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

Open the detail page of a document you want to edit.
From the detail tabs, open the Parties tab.
Click Add. The Add contact references dialog box opens.
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. You can choose case parties, favorite contacts, or recent contacts.
Click Advanced search and enter additional search criteria.
Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted.

Click Search. The search results are displayed in the left column. The contact you have viewed most recently will appear at the top of the search result list.
Double-click the contacts you want to add. The selected contacts are displayed in the right column.
Select a role for the contact in the Role field.
Click Save.

Tip: You can configure which columns are displayed in the search result list. Right-click on a column to select columns.

Remove party from a document

Open the detail page of a document you want to edit.
From the detail tabs, open the Parties tab.
Select the check box next to the party you want to remove.
Click Remove.

Add parties to and remove parties from multiple documents

You can add parties to or remove parties from multiple documents at once.

In the Navigation pane > Documents panel on the Home tab, select a document list to display documents.
In the document list, select all documents you want to add parties to or remove parties from and click Edit > Parties to open the Edit parties form.
In the Edit parties form:
- In the Type field, select a type to filter the contacts to be added or removed.¹
- In the Party role field, select a role to filter the contacts to be added or removed.¹
- In the Party field, select the name / ID of the contact to be added or removed.
In the Edit button
- Select Add to add the contact to the cases selected in the list.
- Select Remove to remove the contact to the cases selected in the list.
In the Confirm form, click Yes to confirm the changes and close the dialog.

¹ You do not need to filter the contacts by type or role, but filtering can help you select the contact to add or remove by reducing the list of contacts in the Party field.

Edit document party role

On the document detail page, open the Parties tab from the detail tabs.
Select one or more party to edit role for, and click Edit. The Edit party role dialog box opens.
Select a different party role in the Party role field.
Click Save.

Add or remove keywords

Keywords can be used, for example, for classification and retrieval of documents.

Open the detail page of a document to which you want to add or remove a keyword.
Do one of the following:
- To add a keyword: enter a keyword in the Keywords field.
- To remove a keyword: delete a keyword in the Keywords field.
Click Save.

Note:

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 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

Open the detail page of a document to which you want to add a reference.
From the detail tabs, open the Document references tab.
Click Add. The Add document references window opens.
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. If you enter multiple search criteria, by default an Or search will be performed.

Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted.

Click Search. The search results are displayed in the left column. The document you have viewed most recently will appear at the top of the search result list.
Double-click the document or documents you want to add. The selected documents are displayed in the right column.
Click Save. The added document is now displayed on the Document references list.

Remove a document reference

Open the detail page of a document from which you want to remove a document reference.
From the detail tabs, open the Document references tab.
Select the check box next to the document reference you want to remove.
Click Remove.

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.

Add information

Open the detail page of a document to which you want to add information.
From the detail tabs, open the Information tab.
Click Add. The Add Information dialog box is displayed.
Select the Information type and fill in the Information field.
Click Save.

Edit information

Open the detail page of a document to which you want to edit information.
From the detail tabs, open the Information tab.
Double-click the information item that you want to edit. The Edit Information dialog box is displayed.
Make your changes and click Save.

Remove information

Open the detail page of a document from which you want to remove information.
From the detail tabs, open the Information tab.
Select the information items that you want to remove.
Click . The Confirm dialog box is displayed.
Click Yes.

Add and remove information to multiple documents

You can add or remove information types and values to multiple documents at once by selecting the documents in the Navigation pane and clicking the Edit > Information to select which information type and value you want to add or remove.

For more information, see Edit multiple items in a list.

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

Open the detail page of a document to which you want to add a date.
From the detail tabs, open the Dates tab.
Click Add. The Add date dialog box is displayed.
Select the Date type and fill in the Date field.
Click Save.

Edit date

Open the detail page of a document to which you want to edit a date.
From the detail tabs, open the Dates tab.
Double-click the date that you want to edit. The Edit date dialog box is displayed.
Make your changes and click Save.

Remove date

Open the detail page of a document from which you want to remove a date.
From the detail tabs, open the Dates tab.
Select the dates that you want to remove.
Click. The Confirm dialog box is displayed.
Click Yes.

Add and remove date types to multiple documents

You can add or remove date types and values to multiple documents at once by selecting the documents in the Navigation pane and clicking the Edit > Date to select which date type and value you want to add or remove.

See Edit multiple items in a list for more information.

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:

Date – the date when reminder will apply.
Reminder for – the recipient of a reminder.
Reminder type – the text to be displayed on the reminder.
Reminder closed – you can close a reminder, for example, when you start working on a document which you have been reminded of.
Reminder text – the text to be displayed on the reminder.

Note: Closed reminders (that is, with a P, Closed state) will not appear in your search results if you search for reminders.

Add reminder

Open the detail page of a document to which you want to add a reminder.
From the detail tabs, open the Reminders tab.
Click Add. The Add reminder dialog box is displayed.
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).
Click Save.

Edit reminder

Open the detail page of a document to which you want to edit a reminder.
From the detail tabs, open the Reminders tab.
Double-click the reminder that you want to edit. The Edit reminder dialog box is displayed.
Make your changes and click Save.

