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Worldox GX4 Professional
USER GUIDE I: THE BASICS
Version 1
WARRANTIES AND COPYRIGHT NOTICES
Disclaimer of Warranty
World Software Corporation makes no representations or warranties, either expressed or implied, by or

with respect to anything in this manual, and shall not be liable for any implied warranties of merchantability
or fitness for a particular purpose or for any indirect, special, or consequential damages.
Copyright Notice
No part of this publication may be reproduced or transmitted, in any form or by any means, photocopying,
recording or otherwise, without prior written consent of World Software Corporation. While every
precaution has been taken in the preparation of this document, World Software Corporation assumes no
responsibility for errors or omissions. This publication and features described herein are subject to change
without notice.
© 2015 World Software Corporation.

All rights reserved.
To access the latest Worldox user guides, administration guides, release notes and technical documents,
please access the Worldox Knowledge Base at https://knowledgebase.worldox.com/.
Worldox GX4 Professional User Guide: The Basics 2 of 116

© Copyright 2015 World Software Corporation®. All rights reserved.
TABLE OF CONTENTS
1 INTRODUCING WORLDOX GX4 PROFESSIONAL..................................................................................................... 6

1.1 Overview ....................................................................................................................................................... 6
1.2 What is Worldox GX4 Professional? ............................................................................................................. 6
1.3 Worldox GX4 New Features ......................................................................................................................... 6
1.4 Worldox Deployment Options ...................................................................................................................... 7
1.5 Documentation Resources ........................................................................................................................... 8
1.6 Worldox Technical Support .......................................................................................................................... 8
2 SAVING A FILE WITH PROFILE INFORMATION ..................................................................................................... 10
2.1 Understanding Profile Elements ................................................................................................................. 10
2.2 Create and Save a New Document ............................................................................................................. 10
2.3 “Copy profile from” option ......................................................................................................................... 12
2.4 Global Doc ID Numbering ........................................................................................................................... 13
3 THE WORLDOX USER INTERFACE ........................................................................................................................ 14
3.1 Worldox Main Screen ................................................................................................................................. 14
3.2 Worldox Navigation Panel .......................................................................................................................... 14
3.3 Keyboard Indicator ..................................................................................................................................... 15
3.4 Wrench Icon ............................................................................................................................................... 16
3.5 Favorite Matters Category .......................................................................................................................... 17
3.6 Cabinets ...................................................................................................................................................... 20
3.7 Workspaces ................................................................................................................................................ 20
3.8 Workflows................................................................................................................................................... 21
3.9 Bookmarks .................................................................................................................................................. 21
3.10 My Computer.............................................................................................................................................. 22
3.11 Browse Folders in the Navigation panel ..................................................................................................... 22
3.12 Worldox Toolbar ......................................................................................................................................... 23
3.13 Customize the Main Screen Toolbar........................................................................................................... 26
3.14 Restore the Toolbar .................................................................................................................................... 26
3.15 The Home List ............................................................................................................................................. 27
3.16 Worklist Tabs .............................................................................................................................................. 28
3.17 Document Tabs ........................................................................................................................................... 28
4 FIND/SEARCH....................................................................................................................................................... 30
4.1 Using the Search Tab .................................................................................................................................. 30
4.2 Search with Filters for Cabinets, Profiles, Categories and Dates ................................................................ 31
4.3 Search for a Doc ID, Description or Contents ............................................................................................. 34
4.4 Perform an Advanced Search ..................................................................................................................... 35
4.5 Using Boolean Search Logic ........................................................................................................................ 38
4.6 Search within a Date Range ........................................................................................................................ 41
4.7 Narrowing a Search or using the Intelligent Find Feature .......................................................................... 43
4.8 Search within a Search................................................................................................................................ 43
4.9 Save a Search .............................................................................................................................................. 44
5 DIRECT ACCESS .................................................................................................................................................... 46
6 SELECTED FAVORITE FILES ................................................................................................................................... 47
6.1 Access Favorite Files Lists ........................................................................................................................... 47
6.2 Add Files to Favorites Lists.......................................................................................................................... 48
6.3 Remove Files from Favorites ...................................................................................................................... 49
7 FOLLOW ME FAVORITES ...................................................................................................................................... 51
7.1 Viewing the Locations of Favorite Files ...................................................................................................... 51
7.2 Favorite Matters Tabs on Dialogs ............................................................................................................... 53
7.3 Viewing Favorite Matters in Microsoft Outlook ......................................................................................... 54

7.4 Removing a File from Favorites .................................................................................................................. 55
8 VIEWING .............................................................................................................................................................. 57
8.1 View a File in the In-line Viewer Panel ....................................................................................................... 57
8.2 View a File in the Worldox Viewer Window ............................................................................................... 58
8.3 Viewer Toolbar ........................................................................................................................................... 58
9 COPY FILES ........................................................................................................................................................... 60
10 DELETE FILES ........................................................................................................................................................ 62
11 EDIT PROFILES ..................................................................................................................................................... 63
12 DOCUMENT SECURITY ......................................................................................................................................... 64
12.1 Apply Security to a File ............................................................................................................................... 64
12.2 Apply Security When Saving Files ............................................................................................................... 66
12.3 Remove Security from a File ....................................................................................................................... 66
13 EMAIL IN WORLDOX ............................................................................................................................................ 67
13.1 Email a File .................................................................................................................................................. 67
13.2 Open an Email Link in a Worldox File List (WDL) ........................................................................................ 68
13.3 The Worldox Email Tab ............................................................................................................................... 68
13.4 Microsoft Outlook Drop Folders Now Automatically Correlate with Favorite Matters ............................. 73
13.5 Set Defaults and Manage Confirmation Dialogs for Favorite Matters Drop Folders in Microsoft Outlook 74
13.6 Copy or Move Email.................................................................................................................................... 77
14 LIST, COMPARE VERSIONS ................................................................................................................................... 80
14.1 Versions List Toolbar .................................................................................................................................. 80
14.2 View Versions of a File ................................................................................................................................ 80
14.3 Compare Versions....................................................................................................................................... 81
15 COMMENTS IN LISTS ........................................................................................................................................... 82
16 BOOKMARKS ....................................................................................................................................................... 83
16.1 Bookmark the Currently Visible Worklist ................................................................................................... 83
16.2 Add a Bookmark to a Favorite Folder ......................................................................................................... 84
16.3 Add a Bookmark to a Favorite Search ........................................................................................................ 86
16.4 Execute a Saved Search Using a Bookmark ................................................................................................ 86
16.5 Email a Bookmark to an Internal Recipient ................................................................................................ 87
16.6 Remove Items from the Bookmark Bar ...................................................................................................... 88
17 SHOW/HIDE ELEMENTS AND CUSTOMIZE SCREEN APPEARANCE ...................................................................... 88
17.1 Display Menu .............................................................................................................................................. 88
17.2 Switch to Tile View ..................................................................................................................................... 97
17.3 Customize Fonts, Colors, Spacing and Favorites in the File List View or Tile View ................................... 101
17.4 Search for Doc ID or Description/Contents in the File List or Tile View ................................................... 102
18 CUSTOMIZE COLUMN LAYOUTS ........................................................................................................................ 103
18.1 Add Columns............................................................................................................................................. 103
18.2 Rearrange Columns .................................................................................................................................. 103
18.3 Remove Columns ...................................................................................................................................... 104
18.4 Resize Column Headers ............................................................................................................................ 104
18.5 Save the Column Layout as a “Template” ................................................................................................ 104
18.6 Reuse a Column Template for Another File List ....................................................................................... 105
18.7 Set a Favorite View ................................................................................................................................... 105
19 SORT/FILTER LISTS IN THE FILE LIST VIEW ......................................................................................................... 106
19.1 Sort Lists ................................................................................................................................................... 106
19.2 Filter Lists .................................................................................................................................................. 109
20 WORKZONE ....................................................................................................................................................... 111
20.1 Create and Save WorkZone Profiles ......................................................................................................... 111
21 WORKING OFF-LINE ........................................................................................................................................... 112

21.1 How to Access Off-line Documents .......................................................................................................... 112
INDEX.......................................................................................................................................................................... 113

Volume I: The Basics
1 INTRODUCING WORLDOX GX4 PROFESSIONAL
1.1 Overview
Welcome to Worldox GX4 Professional. This guide provides information for getting started with Worldox. It
describes how to open, edit and save documents with profile information. It also explains how to access
features in the Worldox user interface and customize it according to your needs.
For information about using more advanced Worldox features, such as Quick Profiles, Workspaces, Legal
Hold, etc., please refer to the Worldox GX4 Professional User Guide: Advanced Topics.
1.2 What is Worldox GX4 Professional?
Worldox GX4 integrates with other applications, bringing together everything needed to find, copy, view,
organize, control, describe, index, categorize, apply security and create versions of your electronic files and
email messages.
This guide describes how Worldox uses Profiling to classify and store files. When profiling documents,
various fields are available to help you properly save files to specific locations. Examples of profile fields
include Description, Client, Matter, Doc Type, Typist, and Description.
Note: Quick Profiling helps streamline and accelerate the process of profiling, so that you can apply profiles
multiple times without having to manually enter all necessary information. Please see the Worldox GX4
Professional User Guide: Advanced Topics for details.
1.3 Worldox GX4 New Features
Worldox GX4 has been enhanced with Follow Me Favorites and Active Profiling capabilities which make it
even easier to save and retrieve content.
§ Follow Me Favorites technology knows which files you worked on recently and then presents these
choices for quick filing and navigation. The File Save dialog now provides Cabinet, Favorite Matters
or Quick Profile tabs, where you can choose a folder with predefined information and automatically
populate profile fields while saving new files into Worldox.
§ Filing emails has never been easier since Worldox GX4 actively monitors incoming and outgoing
emails with heuristics, assigns client matter information and adds folders in Outlook that correlate
to your Worldox Favorite Matters. Your Worldox drop folders in Microsoft Outlook evolve and are
automatically updated according to what you do in Worldox. If a matter is no longer a favorite, the
folder is automatically removed from your list of Favorite Matter drop folders in Outlook.
§ The new QuickSave option automatically profiles content for users with the click of a button from
Microsoft Excel, Word and Adobe Reader applications. It enables you to save a file into Worldox
and base all profile information upon a pre-defined Quick Profile template. As a result, your file is
stored into Worldox immediately, but you can change the profile data for it at a later time if
necessary. This feature is helpful in certain scenarios. For example, you might need to save a file for

a new client who does not yet have Client ID assigned to them. For details about QuickSave, see
Worldox GX4 Professional User Guide: Advanced Topics.
Other GX4 changes to note are:
§ Profile Groups are known as Cabinets
§ Preview files panel with in-line viewing technology
§ Broad document tagging, enhanced search capabilities and results
§ Executive tile/grid or list views
§ Field table lookup for code and description
§ Microsoft Office QuickSave and Search
§ Greater control of selecting your Favorites by one click of a heart button
§ Reorganized File Save dialog with the ability to edit Categories, Security, Relations, Versions and
Defaults
§ Intelligent Find to further narrow down any vague search results
§ Ability to search for files based upon their Category
§ Minimizing the Navigation Panel to increase space for the Worldox file list
§ Customization of the user interface theme with Worldox GX3, Windows 7 and Windows 8 icon,
colors and styles
§ Tool tips when performing new procedures in GX4
§ Favorite Matters and Quick Profiles appear in either tree or flat views
For more on new GX4 features and enhancements please check GX4 online Help. (Select Contents on the
Help menu.)
1.4 Worldox Deployment Options
The following versions of Worldox have feature-rich interfaces that allow users to navigate, audit,
bookmark, tag, preview, share, secure, categorize and search documents:
§ Worldox GX4 Professional is the client server and standard desktop version of Worldox.
§ Worldox GX4 Enterprise is a remote-access version of Worldox designed for multiple-office firms
wishing to centralize document storage and management on site.
§ Worldox GX4 Cloud has most of the powerful features of the heavy Worldox client, but generates
even more expediency and flexibility through the utilization of Software-as-a-Service (SaaS)
technology and cloud computing. With GX4 Cloud, professionals can use Worldox efficiently from
virtually any location. Worldox GX4 Cloud is easily accessible from any computer, laptop or mobile
device.

