• Two ways to manage field codes in GX3
It has long been possible for users with appropriate access rights to add and edit field codes in Worldox. However, up until now, that could only be done while working with fields in some other context - while profiling documents or using Direct Access, for example. Now there is a new, easily-accessible tool for managing field codes in Worldox, similar to the way Administrators do this in WDADMIN.
Assuming you have the proper access rights, it is possible to add, edit and delete field codes as you perform these and other actions in Worldox:
• Create and save new documents
• Version documents
• Move files and email
• Copy files and email
• Edit document profiles
• Navigate via Direct Access
• Fill out Find Files templates
• Edit Home location
• Create folder-based bookmarks
With this new enhancement, field edit functions are available in a different way - as an explicit choice on the Edit pull-down menu in Worldox:
The advantage here is that you can manage field codes directly in Worldox without having to begin some other action in order to gain access to field tables. Also, this confers a best practice benefit. Managing field codes in this central, global way always takes linked fields into account, something that may not be as obvious when you add or edit codes in the context of searching.
Select Field tables on the Edit pull-down menu to open the Edit > Field Tables dialog. This is the same interface used in WDADMIN to access profile group field tables, with one exception. There is no Set User button on the Worldox version of this dialog. That convenience is reserved for Worldox Administrators and is available only in WDADMIN.
Field codes can be added in two ways - in the context of performing profile field-related actions such as file save, copy and move, or via a new GX3 dialog called Edit > Field Tables dialog, accessible from the Edit pull-down menu on the main Worldox screen.
However accessed, codes are added in field table dialogs.
Access the field table dialog for the field to which you are adding codes. Here's a typical example, a Matter dialog.
Note: Profile fields are available on various forms used in profiling, also on dialogs used in editing document profiles.
Click Add in the dialog toolbar. That opens the Field > Add dialog. (The example shown is for a Matter field table.)
In the Field > Add dialog:
The linked to ... choice is pre-selected. Unless you choose otherwise, this means the new code will only be associated with the code already selected in the higher-level profile field to which this field is linked. (in the example shown, the 00004 code is that higher-level choice, in the linked Client field).
If you want this new code and description to be available to ALL codes in the profile field to which this field is linked, select the under all ... choice.
Notes:
• This global/linked choice only appears when codes are being added to a lower-level, linked field (such as a Matter code, linked to the Client field). Here is more information on linked profile fields.
• The other factor controlling the presence or absence of the global/linked choice is your user entitlements. If you do not see this option, that could simply mean you don't have rights to see it.
Enter a code and description for the new item being added. A code is required; the description is optional.
Set the new code as active or inactive.
The active choice is pre-selected. Unless you choose otherwise, the new code will be active and available for selection in profiling or re-profiling documents. If you want the new code to be inactive, click the Inactive button. Inactive codes may be used for certain actions (such as searching), but not for others (save, copy, move, et al.), depending on how Worldox is configured at your site.
Tip: Here is more on active or inactive field codes - what that distinction means and how to tell which is which.. |
Click OK to save the new field code. As the Field > Add dialog closes, you'll see the new code in the field table dialog list.
Before saving, Worldox validates the information entered. If there are any problems (duplicate codes, for example), you see a message to that effect. Just click OK to acknowledge; make any necessary changes on the Field > Add dialog, then click OK again.
Field codes can be edited in two ways - in the context of performing profile field-related actions such as file save, copy and move, or via a new GX3 dialog called Edit > Field Tables dialog, accessible from the Edit pull-down menu on the main Worldox screen.
However accessed, codes are edited in field table dialogs.
Access the field table dialog for the field to which you are adding the code. Here's a typical example, a Matter dialog.
Note: Profile fields are available on various forms used in profiling, also on dialogs used in editing document profiles.
Highlight (select) one of the listed codes, then click Edit in the dialog toolbar. That opens the Field > Edit dialog. (The example shown is for a Matter field table.)
In the Field > Edit dialog:
Change the code and/or description for the item being edited. A code is required: the description is optional.
Change the active or inactive code status (optional).
The active choice is pre-selected. Unless you choose otherwise, the new code will be active and available for selection in profiling or re-profiling documents. If you want the new code to be inactive, click the Inactive button. Inactive codes may be used for certain actions (such as searching), but not for others (save, copy, move, et al.), depending on how Worldox is configured at your site.
Tip: Here is more on active or inactive field codes - what that distinction means and how to tell which is which.. |
Click OK to save the changed field code.
Before saving, Worldox validates the information entered. If there are any problems (duplicate codes, for example), you see a message to that effect. Just click OK to acknowledge; make any necessary changes on the Field > Add dialog, then click OK again.
Field codes can be deleted in two ways - in the context of performing profile field-related actions such as file save, copy and move, or via a new GX3 dialog called Edit > Field Tables dialog, accessible from the Edit pull-down menu on the main Worldox screen.
However accessed, codes are deleted in field table dialogs.
Access the field table dialog for the field from which you are deleting codes. Here's a typical example, a Matter dialog.
Note: Profile fields are available on various forms used in profiling, also on dialogs used in editing document profiles.
Click Delete in the dialog toolbar. That opens the Field > Delete dialog, to confirm that you do want to delete the selected code. The example shown here is for a Matter field table:
Click Yes to go ahead and delete the code. As the Field > Delete dialog closes, you'll see that the code no longer appears in the field table dialog list.
Note: Deleting a field code does not change document profiles using that code. What it does is make that code unavailable as a choice for new or edited profiles. To illustrate, if you delete matter code 0001 for a client - and that code had been selected in the Matter field on 12 profiled documents - the deleted code still appears in the Matter field for those documents. If you view one of those profiles, it's still there:
However, that code is no longer a valid choice. So if you edit the profile and save changes, Worldox will not save until you select another matter code. Also, that deleted code will not be available as a choice when profiling other documents.