Worldox GX4 End-User Manual

Transcription

1 Worldox GX4 End-User Manual Paul J. Unger, Esq. Affinity Consulting Group, LLC (614) **Affinity Software Support Copyright 2016 Affinity Consulting Group i

2 Table of Contents Table of Contents... ii Saving Documents... 1 Cabinets Cabinets... 1 Selecting the Multiple Choice Fields... 2 Comments... 3 Document Security... 4 Basic Version Control... 8 Advanced Version Control... 9 Save Using Favorite Matters Profiles Quick Profiles Create New Quick Profile Templates Integration (Outlook) Save Sent Save Received Save Received via Worldox Drop Folders in Outlook Searching / Document Access Favorites List Remove Files from Favorites Favorite Matters Direct Access Search Templates Advanced Searching Boolean Logic Searching Copyright 2016 Affinity Consulting Group ii

3 Worldox Boolean Operators Filter Tab Filter Field Categories Workspaces & Bookmarks My Workspaces Bookmarks Customizing Columns & Views Add a Column Heading Remove a Column Heading Move a Column Heading Sort Column Heading Customize the Rest of the Interface Save your Changes Projects Creating Projects Projects in Workspaces Audit Trail User Audit Trail Administrative Audit Trail Notify Microsoft Office Third Part Integration Microsoft Word Copyright 2016 Affinity Consulting Group iii

4 Saving Documents Cabinets Cabinets Worldox currently calls the top level folders Cabinets. This was previously called Profile Groups in earlier versions of Worldox. Copyright 2016 Affinity Consulting Group 1

5 Selecting the Multiple Choice Fields There are three ways to fill-in the multiple choice fields: Copyright 2016 Affinity Consulting Group 2

6 Comments When saving a document you have the ability to use your comments section to provide more detailed information on what a document contains. This is very helpful in searching and when saving multiple versions; it will allow you to quickly identify what version of a document you re looking for. Copyright 2016 Affinity Consulting Group 3

7 Document Security Worldox security allows you to hide files completely from other users, so they do not even see those files on work lists. You can also make a file read-only or assign specific rights to certain users only. The individual who applies security to a file maintains security control of that file unless they assign similar rights to others. Apply Security When Saving Files You can also apply file-level security in the File Save profile form, as the file is saved. Profile the document, then click at the bottom left of the form. Copyright 2016 Affinity Consulting Group 4

8 Select the desired security to apply to this file. Choose Custom - Define rights by Groups/Users to assign specific rights to certain users only. Choose Hidden Invisible to everyone else if you do not want any other user to see the file. Choose Protected Read Only to everyone else if you want to make the file read-only. This allows other users to view but not to edit the file. If you choose the second or third option or any security group listed below those three options Worldox confirms this action in the File > Security dialog. Copyright 2016 Affinity Consulting Group 5

9 If you choose Custom - Define rights by Groups/Users option, the File Security dialog opens. The owner always has full rights to the file. To give everyone else specific rights, highlight Everyone Else and set the desired Rights (e.g., Find, Read, Write, Profile, Delete, and Secure). In the Features column, when Show Available is selected the rights user(s) have to the file are shown. When Show Blocked is selected, the rights user(s) do not have are shown. Copyright 2016 Affinity Consulting Group 6

10 To add customized rights for a group, click Add Group. In the Add Groups dialog, select the group or groups who will have access, then click Select. Once added, a group has no rights automatically granted. With this added group selected on the list, use the right-side options to grant whatever level of access needed for the new group. When security is set as you want it for this file or files, click OK. Copyright 2016 Affinity Consulting Group 7

11 Basic Version Control Worldox offers the ability to save and track versions of documents quickly and easily. To save a new version of a document already in Worldox you choose Save-As and select Save as Version 2. It is recommended that when you are saving versions of documents that you utilize the Comments section. This will help when collaborating with others. Copyright 2016 Affinity Consulting Group 8

12 Advanced Version Control Saving a Document as a Version of an Existing Document Already in Worldox If you already have a document saved in Worldox, but you get a different version of that document from someone outside your firm, you may want to save the new document as a different version of the first document. Open the new document in Word and hit the Save As button (or drag and drop the new document on to the Worldox Work Zone). Hit the Save as a Version button in the bottom right hand corner of the File Save dialog box. Copyright 2016 Affinity Consulting Group 9

