Many people use the “Direct Access” search to find documents in Worldox. This immediately finds all documents in the actual Worldox directory structure underlying the Profile. Normally, this means all documents assigned to a given client/matter. If you have a small number of documents in the matter, this is fine. Otherwise, however, especially in Worldox GX4, it is one of the most inefficient ways of locating documents (aside from actually trying to view them in “My Computer” or similar).
So what are the better ways? That depends on what you want to locate.
If you are on the Worldox display screen listing your documents, the Favorite Matters tab on the left lets you instantly find any of the matters you have worked on in the last 30 days. Like Direct Access but quicker and more efficient.
GX4 allows you to do a combined search for any text in either the description or text of a document simply by typing in the Search field. This is particularly useful for client names, for example. This search also displays the text hits in “snippets” à la Google. It also lets you find a specific document by ID number if you know it (for example if your firm typically prints the doc ID as a footer in documents.
Assuming you have created bookmark searches (firms should always have basic bookmarks created on a bookmark bar, just as you would do in a browser), you can narrow down a given search using boolean operators. One of the ones I find most useful, for example, is to search for all actual documents in a given matter but “NOT Email.” Similarly, you can find all documents of a given document type across matters or within a given date range.
If you go through the “Find” screen, doing a search requires 2 clicks (once on Find and once to select the Search Template). Using Bookmarks requires only 1 click – to select the Search Template.
You probably want to create an email Search Template which enables you to search easily on the To, From, or “either” fields to find any email that has been stored in Worldox. An associated List Display lets you also show the To and From addresses in the email.
Favorite Matters are rotating: every matter you have worked on in the last month. When you haven’t worked on something in a month, it drops off the list. However, if you manually mark a document as “Favorite” (with a red heart to the left of the document), it stays on the list forever. Therefore, you can manually mark documents that you use all the time as “Favorites” and have them instantly accessible with one click on the bookmark.