Online help
Contents
1. Online help for WorkZone Client 2016 4
2. What's new 5
3. Getting started with WorkZone Client 13
4. Working with the user interface 15
4.1 Navigate the user interface 15
4.2 Customize the dashboard and navigation pane 23
4.3 Customize tabs, columns, and panels 25
4.4 Use keyboard navigation 27
5. Working with cases 32
5.1 About cases and case types 32
5.2 Manage cases 32
5.3 About fields on a case detail page 36
5.4 Edit information on a case 38
6. Working with documents 46
6.1 About documents and document types 46
6.2 Manage documents 47
6.3 About fields on a document detail page 53
6.4 Edit information on a document 54
6.5 Document actions 60
7. Working with contacts 63
7.1 About contacts 63
7.2 Manage contacts 63
7.3 About fields on a contact detail page 65
7.4 Edit information on a contact 67
8. Working with lists 76
9. About access rights 79
10. Working with searches 84
10.1 Perform a search 84
10.2 Search operators 87
10.3 Save and reuse search lists 90
11. Working with notes 94
12. Working with favorites 98
13. Working with followed items 100
14. Working with processes 102
15. Working with WorkZone meetings 105
15.1 Manage meetings 105
15.2 About fields on a meeting detail page 107
16. Working with WorkZone Client configuration 108
16.1 About WorkZone Client configuration 108
16.2 Distribute the WorkZone Client configuration 110
16.3 Import or export the WorkZone Client configuration 112
17. Configure and distribute a case, document, or contact detail page 114
18. Terms and conditions 116
1. 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
2. What's new
WORKZONE CLIENT 2016
New features and functionality in WorkZone Client 2016
l 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. SeeWorking with WorkZone meetings,Manage meetingsandAbout fields on a meeting detail page.
Prerequisite: To work with WorkZone meetings, you must have the WorkZone Meeting module installed.
l 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.
l 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. SeeConfigure a case, document, contact, or meeting search page.
l You can copy multiple selected documents to a case. SeeCopy multiple selected documents to a case.
l 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
l The new fields Acting unit and Archiving form are added for a document detail page.
l 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 NE W IN WORKZONE CL IE NT 2014 R2 (3.1) New features and functionality
l 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
sequence, andAdd, edit or remove actors in a sequence. You can also view all existing actor sequences in a list. SeeView existing actor sequences.
Prerequisite: To work with actor sequences, you must have the Process module installed during the WorkZone Client installation.
l 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. SeeAdd, edit or remove delegates for a contactandView who contact is a delegate for.
Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation.
l You can create new cases with different properties based on the templates for different case categories defined in WorkZone Content Server. SeeCreate 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. SeeCreate case templatesin WorkZone Client Developer Guide.
l 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.
l 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. SeeCase search with multiple information or date criteria.
l 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. SeeDistribute the WorkZone Client configurationandWhat can you do with the WorkZone Client configuration?
l 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.
l 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. SeeConfigure and distribute a case detail page. For the Party field, you can additionally configure party role and type. See Configure party role and type.
Interface changes and improved user experience
l The new fields Party and Assistant are added for a case detail page.
l A new topic describing who and how can work with the WorkZone Client configuration has been added. SeeAbout WorkZone Client configuration.
WHAT W AS NE W IN WORKZONE CL IE NT 3.0 New features and functionality
l 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. SeeWorking with followed items.
l The End date and Post code columns now can be added to the list of contacts and parties.
l A new group button - Manage with Add to favorites, Remove from favorites, Follow and Unfollow options is added to the ribbon.
l 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.
l 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. SeeEdit one or more item from a list.
l 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:
l The export to Excel functionality is supported with Microsoft Office 2013 only.
l 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 OfficeAdministrator's Guide.
l The Subscriptions feature is added to WorkZone Client. You can now create a
subscription for your saved search lists and receive the e-mail 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. SeeSubscribe to your saved search listand Manage your subscriptions.
l 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. SeeDistribute the WorkZone Client configurationandImport the WorkZone Client configuration.
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.
l A new button - Share is added for your saved search lists, so that you can share them with selected users or the whole organization. SeeShare a search list.
