Your July 2017 Worldox Newsletter
Welcome to our July Worldox newsletter. We are proud to continue to provide you with the best Worldox information, tips, tricks and more.

Article1
Importing Discovery or Other Large Document Volumes - Part 1
Paul Unger and Steven Best - Partners
 
To preface this discussion, we want to be clear that Worldox is NOT an e-discovery tool.  Worldox was designed for managing work product.  With that said, so long as you are preserving the original files produced to you (primarily to preserve the integrity of the metadata), Worldox can be a useful tool to manage some discovery that doesn't have sophisticated needs (e.g., production tracking, custom fields, privilege logs, etc.).

Many Worldox users, especially those that deal with a large volume of documents delivered from an outside source (such as a response to a request for production of documents), often comment to us that bringing in documents while retaining the "folder structure" in which the documents or files are delivered is a challenge.  Take this example.  You receive a large document production from opposing counsel on a jump or thumb drive and the documents are organized in traditional windows folders, several layers deep.  You would very much like to retain that "structure" so to speak so that in the future, you can easily reference the documents in the same structure as other counsel in the case.

We generally recommend one of two ways to deal with this issue.  In this month's tip, we will cover Option 1, which is to import the documents into your active client/matter cabinet.  Option 2, which we will cover next month, is to set up a dedicated discovery cabinet.

Option 1 - Traditionally in Worldox, you import or move documents only one folder at a time which some consider makes the process of retaining the folder structure nearly impossible.  However, in Worldox GX4, there is now an option to import files at the highest folder level and Worldox will retain reference to the original subdirectory bucket in which the documents were delivered.  Using Windows Explorer, you can move an entire set of documents in a folder from outside the Worldox structure into Worldox in a single pass by simply going to the highest folder in the structure, right clicking your mouse and selecting "Save to Worldox".  During this "import" process, Worldox will note the original Windows path of each imported file is including in the comments field (see profile of an imported document example below). 


While it may seem a bit daunting to have to search for the original path, the information is retained in the comments (which, remember, are fully searchable) so that you can search for the path easily after the fact.  And - note that in GX4 - categories are available to you as well both when you import and by modifying the profile of multiple documents at once post-import.  You can create a folder or matter based category that references the particular set of documents for easy reference when scrolling a Worldox document list or tile view.  And you can assign documents to multiple categories such as:
  • Discovery Response
  • Smith
  • For Review
And while Worldox is NOT an e-Discovery tool, making use of both the document import and category assignments makes managing large volumes of documents (such as discovery responses) easier and friendlier than ever before.

Stay tuned for Part 2 in August, or contact info@affinityconsulting.com for more information if you can't wait!
 

Article2Sending Document Copies to Your Desktop
Steven Best  - Partner

You may have also dealt with this from time to time.  You need to upload a document or set of documents to the Clerk of the Court.   For whatever reason, the browse button in your internet browser program is just not calling Worldox like you would expect.  Frustration sets in and a deadline is looming.  

The easiest thing to do in this scenario is simply find the documents you need to upload and send a copy of each to your desktop for easy upload and/or to combine into a single PDF if you wish.  Sometimes, admittedly, it's just easier to work with programs that naturally want to go to folders in Windows explorer.

Simply right click on any document, select SEND TO and then Copy to Windows Desktop.  The original document(s) continue to live in their correct location in Worldox, but a complete duplicate is sent to your desktop for easy manipulation outside of Worldox. 


Of course, the best course of action will be, once you have more time on your hands and deadlines are not looming, will be to call Affinity Consulting Group and see if we can't find the right "hook" or integration file from Worldox Software so that the browser's "Browse" button will, in fact, make a call to Worldox in the future.

For more information on using SEND TO or other Worldox features, please email help@affinityconsulting.com.
 
Article3
Worldox System Health Check 
Paul Unger - Partner

Summer months can sometimes be slower. That is a great time to look under the hood and see how to give some of your software and processes a tune-up. It is also a great time to conduct a review and roll out needed training. It is a good idea to do this with your software every year or two so you can maximize your investment and retrain your team about not only how to use the program, but also remind folks about important protocols within your firm. How many times have you purchased a software program just to find that a year or two later people aren't using it as everyone had hoped? Everyone has good intentions, but there are features of the program never touched or perhaps now there are even "messes" within Worldox that need to be cleaned up.

It is all too common and it is a result of (1) "getting busy", (2) lost interest, and (3) failing to provide training to reaffirm protocols.

The good news is that it isn't too late to get back on track ...take action! With Worldox Health Checks/System Audits, we do the following:

* Prepare a written report of all recommendations
* Check to see if you are running the latest version and release of Worldox
* Provide custom short lunch and learn training sessions to your users
* Survey your users to see what kind of problems/complaints exist
* Examine what features are not being used
* Run a report to see what document types are not used
* Run a report to see what users are avoiding the system
* Examine logs to see if your network is causing database or performance issues
* Examine logs to see if you Indexer is performing correctly

For more information, how we can help you, contact Paul Unger at punger@affinityconsulting.com.

UPCOMING WEBINARS
Webinars, webinars, webinars! At Affinity Consulting Group, we take our role as your Trusted Advisors seriously, and part of that is our commitment to providing the knowledge clients need to succeed!  Here's what's coming up next....

July 28
Thought Leadership Webinar Series: 5 Clues Why Social Media Evidence is Hot and Here to Stay

August 25
Thought Leadership Webinar Series: 5 Reasons Why Mobile Time Entry Works

August 9
Keeping Clients Happy and Coming Back - Defining Value in Your Law Firm
  RSVP


September 22
Cloudy with a Chance of SAAS -- Your Technology Forecast