What's new in WorkZone Client

If users belonging to the Security group 1 do not have the SEARCH right to register FILE (that is, cases), they will not be able to access cases, even having the read access to a specific case.

Now you can filter the case or document list by Security code column and exclude users belonging to Security group 1 to see all users that actually can access this case or document).

Documents

Use document creation date as Letter date for added case documents

You can have the document creation date automatically inserted as the Letter date for your case documents added to a case via drag and drop from Outlook or from the file system.

• For items added from Outlook, the Letter date will be the current date.
• For items added from the file system, the Letter date will be the last modified date of that item.

Cases

New standard field Case start available for case detail pages

The new Case start field indicates the date when the case was started. This field is filled in manually and can be relevant if, for example, the case start date is different from the date when the case was created in WorkZone.

This field is not displayed by default and must be added to the case detail page configuration by a system administrator.

Lists

Flag items in the case, document, or contact lists

When working with case, document, or contact lists, you can flag items to distinguish them from the rest. For example, you can flag the items that you find most relevant to a particular case, or would like to check first, or would like to print. By adding the Flaggedcolumn to your list view and sorting by it, you can quickly access your flagged items in a case, document, or contact list. See Flagged items.

Search for columns in the Select columns dialog

When configuring the columns settings, you can now search for the needed column by typing its name in the Select columns dialog. See Add / Remove columns in a list.

Documents

Hard copy management

With the new Hard copy management feature, you can register and keep track of physical copies of a WorkZone document.

• The new document Hard copies and their duplicates tab provides an overview of all registered hard copies and duplicates for a given document, and their current states.
• The new Hard copy management button in the document ribbon, opens the Hard copies pane where you can add, accept or reject, archive, and destroy hard copies and their duplicates.

  Prerequisite:

  • This feature must first be enabled in WorkZone Configurator > Global > Feature settings > Hard copy management.
  • To add and destroy hard copies and duplicates and accept on behalf of other users, you must be assigned the HARDCOPYADM access code. Without it, you can only accept, reject, or archive hard copies that are assigned to you.

  See Manage hard copies of a document.

Enhancements for documents that are locked for editing

• Documents that are automatically locked for editing will have a pencil on their icons (for example, for a Word document).
  Tip: Documents that have been manually checked out for editing will have a green arrow on their icons (for example, for a Word document), so you can quickly identify whether a document has been automatically locked for editing or manually checked out.
• The Locked by and Lock expires columns have been removed. Hover your mouse over the document icon to see who is currently editing this document.

See Lock a document for editing.

AI redaction suggestions for PDF documents

When redacting PDF documents, you can now use automated AI redaction suggestions to minimize manual work for redacting confidential, personally identifying or other potentially sensitive information. See Redacting PDF documents.

Contacts

Send email to multiple contacts

New Mail to button is added to the ribbon for all contact lists, so you can send emails to multiple contacts at once. Previously, you could only send an email to a single contact at a time. See The list menu.

Documents

• You can download WorkZone documents as single files. See Download document.
• You can check out the WorkZone documents to prevent the other users from editing them, and then check the documents in once you are done with your change. You can also cancel your own or another user's checkout to unlock the document for editing by other users. See Check out and check in WorkZone documents.
• New Processing status custom field for documents is available on the document detail pages, document lists, and document search pages. It can be used to track where documents currently are in their processing flow (for example, New, Under processing, etc.). Relevant document processing statuses can be created in WorkZone Configurator under Global > System droplists > DOCPSTAT, Document processing status. For example, you can track this way processing flow of the documents created by Mailbox monitor service workflow (by creating relevant document processing statuses in WorkZone Configurator under DOCPSTAT, Document processing status, and then enabling InitialDocumentProcessingStatus in the Mailbox monitor service workflow (Process > Service workflows)).

Address suggestion

When adding or editing a contact address in WorkZone Client, you can review and verify it in the interactive map, and have additional details for that address (for example, postcode and country) automatically filled from WorkZone database. See Suggest address.

Attach WorkZone documents to your Outlook emails

You can copy WorkZone documents to clipboard, and then attach them to your Outlook emails as links, documents, or PDF documents. See Copy a document to the clipboard.

PDF/Universal Accessibility (UA) enhancements

• You can not only validate existing PDF documents for PDF/UA compliance, but also create new PDF/UA compliant documents from the Word documents.
• New WorkZone PDF/UA error report will help you see which documents have failed the PDF/UA validation and correct the validation errors. See Fix a failed PDF/UA document, WorkZone PDF/UA error description, and Troubleshooting .

Documents

Add documents to cases with drag-and-drop

You can now add documents to cases by dragging and dropping the needed files from your file system.

Before you can drag and drop files, the new Drag and drop files setting must first be enabled in WorkZone Configurator (under Global > Feature settings > Client > Drag and drop files. This setting is enabled by default).

See Add a new case document.

Validate documents for PDF/Universal Accessibility (UA) compliance

You can now check whether a PDF document is a valid PDF/UA file. Verified PDF/UA documents will be displayed with the green "UA" badge on their document icons.

Print multiple documents from a document list

From the document list, you can now create a printable PDF file with multiple documents. Previously, you could only create a printable PDF file with multiple documents from the same case.

