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1 2016 Online help

2 WorkZone Client 2016 Contents 1. Online help for WorkZone Client What's new 5 3. Getting started with WorkZone Client Working with the user interface Navigate the user interface Customize the dashboard and navigation pane Customize tabs, columns, and panels Use keyboard navigation Working with cases About cases and case types Manage cases About fields on a case detail page Edit information on a case Working with documents About documents and document types Manage documents About fields on a document detail page Edit information on a document Document actions Working with contacts About contacts Manage contacts About fields on a contact detail page Edit information on a contact Working with lists About access rights 79 2

3 Online help 10. Working with searches Perform a search Search operators Save and reuse search lists Working with notes Working with favorites Working with followed items Working with processes Working with WorkZone meetings Manage meetings About fields on a meeting detail page Working with WorkZone Client configuration About WorkZone Client configuration Distribute the WorkZone Client configuration Import or export the WorkZone Client configuration Configure and distribute a case, document, or contact detail page Terms and conditions 116 3

4 WorkZone Client Online help for WorkZone Client 2016 ADVANCED FEATURES Customize the dashboard, tabs, columns and panels Work with lists Save and reuse search lists Use access rights Work with notes Work with favorites Work with followed items Work with processes Work with WorkZone meetings Work with WorkZone Client configurations Configure and distribute case, document, or contact detail pages RELATED PRODUCT DOCUMENTATION WorkZone Client Administrator Guide WorkZone Client Developer Guide WorkZone for Office Online help WorkZone Process Online help WorkZone Meeting Online help WORKZONE LINKS View PDF version WorkZone website WorkZone support WorkZone on 4

5 Online help 2. What's new WORKZONE CLIENT 2016 New features and functionality in WorkZone Client 2016 The WorkZone Meeting module is added to WorkZone Client. You can view WorkZone meetings, including agenda items and documents, created for your Outlook appointments or meetings. You can also add, edit, or remove meeting agenda items and the documents saved on them. See Working with WorkZone meetings, Manage meetings and About fields on a meeting detail page. Prerequisite: To work with WorkZone meetings, you must have the WorkZone Meeting module installed. If you have administrative rights, you can configure and distribute document detail pages and contact detail pages. That is, you can add, remove, configure, resize, or reorder fields on the contact, document, or meeting detail page. For a contact detail page, you can also set default values and required settings for the fields. Later you can share your configuration of the detail pages with selected users, units, or the whole organization. See Configure and distribute a case, document, or contact detail page. For the document detail page, new fields, Acting unit, and Archiving form have been added to the available fields. You can configure the contact search page, document search page, or a meeting search page. That is, you can add, remove, configure, resize, or reorder fields displayed on the contact or document search page. See Configure a case, document, contact, or meeting search page. You can copy multiple selected documents to a case. See Copy multiple selected documents to a case. You can preview PDF-documents without having an Adobe reader installed. Prerequisite: To preview PDF-documents without an Adobe reader installed, you must use Internet Explorer 11. Interface changes and improved user experience The new fields Acting unit and Archiving form are added for a document detail page. When you select multiple cases or documents and edit them from a list, your selection remains after you have completed editing. This means that you can continue editing the items without selecting them again. WHAT W AS NEW IN WORKZONE CLIENT 2014 R2 (3. 1) New features and functionality The Actor sequences functionality has been added. When you work with processes, you can create an actor sequence, that is, a sequence of actors who will need to take action for a task. You can add contacts as actors to a sequence, specify their order in a sequence and the deadline for each of them to act. See Work with actor sequences, Create a new actor 5

6 WorkZone Client 2016 sequence, and Add, edit or remove actors in a sequence. You can also view all existing actor sequences in a list. See View existing actor sequences. Prerequisite: To work with actor sequences, you must have the Process module installed during the WorkZone Client installation. The Delegates and Delegate for detail tabs are added to the contact detail page. You can select other users or units to be your delegates and work with process tasks on your behalf. You can view lists of delegates and edit their role on the contact detail page, as well as view who the selected contact is a delegate for. See Add, edit or remove delegates for a contact and View who contact is a delegate for. Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation. You can create new cases with different properties based on the templates for different case categories defined in WorkZone Content Server. See Create a new case from a template. Prerequisite: To create new cases based on templates, you must have one or more case templates set up on the server. See Create case templates in WorkZone Client Developer Guide. You can configure the case search page according to your needs. That is, you can add, remove, configure, resize, or reorder fields displayed on the case search page. See Configure a case search page. When you search for cases, you can now specify multiple information or date criteria to search for. For example, you can select an information type or a date type and information or a date to search for. See Case search with multiple information or date criteria. The Distribute configuration feature has been updated. Now only users with administrative rights can distribute configuration to other users, units, or the whole organization, and clear the distributed configuration. See Distribute the WorkZone Client configuration and What can you do with the WorkZone Client configuration? Having administrative rights, you can now export or import the WorkZone Client configuration as a file. That is, you can save your configuration of WorkZone Client as a file in your file system, or you can load a configuration that was saved as such file. See Export and import configuration as a file. If you have administrative rights, you can configure and distribute case detail pages. That is, you can add, remove, configure, resize, or reorder fields on the case detail page and set default values for the fields. Later you can share this configuration with selected users, units or the whole organization. See Configure and distribute a case detail page. For the Party field, you can additionally configure party role and type. See Configure party role and type. 6

7 Online help Interface changes and improved user experience The new fields Party and Assistant are added for a case detail page. A new topic describing who and how can work with the WorkZone Client configuration has been added. See About WorkZone Client configuration. WHAT W AS NEW IN WORKZONE CLIENT 3. 0 New features and functionality The Followed feature is added to WorkZone Client. You can mark cases, documents, and contacts as your followed items and track any changes made for these items by other users. See Working with followed items. The End date and Post code columns now can be added to the list of contacts and parties. A new group button - Manage with Add to favorites, Remove from favorites, Follow and Unfollow options is added to the ribbon. A new group button - Attach is added to the ribbon for documents. The Attach document and Attach PDF document buttons are changed to options for the - Attach button. A new button - Edit is added for lists of cases and documents. You can now edit meta data for multiple items directly from a list. See Edit one or more item from a list. A new button - Export to Excel is added for lists. You can now export all information from a list and its items to an Excel document and edit this information in Excel. See Export a list to Excel. Prerequisites: The export to Excel functionality is supported with Microsoft Office 2013 only. To be able to export to Excel from WorkZone Client, you must select WorkZone for Excel during the WorkZone for Office installation. See WorkZone for Office Administrator's Guide. The Subscriptions feature is added to WorkZone Client. You can now create a subscription for your saved search lists and receive the notifications about new items on the lists you are subscribing to. You can view and partially edit your subscriptions in a Subscriptions list on the dashboard. See Subscribe to your saved search list and Manage your subscriptions. The Distribute configuration feature is added to WorkZone Client. You can distribute your configuration of WorkZone Client to the selected users or the whole organization, as well as to import the configuration distributed by someone else. See Distribute the WorkZone Client configuration and Import the WorkZone Client configuration. 7

8 WorkZone Client 2016 Prerequisite: To be able to distribute configuration to the entire organization, you must have the CONFIGADM access code. See the Online help for the Basic module in WorkZone Configuration Management. A new button - Share is added for your saved search lists, so that you can share them with selected users or the whole organization. See Share a search list. Prerequisite: To be able to share your saved search list, you must have the CONFIGADM access code. See the Online help to for the Basic module in WorkZone Configuration Management. A new button - Add related parties is added to the detail ribbon for case, document and contact detail pages. You can add to an existing party its relations, that is, additional contacts which are related to that party. You can later view the party relations with their roles from any list of parties. See Add or remove a party relation. A new button - Edit party role is added to the detail ribbon for case, document and contact detail pages. You can edit the party role of one or more parties displayed on the detail page. See Edit case party role, Edit document party role, or Edit contact reference role. Interface changes and better experience The lists on the navigation pane and the dashboard of WorkZone Client have been reconfigured. The lists that can be displayed on the navigation pane and the dashboard widgets in WorkZone Client are now defined on WorkZone Content Server and shared between the other WorkZone products, like WorkZone Explorer and WorkZone for Office. You can now quickly open any widget from your dashboard in a new tab and get the full view of its items by clicking this widget's title. Your changes to the size of dialog boxes WorkZone Client are remembered. The Close, Close all tabs and Close all but this options are added for multiple opened tabs. When you have more than one tab opened in WorkZone Client, you can select to close all tabs, close the active tab, or close all the tabs except the active tab. Improved searching: New search exist are added for Party, Reminder for, Information type and Date type fields on case, document, and contact search pages. This means that you can search for items with at least one party, reminder, information or date or with no parties, reminders, information or dates exist). New date interval fields Date from and Date to are added to case, document and contact search pages. This means that when searching for cases, documents, or contacts with the specific dates, you can specify the needed date interval. New predefined search filters are added for contact references. When you add a contact reference to a case or a document, you can search for a contact in 8

9 Online help the following lists: changed contacts, favorite contacts, followed contacts, reading list contacts or recent contacts. WHAT W AS NEW IN WORKZONE CLIENT 2. 3 You can now work with processes directly from WorkZone Client. See Working with processes. Prerequisite: To work with processes from WorkZone Client, you must have the Process module installed. A new button - Move to case is added to the ribbon for document lists. When you work with document lists, you can select multiple documents and move them to a new case. See Apply action to multiple selected list items and Move document to another case. A new Addresses detail tab is added to a contact detail page. You can manage multiple addresses and related fields (for example, the address type) for a specific contact directly from the contact detail page. See Add, edit or remove an address. You can now use the search unit on case and document search pages on contact search pages. This means that you can search for items related to you and your organizational unit. For example, you can search for cases with reminders to you by in the Reminder for field on the case search page. WHAT W AS NEW IN WORKZONE CLIENT 2. 2 The Notes module is added to WorkZone Client. You can create, edit, and view notes on cases or documents to record progress and actions in the case management process and to communicate with colleagues. See Working with notes. Prerequisite: To work with notes, you must have the Notes module installed. The Favorites feature is added to WorkZone Client. You can mark cases, documents, and contacts as favorites and work with lists of your favorite items. See Working with favorites. New features and improvements in searching for cases and documents: The searching by keywords functionality is re-introduced. You can search for cases and documents by keywords. You can search for cases and documents by reminder type. Note: You can search by active reminders only (that is, you cannot search by a closed reminder). You can search for cases and documents by party and party role to find all cases or documents where a contact is registered with a specific role. You can limit your search for cases by open cases or closed cases. The Search in field is added for case search page, so you can specify your search area by selecting to search in Open cases or Closed cases. 9

