Two Worldox Tips

When I was updating my Document Management White Paper a couple of weeks ago, I realized that there were some specific tips buried in it that might be worth breaking out separately. Here are two.

Traditionally, when you want to create a new document based on an old one, you open the old document, do a “save as” to create a new version and go from there. Inevitably, at some point you wind up making the changes, forgetting the “save as” part and wiping out the old document.  Worldox offers a better way.

With the document you want to use as the basis for a new document highlighted on the Worldox document list, right-click and select “Copy” (if necessary from the “More” menu). Fill out the profile to save the copy. Click OK when Worldox offers to open the document. What you have done is to do a “save as” but before you open the document, thus reducing errors. (In fairness, both Word and WordPerfect offer an “open as copy” option, but nobody ever uses it.)

One of the questions that frequently comes up when Worldox is first implemented is “what about the documents on my desktop?” These are usually forms or other basic documents that are used very frequently.  Worldox offers a way for a user to replicate this functionality. 

For the documents that you use all the time, the equivalent of “desktop” documents, enter a unique code in the description of each document, such as your initials and “xxx.”  Thus “jhxxx.” Then do a search for that code and create a Quick Search Bookmark for it. You can do this by clicking on the “Bookmarks” menu item and select “Add this List.” Select “perform search” under the options. Then, when you click on your bookmark item, the list of documents will appear.