Many databases are structured to process large numbers of operations at once. Define what you want to do and the program repeats the operation until all items are processed, documents or emails created. Could be several hundred. Document Management Systems, in contrast, are set up to deal with one document at a time. So how do you create an equivalent to batch processing? Some operations are built in - moving or copying hundreds of documents at a time (assuming the system allows it, since this could be construed as a security risk).
This has come up several times recently with various clients, and here’s an outline of a process that could be modified as needed.
Step one. The firm receives hundreds of emails in connection with debt collection, real estate or other transactional operations. Worldox cannot scan the subject line or content of an email to identify particular client/matter numbers. However, these emails belong to one general operation, so you can create a specific “matter” to deal with them. Set up a rule in Outlook to move all such incoming emails (which typically come from or have a CC to a specific mailbox) to a particular Outlook folder. For a variety of reasons having to do with Outlook they frequently cannot be moved directly to Worldox.
Step Two. Using the enhanced Worldox email capacities introduced late last year, configure that sub-folder to move emails to a particular Worldox matter. You may have to create multiple matters by date depending on the volume. Worldox starts to have difficulty if you have more than 15,000 or so documents in a single folder.
You can then search that repository by matter number or client name depending on how your system is structured and if desired move specific emails to the main matter for a given client.