10 WorkZone Client 2016 The Edit read access and Edit write access dialog boxes have been changed to improve the performance. See Add or remove read access to a case, document or contact and Add or remove write access to a case, document or contact. The copy case feature is re-introduced. You can copy an existing case and reuse its meta data information and references. See Copy an existing case. The case, document, or contact icons are added to the case, document, and contact detail page. For documents, the icon on a detail page also reflects the type of document and its active or inactive (for example, archived, closed or locked) state. For items in inactive state, the icon is grayed out. Current and expired dates are highlighted in red in Reply date, Planned closing date and Reminder date fields for cases and documents. WHAT W AS NEW IN WORKZONE CLIENT 2. 1 The Add information on case/document/contact, Add dates on case/document/contact, Add reminders on case/document, Add keywords on case/document/contact, and keyboard navigation features have been re-implemented. For more information, see Add, edit or remove dates, Add, edit or remove reminders, Add or remove information, Add or remove keywords, Use keyboard navigation. Note: Searching by keywords is under development and will be included in the next version. The - Add button is added to the detail ribbon for Information, Dates and Reminders detail tabs. Keywords for cases, document and contact are now displayed and edited in meta data fields on detail pages. WHAT W AS NEW IN WORKZONE CLIENT 2. 0 WorkZone Client is now independent from Captia Web Client, and thus is released and installed separately. Performance improvements: WorkZone Client has been upgraded with a new configuration to improve the performance. Note: Some of the features are still in progress and will be released in version 2.1: Add information on case/document/contact, Add dates on case/document/contact, Add reminders on case/document, Add keywords on case/document/contact, keyboard navigation. You can now apply actions to multiple selected items in a list, and see on the ribbon's buttons the number of the selected list items to which these buttons' specific functions can be applied. For more information, see Apply actions to multiple selected list items. You need less mouse clicks to edit meta data fields on the detail pages. You can now edit any meta data field on the detail page just by clicking that field. The button is removed from the ribbon on detail pages (but it is still available on the detail ribbon). 10

11 Online help The - New search button with Case, Document, Contact drop-down items is added to the main ribbon. You can now perform a new search for cases, documents or contacts in less clicks. For more information, see Create a new search. The indication of a currently logged in user is added. When working in WorkZone Client, you can now see the name of a currently logged in user. More navigational icons for quick access to relevant dialog boxes are added in meta data fields. Filtering for case, document or contact references selection is added. When searching for case, document or contact references, you can now define the Search in area in which your search will be performed (for example, in all lists, or in a specific list). Your last used filter will be remembered and automatically selected in your next search of the same reference type. Facets are now available in both multiple and single selection, and are fully customizable. Facets now can be selected from any relevant field or dialog box. The autosuggestion for facet selection is added. As you type characters in the facet fields, matching values will be automatically suggested to you in a drop-down field. For more information, see Create a new case, step 2. The number of lists that can be displayed on tabs of the detail pages is updated. For more information, see Display tabs on the detail page. The - Explore button is added to the main ribbon for case detail pages and case lists. You can now open the case as a folder in Windows Explorer and see all documents on this case. For more information, see Open a case with Windows Explorer. Note: For case lists, the button is available only when a single case is selected. Temporary case classification is added. You can now register cases using the sj-temp case class and re-classify them later with a needed case class. Note: Temporary classification is disabled when sj-temp case class is marked as closed for case creation (a default setting) in WorkZone Content Server. WHAT W AS NEW IN WORKZONE CLIENT 1. 1 Cases, documents, and contacts which have been opened from any list are displayed in a new tab, with the ribbon and all its functionality available. You can now open a document from the list or from the detail page in the application which was used to create this document. The language bar is added. You can now change the display language of the user interface from any page of WorkZone Client. For more information, see Change the display language of WorkZone Client. The - Open in new tab button is added to the main ribbon. You can now open any document, case, and contact list in a new tab. For more information, see Open list in a new tab. 11

12 WorkZone Client 2016 The - Open results in new tab button is added. You can now open your search results in a new tab, with the main ribbon and all its functionality available. For more information, see Open search results in a new tab. The - Refresh button is added to the detail page of the documents, cases, and contacts. The - Reply button is added for documents. You can now reply to a document, and have case information automatically inserted to your reply document. For more information, see Reply to document. You can now create direct links to download and open the physical files of the documents directly from Microsoft Outlook. For more information, see Send document in an - as link. The - Preview PDF button is added for the detail page. You can now view content of a PDF document in the preview pane. For more information, see View PDF version. Keyboard navigation is implemented: Global keyboard shortcuts Keyboard navigation between areas Keyboard navigation in lists Keyboard navigation in the dialog boxes 12

13 Online help 3. Getting started with WorkZone Client Below you will find the links to basic functionality in WorkZone Client. GET TO KNOW THE USER INTERFACE Navigate the user interface About the dashboard About the navigation pane About detail pages About ribbons About ribbon buttons Customize the dashboard and navigation pane Customize tabs, columns and panels Use keyboard navigation SEARCH AND USE THE SEARCH RESULTS Learn how to search effectively CASES, DOCUMENTS, AND CONTACTS About cases and case types About documents and document types About contacts WORK WITH THE LISTS Open lists in a new tab Open case's, document's or contact's detail page from a list Work with multiple list items Edit an item from a list View list item in the preview panel Share a search list Subscribe to a search list Export a list to Excel ADVANCED HELP Save and reuse search lists Manage subscriptions Work with favorites 13

14 WorkZone Client 2016 Work with followed items Move document to another case Create a case reminder About access rights Work with the WorkZone Client configurations Import the configuration of other users Configure and distribute a case, document, or contact detail page Configure a case, document, contact, or meeting search page 14

15 Online help 4. Working with the user interface 4.1 Navigate the user interface Customize the dashboard and navigation pane Customize tabs, columns, and panels Use keyboard navigation Navigate the user interface The following describes how to navigate the user interface in WorkZone Client. ABOUT THE USER INTERFACE When you open WorkZone Client, the Home tab is displayed with the dashboard. Here you can see what the different parts of the user interface are called (click the image to enlarge it): About tabs Wherever you are in WorkZone Client, you will always see the Home tab at the top of the screen. The Home tab shows the navigation pane. When you start WorkZone Client, the dashboard is open by default. ABOUT DETAIL PAGES When you open, for example, a case, a document, a contact or a saved search, its detail page opens on a new tab. You can have multiple tabs with detail pages open simultaneously, and you can work on multiple items at the same time. 15

16 WorkZone Client 2016 Meta data panel The meta data panel on the detail page shows the meta data fields related to the case, the document or the contact. Use the divider to display more or fewer fields on the meta data panel. Having administrative rights, you can configure the case detail page, that is, to add, remove, resize, or reorder the displayed meta data fields. See Configure and distribute a case detail page. Detail tabs on the detail pages At the bottom of each detail page for a case, document, or a contacts, there are detail tabs, each of which has a small ribbon with relevant features. For example, if you have a case detail page open, the detail tabs display detail lists of the documents and contacts linked to this case. For searches, the list of search results is displayed. You can determine which detail tabs you will see. For more information, see Display tabs on the detail page. ABOUT RIBBONS Each tab and detail tab has a ribbon that contains buttons for the functions you can perform. This means that when you open a case on a tab, only functions relevant to cases are displayed, and when you open a document on a tab, only functions relevant to documents are displayed. You can view a document or a contact in a preview panel by clicking ribbon (that is, the detail ribbon). on the detail tab's Tips: You can minimize the main ribbon so that you only see the icons. This gives more space to view the content on the tab. To do this, double-click the tab's title. To maximize the main ribbon, double-click the tab's title again. 16

17 Online help If not all icons are displayed on the ribbon, do one of the following: Mouse-click and then scroll with your mouse to see the hidden icons. -Or- Change your screen resolution to fit all the icons. ABOUT RIBBON BUTTONS The following buttons are available on the main ribbon and the detail ribbon: - Case (on the main ribbon only): opens the New Case tab. - Contact (on the main ribbon only): opens New contact tab. - Word (on the main ribbon only): opens new Word document. - Document (on the main ribbon only): opens the list with the following options: New information: opens New information tab. Import document: opens Import document tab. Excel: opens a new Excel spreadsheet. PowerPoint: opens a new PowerPoint document. - Personalize (on the main ribbon from the dashboard only): opens the Dashboard setup dialog box. - Edit: opens relevant edit dialog box, list with edit options to select from, or opens the selected item in the edit mode. - Delete: deletes the selected item(s). - Share (for search lists and search pages only): opens the Share search dialog box. - Subscribe (for search lists and search pages only): opens the drop-down list with the following options: Daily Once per 4 hours Weekly - Refresh: reloads the information on current page. 17

18 WorkZone Client Open in new tab (on the main ribbon only, for search lists under the navigation pane) - opens the selected list in a new tab. - Export to Excel (for lists only) - opens a new Excel spreadsheet and exports all information from the selected list and its items. - Preview: opens relevant information (for example, documents, parties, case text) of the selected item in a preview panel. - Explore (for case detail pages and case lists only): opens the current case as a folder in Windows Explorer. - Manage: opens the drop-down list with the following options: Add to favorites: adds the selected item to your favorites. Remove from favorites: removes the selected item from your favorites. Follow: adds the selected item to your followed. Unfollow: removes the selected item from your followed. - Link: sends selected item in an as a link. - Process (on the main ribbon only): opens the drop-down list with the following options: Submission (Basis): opens the Start submission dialog box. Hearing (Basis): opens the Start hearing dialog box. - Settings (on the main ribbon only): opens the list with the following options: Reset configuration. Import configuration. Set as default client. Distribution (displays for users with administrative rights only): opens the drop-down list with the following options: Prepare for distribution. Clear distributed configuration. Import/Export (displays for users with administrative rights only): opens the drop-down list with the following options: Import from file. Export to file. 18

19 Online help Actor sequences: opens the drop-down list with the following options: View existing sequences. Create a new sequence. - Help (on the main ribbon only): opens the online help for the current version of WorkZone Client. - New search (on the main ribbon only): opens the drop-down list with the following items: Case: opens a Case search page in a new tab. Document: opens a Document search page in a new tab. Contact: opens a Contact search page in a new tab. - Add (on the main ribbon, from the actor sequences view only): creates a new actor sequence. - Save (on the main ribbon only): Saves performed changes. On a search page - saves search result. - Search (on the main ribbon, from the search pages only): performs a search using the inserted search value(s). - Clear (on the main ribbon, from the search pages only): deletes the inserted search value(s). - Cancel: reverts performed changes and closes the edit mode. - Copy (on the main ribbon, from document detail pages only): copies the selected document. - Copy (on the main ribbon, from case detail pages only): copies the selected case. - Close (on the main ribbon, from case detail pages only): closes the selected case. - Notes (on the main ribbon, from case detail pages and document detail pages only): opens the Notes pane. - Reopen (on the main ribbon, from case detail pages only): reopens the selected closed case. 19

20 WorkZone Client Change (for documents only): opens the drop-down list with the following options: Release personal draft. Lock. - Reply (for documents only): creates a reply to the selected document in a new Word document. - Archive (for documents only): changes the document state to Archived. - Open (for documents only): opens the selected document in the application which was used to create it. - Preview PDF (for documents only): displays the PDF version of the document (if relevant) in a preview panel. Note: PDF documents or documents with a PDF version will be displayed in Adobe Reader. If no PDF version exists, the document will not be displayed. - To case (for documents only): opens the case of the selected document. - To main document (for documents only): opens the main document of the selected document. - Move to case (for documents and document lists only): moves the selected document or documents to another case (that is, opens the Move document dialog box). - Create PDF (for documents only): creates a PDF version for the selected document. - Attach (for documents only): opens the drop-down list with the following items: Attach document: sends the selected document in an as an attached file. Attach PDF (for PDF documents only): sends the selected PDF document in an as an attached file. Detail ribbon's buttons The following buttons are available on the detail ribbon only: 20