Note: If you have questions on Worldox versions – or on the new, remote-access features
of GX4 Enterprise and GX4 Cloud, please call Technical Support, Sales, or contact your
Worldox reseller.
Worldox Sales: (800) 962-6360

sales@worldox.com
1.5 Documentation Resources
You can find the latest Worldox documentation in the Worldox Knowledge Base
https://knowledgebase.worldox.com/
A username and password are required for Knowledge Base access. If you don’t have one, you can register
to request access from the login screen.
1.6 Worldox Technical Support
1.6.1 Contact Worldox Technical Support
World Software Technical Support is available to Worldox Maintenance Agreement customers free of
charge between 9:00 am and 7:00 pm Eastern time, Monday through Friday, except on common American
business holidays.
Before calling Technical Support, please do the following:
§ Call from the computer that is experiencing issues if you are calling about a specific
machine or user.
§ If the problem involves an error message, try to leave the message on the screen. If that is
not possible, then please write down the exact error message. Or, capture that message’s
image on the screen and send it to us. (Just press the Prt Scr key on your keyboard and
paste the image into a Word document.)
To contact Worldox Technical Support:
§ Call: 1-201-444-3290
§ Email: support@worldox.com
Note: Providing remote access to World Software Technical support is often a necessary
part of the troubleshooting process. Remote access sessions give World Software support
technicians the information needed for expedient and effective problem resolution.
1.6.2 Request Technical Support Online
You can now request technical help online without the need to actually call Worldox tech support. You no
longer have to wait for the next available technician and you can also track pending service requests.

Use the new online service tool named Worldox Customer Portal. It is available to all current Worldox
maintenance customers. To access the Worldox Customer Portal, just send an email to:
support@worldox.com. Please include the following information in your message:
§ First/last name
§ Company name
§ UNIQUE/PERSONAL email address. For example, this email address is neither personal nor
unique:
administrator@companyname.com
While this one is both:
JBauer@companyname.com
The latter approach is better, since you will be creating a personal profile when you log in
for the first time.
World Software will then send you a confirmation email with your username and password, plus a link to
the portal.

2 SAVING A FILE WITH PROFILE INFORMATION
2.1 Understanding Profile Elements
A file’s location (folder path) is determined by the Cabinet (known as profile group in previous versions of
Worldox) and profile field values used to identify that document.
Profile forms start with the cabinet choice (or pre-selection, if there is only one group available). Fields on
profile forms – such as Client, Matter, Doc Type and Typist – reflect the fields used for the selected cabinet.
Use the Description field to describe the contents of the file. The description can be up to 128 characters
long. After you finish typing your file description, you can press the Enter key to add a line or lines for
additional comments. You can view comments in the file list. Comments can hold up to 5,000 characters and
are fully text searchable.
Use the Security feature in Worldox to protect the file. Examples of the types of security that can be applied
are: Custom, Hidden, and Protected.
2.2 Create and Save a New Document
Documents are organized and saved in cabinets with profile metadata. To demonstrate how this works, create
and save a Word document.
After creating a document, click Save (F12) or select File > Save, or File > Save As. Worldox responds by
opening the File Save profile form.
File Save profile form
Note: If any quick profiles are available, you can click the Quick Profiles tab to view them
and select one. When you select a quick profile, some or all form fields are filled in.
In the Description field, type in a name for the document you are saving.

File descriptions and comments are combined into one field. Simply press the Enter or return key after you
finish typing your description to add comments if desired.
Re-select the cabinet if necessary by clicking Cabinet. With another cabinet selected, the form reloads to
show available field choices.
Click numbered profile field buttons to display field lookup tables. You can select codes or values in those
dialogs, scroll down lists, or perhaps the best way is just start typing to look up codes automatically.
Note: When adding or changing profile metadata, you can now start typing either the field’s Description or
Code to automatically look for it in the list and populate the field. Worldox does not delineate between code
and description and highlights any matching codes or descriptions in the field table list. You can type
additional characters to refine your search. In the following example, the user began to type “ME” in the
Client field. Any codes and descriptions with those letters automatically appeared in the list for quick and easy
selection. An example is below:

Press the Tab key to move to the next field in the form. Fill in required fields.
Click OK when you are ready to save the file into Worldox.
2.3 “Copy profile from” option
The File Save dialog provides a Copy profile from option which allows you to base the new document’s profile
on another existing Worldox document’s profile.
In the File Save profile form, click Copy profile from.
The Worldox main screen appears. Highlight a file in the list and click the Select button on the toolbar.
Follow dialog prompts to copy profile information (for example, the file’s Description or Cabinet/User) to the
new file.

2.4 Global Doc ID Numbering
Worldox uses global numbering when creating new documents. When a document is saved, it is automatically
assigned a unique document number (Doc ID). Document numbers are eight (8) numeric characters followed
by the file application extension. Documents are numbered consecutively as they are saved, meaning no two
documents will have the same number.
Examples of document numbers:
§ 00000001.DOCX
§ 00000002.DOCX
§ 00000003.XLSX
If you want to view Doc IDs in the file list, ensure that you are in the list view. (If you are in the tile
view, simply click the Switch to list view button.) Right-click in the gray area of the
column header bar and select Insert Column.
Then select Doc ID from the context menu to view Doc IDs in the file list.

3 THE WORLDOX USER INTERFACE
3.1 Worldox Main Screen
When you choose File > Open from within Word, Excel or any other supported application, the Worldox main
screen appears.
Note: Depending on how Worldox is set up at your site, there may be several other ways to reach this main
screen, including double-clicking the Worldox icon on your Windows taskbar or the Worldox WorkZone icon.
Main Worldox screen
3.2 Worldox Navigation Panel
The navigation panel on the left side contains fly-outs for Favorite Matters, Bookmarks, Cabinets, Workspaces,
My Computer and Workflows. Please note that all of these may not be available in your copy of Worldox
depending on configuration. You can view the fly-outs after you click them. They close if your cursor is
focused elsewhere. You can pin fly-outs to remain open if needed. The windows will then be re-sized to show
all available data.

3.3 Keyboard Indicator
If you notice the word “Keyboard” in between some arrows, it is simply indicating where your cursor is
focused while using the Worldox UI. For example, if your cursor is highlighting a file in the list, the Keyboard
indicator arrows will point to the right.
If your cursor is highlighting a folder in the Navigation Panel, then Keyboard indicator arrows point to the left.

If your cursor is highlighting an area in one of the bottom document tabs, the Keyboard indicator arrows will
point down.
3.4 Wrench Icon
The last icon on the Navigation Panel’s bottom row shows a Wrench to indicate that some type of
customization is possible here. In the navigation panel, you can customize whether category buttons appear
and reorder them in the order you prefer.
Click the Wrench at the bottom of the navigation panel to display the Configure Tree Tabs dialog.
Configure Tree Tabs dialog
Check or uncheck boxes next to Select categories to show or hide category buttons.

3.5 Favorite Matters Category
Favorite Matters displays a list of matters you have accessed recently. This is similar to the Worldox Favorite
Files feature except that folders are being tracked here rather than individual files. In fact, your Favorite
Matters list is derived from your recently accessed Favorite Files.
Favorite Matters tab in Tree View Favorite Matters tab in Flat View
Folders appearing in the Favorite Matters category change over time based upon changes in your Favorite
Files list.
In Worldox GX4, Microsoft Outlook drop folders now automatically correlate with Favorite Matters. You can
easily move your incoming and outgoing emails to these folders in Outlook so that they are immediately
saved into Worldox.

Note: Since GX4 uses Follow Me Favorites technology, if you are no longer accessing files in a Favorite Matter,
that matter will automatically disappear from Microsoft Outlook’s drop folders over time.
3.5.1 Tree Branches in the Navigation Panel for Favorite Matters
In previous versions of Worldox, the Favorite Matters tab in the Navigation Panel showed Worldox, Cabinet
name, and Active folder with sub-folders.
In Worldox GX4, the Favorite Matters tab no longer shows a Worldox line or Active Folder. It shows Cabinets
(formerly Profile Groups) and sub-branches.
GX3 Favorite Matters category in Tree View GX4 Favorite Matters category in Tree View
3.5.2 Favorites Matter tab on the File Save dialog
The File Save dialog also provides a Favorite Matters tab. When you save a new file into Worldox, you can
double-click a Favorite Matters folder to automatically populate profile fields.

3.5.3 Remove from Favorites
You can remove a Favorite Matter listing in the Favorite Matters pane. Just right-click the Matter you want to
remove and select Remove from the right-click menu.
Removing a folder from Favorite Matters
Once a folder or group has been removed, that item stays removed from Favorite Matters until you again
access any files in that location. At that point, those files are represented on one or more of your Favorite
Files lists, and folders/groups in which those files reside will again appear in Favorite Matters.
Note: Since GX4 uses Follow Me Favorites technology, if you are no longer accessing files in a Favorite Matter,
that matter will automatically disappear from Microsoft Outlook’s drop folders.

3.6 Cabinets
The Cabinets tab lists all cabinets to which you have access. Please note that Cabinets were referred to as
Profile Groups in previous versions of Worldox.
3.7 Workspaces
The Workspaces tab displays links to “subscribed” files and folders – content that you have chosen to list in
this personal content zone. Please see the Worldox GX4 Professional User Guide: Advanced Topics for details.

3.8 Workflows
The Workflows tab has many features that can help automate and improve productivity. Here, assuming you
are using the Productivity Suite version of Worldox, you can access the Workflow Inbox, listing Active and
Closed workflows that you have received and have worked on, also Sent, Active and Closed workflows you
initiated. Please see the Worldox Productivity Suite User Guide for details.
3.9 Bookmarks
The Bookmarks tab displays a list of your personal bookmarks, those added to the bookmark list or toolbar
(via the Bookmarks menu). Bookmarks are shortcuts to Folders, Favorite Files and Searches.

3.10 My Computer
The My Computer tab displays a list of drives available on your PC.
3.11 Browse Folders in the Navigation panel
If the left-side navigation panel is collapsed, you can open it by doing one of the following:
§ Single-click the tab. It will then fly out and close once your cursor is no longer focused on the panel.
§ Select Show/Hide > Navigation Panel from the Display menu.
or
§ Click the arrow to the left of the Description column in the file list. Note this will also pin the
panel open until you close it by clicking the arrow again.