See Print multiple documents from a list.

Improved flow for opening email documents from WorkZone Client without having WorkZone for Office client installed locally

If WorkZone for Office client is not installed locally, upon clicking Open for an Outlook email document, you will be suggested to download that document to your hard disk instead.

See Open a document in corresponding program.

Case field is no longer prefilled when context is unknown

The Case field is no longer prefilled for documents that are uploaded from the file system or for new information items.

The Share > In mail menu will only be displayed to users who have WorkZone for Office installed

The Share > In mail menu for cases and documents will only be displayed to the users who have the WorkZone for Office client installed on their machine. From Share > the In mail menu, you can send the WorkZone link to a case or a document, send a document as an email attachment, or send a document as a PDF file.

See Send a link to a case in an e-mail message and Share a WorkZone link or a document itself in an e-mail message.

Unit configurations of WorkZone Client can now be applied to all subordinate units

A new type of unit configurations, Unit configuration with inheritance for subunits is now available. These unit configurations will apply not only to the users directly in the unit, but also to the users in all other subordinate units down the hierarchy. Unit configurations that are applied only to the unit itself (bypassing the subunits or sub-subunits) are now known as Unit configurations (no inheritance).

To apply a unit configuration to all subunits, you must save this unit configuration as Unit configuration, with inheritance for subunits in WorkZone Client, and enable the new Configuration inheritance setting in WorkZone Configurator (under Global > Feature settings > Client > Configuration inheritance. This setting is disabled by default).

See Configuration types and priorities and How configurations merge for more information.

Support for Templafy Hive

If your organization uses Templafy Hive, it is now possible to create Microsoft Word, Excel or PowerPoint documents in WorkZone Client based on one of your organization's templates in Templafy Hive.

See Create a document (Word, Excel or PowerPoint) from Templafy.

List actions

Edit read or write access for multiple list items

You can now edit read and write access for multiple cases, documents, or contacts from a list. Previously, you could only edit the read and write access for one case, document, or contact at a time.

List items order no longer kept for the exported to Excel lists

Due to the performance issues, list items order will no longer be kept during the export to Excel. You can sort the list items as needed directly in the Excel spreadsheet, after exporting the list from WorkZone Client. See Export a list to Excel.

Share multiple saved searches

You can now share multiple searches from your saved search lists. Previously, you could only share your saved searches one by one.

Reassign shared searches owned by the other users

With the new SEARCHADM access code, you can reassign shared searches owned by the other users. Previously, you could only reassign your own shared searches. See Reassign a shared search.

Searches

Search for exact matching words or phrases

During the free text searches, multiple search words encased in single or double quotation marks will be looked up as an exact string (that is, in exactly the same order and form).

For example, entering the search words "Frank Lloyd Wright" will find the occurrences of Frank Lloyd Wright and Frank Lloyd Wright Jr., but not Frank Lloyd David Wright.

Multiple search words not encased by single or double quotation marks are still treated as separate search words connected by automatically added AND operators.

Contacts

Address Type field no longer mandatory

The contacts structure in WorkZone also can be used to register resources that do not have addresses (for example drones, cars, or heavy equipment), and since each contact detail page can be customized by contact type, the mandatory Address type field prevented the removal of address fields for contacts types that did not have addresses. This is because mandatory WorkZone fields can not be removed when customizing a details page.

In order to support this application of WorkZone contacts, the Address type field is no longer mandatory. Default values can still be defined for the Address type field.

Assign delegates for other users

A user assigned the new DELEGATEADM access code can now assign delegates for other users. This reinstates functionality that had been removed from WorkZone2018.1.

Previously, users could only assign delegates for themselves and not for other users. Users that are not assigned the DELEGATEADM access code can still only assign delegates for themselves.

Documents

Save or Cancel buttons introduced in the Advanced PDF pane

The Advanced PDF editing feature no longer automatically saves the PDF document currently being edited.

Previously, the PDF document currently being edited was automatically saved every 10 seconds. Now, Save and Cancel buttons have been introduced to the Advanced PDF menu instead of automatically saving the document. The buttons allow the user to make changes to the PDF document and actively decide whether to save the changes or to cancel all changes.

The Save button already existing in some Advanced PDF pane menus while the Cancel button is a new addition.

Adding and editing bookmarks in Advanced PDF pane removed

The editing of existing bookmarks and the creation of new bookmarks on a PDF document from the Advanced PDF pane features has been removed as the 3^rd party application used to edit and add bookmarks was not sufficiently stable.

Users can still view and use bookmarks generated when the PDF document was created but cannot edit or add to these bookmarks.

Searches

Fuzzy searches on free text searches

A new search operator has been introduced to free text searches in WorkZone Client: Fuzzy searches.

Fuzzy searches utilize Oracle Fuzzy Matching to search for similarly spelled words that only diverge marginally from the searched terms. The level of sensitivity to divergence can be defined in your Oracle database to enable more or less results.

The default parameters of Oracle's Fuzzy Matching (similarity score lower limit and maximum number of expanded terms) can be changed in your Oracle database to increase or decrease the number of search results. This change must be made at index time.