Categories are a powerful but underused feature of Worldox. Worldox only lets you assign a single item in the matter or doc type field to a given document. You cannot have a file that is listed BOTH as email and correspondence for example. Thus a frequent request is to create sub doc types – many specific types of motion under the generic doc type “Motion” or “Pleadings.” Going this route is generally a mistake.
The Categories feature lets you assign multiple categories to a given document and thus expands “Doc Types” in a number of ways that do not require massive addition administration or add complexity to the overall system. This can be useful in a number of areas.
Litigators can create Categories such as privileged, needs bates number, partially discoverable, reviewed for expert discovery, and so on, thus adding features traditionally associated with litigation support packages.
Firms importing discovery documents frequently have a CD with extremely complex folder structures. The discovery documents would typically be imported under the single document type “Discovery” with the original folder structure listed in the comments field for each document. Folder Categories can be set up to replicate that structure for just that discovery or just that matter without having to reconfigure the entire Worldox system. While Folder Categories are not searchable as such, you can use the filter to select specific categories within the entire discovery set.
Workflow. Other firms might use Categories such as draft, final, executed copy. If a firm has gone paperless and the receptionist or paralegal scans all incoming mail, how does the attorney know he had received a letter? You might create categories such as JH_to_review. The attorney searches for documents she needs to review and removes the category when the documents have been processed.
Personal Categories. Many attorneys long for the days when they could “do their own thing” and create endless sub-folders in their personal documents folder. Most firms have a “personal” matter for each attorney within Worldox. Attorneys can use this to create any Personal Categories they feel they need within that folder, again, without having to disrupt the Worldox system. Note that Personal Categories are not viewable by anyone else and hence tend to be counterproductive in matters where multiple users are working on the same case.
As with other elements of a well-organized DMS, significant thought and planning should go into setting up Categories (except for Personal categories where do your own thing reigns). For example, the firm might want to set up templates for creating Folder Categories for discoveries, so that different cases will have recognizable types of Categories.