“Make This My Favorite View” to save your options. The original options are very low-
contrast. You might want to choose higher-contrast options, in particular making the text
black instead of grey. You might also want to make your text “tighter,” that is, reduce the
number of pixels between each item. Lastly, if you add items to the display bar at the
bottom, they may display on a second line.
Can I size the viewer so that it opens at a bigger size on my screen?
There are two viewers in GX4. An Outlook-style Viewer Pane opens when you click on
the “View” tab to the right of the display. This can be sized by dragging the window to
the left or right. To size the main viewer, first open the viewer window (click on the
magnifying glass button – second from the left on the button bar or tap F9) to the size and
position you want it. Then click Window | Save Size/Position. It will retain this position
the next time you open it. This is a great option for large monitors. If you have dual
monitors, the main viewer should open full-size on the opposite monitor.
Can I sort the display by different columns?
Yes. To sort by any column in Worldox, hover the mouse over the column header.
Toward the top will show an up arrow; toward the bottom shows a down arrow. Clicking
the up arrow sorts A-Z (or oldest date to most recent); clicking the down arrow sorts Z-A
(or most recent date on top). The column that is currently sorted has a blue triangle at the
right of the column name (
). See the next item on how to save the column settings
once you have defined them.
Can I put different columns in the list of files?
Yes. Hover over the text of a column header. The pointer changes to a hand. Click to
“grab” it with the mouse and drag it off the row of column headers.
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. Drag the column to the desired location. Alternatively, open the
“Customize” screen and add the columns in the “Property line” space. Going through the
“Property line” option may lead to undesired results if you use the Tile view (options may
be displayed on multiple lines).
To size columns, position the mouse at the very right edge of the column. It will change
to a two-headed arrow and a right bracket (]). Click and drag to expand or reduce the
width of the column. Click on the text of the column header. The pointer will change to a
hand. Drag the columns left or right to reposition.
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. Click on
“Customize” and “Make this my favorite view” to save as the default.
Note: If you regularly use versioning, the related documents feature, or Categories,
consider putting a column for these features 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. When searching for emails, you might want to customize a
display to include columns for “To” and “From” in a listing of Emails.
Can I change the order of the Navigation Tabs at the left
Yes. Simply click on the little tool icon at the bottom of the tabs. You can change the
order of the tabs and select which ones you want to view.
How do I set defaults so that my settings “stick”?
Simply click on the Customize icon and select “Make this my favorite view.” This will
save all the display settings as an overall default. More generally, any time you see a
heart (on the save screen, for example), clicking on it will set that view as your default for
Can I make the fonts bigger - with my display the screen is hard to read?
Yes. Click the “Customize” button at the top of the display list. Then select “1
and “Change Font.” Change the font as desired.
You can also change the color on the rows of the list (like that old green-bar accounting
paper). Click “Display” on the main menu bar, then Customize | Colors. Select List: File
List. 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 OK.
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 hide 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. Note that this does
not work with the Tile view.
Creating a Bookmark.
One of the most time-saving features of Worldox is the ability to create bookmarks, just
as in your browser. These appear in the space directly underneath the button bar. To
create a Bookmark, 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). Then,
• 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
• 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, although you can have several rows. However, you can have many
more on a dropdown list under “Bookmark” on the main menu.
What Emails should I save into Worldox?
Emails frequently overwhelm people. It’s not unusual for a busy attorney to receive
hundreds of emails a day. So a common question is: “What emails should I put into
Worldox? It’s really a lot of work.”
Obviously this depends on workflow, firm policies and personal inclination. In my
experience, however, the best answer to this question can be derived from the answer to
two other questions:
1. Does the email represent a transaction you want to audit in relation to the
matter involved? If not, if the email is “meet you at noon for lunch”, don’t bother.
If yes, if the email is substantive concerning the case, it should go into Worldox.
2. In a similar vein: If you are likely to be involved in document discovery/production,
would this email have to be discovered/produced? If yes, it belongs in Worldox. If this
policy is followed systematically, you have a big step up when faced with a document
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 automatically 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), when you start to
save the attachment, a profile screen appears. Click “Save as version” at the bottom of the
screen. 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 version.” Note that you cannot
save a PDF as a version of a Word document.
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 “Ignore.” 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 Manager.
When I reply to an email my signature block does not appear. Can I fix this?
Yes, assuming you are using Outlook Exchange. 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.
Drag & Drop Emails into Worldox
Your Favorite Matters now follow you into Worldox. You can simply drag and drop one
or more emails on top of a given favorite matter to move them to Worldox. If you want to
copy them, hold down the Ctrl key while dragging and dropping. You will see a
confirmation screen making sure you have dragged it to the correct matter. If you wish to
drag & drop emails to Worldox using your Smartphone in the future, be sure to click the
“Don’t Show Again” box.
Can I save emails to Worldox from my Smartphone?