21 Online help - Add new: adds new reference (that is, opens the corresponding reference dialog box). - Add: adds new information, address, date, or reminder item (that is, opens the corresponding dialog box). - Add related parties (for contacts only) : adds party relation (that is, opens the corresponding dialog box). - Set as default address (for contacts only): sets the selected address to be the default address for a contact. - Reorder actors (for actor sequences only): reorders actors in the selected actor sequence (that is, opens the corresponding dialog box). - Remove: removes selected item. Tip: When you select items in a list, the ribbon's buttons that can be applied to multiple items (for example,,, and so on) have a red number marking. This is the number of the selected items to which specific button's functions can be applied. For more information, see Apply actions to multiple selected list items. ABOUT THE NAVIGATION PANE From the navigation pane, you can easily navigate around WorkZone Client. The navigation pane is visible by default, but you can hide it. The panels that are displayed on the navigation pane contain some of the most commonly used lists and your own saved searches. These lists are defined and configured on WorkZone Content Server. By default, the navigation pane displays the following panels: Dashboard Cases Documents Contacts Other Predefined search lists on the navigation pane Each panel in navigation pane contains additional standard lists. For example, the Cases panel displays the following lists by default: Open cases Cases with reminders 21

22 WorkZone Client 2016 Unit's open cases Unit's cases with no case handler Cases with no case handler and unit Favorite cases When you click on one of these lists, the search for selected list is performed automatically and the result is displayed on your dashboard. You can use the buttons on the ribbon to perform various operations on the search results. Tips: o o You can easily open any list from the navigation pane in a new tab by clicking the title of the list with a mouse-scroll button. You can add more lists or change the order of panels by customizing the navigation pane. For example, you can add to the navigation pane a list of your Followed cases (or documents, or contacts), Reading list cases (or documents), Changed cases (or documents, or contacts). Reading lists and changed lists Reading list (for cases and documents) - on this list you can see the items that you should be aware of. For example, if someone creates an item with you as the case handler, or if someone assigns you as the case handler for an existing item, and you did not see this item yet this item will appear on your reading list. After you open this item, it will disappear from the reading list. Changed list (for cases, documents, and contacts) -When any other user except you changes or updates an item that you follow, for example, changes one or more of this item's meta data fields, adds or remove its references, and so on, this item will appear on your list of Changed cases, Changed documents or Changed contacts. After you open this item, it will disappear from the changed list. ABOUT THE DASHBOARD The dashboard is a start page of WorkZone Client. It provides you with an overview and easy access to lists. The lists are displayed in panels on the dashboard in the form of widgets. If you want to add other widgets, or change their location, you can arrange widgets on the dashboard. ABOUT THE PREVIEW PANEL When a case, a document or a contact is displayed on a list, you can quickly see part of the content and references in a preview panel. The preview panel contains different information depending on whether you open a case, a document or a contact. For a case, the following information is displayed: 22

23 Online help The case text. Lists of case documents and parties. For a document, the following information is displayed: Lists of parties and supplementary documents. Content of the document (if there is a PDF version). For a contact, the following information is displayed: Lists of addresses, contact references, case references and documents. Tip: See also Customize the preview panel and View a list item in the preview panel. 4.2 Customize the dashboard and navigation pane You can personalize the user interface of WorkZone Client to suit your daily needs in the best way. CUSTOMIZE THE DASHBOARD Arrange widgets on the dashboard You can view the most common lists in WorkZone Client, as well as your saved or shared lists, in a form of widgets displayed on the dashboard. You can select which widgets to display and arrange their positions. Note: The common lists that you can add as widgets are defined and configured on WorkZone Content Server. 1. On the Home tab, click Dashboard > in the Dashboard group. The Dashboard setup dialog box is displayed. The first column shows the widgets that you can add and the next columns shows the currently displayed widgets (that is, widgets that are already available from your dashboard). 2. Drag and drop the widgets to the desired positions. Tip: Double-click the currently displayed widgets to remove them from the dashboard. 3. Click Save. Tip: Click Reset to discard your changes and return to the default configuration of the dashboard. EXAMPLE You want to see a list of your cases created within the last week on the dashboard. 23

24 WorkZone Client Perform a search for cases with you as a case handler and with the created date within the last week (type -7 in the field). 2. Save the search. 3. On the Home tab, click Dashboard > in the Dashboard group. The Dashboard setup dialog box is displayed. 4. Open My lists and drag your saved search from step 2 to the dashboard. 5. Click Save. On the Dashboard, you can now see the search that shows your cases that you have created within the last week. CUSTOMIZE THE NAVIGATION PANE The panels that are displayed on the navigation pane contain some of the most commonly used lists and your own saved searches. These lists are defined and configured on WorkZone Content Server. You can add more lists or change the order of panels by customizing the navigation pane. 1. On the Home page, point the mouse at the top of the navigation pane. 2. Click. The Available lists pane is displayed. The first column shows the currently displayed widgets (that is, already available from your navigation pane) and the next columns show the widgets that you can add. 3. Drag and drop the available lists to the desired position on the navigation pane. Tip: Double-click the currently displayed panels to remove them from the navigation pane. 4. Click Apply to save your changes. Tip: Click Reset to discard your changes and return to the default configuration of the navigation pane. Hide the navigation pane You can hide the navigation pane by clicking the arrow in the top of its divider (that is, in the right corner of the navigation pane). CHANGE THE DISPLAY LANGUAGE OF WORKZONE CLIENT You can change the display language of the user interface in WorkZone Client. 1. Click the language bar icon in the bottom right corner of the dashboard. The language menu with available languages is displayed. 2. Select the language which you want to use as a display language. The WorkZone Client is reloaded. The settings and the user interface labels are displayed in the selected language. 24

25 Online help 4.3 Customize tabs, columns, and panels You can personalize the user interface to suit your daily needs. VIEW MORE OR FEWER FIELDS ON THE DETAIL PAGES You can determine how many fields you will see on a tab. By default, the most commonly used fields are displayed. You can scroll down by dragging the scroll bar to see the other fields. You can use the divider as follows: Drag the divider up or down and drop it in the desired position. Point to the divider with the mouse and click on the up arrow or down arrow to see more or fewer fields. Note: WorkZone Client remembers the divider's location until you log off. This means that if you change the divider's position, the position is remembered the next time you open WorkZone Client. DISPLAY OR HIDE COLUMNS ON LISTS You can decide which columns you want to see on the lists, and change their order. For example, you can move the columns you use most often furthest to the left, and remove columns you do not need. Add or remove columns to display 1. Open the list. 2. Right-click the line with column names. The column selector is displayed. 3. Add columns by selecting the check boxes. -Or- Remove columns by deselecting the check boxes. Tips: Drag and drop the columns to the desired positions. Resize the columns in a list by dragging the arrow on the right edge of the column. Click Reset columns to restore the default configuration of columns in a list. Change the order of detail tabs 1. Open a detail page, for example, the case detail page. 2. Point the mouse at the detail tabs and click. The tab selector is displayed. Available tabs are shown on the left in red. Used tabs are displayed on the right in green. 3. Drag and drop the tabs to the desired position. 4. Click Save. 25

26 WorkZone Client 2016 CUSTOMIZE THE PREVIEW PANEL The preview panel provides a preview of an item on a list. When you have selected, for example, a case in a list and click, the case is displayed in the preview panel. You can decide which panels you want to see in the preview panel and the order in which they will be displayed. 1. Open a list, that is, My open cases. 2. Click a case. 3. Click on the ribbon. The case is displayed in the preview panel. 4. Point the mouse to the top right of the preview panel. 5. Click. In a new window, the available panels are displayed on the left in red, and the used panels are shown on the right in green. 6. Drag and drop the panels to the desired position. 7. Click Save to save the personalization. DISPLAY LISTS ON THE DETAIL PAGE You can choose to display one or more of the following lists on the tabs of the detail pages: Case detail page: All main documents and supplementary documents Case references Child cases Contact reference history Dates Documents Document reference history Document references Information Life cycle Main documents' history Parent cases Parties Reminders Document detail page: 26

27 Online help Authors Case reference history Case references Contact reference history Dates Document references Information Life cycle Supp. documents Parties Reminders Contact detail page: Addresses Delegates (displayed for employees and units only) Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation. Delegates for (displayed for employees and units only) Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation. Case reference history Case references Contact reference history Contact references Dates Documents Document reference history Information Life cycle You can also change the order of tabs on the detail pages in these lists. 4.4 Use keyboard navigation You can use your keyboard and a lot of useful keyboard shortcuts to navigate in WorkZone Client. 27

28 WorkZone Client 2016 USE GLOBAL KEYBOARD SHORTCUTS The following global keyboard shortcuts apply to WorkZone Client: Shortcut Action Main ribbon Detail ribbon Ctrl+S Ctrl+Shift +S Save Ctrl+R Ctrl+Shift+R Refresh - Ctrl+Shift+N Add item to a list Esc Cancel (in dialog boxes only) Ctrl+Shift+F Create a new case search Ctrl+Shift+D Create a new document search Ctrl+Shift+C Create a new contact search Ctrl+Enter Perform a search Right Arrow key, Enter Expand list for selected item (if available) Left Arrow key Collapse list for selected item (if available) NAVIGATE BETWEEN AREAS You can navigate between items in the different areas of the user interface. 1. Press Alt+Q to activate area selection for keyboard navigation. Numbers and letters are displayed in user interface to indicate the area you can navigate to with the keyboard. Note: To deactivate area selection for keyboard navigation, mouse click or press Esc. 2. Press a number or a letter of an area in which you want to navigate with the keyboard. EXAMPLE: Press 3 to navigate to the navigation pane on the Home tab. 28

29 Online help A color mark indicates that the selected area is active for keyboard navigation. You can also navigate between different areas using the following keyboard shortcuts: Shortcut Tab Shift+Tab Ctrl+Right Arrow key Ctrl+Left Arrow key Action Move forward between fields in the selected area. Move backward between fields in the selected area. Select the next area on the page. If you have not selected any area yet, the first area on the page will be selected. Select the previous area on the page. If you have not selected any area yet, the last area on the page will be selected. NAVIGATE IN AN AREA Use the following keyboard shortcuts to navigate between the items in the selected area: Shortcut Up/Down Arrow keys Right/Left Arrow keys Enter Action Toggle between the vertically aligned items in the selected area. Expand/collapse a hierarchy. Activate the selected button or item. NAVIGATE IN LISTS To navigate in lists with the keyboard, you can use the following shortcuts: Shortcut Down Arrow key Up Arrow key Page Down Page Up Enter P Ctrl+A Home End Ctrl+Down Arrow key Ctrl+Up Arrow key Ctrl+Space Ctrl+Home Ctrl+End Action Select next list item. Select previous list item. Display the next page of the list. Display the previous page of the list. Open the selected list item in a new tab. Display/hide the preview panel for the selected list item. Select/deselect all list items on current page. Select the first list item on current page. Select the last list item on current page. Highlight next list item. Already selected list items remain selected. Highlight previous list item. Already selected list items remain selected. Select highlighted list items. Goes to the first page. Goes to the last page. 29

