Every so often a client calls saying that the firm’s indexer is down. The main symptom is that while documents a given user has worked on recently come up on their “Home” screen, searching for those documents does not work.
Usually, this is something that a consultant, or trained administrator can fix fairly quickly. In the meantime, however, what are the workarounds?
The easiest workaround involves Direct Access. As the name implies, Direct Access goes directly to the directory where the client/matters are stored, bypassing the indexes. Thus if you use Direct Access (usually a button on the ribbon bar at the top of your screen) to look for a given matter, all the documents for that matter will show up (but there is no ability to refine the search).
Similarly, if you are someone who likes to use the “Cabinets” option on the pane to the left of the main Worldox window, you can scroll up and down through the client/matters just as you would using Windows Explorer (very inefficient, but workable in a pinch).
There is another nifty little trick for Direct Access. When the cursor is on a given file in the Worldox window, if you click on Direct Access, it will prefill the client/matter for that document, and you can see all the documents for that matter in a single click.
Direct Access is something of a “brute force” option in that it doesn’t let you narrow down the files you are looking for (a certain document type, excluding email using the boolean “NOT” command – “NOT email”), but in these instances it can be a life saver.