Your October 2016 Worldox Newsletter
Welcome to our September Worldox newsletter. We are proud to continue to provide you with the best Worldox information, tips, tricks and more. 

Inside you'll find information around Archiving with Worldox and Text Searching using Worldox. This month's newsletter also includes information about a recent press release from Worldox that spotlights one of our clients.
Archiving in Worldox
My Workspace is a folder list view of your selected matters or projects.  In other words, you can pick exactly what matters you want to see, in a folder view, and be a double-click away from all the documents in your matter.With the end of year quickly approaching, it is a good time to discuss archiving your closed or inactive matters in Worldox. While the actual process for archiving your files in Worldox is quite easy, as we will demonstrate below. You will need to make sure that as a firm, you have a well thought out policy on how to handle the archiving of your documents.

A couple of items to consider when developing an archive plan for your firm.
  • Who will be responsible for archiving your files?
  • How long does a matter need to be marked closed or inactive before it gets archived?
  • Who is responsible for closing and marking matters inactive, so they get archived?
  • What location will be used as your long term archive storage?
1.) In the cabinet properties page, in WDADMIN, you need to set your default archive location for each cabinet. You can leave this as the default location, shown below, however if space is a concern this is where you would point your archived files to a different location.

2.) You next need to identify the matters or files that need archived. If you choose to mark your matters inactive, to identify them as ready for archiving, you will need to access the matter table and click the edit button to then mark your selected matter inactive.

3.) Once the decided upon time has passed and it is now time to archive your files, you will use direct access. Select your client and then click on the matter button and choose show inactive matters. This will show you a list of your inactive matters. Select you matter and choose OK.

4.) Once you are in a list of files, inside of your inactive matter. First you will select all of the files that you want to archive. Then once the files are selected you will right click and choose Archive>Move to Archive. This will move your files to the archive location you chose in the cabinet administration area.

5.) Finding archived files after they have been moved to the archive location is a simple process. The first step is to open the search template that corresponds with the location you archived the file from such as a client cabinet or the library cabinet. Once the search template is up you will click on the search what button and select "Archive" This will then direct your search terms to look in the archive area.

For more information and tips about Worldox, contact
Text Searching in Worldox
Text Searching is one the most underutilized features in Worldox. This is primarily because many users were never taught about the "rules of searching" or about Boolean operators.  Here are a few quick tips:
  • Phrase Searches: Search for complete, literal phrases by enclosing the words in quotation marks. Words enclosed in quotation marks ("like this") will appear together in all results, exactly as entered. Phrase searches are especially useful when looking for company names, direct quotes and proper names.
  • "W/x" Proximity Searches: Use the "W/x" operator, where x is the maximum number of words of separation allowed. For example, searching for microsoft w/5 lawsuit locates documents where the terms "microsoft" and "lawsuit" occur within five words of one another. Note that the order in which the words occur is not significant-only their relative position (proximity) to one another matters.
  • Space between Words: By default, a space between words acts a proximity search where X occurs within three words of Y.
  • "AND" Searches: Worldox supports the logical AND operator. Joining terms with AND results in any documents that have all of the words, irrespective of how far apart each term occurs and their order within the document. For example, searching for breach AND contract returns any document that has both terms. This was temporarily changed in GX4 to an "&". After receiving user feedback, you can once again use "AND".
  • "OR" Searches: Worldox supports the logical OR operator. Joining terms with OR results in any documents that have any one or more of the words. Note the difference from AND, which requires that all the specified words appear in the document. This was temporarily changed in GX4 to a pipe symbol "|". After receiving user feedback, you can once again use "or".
  • Capitalization: Worldox searches are not case sensitive. For example, the following are equivalent: President, PRESIDENT and pReSidEnT. This has not changed from previous versions.

For more information about the text searching in Worldox contact  
Culhane Meadows Leverages Worldox Cloud Technology for Greater Efficiency!
Did you see the recent news, Innovative Firm Culhane Meadows Leverages Worldox Cloud Technology for Greater Efficiency? We are honored to be a part of this project and proud that Worldox has showcased our great client, Culhane Meadows. Below is the an excerpt Press Release from Worldox:

When Culhane Meadows needed a document management system that would enhance their innovative and agile business model, they chose Worldox Cloud. Each attorney supplies his or her own equipment and either works from a small rental office or from home, making costly infrastructure and staff no longer necessary. Worldox Cloud is easy to use and allows their attorneys to work from anywhere.

Webinars, webinars, webinars! At Affinity Consulting Group, we take our role as your Trusted Advisors seriously, and part of that is our commitment to providing the knowledge clients need to succeed!  Here's what's coming up next....

October 26
BEYOND THE BASICS Webinar Series - Excel Pivot Tables 

November 1
BEYOND THE BASICS Webinar Series - 
Microsoft word Tips

October 27
BEYOND THE BASICS Webinar Series - PracticeMaster Workflows

November 1
Top Things to Consider When Selecting Practice Management Software