Working with documents

You can perform the following actions on documents in File Explorer using WorkZone Explorer:

Create new documents

You can create new documents directly in File Explorer or by selecting Save As from a document editor.

You can only create new documents in case folders. You cannot create a new document directly in, for example, the Drafts folder, because the WorkZone system requires a case in order to place the document correctly in the system.

You can also create a new document by copying it from another location to a case folder. In this case, the read-only state of the document is kept in WorkZone Explorer. It will be created with the state UÅ (Draft) or UL(Locked) depending on the read-only file property of the new document. The document will be created with little meta data, the file name will used as the document title, the state from the read-only attribute will used as the state, and the document type will be set asN (Internal).

The system automatically appends the Document identifierwhen refreshingFile Explorer. You can open the document using either the file name supplied by the client (without the Dxxxxx identifier), as long as the document remains on the same case and is not further renamed, or you can use the file name with the Dxxxx identifier.

Rename documents

You can rename documents from File Explorer. The new name replaces the document title in the WorkZone system. The (Dxxxxx) identifier is automatically appended when refreshing File Explorer. The (Dxxxxx) identifier does not become part of the document title in the WorkZonesystem, and you do not have to keep the (Dxxxx) identifier in the new name; it will automatically be appended upon refresh ofFile Explorer. You can open the document with and without the (Dxxxxx) identifier in the file name.

Work with documents offline

If you have taken a document offline, for example, copied it to the Windows Desktop or to a USB stick, you can copy it back into the WorkZonedatabase. This means that the document is updated in the database, provided that you have not changed the (Dxxxx) part of the file name. When you copy the document back,File Explorer displays a message asking if you want to replace the existing version, keep both versions, or cancel. If you copy to a case folder, you can choose between all three options. However, if you copy the document to a folder that represents a standard list, for example, the Drafts folder, you can only choose between replace and cancel.

 

Move documents

You can move documents from one case to another provided that the state of the document in the WorkZone system allows it. You can move documents using drag and drop or cut and paste.

Copy documents

You can copy documents from one case to another case within the same database. When you copy a document, a copy of the document and its meta data is created.

Delete and restore documents

It is not possible to delete documents directly from folders, but you can move documents to theRecycle Binand then delete it. TheRecycle Bin is personal, which means that you only see the documents that you have moved there. The Recycle Bin contains a Restore folder. If you drag a document from the Recycle Bin to the Restorefolder, the document will be moved back to the case folder where it was originally placed. You can restore a recycled document and assign it to another case by moving it from theRecycle Binto the desired case folder.

Add or remove documents in the Favorite documents folder

You can add documents to the Favorite documents folder by dragging and dropping the documents on the folder.

To remove a document from the Favorite documents folder, press the Deletebutton. A message with the text "Are you sure you want to permanently delete this file?" is displayed. ClickYes to remove the document from the list.

PDF versions of documents

All case folders contain a PDF folder for PDF versions of documents that are created on a case. The PDF folder contains the PDF versions that you have created fromWorkZone Client.