April showers bring Worldox power - READ ON!

This month's newsletter will shower you with information you can turn into Worldox Power!  Packed with powerful articles exploring more GX4 features like Follow Me Favorites and drop folder naming, as well as Worldox Admin password requirements.  Then, check out how to register for our only Worldox Bootcamp in 2016 and our ongoing FREE educational webinars
Follow Me Favorites in GX4:
 Controlling and Naming Drag and Drop Folders
- Steven J. Best
 
Worldox GX4 features the new "follow me favorites" feature. This feature is automatic and will build folders in Outlook (2007, 2010, 2013, 2016) into which you can drop single or multiple matter related emails at once.   Simply highlight emails that have a particular matter in common (by holding down your CTRL key you can select more than one email at once), and once selected, simply drag and drop like this: 


You'll then see the following option:

Choose Move as Profiled to accept the suggested profile data above.  Choose Change Profile to change the suggested profile data above
 
This is the easiest and smoothest way to get matter related e-mails profiled into Worldox GX4. Keep in mind that if your co-worker profiles the same email first, Worldox GX4 will notify you that you may be saving a duplicate email and give you the option not to do so.

Finally, you can now control how the Worldox folders are named when they're automatically added to Outlook. Be sure you're on the *latest* code (by asking your administrator to run the WDUPDATE function ... see our October 2015 newsletter for information on Keeping Worldox Current).
 
Lastly, Worldox GX4 dated 12/7/2015 and later now provides you with the ability to control the drop folder naming structure. Just click the Email tab in Worldox and then select Drop Folder Naming from the Edit menu.
 
The Edit>Drop Folder Naming dialog appears. 

In the Edit > Drop Folder Naming dialog you can select different characters to use within the Worldox drop folder structure in Outlook. You can also choose whether you want to display the Number Code before the Description or Description before the Number Code. You can make the naming convention longer or shorter by adding or removing Description and/or just using the Number Code or vice versa.
                                   
You can view your changes in real time by simply changing focus back to Outlook and the drop folders will adjust to the changes made in Worldox. Changes made only affect the user in question.
 
For more details about Worldox drop folders in Microsoft Outlook or for more information about Woldox GX4, please contact [email protected]


 

Compulsory Worldox Admin Password

 - Gregory Bray 

 
The most recent code update for Worldox Gx4 in March 2016 will force your office to setup a password to access the Worldox Administrator application. This is a precursor to greater enhancements to Worldox document security that will be released later this year (details to come!).
 
Upon updating to March 2016 code, any firm that has not setup a password for the Worldox Administrator will receive the following message.
 
  

Clicking YES will allow you to setup a password, while clicking NO will bypass the requirement and launch the Admin console as normal. However, you will continue to receive this message every time you open the program until you do setup a password!

 

So - should you add a password to Worldox Admin? That all depends.

 

If your firm is configured with Worldox Active Directory Integration (WADI is the advanced security that is part of Affinity's Best Practices when we deploy Worldox), we suggest ignoring this requirement. Your Worldox Administrator can only be launched on your Indexer Server and that is already password protected.

 

If you are not running WADI, and can launch your Worldox Administrator from any workstation on your network, we recommend adding a password.

 

Not sure if you are running WADI - or want to know more? Feel free to reach out to our DMS team!  Contact [email protected].


 


Trouble with PDFs that aren't Text-Searchable?
- Paul Unger
 
Without question, PDFs are most useful when they are searchable. Fortunately, Worldox has a back-end solution developed and marketed by Trumpet, Inc., called Symphony OCR that converts all image-only PDFs into text-searchable PDFs.

There are two situations that contribute to this problem of having image-only PDFs in our client/matter folders. First, we get quite a few PDFs via email. Many of these senders (clients, opposing counsel, etc.) do not go to the trouble of making those PDFs text-searchable by OCRing them. OCR means "optical character recognition" which is the process of converting an image to text that is searchable. When the PDF arrives to you via email, you must open each one, test it, and run the text recognition tool (which is horribly time-consuming at times) to make the PDF searchable, and therefore you would not be able to search for the text within that document through a Worldox text search.

The second situation that contributes to this problem is scanning that comes from your copier/scanning machine that may not OCR the document. Probably over half of the copy machines on the market either cannot OCR documents as they are scanned in, or if it can, that functionality is not turned on because it may slow down the scanning process. Most copier technicians leave it turned off, even if the copier can perform the OCR, in order to maximize performance.

One solution to this problem is Symphony OCR. Symphony OCR monitors all PDFs saved into Worldox. It analyzes every page and determines if the PDF as a whole is an image-only PDF, or already text searchable. If it qualifies as an image-only PDF, it will perform the OCR function and convert that into a text-searchable one. It can even perform the OCR on PDFs already saved into Worldox, or those that exist in old Windows legacy structures.  Depending on how many documents you have, this may take a while (usually days or sometimes a week or two), but the result is fantastic ... all PDFs will be searchable!

Upgrading Symphony OCR to include the entire Symphony Suite may be even more beneficial. Symphony Suite contains the Symphony OCR product, as well as a product called Symphony Profiler. Symphony Profiler allows you to pre-profile a document and scan it using your existing copier so that document can be scanned and saved directly into Worldox right from your existing copier. So long as your copier can create PDFs and save them into a network folder, Symphony Profiler should work with your existing copier/scanner.

In next month's Worldox newsletter, we will discuss Symphony Profiler and other scanning solutions. In the interim, do not hesitate to contact us regarding either Symphony OCR, or Symphony Suite, or other scanning solutions. Symphony OCR pricing is quite reasonable and generally costs about $45 per user annually, and even less if your office has more than 100 users. For a specific quote, please contact [email protected].
LAST CALL!  2016 Worldox Bootcamp this May!
 
Join us for our only 2016 Worldox Bootcamp, where you will receive intensive training that will enable you to tap into the full power of your Worldox Document Management System. Taught by our own Gregory Bray, your instructor will detail everything from saving a simple document to creating security profiles and document retention plans. Worldox Bootcamp is great for new users, existing users who need a refresher course, or, to "Train your Trainer." Go back to the office excited to unleash the full power of Worldox! 
Webinars for Everyone!

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!  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 Stacy Devlin
May 10, 1 - 1:30 pm EDT
with Debbie Foster and Alison Lukan
May 17, 1 - 1:30 pm EDT
with Barron Henley, Debbie Foster, Paul Unger, Scott Bassett (Moderator)
June 14, 1 - 1:45 pm EDT
with Alison Lukan
July 14, 1 - 1:30 pm EDT
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