If upgrading to Worldox GX4 is on your firm’s “To Do” list (and it should be), there are some decisions to be made and some things to watch out for. Some of the items on the following list have been learned from hard experience!
By default, Worldox GX4 prominently features a “Save Outside Worldox” button every time you save document. Does the firm wish to leave this enabled (thereby encouraging users to not use Worldox and impacting the integrity of its document store)?
Many firms were on Office 2010 when they installed GX3. However, in the interim you may have had users upgrade to later versions, Office 2016, etc. You MUST upgrade the version of Outlook on the indexer to the latest version of Office that anyone in the office has used, even on a “test” basis. If you do not do this, your Worldox text indexes will crash and fail to build.
If the firm has used Outlook Meeting function extensively and attaches documents to a meeting, be aware that this function no longer works the same way in GX4. There are two choices: (a) drag and drop a document to a meeting file (there have been some reports that this option is problematic) or (b) have your consultant reset Worldox so that this feature is re-enabled.
Similarly, if you have stored Word templates (i.e. actual templates with a *.dotx extension) in Worldox, the ability to edit them is disabled in GX4 by default. You will have to re-enable this option.
If the firm has extensively used Quick Profiles, you may encounter some flaky behavior. This does not seem to be systematic, but is something you should watch out for.
If you do use the “Save Outside Worldox” feature, you may find that it pops up twice when saving Acrobat files. This is due to changes in the Acrobat integration over differing versions and is relatively easily fixed.