3.12 Worldox Toolbar
The toolbar at the top of your main screen should look something like this:
Main Worldox toolbar
Switching to different views in Worldox changes the toolbar. Depending on which type of file list is visible
(e.g., email, Salvage bin, a list of file versions), the button line-up changes. Which toolbar buttons you see
depends on the actions possible on whatever file list is visible.
The toolbar you see could be different, as buttons can be added, removed or reordered. Buttons can also be
renamed. You yourself may have the rights to make such changes. So the choices shown above are commands
most frequently used on this main toolbar. You may not see all of these buttons on your toolbar.
Tip: There are many other commands in Worldox— too any to fit on one toolbar. All commands are accessible via pull-
down and right-click menus.

Button Command/Description
File > Open … Opens the selected file.
File > View … Displays the selected file in the Worldox Viewer window. The Viewer window
shows the type of program the file was created in. Using the Viewer toolbar, you can open
the file, advance to the next or previous file on the list, increase or decrease font size,
search for text and take various other actions. Tabs at the bottom of the window allow you
to add comments, view and edit the document profile and preview the file.
List > Home … is the starting point, a default file list that appears when the main Worldox
screen opens for the first time in any one session.
List > Refresh … Reloads Worldox screen content, redisplaying the active file list.
Search > Find … Opens the Search Templates dialog, where you can select a saved search
form to use in searching.
List > Direct Access … is used to take a direct path to folder contents based on folder level
Profile Fields selected. This opens the List > Direct Access dialog, where you enter profile
field identifiers (which equate to folder locations) to see files in that location.
List > Selected Favorites … Displays a list of the recently used files by file types (programs)
and by file action. The list reflects your activity, so, the list of Favorite Files changes over
time.
File > Check-Out … Opens the File > Check Out dialog. This is done to move a file from the
network to the hard drive of your PC, so you can make changes when you are out of the
office. A copy of the original file remains on the network. If someone opens a checked-out
file, they see a read-only copy.
File > Check-In … Opens the File > Check in dialog, giving you the option to move a
checked-out file back to the network once you are reconnected.
File > Copy … Opens the File > Copy profile form. This is used to change profile information
(optional) and copy selected file(s) – plus versions, if any – to another folder location.

File > Delete … Deletes the selected file(s) from the network.
Edit > Profile… Displays the Edit Profile dialog, where you can modify a document’s profile
information. It can also be used to Move files based on changes to or adding Profile
information to file(s)
File > Security … Displays the Security Classifications dialog, where you can set or change
file-level security.
File > Email … Used to email file(s), or internal Worldox links to files (WDL), directly from
Worldox.
File > List > Versions … Opens a list of current and prior versions of a file.
Note: The toolbar button lineup changes in the versions list view.
File > List > Compare … Displays the File > List > Compare dialog, where you can choose files
and 3rd party software with which to compare/redline selected files.
Display > Show/Hide > Comments in List … Shows comments for file list items or hides
available comments if they are visible now.
Edit > Filter by Categories … Opens the List > Filter by Categories dialog, where you can
select a category to trigger the file list to show files that are assigned to that category.
Help > Did You Know? … Opens a Help > Did You Know? dialog containing useful tips on
some aspect of the visible screen. Many additional Did You Know? topics are available, and
can be accessed by using Next and Previous toolbar buttons in that dialog.

3.13 Customize the Main Screen Toolbar
Assuming you have rights to do so, you can change button graphics and/or text, rearrange buttons by moving
them either left or right, remove the separator between buttons, add and remove buttons.
Right-click any toolbar button to display the right-click customization menu.
Select the appropriate option to make the change you want.
3.14 Restore the Toolbar
You can restore the toolbar to its default settings after you have made any number of customizations.
Right-click any toolbar button to display the right-click customization menu.
Select Restore Original.

3.15 The Home List
The Home toolbar button is similar to the home button in a browser and gives you the ability to set a
default location or file list that Worldox returns to. To change that default Home list:
On the Worldox main screen, select Home Location from the Edit menu. That opens the Edit > Home Location
dialog.
Edit > Home Location dialog
The left- button (called Folder in the example above), indicates which type of list your Home list is now. Click
that button to make a change in a second Edit > Home Location dialog.
The second Edit > Home Location dialog
Select Favorite Files if you want to Home to be a Favorites list, or select Folder if you want it to be a specific
folder location.

3.16 Worklist Tabs
Worklist tabs under the Worldox toolbar and bookmark bar offer an easy way to move between open lists.
One or two tabs appear automatically, and stay visible throughout your Worldox session.
§ The Email tab appears at the far left of the tab row if your email program is Outlook.
§ The Search tab appears on the far right of the tab row. To create a new Worklist tab, click
the Search tab and enter a Doc ID or Description or file contents. Search results will then
display in this tab. You can also use navigation tools like Direct Access or Bookmarks.
Other tabs represent file lists still open in this session.
Worklist tabs in Worldox
3.17 Document Tabs
Document tabs appear at the bottom right of the screen and provide details about files selected in the file list
above. When the Worldox window is large enough, tabs show their names.
Worldox document tabs with the full file list shown

In Worldox GX4, you can simply click an arrow button next to the bottom tabs to view the full length of
the file list. (In previous versions of Worldox, this tab was named Full List.)
Worldox document tabs with the Profile tab selected. You can click the arrow icon to view the full-length file list.
§ Click Profile to see the document profile for the file selected in the list above. The profile
can be viewed here, which also provides certain other file information, such as comments
created, accessed and modified dates, document size and attributes.
§ Click Relations to see documents related to the file selected in the list above. You can use
this tab to create (and remove) document relationships.
§ Click Filters to see how various information elements are distributed in the list visible
above. You can use this tab to filter the list.

4 FIND/SEARCH
Worldox provides several powerful search tools. A search bar is provided in the Search tab. You can simply
type search criteria in the search bar, but you also have the option to click on the filter buttons below it.
These filter buttons enable you to perform queries by cabinet, profile field, category or date criteria to further
narrow your search. A search bar is also conveniently located above file list and grid views. You can also use
search forms (Find Files templates) to specify text and/or profile values for your search. Any found files then
display in a list of results. If you search for text in files, you can view individual found files in the Worldox
Viewer window, where found text items are highlighted.
4.1 Using the Search Tab
The Search tab’s search field allows you to find files based on Doc ID or Description/Contents.
If you click the drop-down arrow at the end of the Search Bar, you can view recent history of past navigations
(even non-search ones like Direct Access) that you have performed. You can also type in a full path to navigate
if you prefer.
Simply enter criteria in the field and click the green check mark icon or simply hit your Enter key. The words
that appear below what you typed are the most common variations of the word you typed. These comes from
the built in spell check dictionary. They are just suggestions and are not words in the database already.

The following example shows search results for files with “agreements” in the Doc ID or Description or
Contents.
4.2 Search with Filters for Cabinets, Profiles, Categories and Dates
When you type criteria into the Search bar and click Search, the cabinets that are included in your site’s Quick
Access template are the ones that will be searched by default. You can narrow a search by adding multiple
filters for Cabinets, Profiles, Categories or Dates.
Note: There is only one limitation for searching more than one cabinet if you add a profile field. See A
Limitation when using Search Tab Filter Buttons for details.
Enter a document’s Description, ID or contents.
Click a filter button, for example Add Cabinet filters. The Select Cabinet dialog appears.
Check a cabinet or cabinets to search.
The Search tab’s field box displays the name of the cabinet you want to search.

Note: To clear criteria, you can close the Search tab or click the red X button near the criteria
in the Search tab’s field box.
You can combine filters to further narrow your search. For example, click Add Profile filters and specify a field
to search, such as Author. Click OK.
Note that the Cabinet name and Author name (profile field) appear in the Search tab’s field box.
Click the Search button with the green check mark.
Results are displayed in a file list tab.

4.2.1 A Limitation when using Search Tab Filter Buttons
Although you can combine filters for Cabinets, Profiles, Categories and Dates, you cannot search more than
one Cabinet at a time if you select a profile field.
In this example, two cabinets are selected, Word Files and Documentation.
Next, click Add Profile filters and then specify a field (for example, an Author name). Click OK.

Note that only one Cabinet remains in the Search tab’s field box since you specified a profile field. That is the
only current limitation if you want to add filters for more than one cabinet.
If you add two Cabinet filters and then click Add Category filters or Add Date filters, you will be able to
specify more criteria to narrow your search.
In the following example, two cabinets are selected (Word Files and Sample Client Files), as well as a category
filter and a date filter. This type of search is allowed.
4.3 Search for a Doc ID, Description or Contents
The Worldox file list and tile views have an enhanced search bar where you can enter either a Document ID,
Description or file contents to conduct a search. You can toggle what it searches by clicking the Search icon on
the left of the Search Bar.
If you click the drop-down arrow at the end of the Search Bar, you can view recent history of past navigations
(even non-search ones like Direct Access) that you have performed. You can also type in a full path to navigate
if you prefer.
In the Worldox file list or tile view, enter search criteria in the Search for Doc ID or Desc or Contents bar. In
the following example, “act” is the word to search for within a file’s contents. The binoculars icon is
selected to show search options.
The following example shows search results for files that contain the text ‘”act”. A line appears below the file
name to show the snippet of found text in the file. The word “act” displays in bold in each line.

Arrows in the line under the file name indicate the next instance in the file where text was found. You are not
required to open the file if you quickly need to confirm the occurrence(s) of text found.
If no files that match your search criteria are found, a message pops up to state that.
4.4 Perform an Advanced Search
On the Worldox main window, click the Advance Find toolbar button or select Database from the Search
menu. A Search pop-up asks if you would like to Modify your last Active search or Start a New Search.
That opens the Search Templates dialog, listing all available search forms (templates). You can select any
one of these, either to run that search exactly as it is defined now, or as a starting point to customize a
new search.

Search Templates
Note the icons to the left of listed search forms.
§ A binoculars icon denotes a form can be changed before running the search. Clicking one
of these listings opens the search form.
§ A binocular with arrow icon means the search runs immediately upon selection. Clicking
one of these listings starts the search without first opening the form.
If one of those binoculars with arrow instant searches is what you need, select it. That starts the
search and displays any found files in a file list. Otherwise, click one of the binoculars listings to open
the Find Files form. Here is an example:

Find Files search form
Customize your search.
§ Click Cabinet to choose one or more cabinets in which to search. If more than one is selected,
only profile fields (numbered buttons, as shown above) shared by all selected groups will appear
on the search form.
§ Click date, profile field or other buttons to specify search criteria. Or, type directly into open
fields. When you make entries in more than one profile field (the fields with numbered buttons to
the left), AND buttons appear to the right of those fields.
That means Worldox will search for files meeting BOTH search criteria. Click the AND button to
turn it to OR if you want to find files meeting EITHER search criteria.
You can click Search What to further target the search in the Search What dialog.

Search What dialog
Fill out the search form however you want, and then click Search.
You then see either a list of files matching search criteria, or a message saying that no files were found.
Note: Typically, only the most current file versions are searched. You may have the option to search for prior
versions. If so, it can be selected in the Search What dialog.
4.5 Using Boolean Search Logic
Worldox GX4 uses the following Boolean operators:
§ & = AND combines terms to limit a search

§ ! = NOT removes unwanted criteria from a search
§ | = OR broadens searches
Please note that Worldox recognizes the actual words “AND”, “OR” and “NOT” during searches. So if you
use those words instead of the Boolean operators, Worldox will literally search for those words, along
with other words or phrases you enter as search criteria. For example, you might enter, “tax or return”
and search results will yield no files. However, if you enter, “tax | return,” you might find many files.
Disclaimer: If you are using an older version of Worldox (prior to GX4), please be advised that the logic used in
Boolean searches has changed.

