


 

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32.3. How to Enable WebMobile Integration - Per User

Background

After you've enabled Worldox WebMobile integration in your Firm settings (click here if you haven't done that yet), you'll need to input your own personal WebMobile credentials into your Junxure account. You'll need the following information to proceed:

  • Your personal Worldox WebMobile Username
  • Your personal Worldox WebMobile Password
  • Your company's WebMobile Server Name
  • Your company's WebMobile Server Password.
  • Your WebMobile server URL

All of this information is managed and distributed by the Worldox Cloud team (wdccsupport@worldox.com).

For official support on this (and any other) Junxure setting please contact Junxure Support. 

Resolution

Note this is described from an Admin perspective (who can edit all users). The first few steps my differ depending on your user access within Junxure.

  • Click on Settings.
  • Click on User Profiles
  • At this point you'll see a list of Users (if you have permission to). Click on Edit in the far right column of the list for the user whose WebMobile you'd like to sync.
  • Go to "User Preferences" and click Edit in the top right corner. Now click Setup to the right of the "Document Management" category.
  • Input the appropriate credentials and hit Next. Presuming the credentials were valid you should have a successful sync. The integration should now function for that user.
  • Repeat for all other users who need the integration.




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32.4. How to Attach a Worldox Doc to a Junxure Cloud Action

The most common place to need Worldox documents is in your actions. The steps below cover how to attach a Worldox document using Browser Hooks, or Junxure's built in WebMobile integration.

  • If you're not already editing your action, then open the action and click on "Edit" in the top right hand corner.
  • In the section that says "Link To" click on "Documents"
  • Now select "Upload Document"
  • Click the "Select File" button to select a document from your PC, or if your Worldox browser hook is enabled, then you can select from Worldox.
  • Alternatively, if you use the built in WebMobile integration, you can click "Link From DM" to invoke the WebMobile integration.
  • Follow the steps to select your document and upload it to the action.

For info on Hook and WebMobile integration see here.



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33. Administration of Worldox

33.1. Activating and Deactivating Users / Adjusting Security Permissions

Trumpet, Inc. is responsible for administering the Worldox Cloud Document Management System.  

In order to add or deactivate users please complete the form here:   https://www.tfaforms.com/4631377

If you need to adjust permissions for a particular user, please email support@trumpetinc.com and include the following information:

  • Name of the user's whose permissions need to be adjusted
  • Name of the user we can use to copy permissions (if applicable) or a list of access the user needs.



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33.2. Integrating Worldox with other Applications

Trumpet, Inc. is responsible for administering the Worldox Cloud Document Management System.   If would like Worldox to pop when saving documents (or opening them) from a particular application, please email support@trumpetinc.com and include the following information:

  • The name of the application
  • Which dialogs within that application (e.g. Save, Open) you would like the integration for.

We'll then schedule a time to create the integration for you.


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33.3. Summary Reporting

As the Worldox administrator, you may need to know how many files a cabinet contains, how many documents are filed under particular document types, or other useful summarized information.  Worldox provides you with the ability to run a Summary Report to find just such information.

To run a summary report in Worldox:

  • Open a Search Card and select both the cabinet you wish to run the summary report against, and "Search What"

  • Select the "Summary Report" check box

  • Select "OK"

  • Select "Search"

  • This will open the summary report.

  • You can see that it only provides you with the Modified Date and Cabinet column headers.  You can add the appropriate column headers to see the results as you would like them to appear:

 

Note:  To add and remove column headers see the knowledge book chapter:  Column Headers

Note:  The blue font indicates the number of documents found.

 

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34. Advanced Integration

34.1. Attaching Worldox Links - Choosing Files in Internet Applications

Many web-based CRMs allow you to attach files to actions.  Trumpet encourages you to utilize Worldox Links (or shortcuts) to the documents to ensure that you don't have documents filed in multiple locations (the Worldox document repository *and* your CRM).

  • To do so, in your CRM, select the "Upload" or "Browse" button.

  • Worldox will open the Search interface

  • Find the files you wish to attach to the action.
    Note:  You can attach multiple Worldox links at the same time using this method
  • Double click to select the file(s) and clarify your selection (Select "Continue")

  • Worldox will prompt you to select:

    • Full copies of the files
    • In a Worldox file list (internal use only)
    • Encrypted container (i.e. a passworded ZIP file)

  • Select the "In a Worldox file list (internal use only)" radio button

  • Under the "Worldox List Name" you can rename the file as you would like it to appear.

  • Select "OK"

This will add the files to your CRM's action.


