Document Management – Saving time with Search!
You just landed a multi million dollar water front real estate deal. You have decided to use the documents from last years deal to save time. You search for what seams like an eternity looking for the document only when you finally it, you realize quickly that it is not the document you are looking for. You search again, finally finding the document by chance; it was saved in the wrong folder.
The above scenario could have been avoided entirely if a Document Management System (DMS), such as Worldox was in place. Since all documents are profiled (a term used when saving a document in a DMS environment), it makes it much easier to find documents even if they are saved to the wrong location.
A Document Management System such as Worldox has a variety of search features that enable the user to quickly find what you are looking for. Profiling is determined at the initial installation and varies from firm to firm, but usually Client and Matter codes are used as key fields in the profile. Shown below is a typical profile card when saving a document.
The Document type, Author, Typist and other fields can also be used as search fields. In fact any field listed below can be used to search including the text within the document. Worldox’s search engine indexes all documents that have been used during the day including emails so they can be searched for immediately. Overnight those same documents are incorporated into the Full Text search.
When initiating a search within Worldox a search window appears as shown below:
In this search window you can select the options to narrow the search for the document you want to find.
Full Text Searches are a very powerful search feature in Worldox. They allow you to search for any word, text or phrase within the body of a collection of documents. Figure 3 below shows that a simple text search for the word “Credit” has presented 29 documents from over 12,500 in a matter of seconds.
Client searches can narrow down your search to deal with just a specific client. Matter searches can narrow your search even further within a client search. Any search criteria that is run on a regular bases can be saved as a favorite search and run again at any time with the touch of one button.
The Document Type field can be used to focus on a specific type of document such as E-Mails, Faxes Letters, Agreements, Envelopes, PDF, Reports and many more. The Author and Typist field can be used to focus on this information.
Another Time saving feature to aid you in your document searches is the Preview Pane within Worldox. By highlighting a document you can preview it without having to open it, saving you valuable time. This feature works even if you don’t have the software associated with document installed on your computer. It helps to confirm that you have found the correct document. The Preview Pane will allow you to jump from search term to search term within the document, making it easy to see if the context of the document is correct.
Worldox is integrated with Microsoft Outlook so all emails can be profiled and saved to the Document Management System. Not only do you have all your documents together by client or project but also all email, including attachments, and it can be all be searched!
These fields presented on the Profile and Search windows are fully customizable to each firm. You can use a single search item or in multiple items to zero in on the document that you are looking for.
Thus, even if a document is not saved incorrectly, just knowing a few bits of information about the document will allow anyone in the firm to find it, saving billable time and frustration!