Filling out the WorkZone - Save As profile form

The WorkZone Save As dialog presents a series of fields and choices used to complete attachment profiles.

Tip:  Here is a guided tour of a similar profile form (the File Save dialog), detailing fields, information and options presented.

What appears on the form reflects both your specific user rights and any profiling choices made so far. If you have access to multiple profile groups at your site, you may have already chosen one (in the Select Profile Group dialog) before reaching this form. That choice determines which profile fields and buttons appear here.

Notes:  

•        Email: The Description field may be pre-filled, based on the email header. Also, Worldox keeps track of email addresses, and of profile group and other identifiers used in profiling earlier messages from or to those addresses. Using that information, Worldox can pre-fill profile form fields automatically to assist in profiling outbound email. That process is called smart profiling.

•        Other files:  The Description field may be pre-filled, if you are saving and profiling an existing file. Other fields here may be pre-filled as the dialog opens, based on default quick profile settings.

To fill out the WorkZone form:

  1. Select a quick profile or address profile (optional).

The large list field on the right side of the form shows quick profiles and address profiles available for saving email. Tabs organize these choices into Public and My Profiles. To load a quick profile, highlight one and click Load Quick Profile Template. Left-side buttons and fields then change to reflect the unique combination of settings saved for that profile.

Note:  You can add or change quick profiles - saving completed profiles as new quick profiles and managing existing quick profile choices - via the Quick Profile menu button at the top of the form.

Tip:  The other helpful shortcut is to copy profile information from an existing document. Click Same Profile as. Find the file to use as a base and select it. That returns you to the Workzone File Save form, where one or more profile fields are now filled out. Be sure to enter a distinctive Description for the new file, even if you change nothing else in the copied profile.

  1. Add a document description (or change it) in the Description field.

Note:  If you are profiling more than one document, the Description field does not appear. In that case, Worldox assigns descriptions based on existing file names.

  1. Change profile group (optional).

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

  1. Fill out profile fields.

To:

Do this:

Enter a code or value.

Type the code in the open profile field.

Select a code you have used previously.

Click the drop down arrow to the right of the input field to open the list of recent choices for that field.

Select from the list of all valid entries for the field.

Click the named profile field button; that opens the field table dialog, where you can double-click an item to select it.

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

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.)

Tip:  Field prompt colors, as with so many other display options in Worldox, can be customized to your taste.

  1. Add comments (optional).

Enter 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 click Insert Keyword to add a pre-defined keyword, in the Comment Keywords dialog.

Tip:  To add a short, pre-defined comment, place your cursor in the Add'l Comments field, then press F2. That opens the Comment Keywords dialog.

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

  1. Spell-check (optional).

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

  1. Enter a Doc ID (optional).

Worldox automatically generates a unique Doc ID, so you do not need to create one. You can enter a Doc ID for the document (typing over the NewDoc text), or leave that field unchanged. 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.

Note:  The presence or absence of Doc ID and other profile form options is determined by configuration settings at your site. If you do not see these options/fields on your WorkZone Save As dialog, your site does not use them.

  1. Set document security (optional).

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

Tip:  One more option here is to relate this file to another, already profiled document. Click Relations menu. Find the file to which you want to relate this new one and select it. That returns you here.

  1. Click OK to save the profiled attachment.

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.

Once the WorkZone profile form is saved, your document or email has been successfully copied and profiled in Worldox. Now it is searchable, and can be accessed via Direct Access and the Location bar.

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