 

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34.2. Attaching Documents to Outlook Calendar or Appointment Items

Email support@trumpetinc.com with the following request:

"We would like to adjust our Outlook hook integration to allow for attaching Worldox documents into Calendar items. Reference #41406"


NOTE: The solution we can provide will revert you to an older method of Outlook integration which may limit the number of attachments you can attach in one selection due to the limitations of the dialog depending on the length of the document description. 


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34.3. Launching Searches using Worldox WDOX hyperlinks (URLS)

Background

Worldox supports initiating searches using specially formatted hyperlink URLs.  This allows for very powerful integration with systems in your firm.  Some examples:

  • Include a hyperlink in a process checklist that searches for the next checklist in a long process

  • Include a hyperlink in a process checklist that searches for documents needed by that process (e.g. Invoices that have status=NEEDPAY)

  • Include a hyperlink in a blog post to a research document that is stored in Worldox

  • Include a dynamic hyperlink in your CRM that searches for documents for the current contact, account, fund ID

  • Include a dynamic hyperlink in a spreadsheet that performs a search based on the data in the spreadsheet

  • Include a Search URL to Worldox using a Virtuoso button

The possibilities are really endless.  If you would like to brainstorm about how to take advantage of these types of URLs, let us know!

Note: If you are a Google Chrome user, be sure to see the note at the end of this article about launching Worldox hyperlinks in Chrome

URL format

The Worldox URL format is as follows:

  • wdox://<query string>

Where <query string> is defined below.  For example, if you wished to search for a single document in Worldox, you would use the following:

  • wdox://?D12345

Query String Details

A query string is made up of a series of search criteria.  The criteria starts with a question mark (?) followed by a single character (e.g. ?D means 'Doc ID').  After the single character comes the details of your search term.  If additional parameters are desired, an additional question mark is added, etc...

The following table defines each of the search criteria that you can specify:

 

Prefix Data Type Notes
?@ Find template name Only one Template Name is allowed. The template name
must be the last parameter passed in your search string
?T Text in file Use boolean values to separate non-sequential words or
phrases
?E Description or comments Use boolean values to separate non-sequential words or
phrases.
?D Doc ID Use a boolean value between names. Standard DOS wild
cards are allowed (e.g. "*.DOC").
?I Owner initials Use "/C" to get Checked-Out files.
?C Date created range Single date: "mm/dd/yy".
Range of dates: ">=mm/dd/yy <=mm/dd/yy"
?U Date updated range Single date: "mm/dd/yy".
Range of dates: ">=mm/dd/yy <=mm/dd/yy"
?G Profile group/Cabinet # Profile Group ID's +1, comma separated (see wdadmin for the cabinet IDs, and then add 1 to the ID)
?1 Field 1 code Separate multiple codes with a space, a boolean value of
"OR" is assumed. Refer to the cabinet settings in wdadmin for the field # as it may not be the order you see when you profile a document.
?2 Field 2 code Same as Field 1 code
?3 Field 3 code Same as Field 1 code
?4 Field 4 code Same as Field 1 code
?5 Field 5 code Same as Field 1 code
?6 Field 6 code Same as Field 1 code
?7 Field 7 code Same as Field 1 code


A few simple examples:

Scenario: Searching for a doc id, or multiple doc ids:

  • single doc ID: wdox://?D123456
  • multiple doc IDs: wdox://?D123456 128783 127800

Spaces separate each ID. Leading zeros are not required.

Scenario: Searching a particular cabinet(s) and certain field codes:

  • one cabinet and one field code: wdox://?G5 ?4 CORR
    • Outcome: search in X cabinet for documents with CORR in field 4
  • one cabinet and 2 values in 1 field:  wdox://?G5 ?4 NOTES CORR
    • Outcome: search in X cabinet for documents with NOTES OR CORR in field 4
  • two cabinets and one value in two different fields: wdox://?G5,17 ?2 NOTES ?4 CORR
    • Outcome: search in X cabinet OR Y cabinet for documents with NOTES in field 2 AND CORR in field 4

In those examples, the cabinet IDs are 4 and 16 because you have to add 1 to the cabinet code. Separate cabinet codes with commas. The field numbers are input how ever they are numbered in the cabinet settings (found in wdadmin). Separate field codes with spaces.


"OR" Operations

To instruct Worldox to treat a given query condition as an 'OR', put the word 'OR' at the end of the query parameter.  e.g.:

  • wdox://?D12345 OR ?E This is a test OR

This URL will search for documents that have doc ID = 12345 OR Description/Comments containing the phrase 'This is a test'.  Be sure to put the OR at the end of each search term.  If OR is omitted, the search term is treated as an AND.

