Saving Clicks is a major component of increased productivity in Worldox. A few users spend time and effort in the fight to save clicks. Most do not. They fall into comfortable habits that waste time. These are holdovers from Windows Explorer as opposed to using indexed, Google-type searches. Taken together, the following tips may well save 15 minutes a day through increased efficiency in small ways (saving clicks). That means that not only can you leave work earlier, but your day will be significantly less stressful.
• Use Bookmarks. Bookmarks are essentially hyperlinks to a search template or to performing the search itself. If you habitually click on the “Search” icon to start a search, you have to click 3 or 4 times to open up the search template. If you use a Bookmark, it is one click. If you multiply the number of times a day you search for a document times a savings of 2 or 3 clicks, you are starting to talk a significant amount of time.
• Use Favorite Matters when saving a document. For matters you have worked on recently, this lets you fill in the client/matter information with a single click, plus you minimize scrolling up and down.
• Word’s Quick Access Toolbar. Expanding Word’s Quick Access Toolbar can substantially improve productivity because it gives you one click access to various functions (New File, Save, Save As, Print, Exit, Close Word, etc.) that you would have to plough through various options to find otherwise. Right-click on the Quick Access Toolbar (generally above the menu items) and select Customize Quick Access Toolbar. Your eye and hand will only have a single location to travel to for most standard operations. Saves a lot of time.
• Use the Worldox Ribbon Bar. While you may not want to have the Worldox Ribbon open all the time, there are two extremely useful features. First, you can immediately save any document that has already been saved in Worldox as a PDF. Use the “Save as PDF Doc” button. The document will save automatically as a PDF will the same doc id and profile information as the Word document. So if you look for doc “12345" both the Word doc and PDF will pop up. Secondly, in the middle of the Ribbon, there is an option “Document Favorites” option. This will pop up a list of all the Word documents you have used recently. You can also add this to the Quick Access Toolbar for even greater time savings.
• Keystroke Shortcuts. There’s a reason why keystroke combinations are called “shortcuts.” They save time. Some of the more obvious ones are Ctrl-O (open), Ctrl-S (save), Ctrl-P (print), Ctrl-C (Copy selected text), Ctrl-V (paste text).
• Use the Search field. The Search field (just above the Worldox column headers) lets you do a combined search for anything in the description or in the text of documents. Text results are displayed in “snippets” à la Google in the Worldox listing. If you know a doc id you can also type that in and the document will pop right up in the displlay.
• Create a column display you are comfortable with. Different people want different metadata about a document to be displayed. Customizing the display to your needs will save you frustration and hassle.