30 WorkZone Client 2016 Shortcut Shift+Down Arrow key Shift+Up Arrow key Action Select the next list item. Already selected list items remain selected. Select previous list item. Already selected list items remain selected. Tip: You can also navigate in the lists displayed in the preview panel or in the detail lists on a detail page. NAVIGATE IN THE DIALOG BOXES For keyboard navigation in the dialog boxes, you can use the following shortcuts: Shortcut Alt+Q Tab Shift+Tab Action Activate area selection for keyboard navigation. Move forward between fields or buttons in the selected area of a dialog box. Move backward between fields or buttons in the selected area of a dialog box. Ctrl+Right Arrow key Select the next area on the page. If you have not selected any area yet, the first area in a dialog box will be selected. Ctrl+Left Arrow key Select the previous area on the page. If you have not Ctrl+S selected any area yet, the last area in a page will be selected. Save changes and close the dialog box (same as clicking Save or ). Esc When the focus is on the search form elements close the dialog box. When the focus is on a list close the dialog box. When the focus in on a list item move focus to the list. Down/Up Arrow key (for fields with selectable items) Open a drop-down list for current field. In the Add case/document/contact references dialog boxes, you can also use the following keyboard shortcuts: Shortcut Action Ctrl+Shift+Down Arrow key Display the Advanced search fields. Ctrl+Shift+Up Arrow key Hide the Advanced search fields. Ctrl+Enter When the focus is set on the search form elements 30

31 Online help Shortcut Enter Action perform a search. When the focus is set on a list highlight the first item in a list. When the focus is set on a list item add this item to another list. Down/Up Arrow key (for lists) When the focus is set on a list scroll down/up the list. When the focus is set on a list item move to the next/previous item in a list. 31

32 WorkZone Client Working with cases 5.1 About cases and case types Manage cases About fields on a case detail page Edit information on a case About cases and case types A case in WorkZone Client corresponds to a physical case or a case folder. The purpose of a case is to gather all information related to this case in one place. A case is unique and has a unique case number. A case can refer to the other cases, that is, to have links to the other cases as case references. For example, a case can refer to other cases with similar precedents or projects. Cases can have hierarchy of a parent case with one or more of the child cases. For example, a case can have child cases if they contain information closely related and subordinated to the original case. Closed cases are inactive. However, they can be re-opened. See Re-open a closed case. DESKTOP CASE Each user has a so-called desktop case. If you create documents without immediately saving them on a case, they are automatically saved on your desktop case. You can also save documents directly to your desktop case. Such documents do not get a "real" document number, but they get a document number "0". If you move these documents to a real case, they get a real document number. The case number of the desktop case has the following format: "SJ-STD-<USERNAME>". For example, for a user "LOF" the case number of a desktop case will be "SJ-STD-LOF". The desktop case's title is "Desktop - <USERNAME>". For example, "Desktop - LOF". The desktop case has the restriction that you cannot close it. 5.2 Manage cases 32

33 Online help CREATE A NEW CASE 1. Click in the Create new group. A new case detail page opens in a new tab. 2. Fill in the required fields. If facetted classification is installed as a part of the WorkZone Content Server installation, facet fields are displayed. Select the facets in one of the following ways: Click the facet field, and then select a value from the list. Click the icon in the right corner of a facet field to open the Select <name of a facet> dialog box, and then select facets. 3. Click. CREATE A NEW CASE FROM A TEMPLATE You can create case templates with different case types and properties. Prerequisite: To create cases from a template, you must have one or more case templates set up on the server. For more information, see Create case templates in WorkZone Client Developer Guide. 1. Click in the Create new group. If only the default case template exists on the server, a new case detail page will open based on a standard template. -Or- If more than one case template is set up on the server, a list of available case templates will be displayed. Select a case template from a list. A new case detail page will open based on the selected template. 2. Fill in the required fields. 3. Click. EDIT A CASE You can edit information on a case until the case is closed. If you need to edit a closed case, you must reopen the case. 1. Open the case that you want to edit. 2. Click the field that you want to edit. 33

34 WorkZone Client Make your changes. See also About fields on the case detail page. 4. Click. Tip: You can also edit some fields when the case is displayed in a list of other cases. For more information, see Edit item from a list. CLOSE A CASE 1. Open the case that you want to close. 2. Click in the Manage group. The case is closed as of today, and today's date is automatically inserted in the field Closed date. Important: You cannot add new documents or parties to a closed case. Except for Reminders, you cannot edit information on a closed case. You need to reopen this case first. You cannot copy a closed case. REOPEN A CLOSED CASE 1. Open the case that you want to reopen. 2. Click in the Manage group. The case is reopened, and the field Closed date is empty. COPY AN EXISTING CASE You can copy an existing case and reuse its information and existing references, for example, you can reuse case parties, case and contact references, dates and information. You cannot copy a closed case. 1. Open the case that you want to copy. 2. Click in the Manage group. The Copy references dialog box opens with a list of references from the original case. 3. Select the references that you want to copy from the original case. 4. Click Copy. A new tab opens with the selected references copied from the original case to a copied case. 34

35 Online help 5. If needed, make changes to the copied case. 6. Click Save. VIEW THE LIFE CYCLE OF A CASE Life cycle shows the progress of a case since it was created. That is, you can see: When the State field has been updated. When the case handler changed. When the case was closed. When the case was reopened. 1. Open the case for which you want to view the life cycle. 2. From the detail tabs, open the Life cycle tab. EDIT CASE STATE Case state shows, for example, whether a case is new, pending, or archived. 1. Open the case for which you want to edit the case state. 2. Click the State field, and select a state from the list, for example, Pending. 3. Click. SEND A CASE IN AN You can send a link to a case in an . Prerequisites: You must have WorkZone for Office installed. The recipient must have access to WorkZone Client to see the case. 1. Open the case to which you want to send a link. 2. Click in the Mail group. A new message opens in Microsoft Outlook with a link to the case in WorkZone Client. 3. Add a recipient and click Send. OPEN A CASE WITH WINDOWS EXPLORER You can open a case as a folder in Windows Explorer and see the content of a case. See User's Guide for WorkZone Explorer. Prerequisite: You must have WorkZone Explorer installed and configured. 35

36 WorkZone Client Open the case that you want to open with Windows Explorer, or select the case from a list. 2. Click in the View group. The selected case opens as a folder in Windows Explorer. 5.3 About fields on a case detail page You can see the following fields on a case detail page: Field Title Case group Child case group Case handler Responsible unit Case type State Description A case title. The content of this field is defined by your organization. The content of this field is defined by your organization. The name of the user who created the case is entered here by default. You can assign a different case handler. The organizational unit of the current user is automatically inserted. You can change the unit by selecting a different unit from the list. The content of this field is defined by your organization. The available case states are defined by your organization. 36

37 Online help Case text Created date Planned closing date Closed date Created by Previous case number Keywords Read access Here you can enter, for example, a description of the case, or comments on the progress of the case handling. The creation date of the case is entered automatically. This field cannot be edited. The date the case is expected to be closed. Enter the date on which the case is closed. The name of the user who created the case is entered automatically. If you work with cases that run over several record periods, you create them in each new record time. Enter the case number from the previous record period in this field. You can enter keywords from your organization's dictionary on cases, documents and contacts. Here you can define who can see the case. Tip: Read access was called "Access Code" in Captia Web Client. Write access Here you can define who can edit the case. Tip: Write access was called "Update Code" in Captia Web Client. Acting unit The acting unit is the organizational unit responsible for carrying out the case handling (as opposed to the responsible unit that is responsible for the case handling). Notes: When facetted classification is installed as a part of the WorkZone Content Server installation, relevant facets fields will be added to the case detail page. See Create a new case, step 2. If you have administrative rights, you can configure fields displayed on the case detail pages. See Configure a case detail page. 37

38 WorkZone Client Edit information on a case ADD OR REMOVE CASE PARTIES You can add on a case one or more contacts, that is, case parties. Add a party to a case 1. On the case detail page, open the Parties tab from the detail tabs. 2. Click. The Add contact references dialog box opens. 3. Specify your search criteria in one or more of the following ways: Enter a text in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 4. Click Search. 5. Double-click the contacts you want to add. 6. Select a role in the Role field. 7. Click Save. Remove a party from a case 1. On the case detail page, open the Parties tab from the detail tabs. 2. Select the check box next to the parties that you want to remove. 3. Click. EDIT CASE PARTY ROLE 1. On the case detail page, open the Parties tab from the detail tabs. 2. Select one or more parties to edit role for, and click. The Edit party role dialog box opens. 3. Select a different party role in the Party role field. 4. Click Save. ADD OR REMOVE CASE DOCUMENTS A case document is a document saved on this case. You can save on a case different types of documents, and remove them later. 38

39 Online help Add a new case document When you create a new document from the case detail page, this document automatically becomes a case document on this case. 1. Open the detail page of a case to which you want to add a new case document. 2. Create a new document. TIP: YOU CAN CREAT E SEVERAL T Y PES OF DOCUMENT S. F OR MORE INFORMAT ION, SEE: Create a new Word document Create a new Excel document Create a new PowerPoint document Create document information Import document 3. Click. Tip: Click, if the document does not appear immediately. Remove a case document from a case 1. On the case detail page, open the Documents tab from the detail tabs. 2. Select a case document that you want to remove from this case, and click Move ADD OR REMOVE PARENT OR CHILD CASES Add a parent or child case 1. Open the detail page of a case to which you want to add a parent or a child case. 2. From the detail tabs, open the Child cases tab or Parent cases tab. 3. Click. The Add child case references dialog box opens. 4. Specify your search criteria in one or more of the following ways: Enter a text in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. 39

40 WorkZone Client Double-click the cases that you want to add. 7. Click Save. Remove a parent or a child case: 1. Open the detail page of a case from which you want to remove a parent or a child case. 2. From the detail tabs, open the Child cases or Parent cases tab. 3. Select the cases that you want to remove. 4. Click. ADD OR REMOVE CASE REFERENCES A case reference is a link to another case, which may be relevant to the case handling of the current case. For example, case references could be cases which have created a precedent or principle decisions. Add a case reference 1. Open the detail page of a case to which you want to add a reference. 2. From the detail tabs, open the Case references tab. 3. Click. The Add case references dialog box opens. 4. Specify your search criteria in one or more of the following ways: Enter a text in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. 6. Double-click the cases that you want to add. 7. Click Save. Remove a case reference 1. Open the detail page of a case from which you want to remove a case reference. 2. From the detail tabs, open the Case references tab. 3. Select the case references that you want to remove. 4. Click. 40

41 Online help ADD OR REMOVE KEYWORDS You can use keywords, for example, for classification and retrieval of cases. 1. Open the detail page of a case to which you want to add or remove a keyword. 2. Do one of the following: To add a keyword: enter a keyword in the Keywords field. -Or- To remove a keyword: delete a keyword in the Keywords field. 3. Click. Notes: If your organization uses a dictionary, you can only select keywords from this dictionary. If you enter words that are not in the dictionary, you will get an error message when you try to save. If your organization does not use a dictionary, you can create your own keywords. ADD OR REMOVE DOCUMENT REFERENCES A document reference is a link to another document that may be relevant to the current case handling. Add a document reference 1. Open the detail page of a case to which you want to add a document reference. 2. From the detail tabs, open the Document references tab. 3. Click. The Add document references dialog box opens. 4. Specify your search criteria in one or more of the following ways: Enter a text in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. 6. Double-click the documents that you want to add. 7. Click Save. 41