Prerequisite: To be able to share your saved search list, you must have the CONFIGADMaccess code. See the Online help to for the Basic module in WorkZone Configuration Management.
l 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. SeeAdd or remove a party relation.
l 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. SeeEdit case party role, Edit document party role, orEdit contact reference role.
Interface changes and better experience
l 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.
l 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.
l Your changes to the size of dialog boxes WorkZone Client are remembered.
l 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.
l Improved searching:
l New search criteria @Exists and @Doesn't 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 (@Exists) or with no parties, reminders, information or dates (@Doesn't exist).
l 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.
l New predefined search filters are added for contact references. When youadd a contact referenceto a case or a document, you can search for a contact in
the following lists: changed contacts, favorite contacts, followed contacts, reading list contacts or recent contacts.
WHAT W AS NE W IN WORKZONE CL IE NT 2.3
l You can now work with processes directly from WorkZone Client. SeeWorking with processes.
Prerequisite: To work with processes from WorkZone Client, you must have the Process module installed.
l 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. SeeApply action to multiple selected list itemsandMove document to another case.
l 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. SeeAdd, edit or remove an address.
l You can now use the search criteria @Me and @My unit on case and document search pages and @Me 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 selecting @Me in the Reminder for field on the case search page.
WHAT W AS NE W IN WORKZONE CL IE NT 2.2
l 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. SeeWorking with notes.
Prerequisite: To work with notes, you must have the Notes module installed.
l 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. SeeWorking with
favorites.
l New features and improvements in searching for cases and documents:
l The searching by keywords functionality is re-introduced. You can search for cases and documents by keywords.
l 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).
l 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.
l 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.
l The Edit read access and Edit write access dialog boxes have been changed to improve the performance. SeeAdd or remove read access to a case, document or contactandAdd or remove write access to a case, document or contact.
l The copy case feature is re-introduced. You can copy an existing case and reuse its meta data information and references. SeeCopy an existing case.
l 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.
l 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 NE W IN WORKZONE CL IE NT 2.1
l 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.
l The - Add button is added to the detail ribbon for Information, Dates and Reminders detail tabs.
l Keywords for cases, document and contact are now displayed and edited in meta data fields on detail pages.
WHAT W AS NE W IN WORKZONE CL IE NT 2.0
l WorkZone Client is now independent from Captia Web Client, and thus is released and installed separately.
l 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.
l 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, seeApply actions to multiple selected list items.
l 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).
l 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, seeCreate a new search.
l 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.
l More navigational icons for quick access to relevant dialog boxes are added in meta data fields.
l 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.
l Facets are now available in both multiple and single selection, and are fully customizable.
l Facets now can be selected from any relevant field or dialog box.
l 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, seeCreate a new case, step 2.
l The number of lists that can be displayed on tabs of the detail pages is updated. For more information, seeDisplay tabs on the detail page.
l 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, seeOpen a case with Windows Explorer.
Note: For case lists, the button is available only when a single case is selected.
l 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 NE W IN WORKZONE CL IE NT 1.1
l 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.
l You can now open a document from the list or from the detail page in the application which was used to create this document.
l 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, seeChange the display
language of WorkZone Client.
l 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, seeOpen list in a new
l 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, seeOpen search results in a new tab.
l The - Refresh button is added to the detail page of the documents, cases, and contacts.
l 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, seeReply to document.
l 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 e-mail - as link.
l 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, seeView PDF version.
l Keyboard navigationis implemented:
l Global keyboard shortcuts
l Keyboard navigation between areas
l Keyboard navigation in lists
l Keyboard navigation in the dialog boxes
3. Getting started with WorkZone Client
Below you will find the links to basic functionality in WorkZone Client.
GET TO KNOW THE USER INTERFACE
l Navigate the user interface
l About the dashboard
l About the navigation pane
l About detail pages
l About ribbons
l About ribbon buttons
l Customize the dashboard and navigation pane
l Customize tabs, columns and panels
l Use keyboard navigation
SEARCH AND USE THE SEARCH RESULTS
l Learn how to search effectively
CASES, DOCUMENTS, AND CONTACTS
l About cases and case types
l About documents and document types
l About contacts
WORK WITH THE LISTS
l Open lists in a new tab
l Open case's, document's or contact's detail page from a list
l Work with multiple list items
l Edit an item from a list
l View list item in the preview panel
l Share a search list
l Subscribe to a search list
l Export a list to Excel
ADVANCED HELP
l Save and reuse search lists
l Manage subscriptions
l Work with followed items
l Move document to another case
l Create a case reminder
l About access rights
l Work with the WorkZone Client configurations
l Import the configuration of other users
l Configure and distribute a case, document, or contact detail page
l Configure a case, document, contact, or meeting search page
4. Working with the user interface
4.1 Navigate the user interface 15
4.2 Customize the dashboard and navigation pane 23
4.3 Customize tabs, columns, and panels 25
4.4 Use keyboard navigation 27
4.1 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
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. SeeConfigure 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, seeDisplay 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 on the detail tab's ribbon (that is, the detail ribbon).
