What's new in WorkZone Client

UI enhancements

Refreshed design

Icons, tabs and ribbons in WorkZone Client have received a refreshed design.

Improved navigation for open tabs

You can always see the full list of your currently open tabs by clicking the new drop-down arrow at the right corner of the main ribbon. A grey dot . indicator will appear above the drop-down arrow, if some of your open tabs do not fit the main ribbon. Such tabs will be greyed out in the drop-down list.

  • You can search for the needed tab within the list of your currently open tabs using the Search bar at the top of the drop-down. Click Alt+A to open the drop-down and select the Search bar for the top tabs on the main ribbon, and Alt+Shift+A to open the drop-down and select the Search bar for the detail tabs on the detail ribbon.

Entity validation rules for WorkZone items

Your WorkZone administrators can set up entity validation rules in WorkZone Configurator to disable or restrict the possibility of updating a WorkZone entity (a case, a contact, a document, or a custom type), until certain criteria are met. If you try to edit an entity that has validation rules applied to it, and your update does not meet the specified criteria, you will see an error message with the reason of a failed update and a link to the entity item, so you go directly to it and perform the needed changes. See Entity validation rules.

Cases, documents and contacts

Use custom tabs based on the OData query filter

You can use custom tabs for cases, documents, contacts, or custom types based on a manually inserted OData query filter. This way you can use advanced dynamic filters with as many conditions as you need applicable to the context of your current WorkZone item.

Prerequisite:

Your WorkZone administrator must first create custom tabs based on the OData query filter and add them to the case, document, contact, or custom type detail pages. See Create custom tabs based on OData query filter.

Cases and documents

View organizational chart for case or document units

On the case detail page and document detail page, you can view the hierarchy structure (that is, organizational chart) for the units (for example, Responsible unit and Acting unit) assigned to this case or document. See View organizational chart for a case or document unit.

Case and document life cycles extended with additional values

Life cycle lists for cases and documents now include the following values:

  • Document life cycle:
    • Classification
    • Retention code
    • Retention date
    • Deleted by

  • Case life cycle:

    • Default document classification
    • Retention code
    • Retention date
    • Deleted by

This means that you can track changes of these values when viewing the case or document life cycle.

Tip: Add the needed columns to a relevant life cycle tab. See Add / Remove columns in a list.

Documents

Remove all annotations from a redacted PDF document

Prerequisite:

  • A licensed version of Advanced PDF (either the Annotation and Redaction license or the Advanced Editing license) must be available to your organization.
  • The Redaction Advanced PDF feature must be enabled in WorkZone Configurator (Global > Feature settings > Client > Redaction).

New Remove all annotations check box is available in the confirmation dialog for applying the redactions to a PDF document. Selecting this check box will remove from the document all non-redaction annotations (such as comments, and so on) and only apply the redactions. See Apply redactions.

Note: Only annotations that have an author can be removed in such way.

Mass editing available for the Letter Date

You can edit the Letter Date value for multiple documents in a list. See Edit multiple items in a list.

Prerequisite: You must first enable the Letter Date field for mass editing from a list. See Enable mass editing of custom fields that are not displayed.

Your last selected template is remembered in the Print case dialog

In the Print case dialog, your last selected Template is remembered and pre-selected automatically.

  • This information is stored under private configuration.

Cases, documents, and contacts

Improved 'Go to case/document/contact' navigation

To go directly to a case, document, or contact, just click on that case, document, or contact from a list. Previously, you needed to click the Go button in the Go to dialog, after selecting an item.

See How to perform a quick search.

Improved auto-suggestion logic of search operators

The @Me, @Unit, @My Desktop case, @Empty, @Filled In search operators are no longer auto-suggested during editing and searching, when you start typing a real value.

Cases and documents

New Security code column available for the Users with read access and Users with write access lists

New Security code column is available for the Users with read access and Users with write access lists of cases or documents. It provides more precise access overview for items that are protected not only by the read/write access, but also by security codes, as read/write access code overview does not consider the security codes restrictions (meaning that the Users with read access and Users with write access lists may show more users than actually have read/write access to an item).

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).

See About Security group rights for more information about the security codes restrictions.

Documents

Your last selected document state is remembered in the Print case dialog

In the Print case dialog, your last selected document state (under Advanced > State) is remembered and pre-selected automatically.

  • This information is stored under private configuration.

Searches

Configure the Parties filter on case searches

When you search for cases, you can customize the Define parties filter dialog to include other standard fields or your organization's custom fields. See Configure the Parties filter on case searches.

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.

Prerequisite:

  • The Use letter date as document created date setting must be enabled by an administrator in WorkZone Configurator > Explorer > Explorer configuration.

  • The Drag and drop files setting must be enabled in administrator in WorkZone Configurator > Feature settings > Client.

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 into the search bar at the top of 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.

Prerequisite:

  • Your organization must use the WorkZone Cloud Edition.
  • A licensed version of Advanced PDF (either the Annotation and Redaction license or the Advanced Editing license) must be available to your organization.
  • The Suggest redaction feature must be enabled in WorkZone Configurator (Global > Feature settings > Client > Redaction > Suggest redaction).

Note:

  • Currently AI redaction works with PDF documents in Danish language only, and supports Danish formats of zip codes, addresses, phone numbers, and so on.
  • AI redaction supports only text format (that is, images or screenshots will not be redacted).

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.

Prerequisite:

  • The Address service setting must first be enabled in WorkZone Configurator (under Global > Feature settings > Client > Address service. This setting is enabled by default).
  • You must have Azure Maps settings configured by an administrator in WorkZone Configurator (under Services > Azure Maps settings). See Set up Azure Maps settings for more information.
  • You must have Azure Maps account created and configured for your organization. See Manage your Azure Maps account article from for more information.
  • For address validation to work properly, the postcode of that address must be added by an administrator to relevant country in WorkZone Configurator. See Countries and postcodes for more information.

Attach WorkZone documents to your Outlook emails

Prerequisite: You must have WorkZone 365 installed.

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

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).

Note:
  • All existing unit configurations of WorkZone Client have automatically been saved as Unit configurations (no inheritance). Change them to Unit configuration, with inheritance for subunits, if needed.
  • If more than one unit configuration applies to the same user, for example, a configuration of a unit, a subunit, and a sub-subunit, the configuration settings of the lowest hierarchy level will take precedence. That is, in case of conflicts between settings of unit, a subunit, and a sub-subunit configurations, the sub-subunit configuration settings will have the highest priority, and unit configuration settings will have the lowest priority.

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.

Prerequisite: The Templafy Hive module must be installed in WorkZone Configurator (under Global > Templafy integration), and the Templafy Hive connection must be set up correctly in WorkZone Configurator under Services > Templafy settings.

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.

Note: When sharing a list that has already been shared with another user (or users), new share options will overwrite the previous ones.

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 3rd 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.

Example: The search criteria "+petersen" will find contact names similar to "petersen" such as peddersen, pedersen, and petersen.

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.