4.5.1 Sample & (and) search
For example, if you want to all files that include the words “lease” and “agreement”, you enter “lease &
agreement” in the Text in File field in a Find Files form.
Search results yield any files that have the words “lease” and “agreement” in them.

4.5.2 Sample ! (not) search
If you want search for files that have the word “lease” in them without the word “agreement,” you can
enter “lease ! agreement.”
Search results yield any files that have the word “lease” in them, but not the word “agreement”.
4.5.1 Sample | (or) search
If you want search for files that have the word “agreement” or the word “lease” in them, you can enter:
“lease | agreement.”

Search results yield any files that have the word “lease” or “agreement” in them.
4.6 Search within a Date Range
1. From the Worldox main window, click Find in the toolbar, or select Find from the Search menu.
2. Select and open a search form.
3. On the Find Files form, click Date Created or Date Modified.
§ Date Created is the date a file was created and saved (or copied) into Worldox.
§ Date Modified is the date a file was last changed.
The Date Range dialog appears.

In the Date Range dialog, click the down arrow to the right of the From field to select from a list
of past dates.
Setting a date range in which to search in the Date Range dialog
Or, click the down arrow to the right of the right-side field to see a clickable calendar.

Define the Up to date in the same way. (Dates listed here reflect the From date just selected.)
Click OK to close the Date Range dialog.
Back on the Find Files form, fill in any other necessary search criteria, and then click Search.
That starts the search. You then see either a list of files matching your search criteria, or a message saying
that no files were found.
4.7 Narrowing a Search or using the Intelligent Find Feature
If you perform a vague search and too many results are found, you can further narrow your search criteria by
date. If your query returns too many hits, Worldox will display this dialog below asking if you want to qualify
by date. If you still want the full list, select the I want the full list button.
The goal is to give provide fewer files in your list so you can more easily find the file(s) you need.
4.8 Search within a Search
Searching can return large numbers of results, so Worldox makes it easy to search again within the list of
found files.
Perform a search using whatever criteria are necessary.
With the list of search results visible, select F5 or click the Find icon next to file list display (to the right of the
forward and back arrows).
Click the Find icon to launch a Find Files dialog for a Search within a Search

Worldox presents the current Search choice:
Click Search What on the Find Files form.
In the Search What dialog, select Current List and click OK.
Back on the Find Files form, add any search criteria that could narrow down the list, and then click Search.
That starts the search. You then see either a file list of those found files matching the second search criteria,
or a message saying that no files were found.
4.9 Save a Search
Searches that you perform often can be easily saved for re-use. You can even share saved searches by
emailing search forms to other Worldox users.
From the Worldox main window, click Find in the toolbar, or select Find from the Search menu.
Select and open a search form.
From the Worldox main window, click Search on the toolbar, or select Search > Database from the menu.
That opens the Search Templates dialog.

Select the search you want to delete and click Delete.
Note: Worldox Global Templates – those listed on the Public tab in the Search
Templates dialog - cannot be deleted unless you are a Worldox manager.

5 DIRECT ACCESS
Direct Access is essentially a shortcut, a way to quickly reach folder contents without having to search or drill
down through the Cabinet folder tree on the navigation panel. It allows navigation based on the folder-level
Profile Fields of any Cabinet. In conjunction with Favorite Matters it allows quick access to all your recent
work folders.
From the Worldox main window, click Direct Access on the toolbar, or select Direct Access from the List
menu. That opens the Direct Access form.
Direct Access form
You can re-select the cabinet if necessary by clicking Cabinet. With another cabinet selected, the form reloads
and field choices most likely change.
Click field buttons to display field look-up tables, so you can select codes or values. Or type in codes if you
know them.
Click OK to display files.

Note: When you are viewing files for a certain Client/Matter, you can click the folder icon above the file list to
launch the Direct Access dialog.
6 SELECTED FAVORITE FILES

Favorite Files in Worldox are files you have recently saved or otherwise used. Worldox “remembers” and lists
up to 20 recently accessed files in each Favorites category. When you start using Worldox, you may have just
a few favorite categories listed. As you work with more programs – and access more files –Favorites
categories change to reflect this activity.
Favorite listings are based on recent activity. Any one Favorites category can only have up to 20 files listed, so
the Favorites list changes over time. Also, certain files are removed from the Favorites list over time they get
removed or if you do not access them again. The exception is when you manually add Favorites this way.
Manually-added or “chosen” Favorites stay on the list until you choose to remove them.
There are different icons to represent different states of Worldox Favorites logic.
§ If a folder with an arrow icon appears, it indicates that the file became a Favorite because you
recently created, saved it or opened it.
§ If a file has a red heart icon, it indicates that it is a chosen favorite, meaning that you clicked the
heart icon to activate it as a Favorite (it turns red).
§ If you no longer want a file to be a Favorite, you can click the red heart icon in the file list to
deactivate it. The heart icon becomes grayed-out when a file is no longer a chosen Favorite. This is
ideal to remove clutter and keep your list relevant and easier to use.
6.1 Access Favorite Files Lists
From the Worldox main window, click Recent Files on the toolbar, or select Selected Favorites from the
List menu. That opens the List > Selected Favorites Files dialog.

If you just want to see certain file types, simply click the Just these button to the right of that entry. This will
then load that list without further prompts.
You can select multiple check boxes if you want to view Favorite Files with different file extensions. Then
select Show Filtered Favorites to see one or multiple favorite categories.
Select Show All Favorite Files to display all categories of Favorites. Note that you can also do this by selecting
List > All Favorites from the Menu.
All recent files in selected Favorites category(s) are then displayed.
Note: Clicking the Favorites icon when viewing a Favorite Files list launches the List > Selected Favorites
dialog.
6.2 Add Files to Favorites Lists
Select the file(s) to add in the file list or tile view, and then do one of the following:
§ Click the deactivated heart icon next to a file you would like to select as a favorite.

The heart icon turns red to indicate that it is now a favorite.
§ Or, right-click with the file(s) highlighted and select Add to my chosen Favorites from the right-click
menu.
§ Or, select Favorite Files > Add from the Edit menu. If multiple files are selected, Worldox asks you to
confirm your choice in the Clarify Selection dialog.
The heart icon next to the file turns red once it becomes a favorite.
6.3 Remove Files from Favorites
Open the Favorites list which contains the file or files you want to remove from that list (as instructed in
Access Favorite Files Lists.)
Select the file(s) to remove in the file list or tile view, and then do one of the following:
§ Click the red heart icon next to a file that you want to remove from Favorites lists. The heart icon
becomes greyed-out once it is no longer a favorite.

§ Or, right-click a red heart icon next to a file you want to remove from Favorites lists and select
Remove from my Favorites.
§ Or, select Favorite Files > Remove from the Edit menu. If multiple files are selected, Worldox asks you
to confirm your choice in the Clarify Selection dialog.

7 FOLLOW ME FAVORITES
Follow Me Favorites technology knows which files you worked on recently and then presents these choices
for quick filing and navigation. Favorite Files in Worldox are files you have recently saved or otherwise used.
The Favorite Files list is dynamic and changes as you use or no longer use certain files. 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.
This section describes how to:
§ View the locations of Favorite Files

§ View Favorite Matters in the Navigation Panel
§ View Favorite Matters in Microsoft Outlook
§ Quickly populate form fields with Favorite Matter data in the File > Save, File > Copy and Direct Access
dialogs
§ Remove a file from Favorites
7.1 Viewing the Locations of Favorite Files
Since Favorite Matters correlate to the location of Favorite Files, it is useful to show a Location column in the
file list. You can right-click in the gray column header area of a file list and select Insert Column. This is not
required but useful in understanding how this feature works.
Then select Properties > Location from the context menu.

The file list shows Location as a column header so that you can see which Cabinets and folders your Favorite
Files are located in.
You can click the Favorite Matters tab in the Navigation Panel to compare Cabinet names and sub-folders to
those listed in the Location column within your Favorite Files list. For example, the second document in the
Favorite Files list shows “Client Files\200000\100” as the location. That location can also be seen in the
Navigation Panel’s Favorite Matters list.

7.2 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.

§ Click the Favorite Matters tab on the File > Copy dialog if you want to expedite the process of copying
a file and use certain Favorite Matter data.
§ Click the Favorite Matters tab on the Direct Access dialog so you can double-click a matter and quickly
navigate to that location.
7.3 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. Examples are below:

Favorite Matters in Outlook Favorite Matters in the Worldox Navigation Panel
7.4 Removing a File from Favorites
When you remove a file from Favorites, that file will no longer appear under Favorite Matters in your
Microsoft Outlook drop folder or in the desktop version of Worldox. As a result of Follow Me Favorites
technology, it will also be removed from any other versions of Worldox you use on an iPad, iPhone,
Worldox/Web 2.0 or a multi-function printer (MFP) such as the Canon Connector.
To remove a file from Favorite Matters, do the following:
Open the Favorites list which contains the file or files you want to remove from that list. You can select List >
All Favorites or List > Selected Favorites.
Select the file(s) to remove in the file list or tile view, and then do one of the following:
§ Click the red heart icon next to a file that you want to remove from Favorites lists. The heart icon
becomes greyed-out once it is no longer a favorite.
§ Or, right-click a red heart icon next to a file you want to remove from Favorites lists and select
Remove from my Favorites.

§ Or, select Favorite Files > Remove from the Edit menu. If multiple files are selected, Worldox asks you
to confirm your choice in the Clarify Selection dialog.
In the following example, the file that was removed from Favorites is located under Client
Files\00060\0140.
Click Favorite Matters in the Navigation Panel and then navigate to Client Files\00060\0140.
Double-click the 0140 folder to view files for that matter. The heart icon next to the file name is inactive
to indicate that the file is no longer a favorite.
If you select List > All Favorites, the file will no longer be displayed there.

8 VIEWING
You can view files in Worldox without having to open files, even if you do not have software that created the
files installed on your machine or device.
8.1 View a File in the In-line Viewer Panel
When a file is highlighted in the file list, you can click the View tab on the right side of the screen to preview
the file’s contents.
If you want to close the viewer window, you can click the Hide View tab to collapse it.

8.2 View a File in the Worldox Viewer Window
Highlight (select) the file to be viewed in the right-side file list, then click View in the toolbar, or select View
from the File menu.
The selected file then appears in the Viewer window.
Worldox Viewer window
8.3 Viewer Toolbar
In-line Viewer Panel toolbar
Open opens the selected file.
Open
View launches a window where you can zoom in on the file as your preview it.
View

Refresh refreshes the file that is currently shown in the in-line viewer panel.
Refresh
Previous file in list opens the previous file up the file list – above the currently selected file
– loading it into the Viewer window.
Previous File
in List
Next file in list opens the next file down the file list – below the currently selected file –
loading it into the Viewer window.
Next File
in List
Fit to Read maximizes reading area. This minimizes borders and blank space and zooms the
text or subject area to the largest size possible given window size.
Fit to Read
Fit to Width fits the document at full-page width within the window.
Fit to Width
Fit to Window displays the entire paged document at the largest percent view setting
possible given window size.
Fit to Window
Text Search opens the Search > Text dialog, the specialized search form used to search for
text in the Viewer window.
Text Search
Previous Occurrence moves the highlight to the previous found text search item in the
Viewer window.
Previous
Occurrence
Next Occurrence moves the highlight to the next found text search item in the Viewer
window.
Next
Occurrence

Print Draft opens the Print dialog, so you can print file contents directly from the Viewer
window in draft format.
Print Draft
Copy Block Edit copies any text selected here in the Viewer to the copy clipboard.
Copy Block Edit
Set View Defaults opens the Set View Defaults dialog, where you can set or change various
viewing options.
Set View
Defaults
9 COPY FILES
Select file(s) to copy, then click Copy in the toolbar, or select Copy from the File menu. If multiple
files are selected, Worldox asks you to confirm that in the Clarify Selection dialog.
Next you see the File > Copy profile form, displaying the current profile of the file – or if more than one file is
being copied, the current profile of one of those files.

