Yes. You can delete a column simply by “grabbing” it with the mouse and dragging it off
the row of column headers.
To size columns, position the mouse at the very edge of the column. It will change to a
two-headed arrow and a left or right bracket ([ or ]) depending on which edge of the
column you are on. Click and drag to expand or reduce the width of the column
To add a new column, click in any blank area on the list of columns and select the title of
the item you wish to add. Then size or re-size as desired.
Once the display has been configured to your satisfaction, to save a given set of columns,
right-click on the header row, select “Save Column Template” and give it a name. If you
have Administrative rights, you will see an option to save for Everyone. To associate
these settings with a search template, click on the “save” icon (the blue floppy disk icon)
to the right of the “Locations” bar. Check all the options you wish to save and follow the
Note: If you regularly use versioning or the related documents feature, consider putting a
“versions” or “related” column on your list.
Can I have different sets of column displays?
Yes. To save a given set of columns, right-click on the header row, select “Save Column
Template” and give it a name. To retrieve a given set of columns, right-click on the
header row and select “Open Column Template.” Then select the one you want. If you
frequently need to print out lists of documents with specific information in the columns,
this can be very useful. For example, to display saved emails, you might wish to include
to display columns for “To” and “From” in a listing of Emails.
Can I make the fonts bigger - with my display the screen is hard to read?
Yes. On the top menu, select “Display,” then “Appearance” then “Font.” You can adjust
the font of various items on the display list. To change the main list, change the “File List
Profile” to whatever font you wish.
You can also change the color on the rows of the list (like that old green-bar accounting
paper). In the Worldox list, Ctrl-Right-Click. You will get a “Worldox-Set Colors”
dialog. Click on the second line in the fonts window, then on the color button. Pale
yellow makes for a very legible and not intrusive setting. Pick the color to display on lines
2, 12, 22, etc. Then click "Copy." Go to line 4 and paste for lines 4, 14, 24, etc. Repeat
for lines 6, 8, and 10. If you want to set this as a firm-wide display and you are a manager,
click on the "Everyone" button to make this the setting for everyone. Click Apply, then
I don’t like the date separators - can I get rid of them?
Yes. Especially if you sort your files descending by date the separators may be redundant.
To hid them, right-click on the “Modified” column header and select “Hide Groupings.”
Once they are hidden, that menu item changes to “Show Groupings,” so you can change
the setting if you wish. This is a per-user setting, although if you have saved a defined set
of columns for all users, it will default that way on each workstation.
Creating a Bookmark/Quick Search button.
One of the most time-saving features of Worldox is the ability to create “Bookmarks” or
what I call “Quick Search” buttons. These appear in the space directly underneath the
button bar. To create a Quick Search buttons, first do the search you want to save. Then
right-click on the space immediately below the button bar and select “Add Bookmark.”
Alternatively, click Bookmarks | Add This List on the top menu (or Ctrl-Q).
• Give the Bookmark a name.
• If you are an Administrator (“Manager”), decide whether this is to be a firm-wide
bookmark. Other users will not see this option, but can create their own personal
bookmarks. Note: in Worldox GX2, Managers can now create Quick Search buttons
for a group of people, such as members of a practice area.
• Decide whether you wish the button to actually do the search or just display the
template. For example, if you have a partially filled-in template (for example, for all
emails, or all spreadsheets) you might choose to show the template in order to fill in
• Decide whether to pin the Bookmark to the Button Bar. Obviously, there is a limited
amount of real estate and therefore a limited number of Bookmarks you can have on
the Button Bar. However, you can have many more on a dropdown list under
“Bookmark” on the main menu.
If I email a document to a client and they return it, can I save it as a version of the
If the client has not changed the name of the document, Worldox will give you the option
to save the file as a version of the original file.