Google Chrome Users

Click on a wdox hyperlink in the body of a web page (here's a handy link that you can use:  wdox://?E TEST ).  When you do this, Chrome will prompt as follows:

UPDATE:  It has come to our attention that older versions of Chrome will allow you to Check the 'Remember my choice' checkbox, then click 'Open'.  But in newer versions, you will always receive the prompt as Chrome has removed the Remember my choice for Worldox.exe links checkbox.

If you find out how to make Chrome remember this choice, please let us know and we'll update this page (and give you credit!)

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35. FAQs

35.1. Minimum System Requirements

Cloud User Workstations

The Worldox executable is mirrored from the cloud to the workstations' local disks and launched from the local disk.

  • Processor: Core 2 Duo (or higher)
  • Operating System: Microsoft Windows XP Professional SP3, Vista and Windows 7, 8 or 10 (Home version O/S's not supported)
  • Memory:  Min 2 Gig of RAM or higher 4 Gig recommended for Win 7 and 8
  • MS Office 2007 through 2016 - 32-bit versions of full installs, for more information regerading Office 365, please see:  Worldox Compatibility with Office 365 (Click-To-Run installs and 64-bit versions are not supported)
  • Integration with Adobe Acrobat 7.0 or higher is supported (versions 6 and below of Acrobat are not supported)
  • Integration with Adobe Reader 8.0 or higher is supported (versions 7 and below of Reader are not supported)

Hosted Exchange

  • If you are running hosted Exchange, you must run Outlook in cached mode.


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35.2. Worldox Web Mobile 3.X Features

Background:

We have had people reaching out looking to gather some more information on what features are available in Worldox Web 3.0.

Features:

Here is the list of available features as of 11/02/2020

Available in Worldox Web:

  • Favorite Files
  • Favorite Matters
  • Cabinets
  • Workspaces - access existing, but cannot create new
  • Bookmarks - access existing, but cannot create new (this is changing with an update that should come out this week)
  • Search - text in file, DocID or Descrption, DocID or Description or Content
  • Advanced Search
  • Direct Access
  • Filter - the file list can be filtered by any of the data in the list; type in a DOCID, date, Category or even some component of the description and the file list will be filtered to only show documents meeting the criteria
  • Edit Metadata
  • Copy
  • View
  • Open
  • Save
  • WorkZone access with the Web Integration Agent
  • Copy to / Move to Worldox in Outlook supported with the installation of the Outlook add-in for Worldox Web
  • Integration with locally installed products available with the Web Integration Agent
  • Ability to block download from Web Browser while maintaining the ability to Open from the Web Integration Agent
  • 2FA available
  • Send To ShareFile / RightSignature are both supported in the version coming out this week
Unavailable in Worldox Web:
Traditional filters that appear at the bottom of the screen are not supported. Email from the file list is not supported. Related Files are not supported yet. Audit Notify and Task are not yet supported.


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35.3. Saving Internet Explorer Downloads to Worldox

[[INSERT:370]

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35.4. How many Worldox Licenses do I need for my firm?

Worldox Cloud licensing is based on named user.  Each employee that will need access to Worldox (either to save OR retrieve files) will require a license.  It's important for compliance purposes that users do not "share" a license.

If you would like to purchase additional licenses, please email operations@trumpetinc.com

Note:  You must have Worldox open to both save and search for documents in the Worldox document repository.


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35.5. How to Search for Documents with File Level Security

To find all files in Worldox that have File Level Security applied:

  • Open a New Search
  • Select the cabinets that you would like to search (to search across the entire system, select all cabinets)
  • In the Revised By field, enter: /s
  • Click "Search"

Note: This will only return a search for secured documents that you have access to.  It won't, of course, return documents that you are secured from accessing.

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35.6. PDF versus TIFF File Format

Trumpet recommends scanning using the PDF file format.  PDF is a much more robust file format.

TIFF is an image-only format.  The specification for TIFF is owned and maintained by Adobe - but there haven't been any advances to the format in many years.  In addition, there are a lot of 'optional' features in the TIFF format, and because there isn't a standard TIFF viewer, support for these features is spotty at best.  There are some very basic compression algorithms, for example, that are supported by most TIFF viewers.  But as soon as you step even a little outside of the norm, it can get really tricky.

PDF has the following significant benefits:

  • It is not an image-only format.  It also has provisions for high quality rendering (as opposed to just bitmap presentation).  This allows for an OCRed text overlay, etc.