42 WorkZone Client 2016 Remove a document reference 1. Open the detail page of a document from which you want to remove a document reference. 2. From the detail tabs, open the Document references tab. 3. Select the document references that you want to remove. 4. Click. ADD, EDIT OR REMOVE INFORMATION The information you can add to a case is determined by your organization. An item of information consists of two parts: An Information type field - the information's name or type, for example, Error. An Information value field, that can be used, for example, to register the specific type of error. Add information 1. Open the detail page of a case to which you want to add information. 2. From the detail tabs, open the Information tab. 3. Click. The Add information dialog box is displayed. 4. Select the Information type and fill in the Information value field. 5. Click Save. Edit information 1. Open the detail page of a case where you want to edit information. 2. From the detail tabs, open the Information tab. 3. Double-click the information item that you want to edit. The Edit information dialog box is displayed. 4. Make your changes and click Save. Remove information 1. Open the detail page of a case where you want to remove information. 2. From the detail tabs, open the Information tab. 3. Select the information items that you want to remove. 4. Click. 5. Click Yes in the confirmation dialog box. 42

43 Online help ADD, EDIT OR REMOVE DATES The dates you can add to a case are determined by your organization. A date item consists of two parts: A Date type - the date's name or type. For example, when an error has occurred. A Date field. Add a date 1. Open the detail page of a case to which you want to add a date. 2. From the detail tabs, open the Dates tab. 3. Click. The Add date dialog box is displayed. 4. Select the Date type and fill in the Date field. 5. Click Save. Edit date 1. Open the detail page of a case to which you want to edit a date. 2. From the detail tabs, open the Dates tab. If relevant, see Display tabs on the detail page. 3. Double-click the date that you want to edit. The Edit date dialog box is displayed. 4. Make your changes and click Save. Remove date 1. Open the detail page of a case from which you want to remove a date. 2. From the detail tabs, open the Dates tab. 3. Select the dates that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD, EDIT OR REMOVE REMINDERS The reminders you can add to a case are determined by your organization. A reminder item consists of the following parts: A Date field - the date when reminder will apply. A Reminder for field - the recipient of a reminder. A Reminder type field - the text to be displayed on the reminder. 43

44 WorkZone Client 2016 A Reminder closed field - you can close a reminder, for example, when you start working on a case which you have been reminded of. Note: Closed reminders (that is, with a P, Closed state) will not appear in your search results if you search for reminders. A Reminder text field - the text to be displayed on the reminder. Add reminder 1. Open the detail page of a case to which you want to add a reminder. 2. From the detail tabs, open the Reminders tab. If relevant, see Display tabs on the detail page. 3. Click. The Add reminder dialog box is displayed. 4. Fill in the fields: Date - type or select the date using the calendar. Reminder for - select a recipient of the reminder. Reminder type - select a reminder's type. Reminder closed - select P, Closed to close the reminder. Reminder text - enter the reminder text (optional). 5. Click Save. Edit reminder 1. Open the detail page of a case to which you want to edit a reminder. 2. From the detail tabs, open the Reminders tab. If relevant, see Display tabs on the detail page. 3. Double-click the reminder that you want to edit. The Edit reminder dialog box is displayed. 4. Make your changes and click Save. Remove reminder 1. Open the detail page of a case from which you want to remove a reminder. 2. From the detail tabs, open the Reminders tab. 3. Select the reminders that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. 44

45 Online help ADD OR REMOVE READ ACCESS TO A CASE You can add or remove read access to cases for employees and groups. When you put an access restriction on a case, by default the restriction applies to all the case's documents. This means that only users who are members of one of the groups with read access will have access to the case, document or contact, as well as to its documents or contacts. For more information, see Add or remove read access to cases, documents and contacts. ADD OR REMOVE WRITE ACCESS TO A CASE You can add or remove write access to cases for employees and groups. When you put an access restriction on a case, by default the restriction applies to all the case's documents. Note: You should always assign yourself write access. If you do not, your changes to the write access cannot be saved. For more information, see Add or remove write access to cases, documents and contacts. 45

46 WorkZone Client Working with documents 6.1 About documents and document types Manage documents About fields on a document detail page Edit information on a document Document actions About documents and document types WorkZone Client distinguishes between different types of documents. A document can be associated to a case as a Main document. A main document can have several Supplementary documents. Supplementary documents are documents that can clarify aspects of the main document and are part of the case handling. At the same time, many cases may refer to the same document. The relationship between a case and a document is called a document reference. MAIN DOCUMENTS A main document is a document that has one or more supplementary documents attached to it. A document becomes a main document when the Main Document field is empty. SUPPLEMENTARY DOCUMENTS Supplementary documents contain information that is important for the progress of the case and illustrate various aspects of the main document. A document can only be a supplementary document to a one other document (that is, its main document). The ID number and title of the main document is displayed in the Main Document field on the supplementary document's detail page. Many other documents can refer to a document that serves as a supplementary document. Create a supplementary document When you create a Word, Excel or PowerPoint document, you indicate that the document is a supplementary document by selecting the ID number of the main document in the Main Document field on the Document Registration pane in the Microsoft Office application. When you create a document by importing it or creating document information, you indicate that it is a supplementary document by specifying the ID number of the main document in the Main Document field on the document's detail page. See also Create a new document. 46

47 Online help Note: You cannot make an existing document into a supplementary document and you cannot move a supplementary document from one main document to another. DOCUMENT REFERENCES The document references are related to a case documents, that can provide additional information for the case handling, but they are not a part of the actual case handling. See also Add or remove document references. 6.2 Manage documents CREATE A NEW DOCUMENT You can create different document types in the Create new group on the ribbon. If you create a document from the case detail page, the new document is automatically saved on this case. If you create a document from the Home tab, for example, the document is automatically created on your desktop case, unless you choose another case. Create a Word document 1. Click in the Create new group. Microsoft Word opens and the New window is displayed. 2. Possibly select a template. 3. Click OK. A new Microsoft Word document opens. 4. Add content to your document. 5. Fill in the fields in the Document Registration pane. Tip: For help with document registration, see Register document information in the online help for WorkZone for Office. 6. Click Save on Case. Create an Excel document 1. Click in the Create new group and select Excel. Microsoft Excel opens and the New window is displayed. 2. Possibly select a template. 3. Click OK. A new Microsoft Excel worksheet opens. 4. Add content to your document. 5. Fill in the fields in the Document Registration pane. 47

48 WorkZone Client 2016 Tip: For help with document registration, see Register document information in the online help for WorkZone for Office. 6. Click Save on Case. Create a PowerPoint document 1. Click in the group Create new and select PowerPoint. Microsoft PowerPoint opens and the New window is displayed. 2. Possibly select a template. 3. Click OK. A new Microsoft PowerPoint presentation opens. 4. Add content to your document. 5. Fill in the fields in the Document Registration pane. Tip: For help with document registration, see Register document information in the online help for WorkZone for Office. 6. Click Save on Case. CREATE A DOCUMENT INFORMATION (NEW INFORMATION) You can create document information without the associated document. 1. Click in the Create new group and select New information. The new document opens on a new tab. 2. Fill in the required fields. 3. Click in the Edit group. Your newly created document is now displayed under Documents > Today on the navigation pane. IMPORT A DOCUMENT You can add a document outside WorkZone Client to your case. For example, a scanned document. 1. Click in the Create new group and select Import document. The Import document tab will open. 2. Click Browse under Import document and select the document. 3. Fill in the fields. 4. Click in the Edit group. 48

49 Online help EDIT A DOCUMENT You can edit a document until the document is locked or archived. Prerequisites: You can only edit documents of the type Word, Excel and PowerPoint. The documents must have the state Personal draft or Draft. Edit a document 1. Open the document detail page or select this document from a list. 2. Click in the group View. The document opens in the application in which it was created, for example, Microsoft Word. 3. Make your changes. If needed, make changes in the Document Registration pane. 4. Click Save on Case. EDIT DOCUMENT STATE Document state shows what you can do with the document - who can see and edit it, and what can be edited. The document state is reflected in the document's life cycle. A document can have the following states: Personal draft - UP. Can be viewed, edited and deleted by the creator only. To allow other employees view, edit and delete your personal draft document, you must release it (Change > Release personal draft). Draft - UÅ. Can be viewed, edited and deleted by anyone. Locked document - UL. The document itself cannot be edited by anyone, but document information can be edited by anyone. Archived - ARK. The document itself cannot be edited by anyone, but document information can be edited by anyone. Notes: Scanned documents and incoming s are registered with the state Archived. Locked documents can be deleted, unless they have relationships/associations with other documents, cases, tasks, or contacts. When you archive a document, it should be associated with a case. If you archive a document on your desktop case, the document will have no record number, and you will be able to move it to another case. 49

50 WorkZone Client 2016 Edit document state 1. Open the detail page of a document which state you want to edit. 2. Click Change in the group State. 3. Select a new state or click Archive. VIEW THE LIFE CYCLE OF A DOCUMENT Life cycle shows the actions that have been performed on the document since its creation. For example: Which Case handler has carried out the action. Which action has been performed with the document. When the State field has been updated. View the life cycle of a document 1. Open the detail page of a document. 2. From the detail tabs, open the Life cycle tab. REPLY TO A DOCUMENT You can reply to a document either from a list or from the document detail page, and have case information automatically inserted to your reply document. 1. Find the document to which you want to reply. 2. Click. A new Microsoft Word document opens. Relevant information from your original document is automatically inserted (and can be viewed in the Document Registration pane): The reply document type is set to Outgoing. The Title of the original document is copied and prefixed with Re:. Document parties with Sender role in the original document are used as Recipients. A document reference to the original document is created. Tip: For more information on how the replying document works, see the Online help for WorkZone for Office. 3. Make your changes to the reply document. 4. Click Save on Case. COPY A DOCUMENT You can copy an existing document. In that way you can reuse information and content from the original document. The copied document is automatically saved on your desktop case. You can 50

51 Online help then move it to another case. The new document retains the original document's references to: Documents Supplementary documents Contacts Cases It will also have a document reference to the original document added. Copy a single document 1. Open the document that you want to copy. 2. Click in the Manage group. A copy of the original document will open on a new tab. 3. Edit any information on the new document. 4. Click in the Edit group. Tip: To edit the document contents, see also Edit document. Copy multiple selected documents You can select a series of documents from a list and copy them to a case. 1. Open a list. For example, Documents. 2. Select the documents that you want to copy to a case. 3. Click. The Copy documents dialog box is displayed. 4. In the Copy to case field, enter the title of a case to copy the documents to. 5. Click Copy. 6. The selected case opens with the copied documents added to the Documents detail tab. ARCHIVE A DOCUMENT When you archive a document, the following happens: The document receives a serial number (that is, a record number) on the case with which it is associated. The document receives the state Archived. The document can not be edited or deleted. You can archive a document either from the document detail page or from a document list. 51

