What's new

WorkZone 365 functionality supported for shared mailboxes

WorkZone functionality is now supported for shared mailboxes.

Improvements for cases and documents

Create new cases from Word, Excel, and PowerPoint

You can now create new cases from Word, Excel, and PowerPoint, and then save your document on it. See Save a Word, Excel, or PowerPoint document on a new case.

Configuration improvements

Configure the Create new case dialog in Outlook

If you have the CONFIGADM access rights, you can configure fields in the Create new case dialog. See Configure the new case fields.

DateTime custom fields available for WorkZone pane

You can add the DateTime custom fields with the date and time pickers to WorkZone pane, and enter the date and time values for WorkZone documents directly from Outlook, Word, Excel, and PowerPoint.

See Configure the WorkZone pane and Set date and time.

Most recently used documents shown in the Document search pane

In the Document search pane, a list of your most recently used documents is shown, so you can quickly select the needed items and attach to an email as files, links or PDF documents. For more advanced searching, click to open the Document search pane in a larger view, and enter your search criteria. See Search and attach WorkZone documents from an email.

Manage access restrictions for cases and documents

When working with WorkZone cases and documents from Outlook, Word, Excel, and PowerPoint, you can view and edit access restrictions (that it, read and write access codes) that apply to these cases or documents. See Manage access restrictions for cases and documents.

Auto-filled values from the case group for new cases

When you create a new case and select a Case group, fields that were defined for this case group by an administrator in WorkZone Configurator (under Taxonomy > Classification Scheme) will be filled in automatically. See WorkZone Configurator Guide for more information about setting the default values for case groups.

See Save an email on a new case.

Auto-filled values from the case for new documents created from Outlook

When you create a new case document from Outlook and select a Case, the Case handler and Organizational unit values will be automatically inherited from the selected case.

See Save an email on a new case and Save an email and its attachments as individual documents in WorkZone.

Improvements for case creation

Create new Standard cases from Outlook

You can now create new cases with the Standard case category. See Standard case for more information about Standard cases.

Configuration improvements

Configure the Create new case dialog in Outlook

If you have the CONFIGADM access rights, you can configure fields in the Create new case dialog. See Configure the new case fields.

DateTime custom fields available for WorkZone pane

You can add the DateTime custom fields with the date and time pickers to WorkZone pane, and enter the date and time values for WorkZone documents directly from Outlook, Word, Excel, and PowerPoint.

See Configure the WorkZone pane and Set date and time.

Case filter added for parties

When adding parties to an Outlook email or a Word, Excel, or PowerPoint document, you can now select a case and use the new Filter parties by case filter to only see parties from the selected case. See Manage email parties and Manage document parties.

Create new cases from Outlook

You can create new WorkZone cases directly from Outlook. See Save an email on a new case.

Improvements for working with WorkZone meetings

• You can create WorkZone meetings as an attendee. Previously, only meeting organizers could create WorkZone meetings. See Create a new WorkZone meeting.
• You can open a WorkZone meeting case in WorkZone Client directly from the WorkZone pane. Open a WorkZone meeting in WorkZone Client.
• If multiple WorkZone meetings exist for the same Outlook meeting (for example, if several participants have created parallel WorkZone meetings due to access restrictions to an already existing meeting case), they will be listed under the Case droplist on the WorkZone pane, so you can select the needed meeting case.

Send WorkZone documents as email attachments

When creating emails in Outlook, you can attach to them one or more WorkZone documents. You can attach WorkZone documents to your emails in two ways:

• Copy the needed documents to your clipboard in WorkZone Client, and then attach them to your new email in Outlook.
• Search for the needed documents from the WorkZone pane in Outlook, and then attach them to your new email.

See Send WorkZone documents as email attachments.

Improvements for saving emails to WorkZone

• When saving email attachments in form of images, you can now preview the images by hovering the mouse over them. See Save an email and its attachments as individual documents in WorkZone.
• Saving emails and email attachments is now supported for the on-premise installations of WorkZone.
  Note: The mail categories for emails saved to WorkZone are not supported for the on-premise installations yet.

More content controls (merge fields) supported for merging case and document information to Word templates

Content controls for merging case and document information to Word templates now include:

• for cases: Case Officer, Unit, Acting Unit, Date, and Information values
• for documents: Record Officer, Unit, Acting Unit, Date, Information

See Merge case, document, and contact information into a Word template.

Improvements for saving emails to WorkZone

When saving emails from Outlook, case data will automatically refresh upon clicking the Case droplist. So, for example, if you have created a new case during the email registration, that new case will appear at the top of the Case droplist. Previously you had to close and reopen the WorkZone 365 to get the new data.

Improvements for saving emails to WorkZone

• Save an already saved email on another WorkZone case, with or without editing the metadata. See Save an email on another case.
• When saving email attachments to WorkZone, you can now edit their metadata. See Save an email and its attachments as individual documents in WorkZone
• You can now remove all parties from an email at once. Previously, you could only remove email parties one by one. See Manage email parties.

Improvements for saving emails to WorkZone

• Set a dedicated Outlook category for the emails that you save to WorkZone, to quickly distinguish between these emails in your mailbox.
• When saving an email with attachments to WorkZone, you can choose whether to save the attachments as main documents or as supplementary documents.
• When saving email attachments to WorkZone, by default the Classification value will be inherited from the selected case. You can edit it manually, if needed.
• If the email you want to save to WorkZone contains both embedded objects inserted into the mail body and regular attachments, the Attachments tab of the WorkZone pane will have two lists: Inserted files and Attachments, to make it easier skipping embedded objects such as logos, graphical signatures and so on.

See Save an email and its attachments as individual documents in WorkZone and Categorize emails saved to WorkZone.

WorkZone Teams improvements

• You can now adjust the column width directly from a WorkZone tab.
• You can now sort the displayed data by the needed column.
• Document titles now work as hyperlinks. Click the document title to open a document in relevant Office application (for Office documents) or in WorkZone Client (for non-Office documents).
• All document actions are now available from a single menu. See Work with case documents.