  • It has a very well known, well publicized and freely available default reader implementation (Adobe Reader).  This is very well maintained, and is available for all operating systems, and in fact, ships with almost every new computer

  • It is a specification that continues to add new and innovative features (better compression algorithms are one example)

  • It captures much more than just simple image-per-page data (TIFF captures one image per page - that's it).  For example, PDF allows for markup, embedding of tags, building of hyperlinks and bookmark navigation trees

  • PDF allows for encryption

Worldox does support TIFF formats (the internal Worldox viewer is actually quite good at rendering TIFF files), but if a firm does not use Symphony OCR (Symphony OCR converts TIFF images into PDF as part of the OCR process), they'll want to convert TIFF files to PDFs before emailing to a client so the client can easily read, save and manipulate the file as needed.  Attach Plus (www.attachplus.com) is a great tool for converting email attachments to PDF on-the-fly.

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35.7. How to Handle Prospects in Worldox

How to handle prospects in Worldox

People often ask, "Where do we file prospect paperwork?" in Worldox and "How do we "code" the prospects?"  Most firms don't have the volume of prospects to create a separate cabinet for their documents, and even if they did, once the prospect became a client, they would have the cumbersome task of moving all of their prospect files to the client cabinet.  Therefore, Trumpet recommends that you file prospect documents to the client cabinet.  You have a couple of options for doing this, but this outlines the preferred method.

  1. Create a client code for your prospect just as you would a new client:
  2. The Description can read as it would for a client, but can be distinguished by adding ZP to the front:

    The purpose of adding "ZP to the front is so that you can "Sort" by the description field in Worldox and see the prospects all together.

Why not add the ZP to the Code to prefix?  Because once the prospect becomes a client you would be required to reprofile all of the documents under the new code.  See Edit Codes for more information.

What happens when a prospect becomes a client?  Simply edit the "description" to remove the ZP.  See Edit Description for more information.

What happens when a prospect does not become a client after a period of time?  Simply inactivate the prospect just as you would an inactive client.  See Edit Values to be Inactive for more information.



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35.8. How to Handle a Divorce of Clients

From time to time, you may have a client couple that gets divorced.  Many folks ask how to handle the situation as it pertains to the documents already filed in Worldox.

Create new client's and account numbers

First, determine which of the two individuals makes the most sense to keep the current code. In the example below, John & Mary Barnes are a married couple.  If John and Mary are getting divorced, I would keep the client code BARNJO1 for John and add a new client for Mary because the code here indicates the first four digits of the last name, the first two of the first name,and then a unique number.

For instructions on adding a client code see:  Add a New Client

Now that you have added the new client, you'll want to add the accounts and/or insurance policies that are applicable to that client.

For instructions on adding accounts see:  Add a New Account

Note:  To ensure that you add the account codes using the same convention as they were under the married couple, you may want to export the list of account numbers to a .csv file and copy and paste from this excel file.  To export the list of client names see:  Exporting a Code Table List to CSV or Excel

Move / Copy pertinent documents

Once the new accounts are added, you will want to move the documents filed under the combined client to the newly added client code.  To do so, find the documents you wish to move

Note:  Select the combined client code, and then select all account numbers/policies that you added to the new client code), then Move the files.  See: Move Files in Bulk. In this instance, you will want to move the documents from the combined code to the new code.

You will also want to make a determination as to which non-account related documents you may wish to move to the new client.  For example, you may want to move the client's wills, trusts, etc.  Other firms opt to make a copy of all the non-account related documents to place in in the new client's client folder so that they have those available under both parties.

Clean up look up tables

Once you have moved / copied all the documents you wish to move / copy, you should clean up your code look up tables by deleting the new clients account numbers/insurance policies from the combined client code. 

Finally, you will want to update the description of the combined client code to reference only the individual who is keeping the code.  See:  Edit a Description

 

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35.9. How to Combine two client's documents under one code

From time to time, you may need to combine two client's documents under a single household.  For example, two of your clients may get married, or perhaps you have added the husband as a client, and another person in your firm adds the wife as a client.

  • Determine which code should be used going forward.  Either of the codes is fine, however, most frequently, firms opt to use the male's code for the head of house.  (This example references keeping the husband's code.)

  • Edit the husband's code descriptions to include the wife.  For information on editing descriptions in the code look up table, see:  Edit Descriptions.

  • Now you'll want to add the wife's account numbers and / or insurance policies to the husband's code.

    Note:  It is very important that you add the codes to be  exactly the same as they were under the old client.  I recommend exporting the list of account codes to a .csv file (here are instructions: Export to .csv File) and copying and pasting as you add the values.  For instructions on adding account codes / insurance codes see:  Adding Values

  • Once the accounts are added, you will want to move the documents filed under the wife's code to the husband's code: 

    • Do a global search for all documents filed under the wife's code. 