If the client has changed the name of the file (which is very common), there is a
workaround. When you start to save the attachment, a profile screen appears. At the top
right of the main profile screen there is a button that says “Menu.” Click on “Menu” and
select “same profile as...” The Worldox list pops up. Find the document for which the
current attachment is to be a new version. When you double-click on that document, a
screen pops up with the profile information for the document. Select “Save as new
What if I don’t want to save an Email to Worldox?
If you don’t want to save an outgoing Email to Worldox, there are several options.
1) If the Email is personal in nature (family members, friends, Professional or other
associations, etc.), select “Add the address to my ignore list.” This will disable the popup
for all future Emails to that address.
2) If you simply don’t want to save this particular Email (because it is trivial, irrelevant,
etc), you can simply click “Cancel.” However, be aware that there could conceivably be
discovery issues (based on the new Federal Rules of Civil Procedure) if you randomly
Note: Your firm administrator may have limited the ability to cancel the save by
passwording this function.
Can I disable the Email popup?
Yes (assuming you have adequate rights). If you wish to totally disable the popup
completely, first click on the “Email” tab at the very left just above the file listing. Then
select “Edit” then “Address Rules.” Click the green “+” to add a rule. To disable
everything, select both “All internal addresses” and “All external addresses.” In the
bottom section select “No, do not ask” for all categories (To, CC: etc). If you do not have
rights to do this, the option will not appear. Consult your Worldox Administrator.
When I reply to an email my signature block does not appear. Can I fix this?
Yes. Click on the “Email” button (your Outlook inbox will display). Click Edit |
Signature at the top of the Worldox menu. Type in the signature you wish to have. This
will display when emailing a document from Worldox, but not if you reply or forward an
email from within Worldox. Note: you cannot include a graphic in this signature.
Quick Profiles to Drag & Drop Emails to Worldox
This is a special case of the normal Quick Profiles. When you send an email, you will be
prompted to create a Quick Profile for that recipient. If you do, it will appear under the
“Worldox” folder in Outlook.
To create an Email Quick Profile manually, click on the “Worldox” folder in Outlook.
You will see a screen that says “Add/Edit” and a button for Quick Profiles. When you
click that button, you will have an option to create a New Quick Profile. Click on “New”
then select the Profile you wish to use. Fill out the Profile screen with the desired
information and click “Save.” If you have filled out the information correctly, the next
screen will say (in green): “This Profile is validated; it will be added to your Email folder
tree” and you will then be asked to name the Quick Profile.
If you wish to create sub-folders (different matters for the same client), type in the name
of the client then a “\” and the name of the matter. For example; heckman\matter1. Click
OK to save.
Depending on your settings, Worldox GX2 may simply display the Worldox screen when
you select the particular client or matter. Thus if you have an item for client/matter
01234/005, Worldox will display those files directly. Note that if you have organized your
QuickProfile by Document Type (e.g., emails), only the emails will be displayed.
Managing Your Documents
How can I import existing documents into Worldox?
By default, Worldox enables the “WorkZone,” which is a cube that looks a bit like a dice
cube and sits at the top middle of your screen. If you do not see it, right-click on the
Worldox globe in the system tray and select “Enable WorkZone.”
Using Windows Explorer, you can drag and drop any file onto the WorkZone and the
Worldox profile screen will pop up. When you fill out the profile, the document is copied
(not moved) into the Worldox document store. You can drag multiple files at one time,
assuming they will all be profiled the same way. In that case, the original name of the
document appears in the “Description” field.
A more efficient way, however, is to turn on the Tree View (the second-to-right icon in
the button bar). Navigate through the tree folder to select the desired document and Move
it to Worldox (right-click on the document and select Move, or click on the Move button
on the button bar). For example, if you scan documents to a specified directory, once you
have navigated to that directory once, you can save that directory as a Quick Search
button to facilitate processing the scanned documents (
see above for more details on
How do I move a document or change the profile information?
The easiest way to do this in Worldox GX is to click on the “Profile” button at the bottom
of the screen. To change just the description, double click on the description. To change
the profile information, either double-click on any of the profile information or click the
“Edit” button in the middle of the screen. Changing the Profile information may move
the document from one place to another.
