Hot Fun in the Summertime!
Your June Worldox Newsletter
Stay cool in the hot sun with the next edition of the Worldox Newsletter Inside you'll find your last chance to share feedback on the Annual Worldox Survey. This month's newsletter also includes how to search within a current list of files, setting Read Only attributes in GX4 for administrators and a review of Sony Digital Paper  You can also check out our   FREE educational webinars coming soon.
It's Summertime - and Worldox is making life easy!
Worldox Annual Survey!  Help Us Help You!

Here at Affinity, we strive to be your Trusted Advisors. Each and every day, we work to improve our clients' experience and we need your help to continue to exceed your expectations.  If you haven't yet had the chance, we hope you'll take a moment to complete our Worldox Annual Survey
 
It is designed to better understand your usage, your daily challenges and your long-term document management goals.  Thank you for choosing Affinity and for challenging us day in and day out to find better ways to do the things we do. We really love being empowered by you to help you succeed.  Your input and feedback is critical for us to complete our mission of unlocking your potential.
 
 
Searching Within a Current List of Files
- Bryce Phillips, Consultant   bphillips@affinityconsulting.com
 
Most users are unaware that within each search template in Worldox you are given the ability to adjust your search to look into alternate locations such as Salvage Bin, Archive, Legal Hold and the Current List.

The current list search is very useful in discovery situations where you may not have as many filtered fields to choose from and yet you still need to search within your files. This search is also useful when you encounter a large number of documents inside a single location. Below is how you take advantage of this feature.

  1. Navigate to a list of documents. This may be done via Search, Direct Access, Favorite files or by navigating the folder tree through the navigation pane.
  2. Once you have navigated to the list that you now want to perform a first or possibly a second search on, you will need to access a search template for that particular cabinet such as Client, Library, Office, User, etc.
  3. Once you select the search template, the next step is to adjust "what" your search template should be searching by clicking on Search What and choosing Current List then OK.
  4. Once you have selected the radio button for "Current list" and selected "OK", you will now be able to leverage the entire search template solely against the list of documents you are currently in. This allows you to perform a text in file search narrowed down to just a single client or matter. It will also allow you to add multiple search terms such as author, date, doctype, client, matter as well as any other unique fields you might have.

For more details about Worldox searching functionality or for more information about Woldox GX4, please contact info@affinityconsulting.com


  Worldox Administrators - Setting file Read Only attributes in Worldox GX4
- Gregory Bray, Senior Consultant  gbray@affinityconsulting.com

We always recommend that firms using Worldox should leverage the security built into the system to maintain a Form or Template library - whereby users can use designated documents without the risk of editing or changing the original.

The challenge with security is that the "Owner" of the document always has full rights to a document, regardless of document security, and so they could accidently save over their own form or template.
 
To get around this, on older versions of Worldox, the Read-Only attribute of a file could be set via a checkbox on the Edit>Profile window - thus preventing any user from changing a file. However, that checkbox has been removed in the GX4 interface.

For Worldox GX4 firms, we now have a workaround that allows you to set that same Read-Only attribute of a file by using a Send-To command.

To setup the command, add the following text to your network Send-To config file located at ...\Worldox\WDSTUSER.INI

[Shell Index]
ReadOnlyAdd=1
ReadOnlyRemove=1
 
[Shell ReadOnlyAdd]
Installed=
Params=+R %1
Program=C:\WINDOWS\SYSTEM32\attrib.exe
Label=Menu>Read-Only>Add
 
[Shell ReadOnlyRemove]
Installed=
Params=-R %1
Program=C:\WINDOWS\SYSTEM32\attrib.exe
Label=Menu>Read-Only>Remove
 
Once the settings are in place, a user will have the following two options on the right-click menu:
The Read-Only attribute on a file will be denoted by the following icon in the Ver# column:

For more information about utilizing Read Only and other file attributes with your system, contact info@affinityconsulting.com.  



REVIEW:  Sony Digital Paper for Notetaking and
Secure Remote/Portable Access to Files
via Worldox Web Mobile
- Paul J. Unger, Esq., Partner   punger@affinityconsulting.com
 
Sony has developed the lightest and thinnest notetaking and mobile access device that we have ever seen.  To be clear, it is NOT a tablet computer and it is not marketed as such.  The device is being used heavily in the medical, education, and legal markets. 

Sony teamed up with Worldox last year and developed a really nice mobile access solution that provides 2 things really well, in my opinion:  (1) remote/mobile access to all your documents in Worldox via a WiFi connection and Worldox Web Mobile; and (2) the ability to take notes or mark-up documents on the Sony DP device as a PDF and then save them directly back into your Worldox system without having to use paper, which requires that I scan my notes and then save them. 

The device is 9.25 inches x 12.25 inches and is only 0.28 inches thick (23.5 x 31 x 0.71 cm). It weighs in at only 12.6 oz (357 g). It has a 13.3 inch E-Ink Mobius screen, which will allow users to annotate a document while resting their hand on the screen. It's latest release also gives you the ability to email documents and notes, once they are saved into Worldox.  

The Sony DP device natively allows you to save documents and notes to the device itself, or to upload/sync to a cloud-based storage location.  With the Worldox/Sony DP subscription package, you can access all your documents saved in Worldox from the Sony DP device using Worldox Web Mobile 2.0, via a  WiFi connection.  It requires that you have Worldox GX4
 
Worldox and Sony currently provides the device and the Worldox Web Mobile subscription, bundled for $69.99 per month for 12 months. After 12 months (once the device is paid), it bumps down to $25 per month, which covers the Worldox Web Mobile monthly subscription.  In other words, you own the device after 12 months and then you shift to only the Worldox Web Mobile subscription ($25/month), which you can cancel any time after the 1st year.  The Worldox Web Mobile subscription will also give you access to Worldox from an iPad (via the free Worldox App in the Apple Store) and/or from any computer using a browser (home PC, a laptop, an Android device, etc.).

I tested the device this month, and this is what I like.  First, I absolutely love the size and weight of the device. Second, contrary to what I thought would be the case, I actually love having a dedicated device to just take notes.  I've tested the Microsoft Surface Pro, Lenovo Yoga and the iPad Pro by comparison, thinking the notetaking experience would be better. To be clear, the graphics on the Surface Pro, Yoga and iPad Pro are indeed better, but they are all a bit bulkier, which is to be expected because those are full blown personal computers.  The Sony DP is significantly lighter because it isn't a personal computer. It is what the name suggests ... digital paper, much like a paper legal pad. Also, while those tablet devices like the Surface Pro provide an excellent writing experience, the problem is that I found myself often needing to access/use programs at the same time that I needed to take notes.  This meant that I had to stop taking notes and switch to the other application, and then switch back.  In other words, I couldn't really look at the other application and still take notes at the same time.  Having a dedicated notetaking device ... i.e. a digital notepad (the Sony DP) allowed me to still use my laptop AND take notes at the same time, which is something that I apparently do quite frequently.

My only criticism of the device is the slow wireless connection.  If I have a really strong wireless connection, I really enjoy using the device and saving back to Worldox or to cloud storage.  If the wireless connection is just a bit slow, I found it a little frustrating at times.  Notwithstanding, it has improved over earlier releases of the device.

If you are interested in the Sony DP device and Worldox Web Mobile, please contact info@affinityconsulting.com .

 
 
Webinars for Everyone!
Free Webinars
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.... 


with Alison Lukan
July 14, 1 - 1:30 pm EDT
 
with Barron K. Henley
July 26, 1 - 1:30 pm EDT
 
 
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