13 Find the desired previous version and double-click to select. Select the desired fields to copy from the previous version and then OK. Copyright 2016 Affinity Consulting Group 10

14 Save Using Favorite Matters Profiles Worldox dynamically builds quick profiles now based on your saving history in a tab called Favorite Matters. Click on the tab in the Save dialog box and double-click the favorite matter to automatically populate the profile. Copyright 2016 Affinity Consulting Group 11

15 Quick Profiles Quick Profiles are save templates that you can store and use for future saving that will automatically fill-in the fields for quicker saving. Unlike Favorite Matters which build automatically, discussed above, you define exactly what you want in the quick profile. Create New Quick Profile Templates Create a new file and hit Save or Save As. Worldox responds by opening a File Save profile form. On the File Save form, fill in whatever profile information you want to include in the new quick profile. (The form does not have to be fully filled-out to serve as a quick profile.) Click Quick Profiles Tab and select the + (Add) button. Name the quick profile in the Quick Profile Name field. Note: Do not make any custom profile a default profile in the Save Quick Profile dialog. Complete any other information and save. Copyright 2016 Affinity Consulting Group 12

16 Integration (Outlook) Save Sent When you send an , Worldox will invoke once the sent lands in the senders Sent Items folder in Outlook. Copy message to Worldox Copies the message into Worldox (with attachments) and leaves a copy in your Outlook Sent Items folder. Use this option most often when you are ready to save an important . Move message to Worldox Moves the message into Worldox (with attachments) and move the from your Outlook Sent Items into your Deleted Items folder. Add the address to my Ignore List Use this when you never want to be prompted again when sending to a recipient (like your sibling or a friend). Ignore Use this when you don t want to save the into Worldox. Copyright 2016 Affinity Consulting Group 13

17 Save Received Worldox allows you to save directly from Outlook using the Copy to Worldox or Move to Worldox buttons (located in the toolbar region of Outlook). Select the from your Outlook Inbox list view (not from the open ) that you want to bring into Worldox. Decide if you want to MOVE it or simply COPY it (Moving it will remove it out of Outlook permanently, leaving a copy in your Deleted Items folder. Copying leaves a copy in Worldox). Click on the Copy to WORLDOX or the Move to WORLDOX button in the Outlook Worldox Ribbon. Profile the into Worldox. Copyright 2016 Affinity Consulting Group 14

18 Save Received via Worldox Drop Folders in Outlook Worldox now dynamically builds Worldox drop folders in Outlook based on your saving history. In other words, once you save an into Worldox into the Ron s Fifth Avenue matter, Worldox creates a folder (see below) so for future saves, all you have to do is drag and drop the onto that Worldox drop folder and Worldox will automatically save/profile that into that matter within Worldox. Copyright 2016 Affinity Consulting Group 15

19 Searching / Document Access Favorites List Favorites are files you have recently saved or otherwise acted upon or touched. Worldox remembers and lists up to a specified number that you can set (usually 20-50) of recently accessed files in each Favorites category. For instance, if you save or open a Word document, Worldox automatically adds that Word document to the Favorites > Word list. When you start using Worldox, you may have just a few favorite categories listed. As you work with more programs and work with files more Favorite categories change to reflect this activity. From the Worldox main window, click on the Favorites toolbar, or select Selected Favorite Files from the List pull-down menu. That opens the List > Selected Favorite Files dialog. Remove Files from Favorites Copyright 2016 Affinity Consulting Group 16

20 Open the Favorites list which contains the file or files you want to remove from that list. Select the file(s) to remove in the right-side worklist, then right-click with the file(s) highlighted and select Favorite Files > Remove from the cascading right-click menus. Or, select Favorite Files > Remove on the Edit pull-down menu. If multiple files are selected, Worldox asks you to confirm you choice, in the Clarify Selection dialog. Copyright 2016 Affinity Consulting Group 17