52 WorkZone Client 2016 Archive from the document detail page 1. Find the document you want to archive and open it. 2. Click in the Stategroup. Archive from a document list 1. Open a document list with the document you want to archive. Example 1 2. Select a document that you want to archive. 3. Click on the detail ribbon. DELETE A DOCUMENT You can delete a document, when the following prerequisites are met: You must have the necessary permissions to delete documents. The document must have the status Personal draft, Draft or Locked document (not Archived). The document should not have references to other documents. Delete a document 1. Find the document you want to delete and open it. 2. Click in the group Manage. The document is deleted. 1 : On the Home tab, open the Documents list. 52

53 Online help 6.3 About fields on a document detail page The following fields can be found on a document detail page: Field Title Case Main document Case handler Responsibl e unit Document type Document group State Mail list Description Enter a short title for the document. Here you see the number of the case to which the document belongs. If the document is a supplementary document, it is associated with a main document. Shows the ID number of the main document. The name of the user who created the document is entered here by default. You can assign a different case handler. When saving a document, your responsible unit (responsible department) is automatically added. You can change it later. The document type indicates whether the document is, for example, incoming, outgoing or internal. Shows the group to which the document belongs. For example, Decision, Confirmation or Consultation. The available states are defined by your organization. See also Edit document state. There are two mail lists: Public mail list for today All incoming letters with created date today, which are set on the public mail list. Internal mail list for today All incoming letters with created date today, which are set on the internal mail list. 53

54 WorkZone Client 2016 Letter date Reply date Text Keywords Created by Created date Version number Read access Write access Document program All users can view both the public and internal mail lists. Enter today's date or the date found on the incoming letter. Here you can type the date on which the document should be answered. You can enter a description of the document's contents in this field. You can edit keywords directly in the field. See also Add or remove keywords. The name of the person creating the document is entered by default. The creation date of the document is entered by default. This field cannot be edited. The document by default has version number 1. When versioning the document for the first time, the new version of the document is assigned version number 2. Defines who has permission to view the document. See also Add or remove read access to a document. Defines who has permission to edit the document. See also Add or remove write access to a document. This field shows which program should be used to open the file (document). 6.4 Edit information on a document ADD OR REMOVE DOCUMENT PARTIES You can add one or more contacts, that is, parties, on a document. You do this on a document detail page in the Parties tab. Add party to a document 1. Open the detail page of a document you want to edit. 2. From the detail tabs, open the Parties tab. 3. Click. The Add contact references dialog box opens. 4. Specify your search criteria in one or more of the following ways: Enter value in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. The search results are displayed in the left column. 54

55 Online help 6. Double-click the contacts you want to add. The selected contacts are displayed in the right column. 7. Select a role for the contact in the Rolefield. 8. Click Save. Remove party from a document 1. Open the detail page of a document you want to edit. 2. From the detail tabs, open the Parties tab. 3. Select the check box next to the party you want to remove. 4. Click. EDIT DOCUMENT PARTY ROLE 1. On the document detail page, open the Parties tab from the detail tabs. 2. Select one or more party to edit role for, and click. The Edit party role dialog box opens. 3. Select a different party role in the Party role field. 4. Click Save. ADD OR REMOVE KEYWORDS Keywords can be used, for example, for classification and retrieval of documents. 1. Open the detail page of a document to which you want to add or remove a keyword. 2. Do one of the following: To add a keyword: enter a keyword in the Keywords field. -Or- To remove a keyword: delete a keyword in the Keywords field. 3. Click. Notes: If your organization uses a dictionary, you can only select keywords from this dictionary. If you enter words that are not in the dictionary, you get an error message when you try to save. If your organization does not use a dictionary, you can create your own keywords. 55

56 WorkZone Client 2016 ADD OR REMOVE DOCUMENT REFERENCES A document reference is a link to another document that may be relevant to the current case handling. Add a document reference 1. Open the detail page of a document to which you want to add a reference. 2. From the detail tabs, open the Document references tab. If relevant, see display tabs on the detail page. 3. Click. The Add document references window opens. 4. Specify your search criteria in one or more of the following ways: Enter value in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. The search results are displayed in the left column. 6. Double-click the document or documents you want to add. The selected documents are displayed in the right column. 7. Click Save. The added document is now displayed on the Document references list. Remove a document reference 1. Open the detail page of a document from which you want to remove a document reference. 2. From the detail tabs, open the Document references tab. 3. Select the check box next to the document reference you want to remove. 4. Click. ADD, EDIT OR REMOVE INFORMATION The information you can add to a document is determined by your organization. An item of information consists of two parts: An Information type field - the information's name or type, for example, Error. An Information field, that can be used, for example, to register the specific type of error. The input field can contain a list of fixed values or a field for free data entry. 56

57 Online help Add information 1. Open the detail page of a document to which you want to add information. 2. From the detail tabs, open the Information tab. If relevant, see Display tabs on the detail page. 3. Click. The Add Information dialog box is displayed. 4. Select the Information type and fill in the Information field. 5. Click Save. Edit information 1. Open the detail page of a document to which you want to edit information. 2. From the detail tabs, open the Information tab. If relevant, see Display tabs on the detail page. 3. Double-click the information item that you want to edit. The Edit Information dialog box is displayed. 4. Make your changes and click Save. Remove information 1. Open the detail page of a document from which you want to remove information. 2. From the detail tabs, open the Information tab. 3. Select the information items that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD, EDIT OR REMOVE DATES The dates you can add to a document are determined by your organization. A date item consists of two parts: A Date type - the date's name or type. For example, when an error has occurred. A Date field. Add date 1. Open the detail page of a document to which you want to add a date. 2. From the detail tabs, open the Dates tab. 3. Click. The Add date dialog box is displayed. 4. Select the Date type and fill in the Date field. 5. Click Save. 57

58 WorkZone Client 2016 Edit date 1. Open the detail page of a document to which you want to edit a date. 2. From the detail tabs, open the Dates tab. 3. Double-click the date that you want to edit. The Edit date dialog box is displayed. 4. Make your changes and click Save. Remove date 1. Open the detail page of a document from which you want to remove a date. 2. From the detail tabs, open the Dates tab. 3. Select the dates that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD, EDIT OR REMOVE REMINDERS The reminders you can add to a document are determined by your organization. A reminder item consists of the following parts: A Date field - the date when reminder will apply. A Reminder for field - the recipient of a reminder. A Reminder type field - the text to be displayed on the reminder. A Reminder closed field - you can close a reminder, for example, when you start working on a document which you have been reminded of. Note: Closed reminders (that is, with a P, Closed state) will not appear in your search results if you search for reminders. A Reminder text field - the text to be displayed on the reminder. Add reminder 1. Open the detail page of a document to which you want to add a reminder. 2. From the detail tabs, open the Reminders tab. If relevant, see Display tabs on the detail page. 3. Click. The Add reminder dialog box is displayed. 4. Fill in the fields: Date - type or select the date using the calendar. Reminder for - select a recipient of the reminder. Reminder type - select a reminder's type. Reminder closed - select P, Closed to close the reminder. Reminder text - enter the reminder's text (optional). 58

59 Online help 5. Click Save. Edit reminder 1. Open the detail page of a document to which you want to edit a reminder. 2. From the detail tabs, open the Reminders tab. 3. Double-click the reminder that you want to edit. The Edit reminder dialog box is displayed. 4. Make your changes and click Save. Remove reminder 1. Open the detail page of a document from which you want to remove a reminder. 2. From the detail tabs, open the Reminders tab. 3. Select the reminders that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD OR REMOVE READ ACCESS TO A DOCUMENT You can add or remove read access to documents for employees or groups. A document inherits by default the same read permissions as the case to which it belongs. A supplementary document inherits by default the same read permissions as its main document, if it has one. Note: If there is no defined read access to a document, it can be read by anyone. For more information, see Add or remove read access to cases, documents and contacts. ADD OR REMOVE WRITE ACCESS TO A DOCUMENT You can add or remove write access to documents for employees or groups. Only those employees and groups to whom you give write access can edit the document. A document inherits by default the same write permissions as the case to which it belongs. A supplementary document inherits by default the same write permissions as its main document, if it has one. Notes: If there is no defined write access to a document, it can be edited by anyone. You should always assign yourself write access to an item. If you do not, your changes to the write access cannot be saved. For more information, see Add or remove write access to cases, documents and contacts. 59

60 WorkZone Client Document actions This section describes the basic actions you can perform on the documents. OPEN A DOCUMENT IN CORRESPONDING PROGRAM You can open a document from the list or from the detail page in the program which was used to create this document. 1. Select the document you want to open either from a list or from the detail page. 2. Click. The document opens in the application which was used to create this document (for example, Microsoft Word, Excel, Outlook or PowerPoint). Notes: If you open a Microsoft Word, Excel or PowerPoint document and have installed the corresponding WorkZone for Office module, the documents are displayed with the Document Registration pane. You can edit their document meta data and save your changes. The documents are opened with the associated applications as in Microsoft Windows. If the file type is not associated with Microsoft Word, Excel, Outlook or PowerPoint, or they are not installed, you will be suggested either to download the document to your hard disk or to open the document with another application. SEND DOCUMENT IN AN - AS A LINK You can send a link to the detail page of a document in an . For the documents with physical files (for example,.doc,.txt,.xls, and so on), you can also send a direct link to download these physical files directly from an . Prerequisites: To enable this functionality, you must have WorkZone for Office installed. The recipient must have access to WorkZone Client to see the document. 1. Find the document to which you want to send a link, and perform one of the following: Open it. -Or- Select it in a list, for example, My Documents, in the navigation pane. 2. Click in the Mail group. A new will open in Microsoft Outlook. 60

61 Online help For the documents with no physical files - a link to the detail page of a document in WorkZone Client or in Captia Web Client. For the documents which have physical files - two links are added: a. A link to the detail page of a document in WorkZone Client. b. A Show direct link to download the physical file of the document. 3. Add a recipient and click Send. SEND DOCUMENT IN AN - AS ATTACHED FILE Prerequisite: You must have WorkZone for Office installed to enable this functionality. 1. Open the detail page of a document that you want to attach to an , or select the document from a list. 2. Click > Attach document in the Mail group. A new will open in Microsoft Outlook. The document is attached to the . SEND DOCUMENT IN AN - AS ATTACHED PDF Prerequisites: A PDF version of the document must exist. See Create PDF version. You must have WorkZone for Office installed to enable this functionality. 1. Open the detail page of a document with PDF version that you want to attach, or select the PDF document from a list. 2. Click > Attach PDF in the Mail group. A new will open in Microsoft Outlook. The PDF document is attached to the . MOVE DOCUMENT TO ANOTHER CASE You can move a main document from one case to another. Note: If the document has supplementary documents, they will also be moved. 1. Open the detail page of a document that you want to move to another case. 2. Click. The Move document window opens. 3. Enter part of the name of the case to which you want to move the document. For example, the title, case number or case handler. 4. Select a case from the list. 61

62 WorkZone Client Select the Archive document on a new case check box, if you want to archive the document. 6. Click Move to case. The document has now been moved to the selected case. Tip: You can also move several documents from a list to a new case. See Apply action to multiple selected list items. CREATE PDF VERSION You can create PDF versions of documents. 1. Open the detail page of a document to which you want to create a PDF version. 2. Click. The PDF version of the document is created. VIEW PDF VERSION 1. Open the detail page of a document with PDF version. 2. Click. The PDF version is displayed in the preview panel. 62

