Does It Compute?

Installing Worldox on a New PC

Clients’ IT people often call me and say that a given user has just gotten a new PC and how do they set up Worldox. When I tell them, they can’t believe it’s that simple. Here is what you need to do.

1. First, the new user has to be created in the Worldox users table (using the Worldox Admin program). The user name must be identical to the Windows login for Worldox to start up automatically.

2. Installing Worldox on a PC is a command line operation. Run [x:\serverpath]\worldox\wdmirror.exe /i. That’s it. DO NOT run any Worldox msi. Doing so will install a complete separate instance of the program on the local PC and if you try to run Worldox from that it will ask you for a license number. The program is installed to c:\worldox.

2. Create a Worldox shortcut for c:\worldox\wdmirror.exe. Copy and paste this shortcut to the user’s startup directory, or to the all users startup directory, depending on how the PC is to be used. If the user has been created in the Worldox user table, Worldox should start automatically. If it hasn’t, the user needs to be created in Worldox.

3. Worldox should integrate automatically with Word, Excel and Outlook. If it does not, you may need to manually copy and paste the Worldox templates to the Word or Excel startup directory. For Office 2016/365, the templates are @wd4wordf.dotm and @wd4excelf.xlam for 32-bit office (the preferred installation. @W64wordf.dotm and W64excelf.xlam for 64 bit).

4. Be sure the Word shortcut is set to start up with a “/m” parameter (.....word.exe /m). This short circuits a lot of the MS junk and lets you start working with Worldox more efficiently.

If Worldox is integrated correctly, you will see a “WORLDOX” menu item at the top of Word and Excel. Test by opening or saving a file. Worldox should pop up.

Bookmarks and Workspaces in Worldox

One of the most common productivity enhancement requests is “how do I find all my documents / the documents for a given matter / everything I’ve worked on recently in a single click?”

There are several ways of doing this in Worldox using the Workspaces and Bookmarks features. The most powerful option is to create one or more Bookmarks.

To do this, first create the search you want to store as a bookmark. This could be a specific matter, a search for only emails, a search for “NOT emails” and so on. Once the search is completed, right-click on the bookmark bar (just below the Button Bar) and select “Add this List.” Give your bookmark a name, and select which of the other options you want to enable and save the bookmark. Simple. After that, a single click will bring up the search you have saved or a search template with the given parameters selected (“NOT emails” for example). You can also associate a different display with different bookmarks, so that an email search will display the email To: and From: fields whereas a normal document search might not.

You might want to create a bookmark for a given matter when you start working on it, and then delete the bookmark when the matters is closed or becomes inactive to avoid cluttering up your screen.

A special kind of bookmark is what I call “My Favs”. Worldox tracks your “Favorite Files,” that is, everything you have worked on for the last 30 days. These show up with a little pink heart to the left of the display. This is a rotating list: if you don’t work on a document for 30 days, it drops off the list. However, if you click on the pink heart it turns pink and stays on the list permanently. So you can mark all those documents you use all the time: forms, boilerplate, letterhead, etc. and create a bookmark (“My Favs”) for them. This gives you one-click access to all those documents. This is much more efficient that cluttering up your windows screen with all sorts of documents.

A third type of immediate access is what Worldox calls “Workspaces.” These are akin to tables of contents in that they are static lists. Bookmarks are dynamic: if you add new documents that satisfy a search criterion they show up when you click on the bookmark. Workspaces are static: you manually add a document to the workspace and it stays there. This is very useful for things like lists of exhibits, closing binders, or anything that is essentially a table of contents of some sort.

So with very little work, you can dramatically increase your efficiency.