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Happy 2016 Worldox Users!
Let's start this new year off right!
In this month's newsletter, we will help you Clean Up the User Table, share details about the Boolean Search in Worldox, and explore the power of pdfDocs and the Worldox Productivity Suite.
Also, learn about our upcoming
Beyond the 3Cs Webinar Series to discover underutilized features of
Worldox and check out the FREE
educational webinars for 2016! Some great new topics are available for everyone!
Details below.
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Worldox Administrator Tip
Cleaning Up the User Table
As a Worldox Administrator, it falls to you to maintain the User Table in Worldox, and the beginning of a new year is a good time to clean up your User list.
Most sites Affinity works with neglect to clean up the User Table, and we usually see names of employees in lookup fields that have long since left the firm - requiring needless scrolling and bloated user reports.
So, take a few minutes to INACTIVATE users that are no longer with the firm - there will be no loss of data or documents!
1. Open the Worldox Administrator (most firms will need to do this from the
Worldox Indexer machine if they are running Active Directory security
integration)
2. Click on EDIT>USERS menu
3. Double click on the user you want to make inactive
4. Uncheck the "ACTIVE USER" checkbox and click OK:
It's that simple! The Worldox program will now only reflect active employees, however you can still search for inactive users - so there is no loss of information. And remember - do not DELETE entries in the User Table...no matter how many bad memories you have of that person!
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Worldox slightly modified Boolean searches in the new GX4 solution. For those unfamiliar with Boolean searching, it simply refers to the use of words or symbols to connect search terms. The popular Boolean terms AND, OR and NOT are now seen by Worldox as valid words to search, where in GX3 and earlier versions, Worldox excluded those terms from being indexed (meaning AND, OR and NOT were not searchable). Worldox GX4 uses special symbols, & | ! , to achieve the same results:
& = AND
| = OR (this is the "pipe" symbol usually located above
the Enter key)
! = NOT
For example, a simple search for lease agreements in Worldox can return different results depending on the Boolean symbol used to join those terms.
Remember that Worldox searching, like most search engines, is not case sensitive so a search for lease agreement and Lease Agreement returns the same results.
Please also note that the default setting for "near searching" (also known as a proximity search) of two terms separated by a space equates to "within 3 words of each other." However, you can also specify your own desired value by using the symbol w/# where # represents the number of words. For example, if you were to search lease w/10 agreement, you would return all documents where the word Agreement falls within 10 words of the word Lease.
Finally, if you would like to use a wild card to search for variations of a word (also known as "stemming"), Worldox utilizes the asterisk * symbol. For example pres* will find such words as pressure, president and press. You can place asterisks only at the end of a series of letters, not at the beginning of a word. Worldox also supports the use of word stemming within phrases.
By becoming more familiar with these advanced Boolean search techniques, you can quickly and easily find the exact documents you need in Worldox.
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pdfDocs as an Alternative to Adobe Acrobat
The Worldox Productivity Suite and pdfDocs
No one would disagree that both Document Management Software and a PDF solution are essential technologies to reduce paper or go paperless in a law firm or legal department. For nearly two decades, Adobe Acrobat was the gold standard and pretty much the only real show in town for PDFing. However, On July 1, 2008, Adobe released PDF as an open standard to be published by the International Organization for Standardization as ISO 32000-1. Also in 2008, Adobe released a Public Patent License to ISO 32000-1 granting royalty free rights for all patents owned by Adobe that are necessary to make, use, sell and distribute PDF compliant applications. As a result, some very healthy competition emerged that now gives legal professionals excellent cheaper alternatives to Acrobat, with comparable functionality.
Realizing how important it is for document management to integrate well with PDFing, in 2014, Worldox and DocsCorp partnered to bundle full versions of pdfDocs 4 and compareDocs 4 as part of the Worldox Productivity Suite. The full Productivity Suite is an add-on module that costs $119 per user (+ $40 per year/per user for maintenance) for firms up to 25 users. With Acrobat Professional by itself costing $449, and pdfDocs by itself priced at $117 per year, if you are a firm of up to 25 users, buying pdfDocs via the Worldox Productivity Suite is an incredible value.
This is a recap of what you get. pdfDocs is a PDF management application that provide users the ability to create, collate, edit, annotate and secure PDF content. It also has legal-specific features such as Bates numbering and redaction. CompareDocs is a solution used by legal professionals to compare the difference between two documents with incredible accuracy and reliability across all document types to help authors collaborate on business-critical documents without fear or risk. By itself, this solution costs $69 per license. Finally, the Worldox Productivity Suite consists of a series of tools designed to do several things: (1) route documents to users or user groups for review, comment and approval, (2) create an Outlook Task associated with a document with reminders, and (3) notify users of activity on a document or if a document has been added to a project or matter. For sites, more than 25 users, DocsCorp will work with the firm to be very competitive with pricing.
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Webinars for Worldox Users!
Designed to give current users additional insights into using their existing products more productively and efficiently focusing on a specific feature or benefit that is widely underutilized. Each short webinar - only 20-30 minutes - will make an immediate impact on your daily use.
with Bryce Phillips
February 16, 11:30 am EST
with Bryce Phillips
March 31, 11:30 am EST
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Webinars, webinars, webinars! At Affinity Consulting Group, it is our mission to improve the lives of our clients every day, and part of that is our commitment to providing the knowledge clients need to succeed! We are bringing you many topics over the next few weeks. Jump on the Affinity Consulting Webinars page for registration and more details.
Click on any title below or
with Barron K. Henley
January 26, 1 - 1:30 pm EST
with Barron K. Henley
February 12, 2 - 2:30 pm EST
with Sandra Adams
March 3, 1 - 1:30 pm EST
with Debbie Foster and Alison Lukan
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WORLDOX NEWSLETTER ARCHIVE NOW AVAILABLE!
Did you miss a past edition? Want to share an important tip with a colleague? Now you can access our past issues any time...
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