63 Online help 7. Working with contacts 7.1 About contacts Manage contacts About fields on a contact detail page Edit information on a contact About contacts The following describes the terms contact, name and party. ABOUT CONTACTS A contact is a designation for the names that are used in case handling. A contact can, for example, be a person, employee, municipality, institution or company. A contact is identified in WorkZone Client using both a contact type and an ID. The contact type is, for example, Persons (with CPR, that is, social security number), Persons (without CPR), Buildings and Institutions. The contact ID could be CPR number and CVR number. About contact names Each contact has one or more names that are entered on the contact detail page. The fields Name 1 and Name 2 can be used for the first name and surname respectively. About parties Party is another word for contact which is used in a particular context. A party can be, for example, a person who has contacted a company with a complaint that requires case handling. The person and the company are both parties in the case. In the documents the parties can be assigned roles, such as Sender, Recipient or Author. 7.2 Manage contacts This describes the basic tasks associated with contacts - see also About contacts. CREATE A NEW CONTACT 1. Click in the Create new group. The new contact detail page opens on a new tab. 2. Fill in the required fields. Read about the fields in Fields on the contact detail page. 63

64 WorkZone Client Click in the Edit group. EDIT A CONTACT You can change information on an existing contact. For example, you can add and remove addresses or edit case references. 1. Open the detail page of a contact you want to edit. 2. Click the meta data field that you want to edit, and make your changes. -Or- Open a relevant detail tab (for example, Case references), and make your changes. 3. Click. EDIT CONTACT STATE 1. Open the detail page of a contact for which you want to edit the state. 2. In the State field, select a state from the list. 3. Click to save the contact. Contact's life cycle is updated with the new state. VIEW THE LIFE CYCLE OF A CONTACT Life cycle shows a contact's progress since its creation, that is: When the State field was changed. To what value the State field was changed. Who has made the change (column Performed by). When the contact was created, closed or reopened (column Action). View the life cycle of a contact 1. Open the detail page of a contact whose life cycle you want to see. 2. From the detail tabs, open the Life cycle tab. Tip: You can add more columns to see more information. CLOSE A CONTACT Usually you close a contact if the contact is a company that has ceased to exist. A closed contact will still be preserved as a party where it is added as a party. 64

65 Online help 1. Open the detail page of a contact you want to close. 2. Insert a date in the Contact end date field. 3. Click. The contact will be closed as of this date. 7.3 About fields on a contact detail page The following fields can be found on a contact detail page: Field Type Description The contact type field is mandatory. ID The ID field depends on your choice in Type field. For example, 1 Contact start date Start date for the contact. When you create a contact, the current date will be given as the start date. You can change the date. 1 if you choose Persons (with CPR), that is a social security number, in the Type field, you must enter a CPR number in the ID field. 65

66 WorkZone Client 2016 For example, 1 Contact end date End date for the contact. You can close a contact by adding an end date and thus prevent the contact being used in connection with, for example, new cases and documents. Name 1 and 2 See also Close a contact. In Name 1, you can write the contact's name. If there is not enough space, you can write the remaining part in the field of the name in the Name 2 field. For names of persons, you can use the Name 1 field for first names and the Name 2 field for the last name. Address 1, 2 and 3 Postcode and country Phone There is room for 60 characters in each field. There are three fields for the address. There is room for 60 characters in each field. Denmark is set as the default country in the Country field. If you do not change the country, the system assumes that the postcode you enter in the first field, is a Danish postcode or postal district. The phone number of the contact. Mobile The mobile phone number of the contact. The address of the contact. Web page The web page of the contact. Fax The fax number of the contact. Address type The address you enter in the address fields is automatically made the Main address in the Address type field. You can change the content of the field for the main address, for example, to Branch Address. 1 you can set a late date if the contact may not be used until a later date. In this case, the contact will appear as Closed until the start date. 66

67 Online help Group Position The available groups are defined by your organization. The job title of the contact. Read access State Created date Created by Last updated Updated by Protection Address start date Defines who has permission to view the contact. You can edit read access in the same way as, for example, for documents. See also Add/remove read access to a document. The content of the field is defined by your organization. The options available in the field are defined in the WorkZone Configuration Management. The creation date of the contact is entered by default. This field cannot be edited. The name of the person creating the contact is entered by default. The update date of the contact is entered by default. This field cannot be edited. The name of the person updating the contact is entered by default. You can place address protection on an address. The date indicates when the protection takes effect. Start date for the address. When you create an address, the current date will be given as the start date. You can change the date. Address end date Keywords For example, 1 End date for the address. You can close an address by adding an end date and thus prevent the address being used in connection with, for example, new cases and documents. You can edit keywords directly in the field. See also Add or remove keywords. 7.4 Edit information on a contact 1 you may forward date if the address may not be used until a later date. In this case, the address will appear as Closed until the start date arrives. 67

68 WorkZone Client 2016 ADD OR REMOVE CONTACT REFERENCES You can add one or more contact references on a contact. Add a contact reference 1. Open the detail page of a contact for which you want to create a contact reference. 2. From the detail tabs, open the Contact references tab. 3. Click. The Add contact references dialog box opens. 4. Specify your search criteria in one or more ways: Enter value in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. The search results are displayed in the left column. 6. Double-click on the contacts you want to add. The selected contacts are displayed in the right column. You can select a different role for the contact in the list Role. For example, Chairman or Committee. 7. Click Save. The added contacts will now be displayed on the list Contact references. Remove a contact reference 1. Open the detail page of a contact you want to edit. 2. From the detail tabs, open the Contact references tab. 3. Click the check box for a contact reference you want to remove. 4. Click. ADD OR REMOVE A PARTY RELATION You can add to a party one or more of the relations, that is, contacts related to that party. Then you can view all party relations and their roles from any party list. Prerequisite: Before you add a contact as a party relation, you must add this contact as a contact reference. Add a party relation 1. On the detail page of a contact for which you want to add a relation, open the Contact references detail tab. 2. Select the party for which you want to add a relation. 68

69 Online help 3. Click. The Add party relation dialog box opens. The contact references of this party are displayed. 4. Search for the related party you want to add in one of the following ways: Define the scope of your search under Party role. Specify the party ID in the ID field. 5. Click Search. The search results are displayed in the left column. 6. Double-click on the contacts you want to add as relations for this party. The selected contacts are displayed in the right column. You can select a different party role for the added relation in the Role field. 7. Click Save. The added contacts will now be displayed on the Contact references list for the party from step Repeat steps 3-7 until you add all related parties. Remove a party relation You remove a party relation in the same way as you remove any other contact reference. 1. On the detail page of a contact from which you want to remove a party relation, open the Contact references detail tab. 2. Select one or more of the party relations you want to remove. 3. Click. The confirmation dialog box is displayed. 4. Click OK. EDIT CONTACT PARTY ROLE 1. On the contact detail page, open the Contact references tab from the detail tabs. 2. Select one or more party to edit role for, and click. The Edit party role dialog box opens. 3. Select a different party role in the Party role field. 4. Click Save. ADD OR REMOVE CASE REFERENCES You can add one or more case references. Add a case reference to contact 1. Open the detail page of a contact to which you want to add the case reference. 2. From the detail tabs, open the Case references tab. 69

70 WorkZone Client Click. The Add case references window opens. 4. Specify your search criteria in one or more ways: Enter value in the Free text field. Define the scope of your search under Search in. Click Advanced search and enter additional search criteria. Important: Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted. 5. Click Search. 6. Double-click on the cases you want to add.the selected cases are displayed in the right column. You can select a different role for the contact in the list Role. For example, Case party or Consultation party. 7. Click Save. Remove a case reference from contact 1. Open the detail page of a contact from which you want to remove case references. 2. From the detail tabs, open the Case references tab. 3. Click the check box next to the case references you want to remove. 4. Click. ADD, EDIT OR REMOVE DELEGATES FOR A CONTACT Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation. You can select other users or organizational units to be your delegates and act on process tasks on your behalf. You add, edit and remove your delegates from the Delegates tab on your contact detail page. You can also see the list of contacts who selected you to be their delegate on the Delegate for tab. Tip: The Delegates and Delegate for tabs are not displayed by default. You need to add them. See Display tabs on the detail page. Delegates can have two type of roles: NORMAL or ADMIN. The NORMAL role allows a delegate to work with process tasks on behalf of the user who assigned a delegate. The ADMIN role allows to work with process tasks as well as to select other users to be delegates for the initial contact. Example: If User1 is a delegate for User2 with the NORMAL role, User1 can work with process tasks on behalf of User2. If User2 is a delegate for User3 with the ADMIN role, the User2 can work with process tasks on behalf of User3, as well as select User4 and User5 to be delegates for User3 and act on behalf of User3. 70

71 Online help Add a contact as delegate 1. Open the detail page of a contact for which you want to add a delegate. -Or- If you add a delegate for yourself, click your user name in the top right corner of WorkZone Client to open your contact detail page. 2. From the detail tabs, open the Delegates tab. 3. Click. The Add delegates dialog box opens. 4. Search for the party you want to add as a delegate in one of the following ways: Enter value in the Free text field. Define the scope of your search under Party type. Specify the party ID in the ID field. 5. Click Search. The search results are displayed in the left column. 6. Double-click on the contacts you want to add. The selected contacts are displayed in the right column. 7. Select a role for the delegate. 8. Click Save. Edit role for a delegate 1. On the contact detail page, open the Delegates detail tab. The list of delegates is displayed. 2. Select one or more delegates for which you want to edit the role, and click. The Edit delegate role dialog box opens. 3. Select a different role in the Role field. 4. Click Save. Remove a delegate 1. On the contact detail page, open the Delegates detail tab. The list of delegates for this contact is displayed. 2. Select one or more of the delegates that you want to remove. 3. Click. The confirmation dialog box is displayed. 4. Click OK. VIEW WHO A CONTACT IS A DELEGATE FOR On a contact detail page you can also view who this contact is a delegate for. 71

72 WorkZone Client 2016 On the contact detail page, open the Delegate for detail tab. The list of contacts for which this contact is a delegate is displayed. ADD OR REMOVE KEYWORDS Keywords can be used, for example, for classification and retrieval of contacts. 1. Open the detail page of a contact to which you want to add or remove a keyword. 2. Do one of the following: To add a keyword: enter a keyword in the Keywords field. -Or- To remove a keyword: delete a keyword in the Keywords field. 3. Click. Notes: If your organization uses a dictionary, you can only select keywords from this dictionary. If you enter words that are not in the dictionary, you get an error message when you try to save. If your organization does not use a dictionary, you can create your own keywords. ADD, EDIT OR REMOVE ADDRESS You can add, edit or remove addresses for an active (that is, not closed) contact. Add an address 1. Open a contact detail page to add an address. 2. From the detail tabs, open the Addresses tab. 3. Click. The Add address dialog box is displayed. 4. Enter the address. 5. Click Save. Set the default address for a contact If you have more than one address for a contact, you can set the default address for this contact. Select an address and click to make it the default address for this contact. 72