Alternatively, click the “Edit Profile” button (to the right of the Red X on the button bar),
select Edit | Profile, or if you are a keyboard person, hit Ctrl-E.
How do I copy an old document to use as the basis for a new one?
Many people have traditionally copied documents by opening the old document, doing a
“Save As” and then making changes. Inevitably, however, people forget the “Save As”
step, make changes and wipe out the old document. Worldox has a better way.
First highlight the document in the Worldox list. Then right-click the document. The first
time you do this, go down to “Other File Commands” and select “Copy.” This brings up
the Worldox profile screen. Change the description and Client/Matter information as
desired (by default it will keep the original information). Click the “Copy” button. When
done, you will be asked if you wish to open the copy. Say “Yes.” This process can
eliminate a lot of errors. After the first time you go to the sub-menu, the “Copy” option
will appear immediately when you right-click.
Can Worldox do document comparison (redlining)?
Worldox integrates with major redlining programs such as DeltaView/Workshare,
CompareDocs and DiffDocs. It can also be used with the built-in redlining features of
Word and WordPerfect. Worldox does not have a separate built-in document comparison
feature. Note that you can compare different versions, e.g. version 7 to version 3.
What are “Projects” and how can I use them.?
Projects are a form of supra-organization that let you group a number of documents together over
and above normal Worldox Client/Matter/Doc Type categories. For example, a real estate firm
might want to make a “Project” of the closing binder files. A litigation firm might want to group
all the Exhibits for a trial. (Note that Adobe Acrobat has a similar function which it terms a
To create a Project, click on the “Project” button at the bottom of the Worldox screen. Then
select the desired files and drag and drop them to the “Project” area. Then click “Save As” at the
right of the screen and fill out a profile normally. As a good practice, if you put “project” in the
description, it will make them easier to find. You might consider adding a “Project” type to
Document Types to make them easier to find. Click “Close” to close the Project screen.
Once the Project is created you can print out the listing to create a physical table of contents if
If you are using Worldox GX2 and have Workspace enabled, you can also drag and drop files to
the particular Projects in the Workspace.
What are “Related Documents” and how can I use them?
The Related Documents feature lets you organize documents into “Parent” and “Child”
groupings. To create related documents simply drag one or more secondary (“Child”) documents
on top of the main (“Parent”) document. Clicking on the “Related” button at the bottom of the
screen shows the related documents. You can create “grandchild” documents by dragging a
document on to an existing “Child” document. That document will then appear as both a “Child”
and “Parent” document.
You can create a "related" column which will display whether a document is a Parent or Child.
Thus a listing of "P3" shows that the document is a Parent with 3 Child documents. This makes
identifying related documents much easier.
I want to take all the files for a particular client with me. How do I do this?
There are two main ways to do this. If you are using a laptop, you can select the files and use
“Send To Local Mirror.” This will make all the files and their Worldox information available to
you when you are running the laptop disconnected from the network.
The other common way to do this at present is to put the files on a USB key (flash drive). In
Worldox GX2 when you plug a USB key into your PC, its drive letter appears on the “Send To”
menu. Simply select the files you wish to take and “send” them to the USB key. This will send
the files with the description and the file ID as the document name, but will not transfer Worldox
If you wish to replicate the Worldox repository on your USB key, you must create a custom
“send to” option. You must have appropriate rights to do this. On the “Send To” menu, select
Label: Copy to flash drive F: (or whatever is appropriate here)
Parameters: %@% X:\%field1%\%field2%\*.* /lfn (where “X” is the drive letter of your
USB drive, and the fields reflect the fields in your profile group that you desire to replicate
on the USB drive).
You may want to enlist the help of a consultant or your Worldox administrator to do this.
Can I print multiple documents at once?
