Warning: this blog is more technical than usual. On the other hand, hopefully it may give you ideas for ways of improving your workflow and productivity. The following are some of the settings and preferences that I routinely adjust when setting up a Worldox configuration. Double Warning: some indications are given below for editing Worldox configuration files. Make sure you have backups and proceed with extreme caution. This is something you may want to get help from a consultant for.
Create Bookmarks. There are two sorts of bookmarks, search bookmarks and folder bookmarks. A search bookmark bookmarks the results of a search, just as a bookmark in your browser does. You should have a number of firm-wide bookmarks, including client files, personal documents, the documents you worked on for the last 7 days, and others. Note that bookmarks are dynamic: if you add files that meet given search criteria, they will show up the next time you click on the bookmark.
There are two steps to creating a search bookmark (1) perform the search you want to bookmark; (2) right-click on the existing bookmark bar and select “add this list.” Give it a name and fill out the other options as desired.
To create a folder bookmark, first navigate to the folder you want to bookmark using the Navigation Pane on the left side of the Worldox screen. When you have found the folder you wish, right-click on the existing bookmark bar and select “add this list.”
Bookmark Bar. If you do not already have a bookmark bar, you can create one by clicking on “Bookmarks” on the top menu and then “Create”. Once the first bookmark is created, you can add others as described above.
The default bookmark bar is gray in color, which tends to get lost among everything else. I change this to a light yellow which is much more visible but not intrusive. To do this, click on Display | Appearance | Color. Select the Bookmark Button Bar and then fill out the various options. I choose Custom colors and then the light yellow at the top of the color chart.
Owner. “Owner” is an operating system (Windows) designation which indicates the last person to open a document. It has nothing to do with who “owns” a document, such as the author or responsible attorney. I therefore change this designation to “Last Used By.” To do this, open the wdvar.ini file in the Worldox program directory on the server and in the section [DlgItemAlias] add the line *Owner=Last Used By. Note that this file can also be used to change other labels in Worldox.
Spell Checking Profiles. By default, Worldox is set to spell check anything entered in the description or comments field when a Profile screen is filled out. Since most firms use abbreviations, client names, or other information that is not in the spelling dictionary, this can be massively intrusive and annoying. I turn off all the various options in Preferences | Spelling.
Indexing emails and Excel files. Most firms definitely want to index email messages and attachments. In order to do this, you must have an Outlook profile installed on the indexer. It does not have to be a full client, but the profile must exist. Secondly, you must turn on the ability to index attachments to email. To do this you must run wdadmin.exe with a /ini file. Then select the WDIndex | Common Options and change “index email attachments” to Yes. Remember the Warning!
Indexing Excel files is a more complicated issue. Indexes are efficient because a given word will be repeated a (large) number of times in a given document and throughout your entire document store. However, this is not the case with spreadsheets, where numbers are relatively unique. Therefore indexing spreadsheets will be inefficient and increase the size of the indexes and the time it takes to create them. On the other hand, many firms use spreadsheets as presentation tools with a lot of text. So it may be worth the tradeoff. This is something that should be considered carefully. If you do decide to do this, you must edit (remember the Warning!) the wdtxmain.ini file and change *.XLS and *.XLSX from 0 (zero) to 1 (one).
Email Search. It is highly desirable to create an email search template. This enables you to search for all emails stored in Worldox (it does not search Outlook) by To, From, or either. A separate display will show email-specific items (To, From) on the Worldox screen. This is probably something you want to get help with, even though it only takes a few minutes.