Many people who are new to Worldox want to use a multi-level folder structure as a sort of fall-back safety net. “I need to browse all the documents in a matter” is a common felt need. However, this is based on a misunderstanding of document management. As I have said many times, if you consider your document store (or just the documents for a given matter) as a giant book, there are three ways to find the data you are looking for: read the book (very slow); look through the table of contents (the folder structure); or use the index. Like Google, Worldox is fundamentally based on indexing the title, text and metadata attached to your documents and will virtually always be faster and more accurate than crawling a folder structure. (Nice word, “crawling”: says something about the speed involved.)
By using the Categories feature of Worldox GX4, you can, however, go a long way toward meeting the felt need for “custom” document types that would potentially be different for every matter. Say you have 40 or so standard document types. Then you have one additional one called “Custom.” When you want to create a “custom” designation for a given document, assign it to the “Custom” document type. Then create a Folder Category for that document (Document Types have to be set to be directories for this to work). You can create as many unique Folder Categories as you wish for any documents in the “Custom” doc type for that specific matter. A different matter can have a totally different set of Folder Categories.