21 Favorite Matters Adding and removing favorites allows you to access and manage your favorite matters list which follows you across all of your devices. Keeping this list clean allows for easier transitioning between your iphone, ipad and third party connectors like the Cannon connector. This area can be an important. To remove a favorite matter select the Favorite Matters tab in the navigation pane, browse to the matter to be deleted and right click on it. You can then choose remove from Favorites. Copyright 2016 Affinity Consulting Group 18

22 Direct Access Direct Access essentially a way to quickly reach direct folder contents without having to search, or click down through the Cabinets folder tree on the navigation pane. From the Worldox main window, click Direct Access on the toolbar, or select Direct Access from the List pull-down menu. That opens the Direct Access form. You can re-select the Cabinets if necessary, by clicking Cabinets. With another group selected, the form reloads and field choices most likely change. Click profile field buttons along the left-hand side to display field lookup tables, so you can select codes or values, or type in codes if you know them. Copyright 2016 Affinity Consulting Group 19

23 Search Templates On the Worldox main window, click Search in the toolbar. That opens the Select Templates dialog, listing all available search forms (templates). You can select any one of these, either to run that search exactly as it is defined now, or as a starting point to customize a new search. If one of those instant searches is what you need, go ahead and select it. That starts the search and displays any found files in a work list. Otherwise, click one of the listings to open the Find Files form. Copyright 2016 Affinity Consulting Group 20

24 Advanced Searching Boolean Logic Searching Worldox provides you the ability to broaden or narrow the scope of your searches. This also includes the ability to use Boolean Logic when searching. Below is an example of that logic. In this example we are searching for all documents in the Cabinet that have the word resignation within 5 words of letter. Copyright 2016 Affinity Consulting Group 21

25 Worldox Boolean Operators Worldox GX4 uses the following Boolean operators: * (asterisk) = wildcard or stemming (example: auto* will find auto, automobile, automatic, autocracy, etc.) & = AND combines terms to limit a search (example: lease & agreement) documents that must contain both terms = OR broadens searches example: lease agreement) documents that contain either lease or agreement! = NOT removes unwanted criteria from a search (example: lease! smith) documents that don t have the word smith xxxx xxxx xxxx = phrase search (example: motion in limine ) documents that contain that literal phrase Space between words = proximity search (default is 3 words of each other) (example: dog bite) documents where dog occurs within 3 words of bite w/10 (or you set the number) = proximity search (you set the number of words) (example: dog w/10 bite) documents where dog occurs within 10 words of bite Please note that Worldox recognizes the actual words AND, OR and NOT during searches. So if you use those words instead of the Boolean operators, Worldox will literally search for those words, along with other words or phrases you enter as search criteria. For example, you might enter, tax or return and search results will yield no files. However, if you enter, tax return, you might find many files. Disclaimer: If you are using an older version of Worldox (prior to GX4), please be advised that the logic used in Boolean searches has changed. Copyright 2016 Affinity Consulting Group 22

26 Filter Tab When you have the results listed from a search, you may find yourself with many documents listed and you will need to filter the list down to aid you in your search. To assist with this, Worldox has a feature called Tags. You will notice a Tags tab at the bottom of your Worldox file lists. Copyright 2016 Affinity Consulting Group 23

27 When selected, you will have the ability to narrow the list by different criteria. In the example above, if we selected the.docx and.doc the list above would filter and only display those items that are MS Word documents. Filter Field When you have the results listed from a search, you may find yourself with many documents listed and you will need to filter the list down to aid you in your search. To assist with this, Worldox has a way to search the Names/Descriptions and the Comments very easily. For instance, if you are looking for a Separation Agreement in a long list, you could type Separation in the Filter by.ext/desc field: Type the desired term and hit Enter. Copyright 2016 Affinity Consulting Group 24

28 Categories Categories are additional "tags" and can be used to organize long lists documents/files. One can "tag" a document or documents so those documents can be pulled out from a list. Tags can be unique to the matter or project, and can even be defined by individual users. Categories can also be set up to be Public, but that must be done by someone with rights to do so. What follows is a description of the different types of categories available and how they can be used. Folder Categories Folder based categories are the most useful type of category for most offices because they are unique to the matter (providing flexibility), AND they are seen by ALL who access the matter. As an example, when managing discovery, one could create a folder-based category named "Produced by Joe Smith", or in a real estate transaction, one could create a folder category named "Zoning Variance + unique description". These categories can be unique to the matter, and can be used by all. Copyright 2016 Affinity Consulting Group 25