73 Online help Edit an address 1. Open a contact detail page to edit an address. 2. From the detail tabs, click the Addresses tab. 3. Double-click the address that you want to edit. The Edit address dialog box is displayed. 4. Make your changes and click Save. Remove an address Notes: You cannot delete the main address of a contact. You cannot delete an address which is used by another reference. 1. Open a contact detail page to remove an address. 2. From the detail tabs, click the Addresses tab. 3. Select the address that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD, EDIT, OR REMOVE INFORMATION The information you can add to a contact is determined by your organization. An information item consists of two parts: An Information type - the name or type of information, for example, Error. An Information field that can be used, for example, to register the specific type of error. The input field may contain a list of options to select from fixed values or a field for free entry of text. Add information 1. Open a contact detail page to add information. 2. From the detail tabs, click the Information tab. 3. Click. The Add information dialog box is displayed. 4. Select the Information type and fill in the Information field. 5. Click Save. Edit information 1. Open a contact detail page to edit information. 2. From the detail tabs, click the Information tab. 73

74 WorkZone Client Double-click the information item that you want to edit. The Edit information dialog box is displayed. 4. Make your changes and click Save. Remove information 1. Open a contact detail page to remove information. 2. From the detail tabs, click the Information tab. 3. Select the information items that you want to remove. 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD, EDIT OR REMOVE DATES The dates you can add to a contact are determined by your organization. A date item consists of two parts: A Date type - the date's name or type. For example, when an error has occurred. A Date field. Add date 1. Open the detail page of a contact to which you want to add a date. 2. From the detail tabs, open the Dates tab. 3. Click. The Add date dialog box is displayed. 4. Select the Date type and fill in the Date field. 5. Click Save. Edit date 1. Open the detail page of a contact to which you want to edit a date. 2. From the detail tabs, open the Dates tab. 3. Double-click the date that you want to edit. The Edit date dialog box is displayed. 4. Make your changes and click Save. Remove date 1. Open the detail page of a contact from which you want to remove a date. 2. From the detail tabs, open the Dates tab. 3. Select the dates that you want to remove. 74

75 Online help 4. Click. The Confirm dialog box is displayed. 5. Click Yes. ADD OR REMOVE READ ACCESS TO A CONTACT You can add or remove read access to a contact for employees and groups. For more information, see Add or remove read access to cases, documents and contacts. 75

76 WorkZone Client Working with lists This section describes the basic tasks associated with the lists. See also Save and reuse search lists. OPEN A LIST IN A NEW TAB 1. Select the list you want to open in a new tab. 2. Click, or click a mouse-scroll button. OPEN A DETAIL PAGE OF AN ITEM FROM A LIST If you open more than one item from a list, the detail page of each item (for example, case, document, or contact) will open in a new tab. This makes navigation easier and gives you a quick overview of each opened item. 1. Open a list that contains the item whose detail page you want to open. 2. Double-click the item. Its detail page will open in a new tab. WORK WITH MULTIPLE LIST ITEMS When you work with lists, you can apply some of the ribbon actions to multiple selected items in a list. For more information on the ribbon functions, see About ribbon buttons. Work with multiple items in a list 1. From a list, select the items you want to work with. The red marking on the ribbon buttons indicates how many of the selected items you can apply the function of each of the buttons to. 2. Click a ribbon button to apply this function to the selected items. 76

77 Online help EDIT ONE OR MORE ITEMS FROM A LIST You can edit, for example, meta data on an item that is displayed in a list. For example 1 Edit a single item in a list 1. In a list, select the item that you want to edit. 2. Click. 3. Make your changes by entering or selecting a new value. 4. Click Save. Edit multiple items in a list When you work with lists of cases or documents, you can edit some of their meta data directly from a list. For multiple selected cases you can edit case handler, responsible unit, state, case type and planned closing date. For multiple selected documents you can edit document type, document group, case handler, responsible unit and reply date. Tip: When you select multiple cases or documents and edit them from a list, your selection remains after you have completed editing. That is, you can continue editing the same items without re-selecting them again. 1. Open a list that contains multiple items you want to edit. 2. Select the items you want to edit and click. 3. Click Save. VIEW A LIST ITEM IN THE PREVIEW PANEL You can view additional information on a list item in a preview panel. For example 2 Important: PDF documents can be displayed in the preview panel from the detail page only. 1. Open a list. For example, Documents. 2. Select a document. 1, you can change the case handler of a case directly on the Open cases list in the navigation pane. 2, you can view a document from the Documents list on the case detail page in the preview panel. 77

78 WorkZone Client Click. The lists of parties and supplementary documents are displayed in the preview panel. EXPORT A LIST TO EXCEL Prerequisite: To be able to export to Excel, you must have the WorkZone for Excel installed as part of the WorkZone for Office installation. You can export any list from WorkZone Client to Excel and have all information about this list's items automatically inserted to an Excel document in the same order and with the same column names as in WorkZone Client. Notes: You can edit the exported Excel document (for example, to create a report) in the same way as you would edit any other Excel spreadsheet. However the changes you make in the Excel spreadsheet will NOT be saved in WorkZone Client. You can get the latest version of an exported list and its items in WorkZone Client at any time by exporting this list anew. Export a list to Excel 1. Select a list that you want to export to Excel. 2. Click in the List group. The new Excel spreadsheet opens with all information from the selected list items exported in the same order and with the same column names as in WorkZone Client. Update an exported list from Excel You can refresh an exported list in Excel and get the latest version of this list in WorkZone Client. 1. Open the Excel document with an exported list. 2. On the Design tab, click Refresh in the External Table Data group. 78

79 Online help 9. About access rights Using the access rights in WorkZone Client you can define who can view and edit cases, documents, and contacts. Read access - allows you to view a case, a document, or a contact. Write access - allows you to edit a case or a document. You can give read and write access to a case, a document, or a contact to the selected users or groups of users. A group of users can consist of one or more employees and is configured in WorkZone Configuration Management. Important: When you restrict read or write access on a case, by default your restriction applies to all case documents of this case. This means, that if you have restricted read access on a case, only users who have read access to this case will have access to the case and all documents on this case. When you restrict read or write access on a document, by default your restriction applies to all supplementary documents of this case. When you restrict read access on a contact, your restriction applies to this contact only. ABOUT READ ACCESS By default, everyone has read access to the newly created cases, documents, and contacts. You can restrict the read access to an item by changing the read permissions to, for example, a case. Important: You must always have read access to the cases, documents and contacts for which you define read access. Only you can read and edit your documents in the Personal draft state. You must release your personal draft documents (Change > Release personal draft) to allow other employees access them. See Edit document state. ADD OR REMOVE READ ACCESS TO A CASE, A DOCUMENT, OR A CONTACT You can add or remove read access to cases, documents and contacts for individual users and groups of users. Add read access 1. Open the detail page of the case, document, or contact to which you want to add read access. 2. Click in the Read access field. The Edit read access dialog box opens. 79

80 WorkZone Client Depending on your installation of WorkZone Content Server, select individual users or groups of users who need read access to this case, document, or contact: If you have Corporate edition of WorkZone Content Server: In the Term access code field, select the groups to receive the read access. In the Organizational access code field, select the users to receive the read access. -Or- If you have Standard edition of WorkZone Content Server, in the Access code field, select the users or groups to receive the read access. Tip: You can create new access codes from this dialog box. Click Create new access code and repeat step Repeat this procedure until you have selected all employees or groups who need read access to the case, document, or contact. 5. Click Apply. Remove read access 1. Open the detail page of the case, document, or contact from which you want to remove read access. 2. Click in the Read access field. The Edit read access dialog box opens. 3. Click the X next to the user or group from which you want to remove the read access. 4. Click Apply. Note: If you remove all users and groups, you remove the restriction on read access. This means that all users will have read access to this item. ABOUT WRITE ACCESS By default, all users have write access to newly created cases and documents. You can restrict the write access to a case or a document by changing the write permissions. Important: You must always have write access to the cases and documents for which you define write access. ADD OR REMOVE WRITE ACCESS TO A CASE OR A DOCUMENT You can add or remove write access to cases or documents for users and groups. Important: 80

81 Online help You must always assign write access to yourself. Otherwise, your changes to the write access will not be saved. Only you can read and edit your documents in the Personal draft state. You must release your personal draft documents (Change > Release personal draft) to allow other users access them. See Edit document state. Add write access 1. Open the detail page of a case or document to which you want to add write access. 2. Click in the Write access field. The Edit write access dialog box opens. 3. Depending on your installation of WorkZone Content Server, select individual users or groups of users who need write access to this case or document: If you have Corporate edition of WorkZone Content Server: In the Term access code field, select the groups to receive the write access. In the Organizational access code field, select the users to receive the write access. -Or- If you have Standard edition of WorkZone Content Server, in the Access code field, select the users or groups to receive the write access. Tip: You can create new access codes from this dialog box. Click Create new access code and repeat step Repeat this procedure until you have selected all employees or groups who need write access to the case or document. 5. Click Apply. Remove write access 1. Open the detail page of a case or document from which you want to remove write access. 2. Click in the Write access field. The Edit write access dialog box opens. 3. Click the X next to the employee or group from which you want to remove write access. 4. Click Apply. Note: If you remove all employees and groups, you remove the restriction on write access. This means that all employees have write access. INHERITANCE OF THE ACCESS RIGHTS By restricting read access to a case, document, or contact, you restrict who can see the case, document, or contact and its child cases or case documents. 81

82 WorkZone Client 2016 By default, all subordinate items of a case or a document, such as child cases, case documents or supplementary documents, inherit the read access of this case or document. Tips: Cases inherit read access from their case group if your organization uses this functionality. Add the Effective read access column to your document lists to get an overview of the current read access. The effective read access can be expressed as follows: [The case read access] & [The main document/document read access] & [The child item read access] For example, the effective read access on the document detail page [ ] & [ ] & [ ]: [the document's own read access] & [the main document's read access] & [the case's read access] By default, all supporting documents inherit the case's read access, unless it is specifically changed for some of the documents. EXAMPLE OF INHERITANCE A case document is covered by the read permissions that are defined for the case AND the case document. A child item can be covered by the read permissions that are defined for the case AND the main document AND the child item itself. A document created on a case, where read access is given to the group "PERS", but where no specific read permissions are defined for the document itself, has the effective read access: [ ] & [ ] & [PERS] You can restrict the read access to the document itself. For example, you can define that the employees BB and AA will have read access to the document only if they are also members of the group "PERS". You do this by adding to the document's read access the following: [BB AA] & [ ] & [PERS] 82

83 Online help If the inheritance of the case's read access is removed from the document, the effective read access will be [BB AA]. Remove inheritance You can remove inheritance, for example, from the case to the document. You do this on the document detail page by clicking in the Read access or Write access fields. 83

84 WorkZone Client Working with searches 10.1 Perform a search Search operators Save and reuse search lists Perform a search You can either use the predefined searches to find the information you are looking for, or perform your own search on the search page. For more information on the standard searches, see Predefined searches on the navigational pane. CREATE A NEW SEARCH You perform searches for cases, documents, contacts, or meetings on the relevant search pages. Prerequisite: To search for meetings, you must have the WorkZone Meeting module installed. 1. Click New search. 2. Select Case, Document, Contact or Meeting from the drop-down list. A search page for the relevant item (that is, a Case search, Document search, Contact search or Meeting search page) will open in a new tab. 3. Fill in the relevant fields. 4. Click in the group Search. The list of search results is displayed at the bottom of the page. See also Save and reuse search. 84

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