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Worldox - Search, Layouts, Tips


  • Modifying Lists; Adding different headings and sorting in different ways
  • Search Functions: Find (binoculars); Location; Filter
  • Tips


Modifying the File list:

Column Header

Displays the headings for columns of information about the documents displayed in the Worldox File List.  You can customize the Header Bar to show the information desired. 


Put your cursor anywhere on a Column Header and it will look like a hand

·         To remove a column, use the hand to drag the column header off the bar.

·         To move a column, use the hand to drag the heading to the desired position.

·         Clicking on a header will sort in ascending order – click again will sort decending.


Put your cursor at the edge of a Column Header and it will look like a bracket with sizing arrows

·         Drag the two-sided arrow in the direction that increases or decreases the size.


Adding a Column Header

·         Point to a blank area of the column heading bar:

o   left click

o   Select the column header you want to add from the list by clicking on it.


Sorting Files Using Two Column Headers

You can also establish a primary and secondary sort of the column headers.

·         Right Click on the Header bar – select Set Multi-Level sort

·         Select the Sort By (primary) and Then By (secondary) keys.

·         Click OK.


Saving the List Layout

·         While on the desired list layout

·         Styles > Save button on the right side of the Location bar

o   Select the areas/features of the list that you want to save

o   Select which types of list that you want to apply this format to;  for instance, Favorites, Folder, Search


The Find Files Menu and its subsequent Search window are accessed from the toolbar using the Find button. (the binoculars).


When you click on Find, the first window will offer find templates to choose from


Enter Search Criteria

After selecting the find template, the Find Files search window appears.


Worldox lets you search within the selected Profile Groups by entering criteria in the search fields. 


Enter field data in the same way you use the Save As form – lookup button on the left, recently used values in the pull-down on the right, or type directly in the field. 


Type words or phrases in you’re looking for in the Name/Comment field, and/or the Text in File field, or use the Boolean logic discussed below.


The more field criteria you select, the narrower the search will be.


·         Enter words and phrases in the fields for Name/Comment and Text in File;

·         Search on Date Created, Date Modified, and Date Last Accessed.  Use the lookup button to choose the date range from a list of values, or enter r a specific date.

·         Enter codes in the fields for Client #, Matter #, DocType, Author, and Typist.






After entering all your search criteria in the profile fields, press the OK button to begin your search.  The list of files will be displayed in the Worldox file list window.


Case sensitivity depends on how the text is entered.  If you enter text in lower case, then all instances of the word (lowercase, uppercase and mixed case) are found.  If you type the word you are looking for in uppercase, then it only finds instances of that word in uppercase.



Advanced Search Features

The following sections describe the advanced search capabilities of Worldox.


Boolean Operators

Standard Boolean Operators, such as AND, OR, and NOT, can be used to refine your searches.  The following operators can be used to combine such terms.


AND          Finds documents that contain both of the entered words or phrases. 
For example:  Book AND Volume

OR             Finds documents that contain any one of the entered words or phrases.  For example: Manager OR Supervisor

NOT           Finds documents that contain the first word or phrase but not the second.  For example: Rico NOT Puerto

XOR          Finds documents that contain either the first word or phrase or the second, but not both.  For example: Network XOR Performance

EXCEPT     Finds documents in which the first word or phrase appears, but only if the second word or phrase is not in the same paragraph as the first.  For example: Performance EXCEPT Speed 


There are a number of special symbols you can use to expand your queries.


* or !          These symbols represent any number of significant characters. 
For instance: manage* or manage! will find all words that start with manage, such as management, manages, managed, and so forth.

?                The question mark symbol represents a single character. 
For example: ?and will find band, hand, land, sand, and so forth.

Proximity Searches

Worldox can perform searches for words within a range of other words. 
For example, if you enter:
Chicago w/10 river -- Worldox finds all documents with the word “Chicago” within 10 words of “river.”   The number after the / can be set to any range.

Positional Operators

These operators take advantage of the position of the words and the order in which they occur in your documents.


...            The FOLLOW operator – both words occur in the document, but the second one must occur after the first.  For example: Legal brief ... Kramer vs Kramer


//            The NEAR BY operator -- both words/phrases appear in the same paragraph, regardless of the order in which they occur. 
For example: section twelve // ruling




·         Email preview window has Reply | ReplyAll | Fwd buttons

·         Use the “Back” button

·         Filter pulldown to dynamically filter a list by doc type

·         Tags tab to filter by any doc property

·         You can type words as well as doc id’s from Name/Comments (multiple [separated by spaces] directly into the Location bar for a quick search

·         In Direct Access list –type Name/Comments in Filter bar for another level of filter

·         Project and Version lists open in the next tab when you double click it in the list display. (Review how to edit/manage Projects)

·         Clicking New Tab makes new lists without closing the previous one

·         Profiling:  Use “Same Profile As” to re-use the same profile info as another document.  Use “Quick Profile Menu” to save all or some of your fields for repeated use, and to edit or delete your saved profiles. (Review how to manage/share personal quick profiles)

·         F2 – launches lookup

·         Alt-# -- in search template to go to a field and open lookup

·         In Word, under the Worldox tab there are useful tools for setting and removing security, and searching for docs with same profile or the recently used docs in Word