Yes. If you select multiple documents on the file list (click on the little box to the left of the file
description, a green check mark will appear), then right-click, select Send To, and Printer (to
choose the printer) or Printer (Default) to print directly to the default printer. You can print up to
10 documents at one time.
Note that if you select File | Print List (or Ctrl-P), you can print the list of the documents on the
screen. This can be useful, for example, to print all the Exhibits for a trial, or all the documents
at a Real Estate closing. Combining this feature with different sets of columns gives a powerful
reporting function. If the columns do not fit your paper, Worldox offers you options to make it fit
(landscape, reducing the margins and font size).
What are Quick Profiles and how can I use them?
Quick Profiles help automate saving documents for frequently used matters. By creating a Quick
Profile, instead of having to fill in the entire profile screen, you click on the desired Quick
Profile at the right of the main File Save As profile screen and all or parts of the profile are
automatically filled in.
To create a Quick Profile, fill out the parts of the profile you wish to save. Click the “Menu”
button at the right of the main profile screen. Select “Save as a Quick Profile.” Give the profile a
You can also create a Quick Profile tree structure with sub-items (like sub-folders in Outlook).
Lets say you have a Quick Profile for “Jones.” After changing the information you wish to enter
in the Quick Profile, when you name the Quick Profile, call it, e.g., “Jones\Correspondence.”
“Correspondence” will appear as a sub-item under “Jones.”
If I delete a file by mistake, can I recover it?
Worldox has a Salvage Bin function that can let users designated as “Manager” recover
documents. If it has been enabled, when you delete a document, you may see three options:
• Move to Salvage Bin
• Shred (unrecoverable)
In many cases, “Move to Salvage Bin” is configured to be the only option. If the file is “moved to
salvage bin,” it can be recovered by a Worldox administrator.
If a Manager turns on the Tree View (the next-to-right icon on the button bar, or Display | Folder
View, or Ctrl-T), and click on the “Profile Groups” they will see the different Profile Groups.
Under each Group there is an option for “Salvage Bin.” Clicking on this shows the files that can
be retrieved if they have been deleted.
What Can I do with the Viewer?
The Viewer is one of the most versatile of Worldox functions and allows you to perform many
operations without actually having to open a document. With the viewer open, you can:
• Scroll down (using the green and red down/up arrows in the viewer) from document to
document to see which one you want without having to open each document
• Search the document (by clicking on the binoculars icon with “ABC” on it) and search each
instance of a phrase
• Cut and paste text from the viewer to be copied into an existing document you are working
on (you must right-click to select “copy,” the standard Windows Ctrl-C command does not
• Print the document (note that the formatting for very complex documents may not reproduce
exactly when printed from the viewer).
Can Worldox create PDF documents?
Worldox works with Adobe Acrobat and a number of third-party vendors, including pdfDocs,
pdffactory, ScanSoft, Abby’s PDF Converter, etc. to create PDF documents. This integration
depends on which products are installed on your system. Available options are listed when you
right-click on a file and select “Send To.” In addition, if you are a small firm (less than 26 users,
you can use the PDF converter in the Workflow module. (See
Save/Save As (Version Control)
How do I create different versions of a document?
Select File | Save As in your word processor. A dialog pops up asking what you want to do. One
option is “Save as Version 99. The prior version will be preserved” where “99” stands for the
next higher version number than what already exists. You can have up to 256 versions.
When you find a document with versions, you can list the versions. Versions are best saved with
slightly different names so that they are easy to differentiate. When you locate a file with, say, 10
versions, Worldox tracks the versions so that the display is not cluttered up with different files.
You can right-click and select “List Versions.” In most situations, double-clicking on a file with
versions offers the option to open the latest version or list the versions.
Can I save a document to more than one location at the same time?
No. However, once saved, you can copy it from one location to another. If at the bottom of the
profile you click the option “Doc ID: Keep Same as Source,” the two documents will have the
same name. Thus if the first document is 00012345.doc, the second one will also be
00012345.doc, although the profile information will be different. If you search for document
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