Yes. Your Favorite Matters will appear at the bottom of the list of folders in your
Smartphone, just as it does in Outlook. You can move emails to your Favorite Matters. In
order for the process to work seamlessly, Outlook currently has to be open on your
desktop, and you will have to set up a default Quick Profile for saving emails to assign
fields that are not folders (such as an “Email” doc type). In addition, you will have to save
at least one email to a given Favorite Matter and click the “Don’t Show Again” box when
the confirmation dialog pops up. If you do not do this, you could have a very large
number of confirmation dialogs when you get back to the office.
Managing Your Documents
How can I import non-Worldox documents into Worldox?
By default, Worldox enables the “WorkZone,” which is a stylized Worldox logo that sits
at the top middle of your screen (you can move it around if this is not a convenient
location). 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.
Alternatively, using Windows Explorer, select the document to be imported, right-click
and select “Save to Worldox.” Fill out the profile and the document will be copied (not
moved) to Worldox.
A more efficient way, however, is to click on “My Computer” in the Navigation Panel
Tabs. 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 Edit/Move Profile
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 Bookmark that directory to
facilitate processing the scanned documents.
Can I import large numbers of discovery or production documents into Worldox?
Yes, if your firm has enabled this functionality. From Windows Explorer, right-click on
the directory you wish to import and select Save to Worldox. All the files must be saved
into a single Client/Matter/Doc Type. However, each will be labeled with the origin and
directory, e.g., “Copied from ‘e:\discovery\jones\bank statements\2015\ February 2015
statement’ on Mar 10 2015 02:45.56 PM’.” You will have an option to create a Project
listing all the files that have been imported. As opposed to the Worldox function
described above, this will import all sub-folders as well as a top-level folder and leave
your original files (CD, etc.) intact.
How do I move a document or change the profile information?
The easiest way to do this in Worldox is to click on the “Move/Edit Profile” button in the
top middle of the screen. Changing the Profile information may move the document from
one place to another. If you are a keyboard person, hit Ctrl-E.
To change just the description, click on it once, pause, and click again (just like Windows
Explorer). Change the description and click the green check mark to save it.
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, we have all forgotten the “Save
As” step, made changes and wiped 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 on a document.
Can Worldox do document comparison (redlining)?
Worldox does not have a separate built-in document comparison feature, but it integrates
with major redlining programs such as Workshare/DeltaView, CompareDocs and
DiffDocs. It can also be used with the built-in redlining features of Word and
WordPerfect. Note that you can compare different versions, e.g. version 7 to version 3.
What are “Projects” and “Workspaces” and how can I use them?
Projects (organized in Workspaces) 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 “Portfolio.”)
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 you wish.
If you have Workspace enabled, you can also drag and drop files to the particular Projects
in the Workspace or create a new Workspace. If you plan to make heavy use of
Workspaces, you might want to create a separate Workspace Cabinet for ease of
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. Thus you could have a Table
of Contents that is a “Parent” and all the documents referred to in the TOC would be
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 is to put the files on a USB key (flash drive). 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
profile information. You may want to create a “send to” that transfers at least the Client/
Matter structure and possibly Doc Types as well.
I have some documents I use all the time. Can I find them immediately with one click?
There are several ways to do this.
• You can put a code in the description, such as JHxxx. Then search for the code and
create a bookmark for those files (right-click on the bookmark bar and select “Add
• You can create a personal Category, assign it to the desired files, then search for the
category and create a bookmark for it.
• You can manually mark those files as favorites (you will see a red heart at the left of
the file listing). Then search for Favorite Files | Personal |Added. When they appear
on your listing, create a bookmark for them.
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 Favorite Matters and how can I use them?
Favorite Matters represents a rotating list of all the matters you have worked on in the last
30 days (the time period is configurable). After 30 days of inactivity the matter is
eliminated from the list. When you open or save a document it is automatically listed in
Favorite Matters. You can also manually include a document in Favorite Matters by
clicking on the heart at the left of the document listing (it will turn red). Manually created
Favorite Matters are not subject to the 30-day time period. Favorite Matters will largely
replace Quick Profiles. Favorite Matters deal only with Profile fields that are directories
(see below on differences between Favorite Matters and Quick Profiles).
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 on the Tab to the left of the main File Save As profile screen and all or
parts of the profile are automatically filled in.
To create a Quick Profile, begin saving a document, then open the Quick Profile tab at the
left of the screen and click on the Green “Add” button. Fill in the options you wish to
include in the Quick Profile and click OK. Give the profile a name.
You can 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.”
What are the differences between Favorite Matters and Quick Profiles?
Favorite Matters are created automatically any time you save or open a document and
follow you through various areas of the program (in Outlook, for example). Favorite
Matters is a rotating list of everything you have worked on for the last 30 days. You can
also designate a document as belonging to a “Favorite Matter” manually, in which case it
Documents you may be interested
Documents you may be interested