You may only see the DoxShop® Tray Icon
as a clue that it is loaded. But usually you will also see the DoxShop®
"Hot-Spot" on your Desktop in the upper right corner. Welcome - DoxShop® Overview
What is DoxShop®?
DoxShop® is a Document Management System (DMS), or sometimes called a Content Management System (CMS). As the name suggests, DoxShop® helps manage your documents, emails, spreadsheets, scan jobs, etc. all in one place.
DoxShop® is Client/Job centered. In other words, all of your electronic "Content" is organized by your Clients and Matters (or Customers and Jobs.) Each document/email/file, etc. is given a document number, much like a card catalog number for each book in a library.
Where is DoxShop® - How do I know it is Running?
DoxShop® automatically starts when you log in and places
itself in the background.
You may only see the DoxShop® Tray Icon
as a clue that it is loaded.
But usually you will also see the DoxShop®
"Hot-Spot" on your Desktop in the upper right corner.
Clicking on either of these will start the DoxShop® Worklist.
The DoxShop worklist displays files which you have recently used. They can be sorted (organized) in several different ways.
Organizing Your Worklist
Select how you would like your documents organized by clicking one of the column headings at the top. For example: DoxShop® will automatically organize your worklist from the most recent document to the oldest. Clicking a second time will organize from the oldest to the newest.
Click on File Number to arrange your file numbers in descending order showing your most recent document first.
Click on description to show your list in alphabetical order.
Opening Files from the Worklist
To open a file from the worklist, select the file (or multiple files with Ctrl+Click) and then click OPEN.
Double clicking on a file will also open it.
Opening by Document Number
Any document may be opened by number and version, simply by typing in the number in the "Document/Client/File #" field.
Example: To open document number 6560.2 is as follows:
The Full Text Search can be accessed by right-clicking on the DoxShop Tray Icon or Hot-Spot:
Or by clicking Search from the Worklist:
The search screen allows for three main types of searches:
Words - Logical - Fields
To use Boolean Logic in your search criteria click on
the 
button.
By choosing logical you can search for files that must contain
"word 1 and word 2" in the results by clicking the 
Button.
Select 
for files that may contain "word 1 or word 2" in the results.
Example: Key in Fox
Hound and click search.
Note: The results can be sorted by Date (as above) or by Path or Size.
Select "NOT" to search for files that must contain "word 1" and must not contain "word 2"
Key in "word 1"
Click 
button
Key in "word 2"
Click Search
Select 
to search for files that must contain "word 1" within 5 words of "word
2" in the results.
Key in "word 1".
Click on
Key in "word 2"
Click search.
The same instructions apply to searching for words within 25 words of "word 1"
Simply click 
instead.
Click once on a highlighted file and it will display a preview (as shown above) on the right hand side. You can click open to open the File or done to close out.
Click the "Open" button (or double click the item) to open the selected file.
For Microsoft Word, WordPerfect, or Excel.
When you are ready to save a new document:
Click File>Save from the application's menu.
Enter the fields as shown below then click "Save"
Your installation may vary, but usually the Client/Matter are required before the document can be saved. In addition, the description must be at least 3 characters in length, and a Category must be selected.
DoxShop uses the Save As... to perform many saving, converting and attaching functions.
Save As... New Version
One of the most common Save As... functions, is to save as a new version. The following example saves a Word document as the next version:
Click File>Save As... from the application's menu.
Click on the "New Version" button.
DoxShop is not limited in the number of version for a document. But, there are practical limitations. The intent is to keep various versions of a document to see the history of it's changes and/or to compare them.
Click File>Save As... from the application's menu.
Click on the "New Document" button.
Fill in the Fields as shown below:
:
*Please Note: you must type the minimum of 3 characters in your title/description to be allowed to save your document(the exclamation point will disappear once you have met this criteria)*
In the next example, a Word document is converted to a PDF and attached to an email.
Click File>Save As... from the application's menu.
Note: Choose PDF as the converted type (Word, WordPerfect, Adobe PDF,etc.) and then click on the "Attach to Email"
Click on the "Attach to Email" button.
DoxShop automatically creates a new Outlook email and attaches the document.
Enter the email address and the message as desired:
Then Click Send.
When saving a document, you may change your security levels by clicking on the Silver lock button.
After clicking on the lock button you will be given the following choices:
*Please understand that high security documents are not searchable and can only be retrieved with a password*
After saving a Word document, you will be given the option to select various types of Document Number ID's. This can be a simple Text Box on a given page, or can be a footer that appears on multiple pages.
It is important to include this ID tag, so that printed documents can be easily identified and opened later by document number.
To include client/matter information in your footer, check the "Include" checkbox and enter client/matter information, if not already there.
When you are ready to save your ID Trailer/Footer, click OK
DoxShop allows you to Preview documents from your Worklist and from the Search.
From the Worklist, click the "Preview" button:
DoxShop then rearranges your Worklist on the screen and displays an RTF Preview Window something like this:
Note that this preview gives a good idea of the content of the document, but is not visually accurate. This is an RTF (Rich Text Format) preview.
An RTF Preview allows for copying content from the display. It also displays Document Properties such as, Title, Author, Template, Last person Saved by, Revision #, Dates Created, File #, Doc ID, Matter ID, and Document Path. The last item displayed on the page is the file name.
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