File > Copy dialog
Enter any profile information necessary for the new destination – the cabinet/folder to which you are copying
files.
§ You can click the Favorite Matters or Quick Profiles tab to copy the file with profile information. That
fills in some or all of the form fields.
§ If there are multiple versions of selected document(s), select Versions from the List menu. The file list
or tile view displays all versions of the file. Right-click the file and select Copy Version.
Note: If you try to copy a file to the same exact location, you may receive an error message such as,
“Target already exists. Overwrite this file?” Select Yes, No or Cancel.
You might also see:

“The file could not be copied. Target filename is invalid.”
As files are copied to the new location, original files remained unchanged in their original locations.
10 DELETE FILES
Select the file(s) you want to delete, and then select Delete from the File menu or the right-click menu in the
file list. If multiple files are selected, Worldox asks you to confirm your choice in the Clarify Selection dialog.
Next you see the File > Delete dialog. What you see here depends on your user rights and upon how Worldox
is set up at your site.
§ Delete to delete the file from the list

§ Move to Salvage Bin to place the file into the Worldox Salvage Bin, where files are placed upon
deletion. From that folder, deleted files can be restored by Worldox Administrators. You may or may
not see this option.
§ Shred (unrecoverable). Administrators can totally delete the file from the system if they are certain it
is no longer needed. You may or may not see this option.
All versions of the deleted files – if any of those files have multiple versions – are also deleted.
Note: If you try to delete a file that is checked-out to someone else, you will an error message that prevents
you from deleting the file.

11 EDIT PROFILES
If you want to modify the profile information of a file without making changes to the document itself, you can
edit the profile. The Edit Profile feature also makes it possible for you to move the file to another location if
you change the fields that affect where it is stored (for example, Client/Matter).
Select the file(s) you want to edit, then click Profile Edit on the toolbar or select Profile from the Edit
menu. If multiple files are selected, Worldox asks you to confirm your choice in the Clarify Selection dialog.
Note: If you are doing multiple files you are profiling them all to same Cabinet and with the same Profile
Fields.
Next you see the Edit Profile dialog.
Edit Profile dialog
In multiple-file editing, Worldox uses asterisks (*) as wildcards in all but the first field, as in the example
below. You can change one or more fields, which then apply to all files. Any fields not changed maintain the
original values for selected files in those fields. That is what the asterisks do, in effect telling Worldox to “use
the original value of that source file in this field”.

How Edit Profile dialog fields appear with multiple files selected
Tip: You can also edit the document profile by clicking the Profile tab at the bottom of the main Worldox
screen. That opens the Profile document tab, where certain profile elements can be changed.
12 DOCUMENT SECURITY
Worldox security allows you to hide files completely from other users, so they do not even see those files on
file lists. You can also make a file read-only or assign specific rights to certain users only. The individual who
applies security to a file maintains security control of that file unless they assign similar rights to others.
12.1 Apply Security to a File
Select the file(s) you want to secure, then click in the toolbar, or select Security from the File
Next you see the Security Classifications dialog.
File > Security dialog

Select the security to apply to this file.
§ Choose Custom - Define rights by Groups/Users to assign specific rights to certain users only.
§ Choose Hidden – Invisible to everyone else if you do not want any other user to see the file.
§ Choose Protected – Read Only to everyone else if you want to make the file read-only. This allows
other users to view but not to edit the file.
If you choose the second or third option – or any security group listed below those three options – Worldox
confirms this action in the File > Security dialog. Click OK.
If you choose that Custom - Define rights by Groups/Users option, the File Security dialog opens.
File Security dialog
§ The owner has full rights to the file.

§ To give everyone else specific rights, highlight Everyone Else and set the desired rights (e.g., Find,
Read, Write, Profile, Delete, and Secure). If Show Available is selected in the Features column, the
rights that user(s) have to the file are shown. When Show Blocked is selected, the rights that user(s)
do not have are shown.
§ To add customized rights for a group, click Add Group. In the Add Groups dialog, select the group or
groups who will have access, then click Select. Once added, a group has no rights automatically
granted. With this added group selected on the list, use the right-side options to grant whatever level
of access needed for the new group.

§ To add customized rights for other user(s), click Add User. In the Add User dialog select the user(s) to
be added and click Select. Once added, a user automatically has full rights, the same as the owner.
Modify those rights as needed.
When security is set as you want it for this file or files, click OK.
12.2 Apply Security When Saving Files
You can also apply file-level security in the File Save form. Profile the document, and then click the Add
Security button.
Document security options on the File Save form
The File> Security dialog appears. You can use steps to apply security as described in Apply Security to a File.
12.3 Remove Security from a File
Select the file from which you want to remove security, and then select Security from the File menu. That
opens the Security dialog:

Click the Declassify button.
Worldox asks you to confirm this action in the File > Declassify > Security confirmation dialog. Click Yes.
13 EMAIL IN WORLDOX
You can email files directly from Worldox without having to go into your email application, as long as the
email application is running.
Note: Outlook and MAPI compliant systems are the email programs that are supported
for the Worldox email from file list.
13.1 Email a File
Select the file(s) you want to email, then click Email on the toolbar or select Email from the File
Next you see the File > Email dialog:
t
File > Email dialog
Select an Attach to email option to specify how to send the file via email.
§ A full copy of the file: Use this for emails to recipients outside the firm. This attaches and sends a
copy of the entire file.
Note: When working with attachments, the message itself – as well as any changes made to the
attachment – must be saved. Even though changes in the opened attachments may have been saved,
they will be lost without actually saving the message when closing it.

§ In a Worldox file list (internal use only): This sends a link(s) to recipients. When the link is opened,
the network copy of the document is opened. At that point, the recipient is live on the network and
not in a temporary email attachment. After making this selection, the recipient can rename the
document if necessary.
§ Compressed into a Zip file: Selecting this option compresses document(s) into a zip format (smaller
size) and attaches the zip file to an email message. You have the option to password-protect the
document for security purposes if desired.
13.2 Open an Email Link in a Worldox File List (WDL)
When the recipient clicks on the attachment in the email message, they see the Opening Mail Attachment
dialog. After selecting Open it and then clicking OK, the recipient sees the file listed in a new file list in
Worldox. The file can then be opened from there, by selecting it and clicking Open on the toolbar.
13.3 The Worldox Email Tab
Opening the Email tab changes the view. Instead of regular file lists, you see a mirror image of your supported
email program Inbox. Email is the left-most tab on the row of list tabs under the toolbar:
Accessing the Email tab
The Email tab is a permanent tab in Worldox – assuming you are using Outlook. It always appears and is the
first tab on the left side of the tab row.
The Email tab is your email Inbox, the same folders and messages seen in your email program. It works the
same way, in that new messages arrive and appear on the right-side list, and left-side folders update based on
email activity. You have the ability here to create and send new messages, and to read messages and
attachments. You can also preview email messages in Worldox Email Viewer window (which has features
similar to the Worldox document Viewer window).

Here you can search various Email tab folders (using Worldox search tools), move email and/or attachments
from your inbox to the network and delete emails. Messages profiled through the Email tab are fully text-
searchable through Worldox.
13.3.1 Email Tab Toolbar
Worldox provides you with specialized toolbar choices while the Email tab is visible.
Email tab toolbar
Email > New … Creates and opens a new email message in your email application.
Email > View … Opens the selected message in the Worldox Email Viewer window. The
Viewer window shows the type of program the file was created in. Using the Viewer
toolbar, you can open the file, advance to the next or previous file on the file list, increase
or decrease font size, search for text and take various other actions.
List > Refresh … Reloads Worldox screen content, redisplaying the email list.
Search > Find Message … Opens the Search > Find Message dialog, a specialized search
form used to find email messages still in your Inbox.
Email > Copy to Worldox … Opens the Email > Copy to Worldox dialog, where you can copy
and classify (profile) the messages(s) selected by filling in profile fields.
Email > Move to Worldox … Opens the Email > Move to Worldox dialog, where you can
move and classify (profile) the message(s) selected by filling in profile fields.

Email > Delete … Deletes selected message(s) from the network.
Display > Show/Hide > Navigation Panel … Opens the email inbox folder panel if it is closed,
or closes it if it is visible.
Help > Did You Know? … Opens a Help > Did You Know? dialog, containing useful tips on
some aspect of the visible screen. Many additional Did You Know? topics are available, and
can be accessed by using Next and Previous toolbar buttons in that dialog.
13.3.2 Move Email Messages from the Worldox Email Tab
When you move email messages using the Worldox Email tab, you can add profile information at the same
time they are removed from your email inbox.
On the Worldox Email tab, find the message you need.
Select the message(s) you want to move, then click the Move to Worldox button in the toolbar, or
select Move to Worldox from the Email menu. If multiple files are selected, Worldox asks you to confirm your
choice in the Clarify Selection dialog.
Next you see the Email > Move to Worldox profile form.

Email > Move to Worldox dialog
Enter any profile information necessary for the new destination, the cabinet/folder to which you are moving
messages.
Quick profiles are available here, and can be created in the same manner as described for document profiling.
Select one and click Load Quick Profile Template to load it. That fills in some or all of the form fields. You can
also create and edit quick profiles as instructed.
The Description field fills in with the Subject line of the selected message. If more than one message is being
move, no Description field appears here.
Click Move. That opens a confirmation dialog, giving you the opportunity to create a new quick profile based
on this new message profile.
Email > Copy to Worldox confirmation

Moved messages are given the.msg extension, and the original messages are moved to the deleted Items
folder in your email inbox. Messages with attachments will display as.msg with the standard paperclip
attachment icon.
Note: You cannot move items from the Deleted Items folder in Worldox, but you can
move them from the Deleted Items folder in the email Inbox.
13.3.2.1 Open a Moved Message With or Without Attachments
Moved messages reside in Worldox cabinet folders, along with other profiled documents and files.
Highlight (select) the message file in the right-side file list. Double-click to open it, or click Open on
the toolbar with that message selected, or select Open from the File menu.
The selected message then opens in the email program in which it was originally received. Attachments can
be viewed there as you customarily do in your email program. You can also view rather than open profiled
messages. Click View on the toolbar with a message selected to view it in the Worldox Viewer
window.
13.3.3 Profile an Email Message Attachment
Even if an email message is profiled, any attachments it has are not automatically profiled. You can profile
attachments separately after the email message has been profiled.
Open the email and right-click the attachment.
Select Save As from the right-click menu.
That opens the Save Attachment profile form (which is similar to the File Save form, which has options for
quick profiling, adding security, etc.)

