About documents and document types
Document number / record number
Document number
A document number is a sequential number, automatically generated from the database. The document number starts at 1 and is unique globally within WorkZone. When a new document is created, it is assigned a document number to identify the document in WorkZone. The document number cannot be changed during the lifetime of the document.
The document number is displayed on the document detail page as part of the detail page title and is prefixed with "D-", for example the document number "123" will be displayed as "D-123" in the document detail page title in addition to any other document information also displayed in the title.
The Document number column is also displayed by default in document lists, for example in the Documents detail tab on the Case detail page or any of the Documents lists on the Home page.
Document numbers can also be used as search criteria for document searches, enabling you to rapidly locate specific documents and filter search results by document number.
Record number
The record number is a sequential number, automatically generated from the database. The record number starts at 1 and is unique for each archived document within the case the documents are archived on.
When a document is created and during normal document and case management, no record number is assigned and the value of the record number is always 0. When a document is archived, the next available record number is assigned to the document to help uniquely identify the archived document within the case it has been archived on.
The Record number column can be displayed in the Documents detail tab on the Case detail page but is not displayed by default.
Deleting an archived document
If the archived document is deleted, a new document record of the type DEL will be assigned to the now vacant record number in order to fill the gap in the record number sequence and also serve as an indicator that the original document was deleted.
Copying an archived document
Archived documents can be copied to other cases. Copied archived documents are created as drafts in the case they are copied to by default, but you can select to register the documents as archived on the new case when you copy them.
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.
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 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 and Move document.
Note: You can change an existing main document to a supplementary document and you can move a supplementary document from one main document to another.
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.