Tips:
l 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.
l If not all icons are displayed on the ribbon, do one of the following:
l Mouse-click and then scroll with your mouse to see the hidden icons.
-Or-
l 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:
l - Case (on the main ribbon only): opens the New Case tab.
l - Contact (on the main ribbon only): opens New contact tab.
l - Word (on the main ribbon only): opens new Word document.
l - Document (on the main ribbon only): opens the list with the following options:
l New information: opens New information tab.
l Import document: opens Import document tab.
l Excel: opens a new Excel spreadsheet.
l PowerPoint: opens a new PowerPoint document.
l - Personalize (on the main ribbon from the dashboard only): opens the Dashboard setup dialog box.
l - Edit: opens relevant edit dialog box, list with edit options to select from, or opens the selected item in the edit mode.
l - Delete: deletes the selected item(s).
l - Share (for search lists and search pages only): opens the Share search dialog box.
l - Subscribe (for search lists and search pages only): opens the drop-down list with the following options:
l Daily
l Once per 4 hours
l Weekly
l - Refresh: reloads the information on current page.
l - Open in new tab (on the main ribbon only, for search lists under the navigation pane) - opens the selected list in a new tab.
l - Export to Excel (for lists only) - opens a new Excel spreadsheet and exports all information from the selected list and its items.
l - Preview: opens relevant information (for example, documents, parties, case text) of the selected item in a preview panel.
l - Explore (for case detail pages and case lists only): opens the current case as a folder in Windows Explorer.
l - Manage: opens the drop-down list with the following options:
l Add to favorites: adds the selected item to your favorites.
l Remove from favorites: removes the selected item from your favorites.
l Follow: adds the selected item to your followed.
l Unfollow: removes the selected item from your followed.
l - Link: sends selected item in an e-mail as a link.
l - Process (on the main ribbon only): opens the drop-down list with the following options:
l Submission (Basis): opens the Start submission dialog box.
l Hearing (Basis): opens the Start hearing dialog box.
l - Settings (on the main ribbon only): opens the list with the following options:
l Reset configuration.
l Import configuration.
l Set as default client.
l Distribution (displays for users with administrative rights only): opens the drop-down list with the following options:
n Prepare for distribution.
n Clear distributed configuration.
l Import/Export (displays for users with administrative rights only): opens the drop-down list with the following options:
n Import from file.
n Export to file.
l Actor sequences: opens the drop-down list with the following options:
n View existing sequences.
n Create a new sequence.
l - Help (on the main ribbon only): opens the online help for the current version of WorkZone Client.
l - New search (on the main ribbon only): opens the drop-down list with the following items:
l Case: opens a Case search page in a new tab.
l Document: opens a Document search page in a new tab.
l Contact: opens a Contact search page in a new tab.
l - Add (on the main ribbon, from the actor sequences view only): creates a new actor sequence.
l - Save (on the main ribbon only):
l Saves performed changes.
l On a search page - saves search result.
l - Search (on the main ribbon, from the search pages only): performs a search using the inserted search value(s).
l - Clear (on the main ribbon, from the search pages only): deletes the inserted search value(s).
l - Cancel: reverts performed changes and closes the edit mode.
l - Copy (on the main ribbon, from document detail pages only): copies the selected document.
l - Copy (on the main ribbon, from case detail pages only): copies the selected case.
l - Close (on the main ribbon, from case detail pages only): closes the selected case.
l - Notes (on the main ribbon, from case detail pages and document detail pages only): opens the Notes pane.
l - Reopen (on the main ribbon, from case detail pages only): reopens the selected
l - Change (for documents only): opens the drop-down list with the following options:
l Release personal draft.