29 Creating & Using Categories Adding/Assigning Categories 1. Search for the desired documents (via Direct Access is probably easiest). 2. Select a document in your list and right-click in the Categories column and select Add/Edit Categories Copyright 2016 Affinity Consulting Group 26

30 3. Next, click the Add button and give your category a name (you can also assign an icon, which we recommend) and save to the Folder tab if prompted. Copyright 2016 Affinity Consulting Group 27

31 Assigning Categories 1. Select the document(s) that you want to tag with a Category. Within the column heading called Categories, choose Select Category > Folder > and then the desired Category. Filtering 1. Once a search result or list is displayed, filter the list using Filters by activating the Filters tab at the bottom of the screen, and then hovering over the desired Categories tag and checking the box to the left of the tag. Worldox will filter out everything except that which is selected. Copyright 2016 Affinity Consulting Group 28

32 Workspaces & Bookmarks My Workspaces Workspaces are manually created shortcuts to your client matters or project folders. The My WorkSpaces category remains empty until you "subscribe" to a matter in your client files cabinet, bookmarks or other folders in enabled cabinets. To Create a Workspace: 1. Right-click on My Workspaces and select Subscribe to [desired profile group]. 2. Select the desired client/matter or area within the selected profile group and click OK. 3. Right-click and rename the bookmark to something useful to you. *To unsubscribe, right-click on the workspace and select Unsubscribe. Copyright 2016 Affinity Consulting Group 29

33 Bookmarks Bookmarks are saved searches, locations or search templates. You can bookmark any location that you browse to, a search result or a search template. In this example we will create a bookmark to your saved litigation forms. 1. Define your search. This will vary from site to site, but the technique is the same. Assume that you save your forms in a dedicated Cabinet. Define your search in the Forms cabinet, which would probably look something like this: 2. Here, we are telling Worldox to search the Litigation forms area, and only pull DocTypes and are Forms where PJU (user) is the author. Hit Search. Copyright 2016 Affinity Consulting Group 30

34 3. With the results displayed, right-click in an open bookmark area and select Add this List. Name the bookmark. Bookmarks will appear in alphabetical order. Copyright 2016 Affinity Consulting Group 31

35 Customizing Columns & Views Customizing the end-user interface is now much easier in GX4 than in previous versions. To customize, first add, remove, reposition and sort the columns that you would like to see, and then save your changes! Add a Column Heading To add a column, right-click in an open part of the column heading and select Insert Column. Select the desired field to insert. Remove a Column Heading To remove a column, right-click in an open part of the column heading and select Remove Column. Select the desired field to insert. Copyright 2016 Affinity Consulting Group 32

36 Move a Column Heading To move a column, drag and drop it to the desired location. Sort Column Heading You will want your default list to be sorted in a certain way as well. As an example, most people sort chronologically, most recent first. Click on that column heading to get the desired sort order. Copyright 2016 Affinity Consulting Group 33

37 Customize the Rest of the Interface You may want to customize other options as well: Show or hide the navigation panel on the left Default to display a tab along the bottom (some people heavily use Filters, for instance) Show or hide the inline previewer on the right side Save your Changes To save your changes, select Customize and Make this my favorite view. ** NOTE** Keep in mind that some search templates have column views that are associated with them that cannot be overwritten by a non-worldox manager. Copyright 2016 Affinity Consulting Group 34

38 Projects Creating Projects This tool allows users to create groups of multiple files into a Worldox Document List (WDL file). Files can be located or saved in many different locations. However, a Project wraps up the documents in a WDL file or wrapper that can be saved within a client/matter folder or some other desired area. Multiple users can be given access to the project to view and modify the files. Example Project: You would like to bundle all the executed documents together within a matter, like a closing binder in an estate planning matter. 1. Find the first document that you would like to add and then select the Project tab. Copyright 2016 Affinity Consulting Group 35

