Edit document profile

Every profiled document has a viewable profile. Depending on your rights, you may be able to edit profiles as well as view them.

There are two ways to edit single document profiles. Limited changes - to numbered profile fields and the description only - can be made directly on the Profile document tab. Other profile items can be changed only in the Edit Profile dialog, accessed via toolbar, right-click or pull-down menu from Worldox worklists.

•       Via toolbar, right-click or pull-down menu choice

•       On the Profile document tab

•       Add comments, on the Comments tab

Via toolbar, right-click or pull-down menu choice - in the Edit > Profile dialog

1. Use the left-side navigation panel, search or other tools to find the worklist you need..

2. Highlight (select) the file listing in the right-side worklist, then select Profile from the Edit pull-down list. You could also click Profile  in the toolbar, or right-click with the document highlighted and select Edit, then Profile from the cascading right-click menus.

Note:  You can edit profiles for multiple files 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.

That opens the Edit Profile dialog for the highlighted document.

In the Edit Profile dialog:

3. Change profile group (optional).

Assuming you have access to multiple profile groups, you can select another group by clicking Profile Group. That re-opens the Select Profile Group dialog, where you can choose another. If you do change the profile group, the Edit Profile dialog reloads to display profile fields associated with the chosen group.

4. Add or change information in the profile fields.

See Working with field tables for details on selecting and searching within field table dialogs.

Note:  As you change profile field settings, linked fields may change. An example would be the Client field choice. Matter fields are typically linked the Client choice, so when you change the Client, the linked Matter field setting will likely change as well.

Colored prompts appear to the right of profile fields. Worldox points out required fields, and checks each entry. Valid choices appear in another color, and invalid or unknown entries are flagged. Here valid choices display in green, while unknown entries and prompts display in red. (You could also see information prompts in a third color, not shown here.)

5. Change the document description (if necessary) in the Description field.

6. Add/edit comments (optional).

Add or change comments in the Add'l Comments field. As soon as you start typing in the Comments field, it expands:

1. Type in your comment, or Insert Keyword click to add a pre-defined keyword, in the Comment Keywords dialog.

2. Click Apply Comments to add this comment to the profile. Or, click Undo Changes to close this expanded field and leave the Add'l Comments field unchanged.

7. Spell-check (optional).

To spell-check Description or Add'l Comments field entries, click . That opens the Check Spelling dialog.

8. Change the Doc ID  (optional).

To change the Doc ID number:

1. Click to the right of the Doc ID field, then select NewDoc from the list.

2. Now enter a Doc ID for the document (typing over the NewDoc text line), or leave that field as is to have Worldox automatically generate the ID. If you do enter a Doc ID - then wish to remove it before saving the file - click Doc ID to reset the field. Document IDs must be eight characters or less and cannot contain illegal Windows file naming characters.

Notes:

•        The presence or absence of Doc ID and other profile options is determined by configuration settings at your site. If you do not see these options/fields on your Edit Profile dialog, your site does not use them. 

•        If you are editing the profile of a versioned document - and this particular file is not the latest (current) version, the Doc ID field is greyed out. Doc IDs can only be changed for the current version.

9. Change the document creation date (optional).

Click drop down to the right of the Date Created field to open a clickable calendar. Find and select another date if necessary.

10. Change document security (optional).

Click Security to open the Security Classifications dialog to change security for the file. See Setting document security for more information.

11. Click OK to save the changed document profile(s).

The Worldox Check Spelling dialog may appear at this point if Description or Add'l Comments field entries are incorrectly spelled or use words not in the current spelling dictionary.

On the Profile document tab

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Highlight the document listing in the right-side worklist, then click the or icon on the document tab row at the bottom right of the Worldox window. That opens the Profile document tab for the highlighted document.

On the Profile document tab:

3. Highlight (select) an item from the left-hand part of the tab. If the item can be changed, highlighting it activates the Edit button in the middle of the tab.

Note:  Only limited changes to numbered profile fields and to document description can be made via the Profile tab. To change other profile items, highlight the document on the worklist and make changes on the Edit > Profile dialog,  accessed via toolbar, right-click or pull-down menu choice.

4. With profile element selected, click Edit.

5. Make changes.

Depending on which left-side profile element is highlighted, you could see one of two different Edit Profile Field dialogs. If you had highlighted the document Description, the Edit Profile Field Description dialog appears.

1. Make any necessary changes in the Description field.

2. To spell-check Description field entries, click the spell check icon. That opens the Check Spelling dialog.

3. Click OK.

Note:  The Worldox Check Spelling dialog may appear automatically at this point if Description of Comments field entries are incorrectly spelled or use words not in the current spelling dictionary.

If you had highlighted the one of the numbered profile fields, a different Edit Profile Field dialog appears.

1. Add or change information in the profile fields.

See Working with field tables for details on selecting and searching within field table dialogs.

Note:  As you change profile field settings, linked fields may change. An example would be the Client field choice. Matter fields are typically linked to Client choice, so when you change the Client, the linked Matter field setting will likely change as well.

Colored prompts appear to the right of profile fields. Worldox points out required fields, and checks each entry. Valid choices appear in another color, and invalid or unknown entries are flagged. Here valid choices display in green, while unknown entries and prompts display in red. (You could also see information prompts in a third color, not shown here.)

2. Click OK.

Add comments, on the Comments tab

1. Use the left-side navigation panel, search or other tools to find the worklist you need.

2. Highlight the file listing in the right-side worklist, then click the Comments   or icon on the document tab row at the bottom right of the Worldox window. That opens the Comments document tab for the highlighted document.

On the Comments document tab:

3. Add/edit comments.

1. Type in your comment, or click Insert Keyword to add a pre-defined keyword, in the Comment Keywords dialog.

2. Click Apply Comments to add this comment to the profile. Or, click Undo Changes to empty this field and make no changes in file comments.