    • Sort the list of documents by Cabinet (to add "Cabinet" to your search results list see:  Add a Column to your Column Headers)

    • Select all the files in one cabinet, and select "Edit Profile"

    • Edit the client code to the husband's code leaving an asterisk in all the other fields

    • Select OK

    • Repeat these steps for each of the remaining cabinets in your search results lists.

  • Delete the wife's client code

 

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35.10. How to Move an Account Code to another Client

You may have a situation where you've added an account number to the wrong client, or perhaps you have a situation where a child's account is saved under a parent's household, but the child becomes an adult and therefore needs a household of their own.

Here's how to handle that situation:

  • Create a New Client Code (if applicable).  For instructions on creating a new client code, visit:  http://support.trumpetinc.com/index.php?pg=kb.page&id=1483

  • Add the account number to the appropriate client code.  For instructions on adding an account to the client, visit:  http://support.trumpetinc.com/index.php?pg=kb.page&id=1484

  • Do a search in Worldox for all documents that pertain to the account number you wish to move

  • Select Ctrl + A on your keyboard to select all the documents

  • Select Edit -> Profile

  • Select the New Client Code and the New Account Code, leaving the asterisk in ALL of the other fields (use the drop down arrow to select the asterisk manually, if not already selected. Do this for any field you are not intentionally changing)

  • Select "OK"

This will move the documents from the old client to the new client

 


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35.11. Bulk Move files in Worldox

In Worldox, the process for moving multiple files from one cabinet to another is simple.

A bulk move can be completed in the following steps:

  • Select the files you wish to move

  • Right-click on one of those files

  • Select "Move"

  • Clarify the selection and then click "Continue"

  • Select the cabinet that you wish to move the files to.

  • File out the index card


    Note: If you wish to keep the field same from the old location when it is moved to the new one, place an * in the field to copy it from source (see image below)

  • This will then move the files to their new location in Worldox and you should received the following confirmation:


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35.12. Inconsistent counts in search results

Background

When a search is performed, Worldox will report the number of files as a very large number:

But when the search results are presented, the resulting list is much smaller than the initial count reported.

 

Explanation

Worldox reports that this is an idiosyncrasy with the way that the Indexing software works.  They say that even though there are separate cabinets, they are all part of the same search database.  So when you initially run a search, Worldox will return all the hits for what you are searching for in the entire database.  So this is more like a "first pass" search.  Then, after Worldox has the "first pass" results, it filters them to only display the hits that are applicable for the cabinet/other search criteria.

 

 

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35.13. Worldox Compatibility with Office 365

Worldox works with the an installation of Office 365 if it is installed as a local desktop application.

Worldox does not support Office 365 plans that don't include Desktop versions, cloud based storage option of 365 (SkyDrive) for Worldox data or the "On Demand" streaming version of MS Office with Worldox.

If you are in doubt, you may want to run a test install of the software to ensure that the service you are considering will work properly.

 

This is directly from Worldox regarding Office 365:

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MS Office 365 
  
Office 365 comes in many flavors and options.  Some are compatible with Worldox GX3 others are not.  Here are the rules as they stand now. 
  
First for Office 365 to support Worldox GX3 you MUST have a plan that includes the "desktop" versions of the apps.  These are the "click to run" locally installed copies of 2013/2016 apps.  These plans currently are 
  
                                Office 365 Small Business 
                                Office 365 Midsize Business 
                                Office 365 Enterprise E3 and E4 
  
Thus using these plans you must be using the "click to run" delivery system install to install "off line ready" versions of the Office 2013/2016 to the desktop. 
  
You CANNOT use the following 365 options 
  
Any Office 365 plans that DO NOT include Desktop versions 
The cloud based storage option of 365 (SkyDrive) for Worldox data 
The "On Demand" streaming ("trusted application" or "Windows Store Apps") version of MS Office with Worldox 
  
So in summary, for Worldox usage MS Office 365 really is really just paying monthly for Office and using the "click to run" option to install it, but you still must install the desktop applications and use your own storage for Worldox data.

  

This link explains the "click to run" and other delivery options:  Office 365 Delivery Plans

This link describes the different Office 365 plans:  Office 365 Plans

And to help you find your version:  Office 365 Version

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One other thing - Worldox is only compatible with 32-bit versions of Office.



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35.14. Export a Field Code Look Up Table to a csv File

On occasion, you may need to export a list of all clients, accounts, doctypes, etc. from Worldox.  Here's how:

  • Open the code look up table that you wish to export (doing this from the Find dialog is usually the easiest)

  • Click the Export List button

  • Select a location in which you wish to save the file.

  • Specify the name of the .CSV file (it will default to Documents)

  • Click Save



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