Behind the scenes, there are some significant differences between the way Worldox Cloud works and the way the in-house network version works. These differences may point to the necessity of changing the way you work in certain respects.
When you open a document from Worldox Cloud, the document is downloaded, so that when you are working, you are working on your local PC. This is done for speed reasons: if you were editing directly in the cloud, response time would be abysmal.
The big difference comes when you save the document you have opened from the cloud. When you save a document, Worldox saves it to your local PC, it does NOT upload it back to the cloud. The document is ONLY uploaded back to the cloud when you close the document. This is different from the network version where when you save a document it is automatically saved back to the network. Again, the reason for this is to increase response time.
Therefore, when you are working with Worldox Cloud, the old slogan “save early, save often” does you no good at all because the document is still on your local drive and not saved back to the cloud. To save your changes to the cloud you would have to close and re-open the document repeatedly, which is annoying and time consuming. (The good news is that it is always possible to retrieve the document from your local hard drive, although the process is a bit convoluted). But when you have finished working on a document – even to do something else for an hour or two – you really should save and close the document.
The problem is compounded when you create versions on your desktop. If you create a version and save it, the new version is still only on your desktop. The old version is still checked out. To save the new version to the could, you must CLOSE it. Therefore, to avoid issues that can drive you crazy, here’s the best practice:
If you know you are going to create a version of an existing document, CREATE THE VERSION FIRST IN WORLDOX. You can do this by right-clicking on the file, then select “More” and “Make new version.” You can then open the new version, make your edits, save and close it. If you then wish to make an ADDITIONAL version (in the above example, if you created version 2, the additional version would be version 3), CLOSE the document first, make version 3 using the above steps, and open version 3. At the risk of being repetitive, it is not enough to save the document you must also close it.
If you plan to leave your PC for any length of time, it would be a good practice to close all your documents so that they check in properly (sorry to be repetitive, but this is critical). If your PC drops the internet connection for any reason (power saving settings, for example), you may have issues checking the document in. This goes double for laptops. NEVER just close the top of a laptop. Many people who come from a network-based system are in the habit of keeping many (8-10) Word documents open all the time and even leaving them open overnight. This is a big mistake with cloud-based programs. Close all your documents first at the very least before you go home at night. Also before you unplug your laptop or close the cover.
If you use more than one computer, or a laptop that you move from place to place, be sure to close all your documents when you leave the first computer or before you disconnect your laptop. Disconnecting the laptop will break the internet connection and leave your documents in a checked-out state.
Saving documents from email. Say you send a client a document, they make edits and send it back. You want to save it as a version of the document you sent out. Be sure that you do not have your version of the document open when you save the incoming document. You cannot correctly save an incoming document as a version of a document that you already have open.
Lastly, on a separate subject. While it is possible to set up Worldox Cloud to search local drives on your computer (My Documents for example, or network drives), it will be VERY slow. The reason for this is that the Worldox Cloud starts to look for the document by going up to the cloud. Then it gets a command to go back down to your hard drive. This is possible – for example if you scan documents to a network drive, you can set Worldox Cloud to search that drive. However, again, this will be very slow.