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Welcome to the May Worldox Newsletter!
For those to new to our publication, our newsletter is designed to boost your Worldox knowledge with tips and tricks, as well as to provide advice from our Worldox experts. We keep it short with articles, step by step instructions and screen shots to keep you up to speed with Worldox knowledge.
This month's newsletter is packed with powerful articles exploring more GX4 features like scanning directly to Worldox from your favorite copier/scanner, great insights about how WDINFO can help you monitor Worldox system health and indexing, and taking advantage of Favorite Matters functionality. You can also check out our FREE educational webinars coming up about Microsoft Office 365 and maintaining a virtual practice with our own Road Warriors. If that's no enough, look for the new Lean Six Sigma Workshop for Legal Professionals starting soon.
It's all in here!
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WDINFO
WDINFO displays a comprehensive view of the current state of Worldox, of index databases and Worldox users - think of it as a dashboard that gives you a health snapshot of your Worldox system.
You can load WDINFO on any network workstation and run the program unobtrusively in the Windows notification area (system tray) so that it is available for real-time, continuous system monitoring. You can also schedule email status updates to one or more recipients, to make sure system health is monitored consistently.
The WDINFO screen is offers two panels:
- Worldox Users: Indicates which Worldox users are on-line, and whether they are running Worldox directly from the network or in mirrored mode. This is helpful when you get errors about exceeding your maximum number of licensed users.
- Worldox Databases: Lists for each database, its location, status, number of records, and when it was last updated. This section is useful in determining if your Worldox databases are online and being updated.
Here are the things to look for in the Databases panel:
Last Post tells you two things:
- When the profile database last changed.
- When he latest Worldox events/actions were noticed by the Indexer.
At an active site, with several busy users copying, moving and saving documents, Last Post date should be today - and not long ago - assuming the database is in use and the Indexer is on. If this date is older than that, something must be wrong with either the Indexer or the database.
Last Text Build date should correspond to when the last text Build/Update completed. You can check this in WDINDEX. If the last scheduled action was not performed, this date will be older than expected, and thus would indicate something is amiss.
Unposted Items should not be a large number, if you are looking at an active database in a busy site, and the Indexer is on. If this number reached 50 (for example) in the middle of a very busy day, that might not mean trouble; perhaps you caught the Indexer between runs. Check a little later to be sure. If this item grows large enough - or trends up - the Indexer certainly is not operating as expected.
Record Counts alone tell you nothing, unless one or both are missing. Profile record counts can be much higher than text counts. How the numbers compare is not by itself meaningful. However if either count is zero, something is definitely not right with the indexer.
Status usually says OK, which is a good thing. If it says Check Indexer, that can mean one of two things:
− The record count has reached a certain level - usually a threshold of 10. This is the milestone WDINFO uses to create an alert, as rising record count often indicates that there are problems with indexing.
− The database is inactive, showing Undefined values in other columns.
Running WDINFO
We suggest creating a desktop shortcut to launch WDINFO on your workstation by creating a shortcut to the WDINFO application located within your Worldox Network Application Folder:
Just open the application to view current information on Worldox usage and indexer/database operation. You can leave WDINFO open on your desktop to see up-to-the-minute changes; the application screen refreshes often, at pre- determined intervals.
The other mode of monitoring information is via scheduled updates. You can schedule regular update emails to one or more designated recipients in WDINFO, as another way to keep tabs on how the indexer and database(s) are functioning These email notification can be setup by clicking the Worldox Health button:
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Scanning to Worldox Directly
from your Existing Office Copier/Scanner
Last month, I wrote about an add-on product called Symphony OCR that will automatically OCR PDFs that are saved into Worldox. This month, I am writing about a companion product called Symphony Profiler that allows you to scan documents, either one at a time or many at a time (batch scan) and save them directly into Worldox from your existing copy machine. That's right, you will not have to buy/lease a new special copier/scanner. You will probably be able to keep your existing one.
Symphony Profiler flips around your scanning and saving workflow. Most legal professionals today still scan and save one document at a time. This can be very inefficient. Symphony Profiler has you first tell Worldox where the document is going to be saved by making a "reservation." Then, you can batch or bulk scan all your documents at once. Symphony Profiler will even automatically split each document and save them to the correct location in Worldox. Reversing a single step can create a more efficient workflow. Here is how it works in a nutshell (click here to see how the process works: http://bit.ly/1TOFrC0 ):
1. Grab a pre-printed Reservation Cover Sheet. Each cover sheet contains a unique reservation code:
2. Make a "reservation" for your document to be scanned. This is done by right-clicking on the Symphony Profiler icon located in everyone's system tray. During this reservation process, you are pre-profiling the document in Worldox. In other words, Worldox asks the client (or area, matter, doctype, author, etc.), so once scanned, the document is automatically saved in the right client or project.