39 2. The Project box will appear at the bottom. Find the files that are needed to add to the project. Drag and drop all documents needed to complete the project. Project Tab Command Buttons Edit The edit project command is only available when a Project is opened as a separate WorkList or when the Project is highlighted. Users can save the project file once the file is loaded and the files appear in the Project box. Save As - The standard save as options are available when saving a project. Whenever a project has been modified next to the name you will see the text unsaved. Close This tool will unload the files and project and clear out the Projects tab. If you wish to start another project, you must first close the current project that is loaded. View This tool opens the document selected in the Projects tab into the Worldox viewer Add File Adds files to the selected WorkList. Dragging and Dropping files is also a way to add files to the WorkList. Remove File This tool removes selected files from the current project. Copyright 2016 Affinity Consulting Group 36

40 4. Once all the documents are added to the Project. Select the Save As button. Once Save As is selected. Worldox will initiate a Save dialog. Fill in the necessary information. 5. Click OK to save the Project file. 6. Once the Worldox Document List (WDL file) is saved. The Project icon will appear in Worldox as a brown and black briefcase. Projects in Workspaces Worldox now lists projects in the folder tree in an area called My Workspaces. You can easily add documents to that area through dragging and dropping. Copyright 2016 Affinity Consulting Group 37

41 Audit Trail User Audit Trail At the user level, individuals can see the entire history of a document, including information for each user that touches the document. This information includes the following, and much more. When first saved Subsequent saves Open Viewed Printed Edited To audit a file, simply select the document in a list and from the menu bar select Audit > File. Alternatively, right-click on the desired document and select Audit File. Copyright 2016 Affinity Consulting Group 38

42 Administrative Audit Trail At the Worldox Administrator level, IT professionals or your Worldox manager can see even more information and do some pretty neat stuff. Frequent searches might include: Everything Joe did in Worldox from December 1, 2015 through TODAY. Everything Sally deleted in the LAST 30 DAYS. History of a particular DOC ID. Any documents renamed YESTERDAY. All documents archived in the LAST 90 DAYS. All documents checked-out or checked-in in the LAST 7 DAYS. You access this search via the Worlox Administrator program in the menu bar AuditTrail > Events. Copyright 2016 Affinity Consulting Group 39

43 Notify If you have the Worldox Productivity Suite, Worldox uses the audit trail as the back-end engine for individuals who have the rights to do so, to set up automatic notifications if a document/file has been touched or updated. This can be used to monitor a particularly important document or simply prompt a set of uses that a document has been updated. It can also be used to notify users that a scan or mail folder has a new document that has been saved for someone to review. One accesses this function on the main menu bar Audit > Notify Copyright 2016 Affinity Consulting Group 40

44 Microsoft Office Third Part Integration Microsoft Word 1.) Update Footer This option updates the Doc ID stamp on the page 2.) Clear Whole Stamp This option will clear the whole Worldox stamp 3.) Clear Stamp Code This option will temporarily remove the Doc ID stamp while retaining the place holder 4.) Temporarily Clear Stamp This option will temporarily clear the Doc ID stamp for printing purposes 5.) Wipe Footer This option will wipe what is in the footer section of a document good for use on legacy documents that have a footer already that needs updated to just show the Worldox Doc ID 6.) Refresh Caption Copyright 2016 Affinity Consulting Group 41

45 This option will refresh the document caption to show description and Doc ID 7.) Insert File This option will allow you to insert a file directly in to your Word document from Worldox 8.) Insert Picture This option will allow you to find a picture saved in to Worldox to add to a document 9.) Open Doc with Repair This option allows you to open a corrupted document in repair mode directly from Worldox. If you find a document claiming corruption that will not open this is the option you would use to repair it. 10.) Same Profile This will search and show documents with the same profile as the document that is open 11.) Word Favorites Shows recently used Word files 12.) Draft Documents Copyright 2016 Affinity Consulting Group 42

46 This option shows (draft) or unsaved Word documents 13.) Integration Version This option will show you the Worldox integration template version that is loaded 14.) Document Campatibility This option shows you the compatibility mode currently running on the document 15.) Disable Stamp Disables all stamping on this document 16.) Re-Enable Stamp Re-Enables stamping on a document that has stamping disabled 17.) Check Stamping Status This option will tell you if stamping is disabled or not 18.) Insert Stamp Field Code This option will insert field code for stamping at the current cursor location Copyright 2016 Affinity Consulting Group 43