l Lock.
l - Reply (for documents only): creates a reply to the selected document in a new Word document.
l - Archive (for documents only): changes the document state to Archived.
l - Open (for documents only): opens the selected document in the application which was used to create it.
l - 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.
l - To case (for documents only): opens the case of the selected document.
l - To main document (for documents only): opens the main document of the selected document.
l - 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).
l - Create PDF (for documents only): creates a PDF version for the selected document.
l - Attach (for documents only): opens the drop-down list with the following items:
l Attach document: sends the selected document in an e-mail as an attached file.
l Attach PDF (for PDF documents only): sends the selected PDF document in an e-mail as an attached file.
Detail ribbon's buttons
The following buttons are available on the detail ribbon only:
l - Add new: adds new reference (that is, opens the corresponding reference dialog box).
l - Add: adds new information, address, date, or reminder item (that is, opens the corresponding dialog box).
l - Add related parties (for contacts only) : adds party relation (that is, opens the corresponding dialog box).
l - Set as default address (for contacts only): sets the selected address to be the default address for a contact.
l - Reorder actors (for actor sequences only): reorders actors in the selected actor sequence (that is, opens the corresponding dialog box).
l - 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, seeApply 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 canhideit.
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:
l Dashboard
l Cases
l Documents
l Contacts
l 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:
l Open cases
l Unit's open cases
l Unit's cases with no case handler
l Cases with no case handler and unit
l 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 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.
o You can add more lists or change the order of panels bycustomizing the
navigation pane. For example, you can add to the navigation pane a list of your Followedcases (or documents, or contacts), Reading list cases (or
documents), Changed cases (or documents, or contacts).
Reading lists and changed lists
l 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.
l Changed list (for cases, documents, and contacts) -When any other user except you changes or updates an item that youfollow, 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 canarrange 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:
l The case text.
l Lists of case documents and parties.
For a document, the following information is displayed:
l Lists of parties and supplementary documents.
l Content of the document (if there is a PDF version).
For a contact, the following information is displayed:
l Lists of addresses, contact references, case references and documents.
Tip: See alsoCustomize the preview panel andView 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.
EXAMPL E
You want to see a list of your cases created within the last week on the dashboard.
1. Perform a searchfor 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.
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:
l Drag the divider up or down and drop it in the desired position.
l 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:
l Drag and drop the columns to the desired positions.
l Resize the columns in a list by dragging the arrow on the right edge of the column.
l 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.
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:
l Case detail page:
l All main documents and supplementary documents
l Case references
l Child cases
l Contact reference history
l Dates
l Documents
l Document reference history
l Document references
l Information
l Life cycle
l Main documents' history
l Parent cases
l Parties
l Reminders
l Document detail page:
l Authors
l Case reference history
l Case references
l Contact reference history
l Dates
l Document references
l Information
l Life cycle
l Supp. documents
l Parties
l Reminders
l Contact detail page:
l Addresses
l Delegates (displayed for employees and units only)
Prerequisite: To work with delegates, you must have the Process module installed during the WorkZone Client installation.
l 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.
l Case reference history
l Case references
l Contact reference history
l Contact references
l Dates
l Documents
l Document reference history
l Information
l Life cycle
You can alsochange the order of tabs on the detail pagesin these lists.
4.4 Use keyboard navigation
You can use your keyboard and a lot of useful keyboard shortcuts to navigate in WorkZone Client.
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.
EXAMPL E:
Press 3 to navigate to the navigation pane on the Home tab.
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 Action
Tab Move forward between fields in the selected area.
Shift+Tab Move backward between fields in the selected area.
Ctrl+Right Arrow key Select the next area on the page. If you have not selected any area yet, the first area on the page will be selected.
Ctrl+Left Arrow key 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 Action
Up/Down Arrow keys Toggle between the vertically aligned items in the selected area.
Right/Left Arrow keys Expand/collapse a hierarchy.
Enter Activate the selected button or item.
NAVIGATE IN LISTS
To navigate in lists with the keyboard, you can use the following shortcuts:
Shortcut Action
Down Arrow key Select next list item.
Up Arrow key Select previous list item.
Page Down Display the next page of the list.
Page Up Display the previous page of the list.
Enter Open the selected list item in a new tab.
