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 Open . The document opens in the application which was used to create this document (for example, Microsoft Word, Excel, Outlook or PowerPoint).

Note:

  • 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.

Share document

You can share a document in multiple ways.

Send document as a link

You can send a link to the detail page of a document in an e-mail.

Prerequisite: 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 either:
    • Open the document detail page.

      • -Or-

    • Select it in a list, for example, My Documents, in the navigation pane.
  2. Click Share > Link on the ribbon. A new e-mail will open in Microsoft Outlook.

    3. Two links are added:

    • A link to the detail page of the document in WorkZone Client
    • A direct link to download the document.
  3. Add a recipient and click Send.

Note: For document information (document information without an associated document), a link to the detail page of the document in WorkZone Client is added.
For more information, see Create document information (new information).

Send document as attached file

Prerequisite: WorkZone for Office must be installed to enable this functionality.

  1. Open the detail page of a document that you want to attach to an e-mail, or select the document from a list.
  2. Click Share > Attach document on the ribbon. A new e-mail will open in Microsoft Outlook. The document is attached to the e-mail.

Send document as attached PDF

Prerequisite: A PDF version of the document must exist. See Create PDF version.

  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 Share > Attach PDF on the ribbon. A new e-mail will open in Microsoft Outlook. The PDF document is attached to the e-mail.

Copy a document to the clipboard

You can copy a link to a document in WorkZone and, for example, paste it in another document.

  1. Open the detail page of a document that you want to copy to your clipboard, or select it from a list.
  2. Click Share > Copy to clipboard on the ribbon.
  3. Paste the link, for example, in a document.

Move document

You can change the relation between documents in various ways. That is, you can choose if a document should be a main document, or a supplementary document, and which case a main document belongs to.

Move main document to another case

You can move a main document from one case to another. Supplementary documents cannot be moved other cases.

If you want to move a supplementary document to another case, you can:

  • Convert to main and move: Convert the supplementary document to a main document and then move the now-main document to other case.
  • Keep as supplementary and move: Move the supplementary document to another main document on the other case.

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, or select it on a list.
  2. Click Move > Move to case on the ribbon.
  3. The Move document window opens.
  4. 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.
  5. Select a case from the list.
  6. Select the Archive document on new case check box, if you want to archive the document.
  7. 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 Work with multiple list items.

Select a different main document

If your document is a supplementary document, you can select a different document as the main document.

  1. Open the detail page of the supplementary document, or select it on a list.
  2. Click Move > Move to new main document on the ribbon.
  3. The Change main document dialog opens.
  4. Select the document you want as new main document from the list.
  5. Click Save.
  6. On the document detail page, the new document is added to the Main document field.

Convert a supplementary document to a main document

You can convert a supplementary document to a main document on the same case as the main document the supplementary document was attached to.

  1. Open the detail page of the supplementary document, or select it on a list.
  2. Click Move > Change to main document on the ribbon.
  3. The Change main document dialog opens.

    4. Select the document you want as main document from the list.

  4. Click Save.

    5. On the document detail page, the document is added to the Main document field.

Convert a main document to a supplementary document

You can convert a main document into a supplementary document if the main document does not contain supplementary documents.

If the main document itself contains supplementary documents, it cannot be converted to a supplementary document.

To convert a main document with supplementary documents to a supplementary document, you must first remove all supplementary documents from the main document, either by selecting a new main document for the supplementary documents or by converted all the supplementary documents to main documents themselves. Once the main document no longer contains supplementary documents, it can be converted.

  1. Open the detail page of the main document, or select it on a list.
  2. Click Move > Change to supplementary document on the ribbon.
  3. On the document detail page, the previous main document is removed from the Main document field.

Create PDF version

You can create PDF versions of documents on both open and closed cases. You can only attach a newly generated PDF document to an open case. Documents of any other type cannot be attached to closed cases.

  1. Open the detail page of a document to which you want to create a PDF version.
  2. Click Create PDF. The PDF version of the document is created.

You can also create a compiled PDF report consisting of multiple documents, for example creating a compiled document for public access.

  1. On the Home page, open the detail page of the case that contains he documents you want to create a compiled PDF report of
  2. In the Documents detail tab, select all the documents you want to include in the compiled PDF report.
  3. In the detail ribbon, click Report > A document list with parties and supplementary documents to generate the PDF.
  4. When the PDF report is generated, you can open it or save it locally.
    • If you open the report, you can review the report and, depending on the PDF viewer utilized to read PDF documents, save the report locally.
    • If you save the report locally, you can add the report as a document to the case if necessary.

Tip: Some report requests can take some time to compile and generate.
Click the Reports status button in the bottom panel of the browser page to open the My reports today list where you can monitor the progress of your submitted PDF report generation requests for the day.

See Also

My reports today list

View PDF version

  1. Open the detail page of a document with PDF version.
  2. Click Preview. The PDF version is displayed in the preview pane.

See Also

The Preview Pane

 

View lists of unsuccessful PDF conversions

For a variety of reasons, sometimes PDF versions of your documents cannot be created. You can view a list of the documents that could not be converted to PDF versions in the following document lists:

  • All unconverted: The list displays all unconverted documents that have been edited by the current user. The list includes all documents with following PDF status: Review, Skipped, or Failed.
  • Unconverted: The list displays all unconverted documents that have been edited by the current user. The list only includes documents with the Review PDF status.
  • All unconverted - total: The list displays all unconverted documents, regardless of who edited the documents. The list includes all documents with the following the PDF status: Review, Skipped, or Failed.

You can also see a list of all reports you have submitted for PDF conversion for today in the My reports today navigation list. The list includes PDF reports where the PDF conversion has failed.

The lists of unsuccessful PDF conversions also provide information about the reasons of failure in the following fields:

  • PDF status:
    • Review: The document could not be converted due to document issues that you or an administrator can fix. For example, the document is password protected or content exceeds the page bounds of the document.
    • Skipped : The document was skipped during the conversion because it is an unsupported file type, for example video and audio files that cannot be converted to PDF.
    • Failed: The document could not be converted due to other errors. The document may have failed to convert because the job timed out on the server or the file is corrupted.
      You can try to open the document in the corresponding application. If the document opens as expected but the PDF version still is not created, please contact a administrator for assistance.
  • Error description – Provides a more detailed information about the failure reason.

See Also

Manage lists