Though the Worldox Libraries feature has been around since the early DOS days, it is not really well known to most Worldox users, especially newer ones.
That said, many of you do use the Libraries feature. The good news is we have significantly upgraded this feature and have rebranded it as Categories. Those of you who use libraries should find this a great upgrade with improved functionality - and with your current libraries/library assignments still easily available. Others will find in categories a new way to tag related files, and a visual way to quickly locate files by category.
Starting with Worldox GX3 dated 10/01/12 or newer you will notice the old Libraries feature is gone and has been replaced by Categories. This feature now looks and acts differently, but if you have used libraries before, all the libraries you created in the past are still here. Categories offer the folder-based file relations which libraries once provided, plus a great deal more.
Accessing Categories
There are two ways to work with categories. First, you can select the new Assign to Categories choice on the Edit pull-down menu:
In file lists, a new Categories column is now available. If it does not appear yet in a particular worklist, just right-click anywhere in the gray space to either side of column headers. Select Insert Column from the right-click menu, and select Categories. Then select one or more files and right-click in the Categories column to see this new right-click menu:
As you assign files to categories, those category icons and descriptions then appear in worklists, wherever categorized files appear:
Creating, managing categories
Select Add/Edit Categories on the right-click menu - or Assign to Categories on the Edit pull-down menu - to see the new Edit > Assign to Categories dialog. Here you can assign files to categories (if files are selected on the underlying worklist). Or, use dialog toolbar buttons to create and manage categories.
Note the tabs here. The Folder tab on the far right is where you find any pre-existing libraries. It's called Folder because that was the type of file relationship you could establish with the old Libraries feature. A library was simply a related group established within one folder location, to which you could assign files in that location.
By contrast, other categories created for Public and Personal use have no such folder limitations. These other categories can include files from anywhere, from any folder.
Using categories to manage, find files
Herein lies the real value of the new Categories feature. As long as you have the Categories column visible on a worklist, you can tell at a glance which files belong to which categories.
An example:
Perhaps you decide to use categories to distinguish files which will soon need your attention. You create a Personal category called Update, then assign files to that category as needed. Files tagged for Update may be scattered throughout several matters folders for one client, or perhaps many clients.
To find Update files in any one matter folder, simply open that client/matter list (via search, Direct Access or the Profile Group button on the left-side navigation panel). Add the Categories column if it is not already visible, then sort on that column. Categories typically used eye-catching icons. Just sort on that column to bring categories to the top of the list. You could do the same for all matters for that client by searching on the client code. Or, you could find all Update files, for all clients, by searching on date range only.
You can also filter the worklist by category, to see only files in certain categories.