Profile fields here fill in with the same profile used for the original email message. The Description field is
automatically filled in with the attachment’s name from the message.
Make any necessary changes to the profile information.
When you’ve entered the necessary profile information and are ready to save the attachment, click OK.
Worldox then assigns a new Doc ID to the attachment, and tell you what the Doc ID is in a Please Note
message. Click OK to acknowledge that message.
The attachment is now a separately profiled file and is automatically related (as a child) to the message, which
is the parent document.
Note: You can profile the attachment first and then profile the message. However, the
message and attachment will not be related automatically. In that case, if you want to
have them related you must do it manually.
13.4 Microsoft Outlook Drop Folders Now Automatically Correlate with Favorite Matters
Favorite Matters will 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 in Outlook Favorite Matters in the Worldox Navigation Panel
13.5 Set Defaults and Manage Confirmation Dialogs for Favorite Matters Drop Folders in
Microsoft Outlook
Automatic Favorite Matter drop folders in Microsoft Outlook only contain the folder-based te fields, unlike
the Quick Profile-based drop folders which contain fully validated fields. The rest of the fields must be filled in
by the Email default Quick Profile for the selected Cabinet. You must use an email Cabinet default Quick
Profile to fill in any non-folder and non-user based fields.
You can set these Quick Profiles through Worldox when you Copy or Move emails. Worldox managers can set
a global default while users can set personal overrides.
To set the default for Favorite Matters drop folders in Microsoft Outlook, do the following.
1. In Microsoft Outlook, select an email message.

2. On the Worldox tab, click Copy or Move.
3. In the Copy Email to Worldox or Move Email to Worldox dialog, click the Quick Profiles tab.
4. Click the Add button to add a new Quick Profile.

5. Fill out any fields that are not folder or user-based since those fields will be filled in automatically. In
the following example, only the DocType (EMAIL) is filled in by default.
6. After you have completed filling in the fields, click OK. The Save Quick Profile dialog appears. Save the
Quick Profile as the Cabinet Default. This will then be used for any automatic drop folder based on the
Cabinet.
7. Now when you drag an email to an automatic drop folder from that Cabinet, you will see the Drop
Move or Drop Copy Confirmation dialog. By default, you see the Confirmation dialog for all automatic
drop folders.

8. You can select one of the following options:

§ Copy as Profiled or Move as Profiled to accept the defaults.
§ Change Profile to change the cabinet fields.
§ Cancel to cancel the copy or move action.
9. If you are satisfied with the default fields and do not want to be prompted for this Drop Copy or Move
Confirmation dialog in the future, you can check the Don’t show again option. If you select this,
emails will be copied or moved without you having to confirm the process each time. Each drop folder
is controlled independently.
Note: If you initially select the Don’t show again option and you later decide that you would like to see
the Drop Copy or Move Confirmation dialog again, you can enable the reset option from the Edit >
Preferences > Worldox dialog. Select the Confirmation Dialog Options category. For the preference
named Reset Email Drop Folder Confirmation, select Yes. This will reset ALL drop folder confirmations to
be on again. This option affects all drop folders.

13.6 Copy or Move Email
Inbound email messages typically end up in Worldox through one of two actions - via being copied or moved.
§ Copying emails creates copies of the messages (and attachments) which are then profiled and stored
in Worldox. The originals stay in your email inbox.
§ Moving emails relocates messages (and attachments) into Worldox, removing the originals from your
email inbox.
You can copy or move emails from the Email tab within Worldox or directly from Outlook.
Tip: WorkZone is a drag-and-drop alternative to copying email and other files. Documents profiled this way
are in effect copied into Worldox. The best practice is to use Copy / Move buttons for drop folders located in
Outlook.
13.6.1 Copy email from inside Worldox on the Email tab
Copying emails creates copies of the messages (and attachments) which are then profiled and stored in
Worldox. The originals stay in your email inbox.
To create a profiled copy of an email message in Worldox:
Click the Email worklist tab. (If you do not see the Email tab, you should still be able to copy messages to
Worldox from your email program.)
While viewing the Email tab, locate the message(s) you want to copy.
Highlight (select) the message(s) in the right-side list, then select Copy to Worldox from the Email pull-down
list. You could also click the Copy to Worldox button in the toolbar, or right-click with message(s)
highlighted and select Copy to Worldox from the right-click menu.

Note: You can copy multiple messages at once. If you select more than one, Worldox asks you to confirm your
selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click
Continue.
Profile the copied message(s) in the dialog boxes that follow to save them into Worldox.
13.6.1 Copy email to Worldox from your email program
Copying emails creates copies of the messages (and attachments) which are then profiled and stored in
Worldox. The originals stay in your email inbox.
To create a profiled copy of an email message in Worldox:
In your supported email program inbox, find the email message(s) you are copying into Worldox.
Select one or more messages.
Note: You can copy multiple messages at once. If you select more than one, Worldox asks you to confirm your
selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click
Continue.
Then, depending on which email program you are using, there can be several ways to start the copy process.
You can click the Copy button in the Worldox ribbon on the Outlook toolbar.
The Email > Copy to Worldox dialog appears. Select the Cabinet and fill in other form fields to copy the
message into Worldox.
13.6.2 Move email from inside Worldox on the Email tab
Moving emails relocates messages (and attachments) into Worldox, removing the originals from your email
inbox.
To profile and move email into Worldox:
Click the Email worklist tab. (If you do not see the Email tab, you should still be able to move messages to
Worldox from your email program.)

While viewing the Email tab, locate the message(s) you want to move.
Highlight (select) the message(s) in the right-side list, then select Move to Worldox from the Email pull-down
list. You could also click the Move to Worldox button in the toolbar, or right-click with message(s)
highlighted and select Move to Worldox from the right-click menu.
Note: You can move multiple messages at once. If you select more than one, Worldox asks you to confirm
your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click
Continue.
Profile the moved message(s) in the dialog boxes that follow to save them into Worldox.
13.6.3 Move email to Worldox from your email program
Moving emails relocates messages (and attachments) into Worldox, removing the originals from your email
inbox.
To profile and move email into Worldox:
In your supported email program inbox, find the email message(s) you are moving into Worldox.
Select one or more messages.
Note: You can move multiple messages at once. If you select more than one, Worldox asks you to confirm
your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click
Continue.
Then, depending on which email program you are using, there can be several ways to start the move process.
You can click the Move button in the Worldox ribbon on the Outlook toolbar.

The Email > Move to Worldox dialog appears. Select the Cabinet and fill in other form fields to move the
message into Worldox.
14 LIST, COMPARE VERSIONS
14.1 Versions List Toolbar
Worldox provides a special toolbar whenever you are viewing a list of file versions.
Version list toolbar
Most of the toolbar buttons here are the same or similar to the toolbar buttons on the main Worldox screen,
shown and described in Customize the Main Screen Toolbar. There are some differences worth noting:
§ Copy: This copies just one version of a document. The document will be saved as a new document
and assigned a new doc ID number.
§ Security: Different file versions can have different file security arrangements. You can click Security
to set unique security for just one version.
§ Close: This closes the version file list and returns you to the main Worldox screen.
14.2 View Versions of a File
Highlight (select) the file with versions you want to see, then click List Versions in the toolbar, or
select Versions from the List menu. You can also select List > Versions from the File menu.
That opens a new file list with all available versions for the selected document.
Click Close on the version list toolbar to return to the main Worldox screen.

14.3 Compare Versions
Click Compare Files to begin the redline comparison process if you have a supported 3rd party
program that allows you to compare or redline documents.
Highlight (select) the file whose versions you want to compare, then click List Versions in the
toolbar, or select Versions from the List menu. You can also select List > Versions from the File menu. That
opens a new file list with all available versions for the selected document.
Highlight (select) two versions to compare, then click Compare Files in the toolbar, or select
Compare on the Version menu. That opens the Version > Compare dialog:
Version > Compare dialog
The available comparison program at your PC fills into the Compare using field. Click OK to create the
comparison document.

15 COMMENTS IN LISTS
As a file is saved, users can enter notes in the Description field on the File Save profile form. Comments can
later be added to files by editing document profiles, or by selecting files, then adding comments in the
Comments document tab at the bottom of the main screen.
Up to 5,000 characters of comments can be added. File comments then appear on file lists, in file listings.
Having comments display this way makes lists longer, so Worldox gives you the ability to turn this comment
display feature on and off.
When Comments in List is toggled on, comments in a document (if any) are displayed in blue below the file in
question.
Viewing file comments in a file list
The Comments in List toolbar button allows you to turn comment display on and off. The other
way to do that is by selecting Show/Hide > Comments in List from the Display menu. Using the Profile tab at
the bottom of main Worldox screen allows you to view comments as well. To edit comments use the Edit
Profile command.

16 BOOKMARKS
Bookmarks are shortcuts to frequently-used folders, Favorite File lists and previously-accessed searches.
Bookmarks are found in a list under the Bookmarks menu, and in “pinned” folders on the bookmarks bar
under the Worldox toolbar. This bookmark toolbar can expand to multiple lines to accommodate bookmarks.
Pinned bookmarks, on the bookmark bar
16.1 Bookmark the Currently Visible Worklist
With the list you want to bookmark visible on screen, select Add this List from the Bookmarks menu. That
opens the Bookmark > Add this List dialog.
Bookmark > Add this List dialog
Change the Bookmark Name if necessary, and choose Pin to Button bar if you want this bookmark to stay
visible on the Worldox bookmark bar (beneath the toolbar).
Note: Worldox Managers have the ability here to save the bookmark as public (for everyone) or for a custom
set of users. Non-Managers do not see this choice, and can only create personal bookmarks
Click Save. The new bookmark displays on the bookmark bar (if pinned) or on the Bookmarks menu list.

16.2 Add a Bookmark to a Favorite Folder
On the Worldox main screen, select Create from the Bookmarks menu. That opens the Bookmarks > Create
dialog.
Bookmark > Create dialog
Select Folder, and then click OK.
Next you see the New Bookmark Folder dialog.
New Bookmark: Folder dialog
You can click a folder in either the Cabinet tab or Favorite Matters tab and then select a folder to
automatically populate profile fields.

Next you see the second Bookmark > Create dialog.
A second Bookmark > Create dialog
Change the Bookmark Name if necessary, and choose Pin to Button Bar if you want this bookmark to stay
Click Save. Your new bookmark displays either on the bookmark bar (if pinned) or on the Bookmarks menu
list.

16.3 Add a Bookmark to a Favorite Search
Perform the search you want to bookmark.
Choose Add this List on the Bookmarks menu. That opens the Bookmarks > Add this List dialog.
Bookmark > Add this List dialog – for a search
The On selection setting defaults to Perform Search. That means clicking the bookmark runs the search
without opening the search form first. Click Show Template if you would rather see the search form first,
before accessing search results.
Change the Bookmark Name if necessary, and choose Pin to Button Bar if you want this bookmark to stay
Click Save. Your new bookmark displays either on the bookmark bar (if pinned) or on the Bookmarks menu
list.
TIP: Bookmarked searches are dynamic. You are bookmarking not a fixed list of results, but the search itself,
which runs again each time you open the bookmark … no need to re-bookmark the search again.
16.4 Execute a Saved Search Using a Bookmark
To execute a saved search using a bookmark, click the appropriate bookmark on the bookmark bar (if it was
pinned), or select it on the Bookmarks menu list.
If this bookmarked search was set to run immediately upon selection, you see search results right away.
Otherwise, the search form opens, giving you the opportunity to view or change criteria set for the
bookmarked search. Click Search to see results.