Remove reminder

Open the detail page of a document from which you want to remove a reminder.
From the detail tabs, open the Reminders tab.
In the Reminders tab, select the reminders that you want to remove.
Click Remove to open the Confirm dialog.
In the Confirm dialog, click Yes.

Assign or remove read access to a document

You can assign or remove read access to documents for employees or groups.

By default, a document inherits the same read permissions as the case it belongs to. You can manually assign the same access codes as the case to the document and you can also assign additional access codes specifically for the document.

Inheritance of case access rights

There are important functional differences between inheriting access rights from the case and manually assigning the same access rights as the case to the document.

Inheriting case access rights: If the document inherits access rights from the case, users must be assigned all the same access rights as the case as well as any specifically assigned access rights to the document in order to access the document.
Manually assigning identical case access rights to the document: If the document is manually assigned the exact same access rights as the case in the Read access and Write access fields, users need only be assigned one of the access rights (case or document) to access the document.

Supplementary documents

A supplementary document inherits by default the same read permissions as its main document, if it has one but can be set up to inherit the case access codes. You can chose to use the same access codes as the case and the main document as well as assigning new access codes specifically for the supplementary document.

Note: If there is no defined read access to a document, it can be read by anyone.

For the Standard edition of WorkZone Content Server

For the Corporate edition of WorkZone Content Server

To assign read access to a document

On the Document detail page, click the icon in the Read access field to open the Edit read access form.
(Optional) In the Edit read access form:
- Click View access codes to display the default read access codes for the document.
- Clear the Restricted by case check box to remove the case read access codes from the document.¹
- (For supplementary documents) Clear the Restricted by document check box to remove the main document read access codes from the supplementary document.²
In the Edit read access form, click the Create new access code button to display the Term access code and Organizational access code mandatory fields.
In the Term access code field, enter the name of the Term access code to locate the specific access code you want to assign to the case.
Click the Term access code field to open a complete list of the available access codes. In the list, select the code you want to assign to the case.
In the Organizational access code field, enter the name of the access code to locate the specific access code you want to assign to the case.
Click the Organizational access code field to open a complete list of the available access codes. In the list, select the code you want to assign to the case.
Repeat steps 2 to 4 to create a new access code group to assign to the document if required.
Click the Apply button to assign the selected access codes to the document.

¹ Select the Restricted by case check box to apply case read access codes to the document. Any new access codes you assign to the document will be in addition to the access codes from the case. See Inheritance of case access rights above.

² Select the Restricted by document check box to inherit the main document read access codes for the supplementary document. Any new access codes you assign to the supplementary document will be in addition to the access codes from the main document.

See Access codes for more information.

Assign 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.

Inheritance of case access rights

There are important functional differences between inheriting access rights from the case and manually assigning the same access rights as the case to the document.

Inheriting case access rights: If the document inherits access rights from the case, users must be assigned all the same access rights as the case as well as any specifically assigned access rights to the document in order to access the document.
Manually assigning identical case access rights to the document: If the document is manually assigned the exact same access rights as the case in the Read access and Write access fields, users need only be assigned one of the access rights (case or document) to access the document.

Important: You must always have write access to the cases, documents or contacts for which you define write access.

Tip: Display a list of all users registered with read or write access on the document by displaying the Users with read access and Users with write access detail tabs on the document detail page.

Supplementary documents

A supplementary document inherits by default the same write permissions as its main document, if it has one but can be set up to inherit the case access codes. You can chose to use the same access codes as the case and the main document as well as assigning new access codes specifically for the supplementary document.

Note:

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 WorkZone Content Server, Standard edition

For WorkZone Content Server, Corporate edition

To assign write access to a document

On the Document detail page, click the icon in the Write access field to open the Edit write access form.
(Optional) In the Edit write access form:
- Click View access codes to display the default write access codes for the document.
- Clear the Restricted by case check box to remove the case write access codes from the document.¹
- (For supplementary documents) Clear the Restricted by document check box to remove the main document write access codes from the supplementary document.²
In the Edit write access form, click the Create new access code button to display the Term access code and Organizational access code mandatory fields.
In the Term access code field, enter the name of the Term access code to locate the specific access code you want to assign to the case.
Click the Term access code field to open a complete list of the available access codes. In the list, select the code you want to assign to the case.
In the Organizational access code field, enter the name of the access code to locate the specific access code you want to assign to the case.
Click the Organizational access code field to open a complete list of the available access codes. In the list, select the code you want to assign to the case.
Repeat steps 2 to 4 to create a new access code group to assign to the document if required.
Click the Apply button to assign the selected access codes to the document.

¹ Select the Restricted by case check box to apply case write access codes to the document. Any new access codes you assign to the document will be in addition to the access codes from the case. See Inheritance of case access rights above.

² Select the Restricted by document check box to apply the main document write access codes to the supplementary document. Any new access codes you assign to the supplementary document will be in addition to the access codes from the main document.

See Access codes for more information.