P Display/hide the preview panel for the selected list item.
Ctrl+A Select/deselect all list items on current page.
Home Select the first list item on current page.
End Select the last list item on current page.
Ctrl+Down Arrow key Highlight next list item. Already selected list items remain selected.
Ctrl+Up Arrow key Highlight previous list item. Already selected list items remain selected.
Ctrl+Space Select highlighted list items.
Ctrl+Home Goes to the first page.
Ctrl+End Goes to the last page.
Shortcut Action
Shift+Down Arrow key Select the next list item. Already selected list items remain selected.
Shift+Up Arrow key 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 Action
Alt+Q Activate area selection for keyboard navigation.
Tab Move forward between fields or buttons in the selected area of a dialog box.
Shift+Tab 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 selected any area yet, the last area in a page will be selected.
Ctrl+S Save changes and close the dialog box (same as clicking Save or ).
Esc
l When the focus is on the search form elements – close the dialog box.
l When the focus is on a list – close the dialog box.
l 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 –
Shortcut Action
perform a search.
Enter
l When the focus is set on a list – highlight the first item in a list.
l When the focus is set on a list item – add this item to another list.
Down/Up Arrow key (for lists)
l When the focus is set on a list – scroll down/up the list.
l When the focus is set on a list item – move to the next/previous item in a list.
5. Working with cases
5.1 About cases and case types 32
5.2 Manage cases 32
5.3 About fields on a case detail page 36
5.4 Edit information on a case 38
5.1 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.
l A case is unique and has a unique case number.
l 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.
l 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.
l Closed cases are inactive. However, they can be re-opened. SeeRe-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
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:
l Click the facet field, and then select a value from the list.
l 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, seeCreate case templatesin WorkZone Client Developer Guide.
1. Click in the Create new group.
l If only the default case template exists on the server, a new case detail page will open based on a standard template.
-Or-
l 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 mustreopen the case.
1. Open the case that you want to edit.
2. Click the field that you want to edit.
3. Make your changes. See alsoAbout 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, seeEdit 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:
l You cannot add new documents or parties to a closed case.
l Except for Reminders, you cannot edit information on a closed case. You need to reopen this casefirst.
l 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.
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:
l When the State field has been updated.
l When the case handler changed.
l When the case was closed.
l 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 E-MAIL
You can send a link to a case in an e-mail.
Prerequisites:
l You must have WorkZone for Office installed.
l 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 e-mail 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. SeeUser's Guide for WorkZone Explorer.
1. 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 Description
Title A case title.
Case group The content of this field is defined by your organization.
Child case group The content of this field is defined by your organization.
Case handler The name of the user who created the case is entered here by default. You can assign a different case handler.
Responsible unit The organizational unit of the current user is automatically inserted. You can change the unit by selecting a different unit from the list.
Case type The content of this field is defined by your organization.
State The available case states are defined by your organization.
Case text Here you can enter, for example, a description of the case, or comments on the progress of the case handling.
Created date The creation date of the case is entered automatically. This field cannot be edited.
Planned closing date The date the case is expected to be closed.
Closed date Enter the date on which the case is closed.
Created by The name of the user who created the case is entered automatically.
Previous case number 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.
Keywords You can enter keywords from your organization's dictionary on cases, documents and contacts.
Read access 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:
l 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. SeeCreate a new case, step 2.
l If you have administrative rights, you can configure fields displayed on the case detail pages. SeeConfigure a case detail page.
5.4 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:
l Enter a text in the Free text field.
l Define the scope of your search under Search in.
l 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
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.
TI P: YOU CAN CRE AT E SE VE RAL T Y PE S OF DOCU ME NT S. FOR MORE INFORMAT ION, SE E:
l Create a new Word document
l Create a new Excel document
l Create a new PowerPoint document
l Create document information
l 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:
l Enter a text in the Free text field.
l Define the scope of your search under Search in.
l 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 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:
l Enter a text in the Free text field.
l Define the scope of your search under Search in.
l 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 .
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:
l To add a keyword: enter a keyword in the Keywords field.
-Or-
l To remove a keyword: delete a keyword in the Keywords field.
3. Click .
Notes:
l 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.
l 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:
l Enter a text in the Free text field.
l Define the scope of your search under Search in.
l 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.