16.5 Email a Bookmark to an Internal Recipient
Be sure your supported email program (Outlook or GroupWise) is open.
Right-click any pinned bookmark and choose Email to another user from the right-click menu.
If you want to email a bookmark that is not pinned to the bookmark bar:
§ Select Manage from the Bookmark menu. That opens the Bookmark > Manage dialog.
§ Highlight (select) the bookmark you want to email, then select Email to another user from the
Bookmark pull-down dialog menu.
Either action opens a new message in your email program. Enter the name(s) of recipients and send your
message.
16.5.1 Opening an Email Bookmark Link
When the recipient clicks on the bookmark link in the message, they see the Import Confirmation dialog.
Import Confirmation dialog
After checking the bookmark box and clicking Yes, the recipient sees that bookmark pinned on their
bookmark bar.

16.6 Remove Items from the Bookmark Bar
Right-click the bookmark you want to remove from the bookmark bar.
Select Delete Bookmark from the right-click menu.
Worldox then asks you to confirm this action. Click Delete.
17 SHOW/HIDE ELEMENTS AND CUSTOMIZE SCREEN APPEARANCE

The Display menu offers several ways to customize the main Worldox screen. You can change how columns
are sorted, select a different color and/or what items are listed or open on the Worldox screen. This allows
you to customize display settings to a very high degree.
17.1 Display Menu
Display menu
17.1.1 Customize > Interface
You can select from three different Interface Styles and choose the icons and color themes you want to see in
your Worldox environment.
From the Worldox menu, select Display > Customize > Interface. In the dialog box that appears, select one of
the following Interface Styles:
§ Worldox GX3. This interface uses GX3 button styles. For example, the buttons are rectangular and
have a light border. It is legacy mode for the most part.
§ Windows 7 (the default view). This interface shows buttons with the rounded look of Microsoft Office
2010. Borders of buttons become dark when selected.
§ Windows 8. This interface shows the flat buttons used in Microsoft Office 2013. Button borders are
light by default, but become darker once you hover over or click them.
Note: You can preview how buttons will look in the interface of your choice by clicking the Test me button in
the Example section of the Display > Customize > Interface dialog.

You can also select the type of Icons and Color Themes you want to see in Worldox:
§ Crisp reverts to the type of icons used in Worldox GX3.

§ Flat (the default Icon/Color Theme) uses flat vector icons shown in Worldox GX4.
§ Separators insert dividing lines between icons.
With separators Without separators
An example of Separators shown in the toolbar is below:

§ Tiles use icons similar to Microsoft Office 2013’s tile icons.
Note: You can click the Background button to bring up the Colors dialog and change the
background of the Tiles toolbar.

17.1.2 Customize > File List
GX4 provides a variety of ways to easily customize fonts, colors and spacing in your file lists.
From the Worldox menu, select Display > Customize > File List.
The Display > Customize > File List dialog appears. You can change the font size or font colors for file lines, text
hits (search results), checked-out status, versions, workflows and comments. You can also select higher pixels
(between 3 pixels and 9 pixels) to create more space between margins.
With a file selected in this list, you can use the Display > Customize > File List dialog to change fonts, colors
and spacing within file lists.
17.1.3 Show/Hide > Pinned Bookmarks
On the main Worldox screen, select Show/Hide > Pinned Bookmarks from the Display menu to show pinned
Bookmarks if they are hidden.
In the following example, pinned Bookmarks are hidden.

In the following example, pinned Bookmarks are shown.
17.1.1 Show/Hide > Pinned Send To shortcuts
You can use Send To shortcuts o send copies of files to targets you can define outside of Worldox such as your
desktop, Dropbox, floppy drives, printers, etc.
On the main Worldox screen, select Show/Hide > Pinned Send Tos from the Display menu to show pinned
Send Tos if they are hidden.
In the following example, pinned Send To shortcuts are shown.
17.1.2 Show/Hide > Navigation Panel
On the main Worldox screen, select Show/Hide > Navigation Panel from the Display menu to show this left-
side navigation panel if it is hidden or hide it if it is currently visible.

When the Navigation Panel is shown, you can also click the left arrow in the top right corner of the panel
to minimize the panel and increase the width of the file list.
The minimized Navigation Panel collapses into a vertical bar of buttons that still provides access to your most
used folders and views.
When the Navigation Panel is minimized you can click the right arrow to expand it.

The Navigation Panel’s buttons (Favorite Matters, Cabinets, My Computer, Workspaces, Workflows and
Bookmarks) are collapsed into tabs on the left side of the screen.
Note: You still have the GX3 option of using the Navigation Panel toolbar button to turn it on or
off, although it will no longer appear in the toolbar by default. You can add it back to the toolbar by right-
clicking the toolbar and selecting Append Button > Display > Show/Hide > Navigation Panel.
17.1.3 Show/Hide > Comments in List
On the main Worldox screen, select Show/Hide > Comments in List from the Display menu to show
comments on file list items if they are hidden or hide them if they are currently visible.
In the following example, comments are shown in the file list.

Notes:
§ You can create comments in the File Save dialog by pressing the Enter key after you finish typing
the Description. If Enter key is not used ,the first 128 characters become the description and rest
comments.
§ You can edit comments in the Edit Profile dialog.
17.1.1 Show/Hide > Versions in List
On the main Worldox screen, select Show/Hide > Versions in List from the Display menu to display versions of
a file(s) in a Search or Favorite file list. With this turned on, Worldox will list each file in the list types that
match. For example, if you open version 1 and 2 of a file, they would both show in the Favorite File list. If this
display option is turned off, you would only see the master or latest version of the file. Having this feature
turned off is more of the legacy mode.

17.1.2 Worklist Tabs
On the main Worldox screen, choose Worklist Tabs from the Display menu to see the list of keyboard
shortcuts you can use to move between file list tabs (the tabs above lists).
Display > Worklist Tabs menu
17.1.3 Bottom (Document) Tabs
On the main Worldox screen, choose Display > Bottom Tabs from the Display menu to see the list of options
and keyboard shortcuts for moving between document tabs at the bottom of the screen.
Display > Bottom Tabs menu
17.2 Switch to Tile View
In the file list view, you can click the Switch to Tile View button or select Display > File
View > Tiles to view profile information for files in a Tile view rather than list view. Tile views display groups of
records in a rectangular tile. You can sort tile files by Date Accessed/Modified/Created, Category, DocType
Code/Description, Author Code/Description or Typist Code/Description. You can also sort within tiles. For
details, see Change File Sorting.

The file list view is shown below:
The tile view is shown below:

17.2.1 Customize Tile Columns/Layout
When you use the Tile view, you can customize the number or rows and columns to display. You can also
change the spacing and add frames around tiles.
In the Tile view, right-click the Customize button and select Tile columns/layout.
The Tile columns/layout dialog appears. In the following example 3 columns per row are selected.

The Frame them option is selected in the following example. Note the frames around the tiles.
17.2.2 Change File Sorting in the Tile View
In the Tile view, you can select Change Sort and then any of the following options:
Sorted by Date Modified:
Sorted by Date Accessed:

Sort files another way for additional options:
17.3 Customize Fonts, Colors, Spacing and Favorites in the File List View or Tile View
You can switch between the file list view and the tile view by toggling the Switch to list view
or Switch to Tile view buttons or you can select Display > File
View > Details or Display > File View > Tiles.
Click the Customize button. You can choose one of the following options:
§ Make this my favorite view will show your current view (either file list or tile view) by default.
Customize options in the Tile view
Customize options in the List view

§ Line Fonts/Colors/Spacing to customize items in the file list or tile view.
§ Tile columns/layout. This option is only available when you are in the tile view.
17.4 Search for Doc ID or Description/Contents in the File List or Tile View
File lists and Tile views have Search for Doc ID or Description/Contents fields. Type criteria in the field and
then click the check mark icon.
Type search criteria in the search field and then click the green check mark button.
The tile view displays a list of documents that match the search criteria.

18 CUSTOMIZE COLUMN LAYOUTS

While you are in a list view, you can customize Worldox column layouts in several ways. You can:
§ Add or remove columns.
§ Resize columns, change column order.
§ Save current list layout (all display settings, including column arrangement) as a style.
§ Save current column arrangement as a column template.
18.1 Add Columns
With the file list visible on the Worldox main screen, left-click anywhere in the grey area next to column
headers:
Left-clicking next to column headers to add a column
Select the column you want to add from the left-click menu. (Checkmarks indicates which columns already
appear on the list.)
18.2 Rearrange Columns
With the file list visible on the Worldox main screen, click the text header of the column you want to move
and hold the mouse button down. To move the column, click and hold on the text of the column until the
hand cursor grabs it. If you want to change the size the column, click and hold the far right edge first and then
re-size it.

18.3 Remove Columns
There are two ways to remove a column.
With the file list visible on the Worldox main screen, click the text header of the column you want to remove,
and hold the mouse button down. Drag it off the Worldox window and release the mouse. That removes the
column.
You can also right-click the header of the column, then select Remove Column from the right-click menu.
Right-clicking on a column header to remove that column
18.4 Resize Column Headers
With the file list visible on the Worldox main screen, move the mouse cursor over the right edge of the header
for the column being resized. The little hand cursor changes to a bracket shape. You can then click and drag to
one side or the other to resize the column.
18.5 Save the Column Layout as a “Template”
Column templates are saved file list settings, columns, column order and size, also list sort. You can save the
unique layout of any one list as a column template, and then apply it to other file lists.
First arrange the file list however you would like it to appear.
Right-click any column header, and then select Save Column Template from the right-click menu. That opens
the Save Column Template dialog.

Save Column Template dialog
The Template Name field fills in with names of the columns shown on the list. Type in a descriptive name for
this template, and then click OK.
Note: Worldox Managers have the ability here to save the template as public (for everyone) or for a custom
set of users. Non-Managers do not see this choice, and can only create personal bookmarks.
That saves the column template.
18.6 Reuse a Column Template for Another File List
When you want to use a column template for other file lists, right-click any column header, then select Open
Column Template from the right-click menu.
18.7 Set a Favorite View
Saving a favorite view makes a persistent change to how a certain type of list or tile view looks. Unlike column
templates, setting a favorite view can include other display settings – not just how columns are arranged – as
part of the saved layout. Also, there is only one favorite view saved for any one list type (e.g., folder list,
search results). As you save a new favorite view for a given list type, it replaces the last one saved.
In a list or tile view, arrange the file list however you want it.
Left-click the Customize button and select Make this my favorite view.

19 SORT/FILTER LISTS IN THE FILE LIST VIEW
19.1 Sort Lists
Sorting is the process of rearranging file list items to make scanning the list easier. If you are not in the file list
view, click the Switch to list view button. Simple sorts can be done by clicking and re-
clicking column headers on file lists. (For details about sorting in the tile view, see Change File Sorting in the
Tile View.)
If you click a column header in the file list, the initial sort order is signaled by small up or down arrows. Here a
list is sorted in ascending order on the Description column:
Default, ascending sort order

Ascending means starting at one and going down to ten, or at A, going down to Z. Click once on the
Description header to reverse that, re-sorting it descending:
A Presorted list, now in descending order
Clicking any other column heading re-sorts the file list ascending based on the contents of that column.
19.1.1 Using the Sort menu
You can also specify sort order – even multiple sort order – in the Sort menu.
With the file list to be sorted visible, right-click any column header in the list to view sorting and viewing
options.
Sort menu
You can select Sort A-Z or Sort Z-A or Set Multi-level Sort to open the Sort dialog.

