One of the things we often hear for those considering a document management system is their inability to effectively find the latest document within the system. With many people working on the same document, some remotely, some at late hours and each person having their own way of saving documents it can get difficult to locate the correct version of the document for editing. That’s where Worldox shines!
Worldox allows for the entry of typical Google style searches into its Search bar. But even better, you can set the scope of the search on a user by user basis:
Once you set the default, then Worldox will search in your preferred way. It can search 1,000 documents or 1 million documents with the same speed taking an average of 1-2 seconds to return the desired results.
If you are a law firm and work with clients and matters you can go directly to what you are looking for using the Direct Access feature.
Just enter the client and matter you are looking for and all the documents associated with the matter are presented no matter who worked on them.
Sometimes you don’t know what you are looking for. You only have a vague recollection of what the document was, maybe when you worked on it and so on. Worldox filter feature is ideal for this. I did a search and found just over 6,000 documents with the search parameters matching what I wanted. That’s too many so I invoked the filter feature:
The filter feature uses larger and bolder text for items that appear in my 6,000 hits that are more prevalent in the list. I remember for example that the document was a PDF and it was for the client Dr. Lewis Williams. With two clicks, my results list was down from 6,775 to 3 documents!
Even with three documents, I did not want to waste time opening and closing them so I used the viewer to decide on which document I needed before finally opening it.
Worldox allows you to efficiently store and retrieve documents and email with ease. It will even allow you to full text search your document store used before the conversion to Worldox. And, Worldox will always present the last version of a document to you no matter who worked on it last!
These are just some of the searching features available with Worldox. If you would like to know more, contact us for a free demonstration of the software via the Web or at your office!
Charles Bennett is a the Principal Consultant at Triella. We are a technology consulting company specializing in providing technology audits, planning advice, project management and other CIO-related services to small and medium-sized firms. Charles can be reached at 647.426.1004. For additional articles, go to our blog page. Triella is a VMware Professional Partner, Microsoft Certified Partner, Citrix Solution Advisor – Silver, Dell Preferred Partner, Authorized Worldox Reseller and a Webroot Reseller.
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