Bookmarks in Worldox serve the same function they do in a browser: they save a location (or, in the case of Worldox, and more importantly, a search request) so that you can reuse it at will. So for example, on my system I have bookmarks for the last 2 days of documents I have worked on, all my blog entries, all the license files for client software, all my help files, and so on.
So I am always surprised that more firms either don’t use bookmarks at all or don’t make very efficient use of them.
Here are some of the standard configurations I use. First, change the color of the bookmark bar to make it stand out. You can do this by clicking on Display | Appearance | Color and select Bookmark Bar. I usually change it to a solid light yellow. It mays the bar stand out but is not overly intrusive.
Standard Bookmarks. You should have a bookmark search for every profile group to which you have access. On the menu, click Bookmarks | Create | Search (type of bookmark) | select the profile group you are creating the bookmark for and then set options to Show Template, Pin to Bookmark Bar, and Everyone (these bookmarks should be created for the firm centrally by someone who can create them for all users).
My last 2 or 7 days. You should have a search template that finds all the documents you have worked on for the last 2 or 7 days (other range options won’t work properly). To create this you need to create a new template and then associate it with a button.
Open the search with the template you wish to use. In the “Date Modified” field select FROM Yesterday or 7 Days Ago TO Today. You must select from the options on the left and not just type in the date. In the Author (and Typist) field enter a variable: %WDUSER% (this way it will work for everyone). If you have both Author and Typist field make sure they are connected with an OR to the right of the fields (click on the “AND” button to change it to “OR”). Save the template with a new name (“My Last 2 Days”). If you fail to give it a new name you could be in big trouble. Then create a search template as above. You can accomplish something similar by setting a search button for your Favorites, which will produce the last 20 documents of each document type you have worked on. This can sometimes be overkill, however.
Folder Templates. As described above, you can also create a Folder search. However, I generally discourage this because it is inefficient and tends to return too much information, which then must be processed further. One exception is a bookmark to the location of your scans if you are scanning documents to a network drive.
Specific Search Bookmarks. You may want to have specific searches bookmarked, perhaps for firm manuals, help files, or specific cases you are working on at a give moment (when the case closes you can remove the bookmark). For example, I have searches for my blog posts, recent proposals, pricing information on various products, and help files.
The only real limit to the number of bookmarks you can create is the real estate on your computer screen and the fact that after a certain number it is more efficient to recreate a search than to scroll through your bookmarks looking for the one you want.