Sort dialog
Select an option and then click up or down arrows to change the sort order of columns.
You can also select Sort from the List menu.
The sort menu appears.
You can select Sort file another way to view the List > Sort dialog.
List > Sort dialog

19.2 Filter Lists
19.2.1 Filters Document Tab
The Filters document tab at the bottom of the main screen offers a visual way to see how information
elements are represented in the visible file list, and gives you a way to filter files based on those visual “tags”.
With the file list to be filtered visible, click the Filters or tab at the bottom of the screen to
open the Filters document tab. Here is an example of how that tab looks:
Viewing data distribution in a file list, using the Filters document tab
Tags are simply visual cues about what is in the list. Larger font sizes indicate more occurrences, down to the
least number of hits indicated by items shown in the smallest font.
Tip: Some profile identifiers are numbered here; these correspond to numbered fields on profile forms.
The Filter List button controls when filtering happens. It is on (depressed) by default, meaning
successive filter choices immediately filter the list above. Click this button once to turn it off, so multiple filters
can be set before filtering.
Each line item (starting with a plus or minus symbol) represents a specific type of profile information.
To include files in any one category with the identifier(s) you are about to select, make sure the plus
symbol is selected next to that category. (Click the symbol to change it.)
To exclude files in any one category with the identifier(s) you are about to select, make sure the minus
symbol is selected next to that category. (Click the symbol to change it.)
In a category, select an item by which to filter the list.
Roll the mouse over the item you want to filter by. A highlight and checkbox appears:

Check the box to select that item. Set any additional filters necessary.
If the file list does not filter automatically, click Filter List to filter.
The underlying file list then reloads to show only those files remaining after filtering.

20 WORKZONE
WorkZone allows you to save and profile any file object from your Windows desktop or application that
supports drag and drop actions (for example, Windows Explorer). Any file profiled with WorkZone becomes
searchable using Worldox search tools, including full text searching. The WorkZone is activated by dragging
and dropping any item (email message, attachment, graphic file, Word document, et al.) to the WorkZone
icon.
Tip: You can open the Worldox main windows by double-clicking the WorkZone icon.
WorkZone icon on your Windows desktop
20.1 Create and Save WorkZone Profiles
You can drag almost any type of file from an application – or from the desktop itself – to the WorkZone icon.
The following example shows that a file is being dragged from a desktop to the WorkZone icon.
Drag, and then drop the file on the WorkZone icon on your Windows desktop
Note: If you drag an Email that contains an attachment(s), the attachment will be
contained in the profiled Email message.
Drag a file item to the WorkZone icon. When the icon changes color, release the mouse button. Worldox
responds by opening the WorkZone Save As profile form in Worldox. (This form is identical to the File Save
form.)
Enter any profile information necessary to identify the file being saved.
§ Favorite Matters and Quick Profiles are available here, and can be created in the same manner as
described for document profiling. Select a quick profile or Favorite Matter on the form to load it. That
fills in some or all of the form fields.
§ The Description field fills in with the file name. If more than one file is being profiled, no Description
field appears here.

21 WORKING OFF-LINE
Working without a network connection is considered “working off-line”. Users may be at home with their
laptops or possibly in the office without a network connection due to special circumstances. Any checked-out
documents (saved to a local “mirror” folder) will still be available to you.
Any files created off-line are saved and profiled as you normally would. These files too are saved to the local
mirror folder, and are available to you while you are offline.
TIP: To see if Worldox is working off-line, just look down at the bottom right of your screen. The symbol in the
Windows System Tray has a large X through it when Worldox is off-line.
21.1 How to Access Off-line Documents
Documents that you have saved and/or created recently while off-line can be located in Worldox in your off-
line folders. The following steps show how to locate these documents to work on during a network outage.
On the Worldox main screen, click Cabinets to open the folder tree in the navigation panel.
Click down to where you know those saved files are located, within the Off-Line folder.
Open the folder where your recent documents would have been saved to.
You can edit the document or save the document as new. You CANNOT make a version of a document
off-line.
Documents that will be accessible in off-line folders can also be located by entering the document number on
the Location toolbar, or by using Direct Access.
Note: Direct Access and the Location bar can locate only off-line files when there is no network access. All
other Worldox-managed documents are not accessible again until the network connection is restored.
When you reconnect to the network you will be prompted by Worldox to check in any documents checked
out or created while off-line. Simply check in files as described in Worldox GX4 Professional User Guide:
Advanced Topics.

INDEX
All Favorites, 47 copying files, 60
Bookmarks, 21, 83 customizing the navigation panel, 16
adding, 84 date filters, 31
adding to a Favorite Search, 86 date range
emailing, 87 searching, 41
executing a saved search, 86 deleting files, 62
opening in email, 87 Description
removing, 88 searching, 34, 102
showing and hiding, 92 Direct Access, 46
Boolean search logic, 38, 39, 40 document IDs, 13
bottom document tabs, 97 searching, 34, 102
showing and hiding, 97 document tabs, 28, 97
cabinet filters, 31 showing and hiding, 97
Cabinets, 10, 20 using, 28
category filters, 31 documentation, 8
Client columns in Outlook, 73 Knowledge Base, 8
colors drop folders, 74
customizing, 101 Edit Profile option, 63
column layouts email, 67, 73
customizing, 103 adding profile metadata, 72
column templates, 104 copying, 74, 77, 78
columns moving, 70, 74, 77, 78, 79
adding, 103 opening Bookmarks in Worldox, 87
rearranging, 103 opening links in file lists, 68
removing, 104 opening moved messages, 72
resizing headers, 104 Email tab in Worldox, 68, 77, 78
comments in lists, 82 using the toolbar, 69
showing and hiding, 95 Favorite Files
Compare Files toolbar button, 81 accessing all, 47
confirmation dialog for drop folders, 74 adding, 48
contact Worldox Technical Support, 8 removing, 49
contents removing a file, 55
searching for in files, 34, 102 Favorite Matters, 17, 51, 54, 74
Copy profile from option, 12 removing, 19
Copy to Worldox option, 74, 77 removing a file, 55

viewing cabinets and branches, 18 list view, 97

favorite view lists
setting, 105 customizing, 92
file list filtering, 106, 109
customizing, 92, 101 sorting, 106, 107
switching between the list viewand tile view, 97 main screen, 14
files margins
comparing versions, 81 customizing, 101
copying, 60 Matter columns in Outlook, 73
creating, 10 Microsoft Outlook, 67
deleting, 62 copying email, 77, 78
editing, 63 moving email, 77, 78, 79
emailing, 67 Move to Worldox option, 74, 77
finding, 30, 31, 34, 35, 41, 43, 44 moved email messages, 72
profiling and saving, 10 My Computer, 22
saving, 10 Navigation Panel, 14
sorting in the list or tile views, 100 browsing, 22
viewing, 57, 58 showing and hiding, 93
viewing in-line, 57 off-line files, 112
viewing versions, 80 accessing, 112
Filters tab, 29, 109 online technical support, 8
folders in the Navigation Panel, 22 operators used in searches, 38, 39, 40
Follow Me Favorites, 51, 54 Outlook, 67
removing a file, 55 copying email, 77, 78
fonts moving email, 77, 78, 79
customizing, 101 viewing clients and Favorite Matters, 73
global document ID numbering, 13 previewing files, 57, 58
GroupWise, 67 profile elements, 10
copying email, 77, 78 profile filters, 31
moving email, 77, 78, 79 profile groups
Home location, 27 see Cabinets, 10, 20
in-line viewer panel, 57 Profile tab, 29
intelligent find feature, 43 profiles
interface copying, 12
customizing, 88 creating and saving in the WorkZone, 111
keyboard indicator, 15 editing, 63
Knowledge Base documentation repository, 8 profiling documents, 10

Relations tab, 29 tabs, 29

saved searches Technical Support for Worldox, 8
executing, 86 text snippets in search results, 34
saving files, 10 tile view, 97
search results customizing, 101
showing snippets of found text, 34 searches, 102
Search tab, 28, 30, 31 toolbar, 23
search templates, 35 customizing, 26
searches, 30, 31, 34, 35, 41, 43, 44 restoring, 26
by Doc ID or Description/Contents, 102 user interface
customizing, 37 customizing, 88
deleting, 44 versions, 80
for text in content, 102 comparing, 81
narrowing, 43 showing and hiding, 96
saving, 44 view
using Boolean logic, 38, 39, 40 setting a favorite view, 105
using filters for cabinets, profiles, categories and Viewer toolbar, 58
dates, 31 Viewer window, 58
within a search, 43 Workflows, 21
security, 64 working off-line, 112
applying to files, 64 Worklist tabs, 28
applying to files from the File Save dialog, 66 creating a new list, 28
removing from files, 66 showing and hiding, 97
Selected Favorite FIles, 47 Workspaces, 20
Send To shortcuts WorkZone, 111
showing and hiding, 93 creating and saving profiles, 111
showing and hiding screen elements, 88, 92, 93 Worldox
bottom document tabs, 97 about GX4, 6
comments in the file list, 95 accessing the Home location, 27
Navigation Panel, 93 customizing, 26, 88, 92
pinned Bookmarks, 92 documentation, 8
pinned Send To shortcuts, 93 GX4 new features, 6
versions in the file list, 96 main screen, 14
Worklist tabs, 97 navigation panel, 14
snippets of found text, 34 online technical support, 8
sorting files in the list or tile views, 100 restoring the toolbar, 26
summary search report, 43 technical support, 8

using the toolbar, 23 Worldox file lists, 68

viewing clients and Favorite Matters in Outlook, wrench icon, 16
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Worldox GX4 Professional

USER GUIDE I: THE BASICS

World Software Corporation makes no representations or warranties, either expressed or implied, by or

© 2015 World Software Corporation.

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1 INTRODUCING WORLDOX GX4 PROFESSIONAL..................................................................................................... 6

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1 INTRODUCING WORLDOX GX4 PROFESSIONAL

1.2 What is Worldox GX4 Professional?

1.3 Worldox GX4 New Features

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Other GX4 changes to note are:

§ Profile Groups are known as Cabinets

§ Preview files panel with in-line viewing technology

§ Broad document tagging, enhanced search capabilities and results

§ Executive tile/grid or list views

§ Field table lookup for code and description

§ Microsoft Office QuickSave and Search

§ Greater control of selecting your Favorites by one click of a heart button

§ Intelligent Find to further narrow down any vague search results

§ Ability to search for files based upon their Category

§ Tool tips when performing new procedures in GX4

1.4 Worldox Deployment Options

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Worldox Sales: (800) 962-6360

1.5 Documentation Resources

1.6 Worldox Technical Support

1.6.1 Contact Worldox Technical Support

Before calling Technical Support, please do the following:

To contact Worldox Technical Support:

1.6.2 Request Technical Support Online

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While this one is both:

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2 SAVING A FILE WITH PROFILE INFORMATION

2.1 Understanding Profile Elements

2.2 Create and Save a New Document

File Save profile form

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2.3 “Copy profile from” option

In the File Save profile form, click Copy profile from.

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2.4 Global Doc ID Numbering

Examples of document numbers:

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3 THE WORLDOX USER INTERFACE

3.1 Worldox Main Screen

Main Worldox screen

3.2 Worldox Navigation Panel

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3.3 Keyboard Indicator

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3.4 Wrench Icon

Configure Tree Tabs dialog

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3.5 Favorite Matters Category

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3.5.1 Tree Branches in the Navigation Panel for Favorite Matters

3.5.2 Favorites Matter tab on the File Save dialog

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