3. Place the Reservation Cover Sheet on top of the document. Repeat for each document that needs to be scanned. When you are ready to go to the copier/scanner, take all your scanning jobs at once.
4. Place the stack of documents (each separated by your Reservation Cover Sheets) into your scanner.
5. Press Go and consider it done.
Reservation cover sheets are typically printed on color paper (we recommend green copy paper), and are re-used after each scan. We recommend pre-printing about 15 per user. The only major requirement is that your copier/scanner can save scanned documents into a folder on your network. It is this folder that Worldox and Symphony monitors to pick up and scans as they come in. Symphony Profiler is installed on your Worldox Indexer machine.
Symphony Profiler costs $65 per user, annually, and even less if your office has more than 100 users. If you like SymphonyOCR (discussed last month) and Symphony Profiler, you can save money by buying Symphony Suite, which contains both products at $90 per user, annually (by itself, SymphonyOCR costs $45 per user annually). For a specific quote and to see if your existing system meets the technical requirements, please contact info@affinityconsulting.com .
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Follow Me Favorites technology knows which files you worked on recently and then presents these choices for quick filing and navigation. As files are added to your Favorite Files, the locations that comprise these files will now become available as Favorite Matters. The same Favorite Matter will automatically create correlating drop folders within Microsoft Outlook, as well. Your Favorite Matters will also appear in other Worldox products such as Worldox on the iPad or iPhone, Worldox/Web 2.0, or an MFP such as the Canon Connector or other 3rd party products that support Follow Me Favorites.
Favorite Matters are compilations of Favorite File locations. You can view Favorite Matters in a number of places, such as the Navigation Panel, Microsoft Outlook drop folders, and Favorite Matters tabs on certain dialogs.
Favorite Matters Tabs on Dialogs
A convenient Favorite Matters tab is now included on the File > Save, File > Copy and Direct Access dialogs so you have the option to quickly fill in form fields on those dialogs.
Click the Favorite Matters tab on the File > Save dialog to quickly populate a document's profile with Favorite Matter data as you save a file.
The Favorite Matters tab is also available on the Worldox Copy dialog, the Direct Access dialog and the Move dialog.
If you would like to have the Favorite Matters tab expand automatically when you the dialog opens, simply click on the Favorite Matters tab to open it, and then once opened, RIGHT-CLICK on the tab and select "Make Default." That will set the tab as the default open tab for that dialog.
Viewing Favorite Matters in Microsoft Outlook
Favorite Matters automatically appear as Worldox drop folders within Microsoft Outlook. You can easily move your incoming and outgoing emails to these folders in Outlook so that they are immediately saved into Worldox.
Favorite Matters List Options
The Favorite Matters list now presents a toolbar at the top of the list and offers users some options for viewing the list.
Flat View or Tree View
The list can be formatted to present either the traditional nested folder tree view or the new flat view, which presents the same list but with all folder details immediately available as a single selection.
Sort Options
You also now have the option of sorting the list of favorite matters by the date those locations were added to the list, or alphabetically by code or by description. This can make finding the matter you are looking for even easier.
Finally, there is an option to Refresh your list of favorite matters to see the latest additions to the list.
Removing Locations from your Favorite Matters List
Occasionally you will want to clean up your Favorite Matters list. Unlike your Favorite Files list, the Favorite Matters list will not automatically remove locations that have not been accessed in a while. In order to remove a location from your Favorite Matters list, simply right mouse click on the location in question and then select the "Remove" Confirm the action, and the location will no longer be on your favorite Matters list. Note this will also remove the corresponding drop folder in Outlook.
For more details about Worldox Favorite Matters functionality or for more information about Woldox GX4, please contact info@affinityconsulting.com.
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ANNOUNCING!
Lean Six Sigma Workshop for Legal Professionals!
You may have heard of Lean Six Sigma for other professions, like manufacturing, but the reality is that this philosophy teaches critical tactics that can significantly reduce waste, while improving the value of your service to your clients, and improve your bottom line.
Join Partner Debbie Foster and Strategic Management Consultant Alison Lukan as they guide you through this web-based workshop focused on improving the way you practice law. This series consists of four webinars with outside exercises to reinforce what you've learned. Throughout the course, they'll offer online "office hours" where our instructors are available to answer any questions you might have. The goal of this series is to improve the way you practice law while delighting your clients and making your firm more successful.
Register for the Workshop today!
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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!
Here's what's coming up next....
with Debbie Foster and Alison Lukan May 17, 1 - 1:30 pm EDT
with Barron Henley, Debbie Foster, Paul Unger, Scott Bassett (Moderator)
July 14, 1 - 1:30 pm EDT
with Barron K. Henley
July 26, 1 - 1:30 pm EDT
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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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