Edit information on a case

Add or remove case parties

You can add one or more contacts as case parties to a case.

Add a party to a case

1. On a case detail page, select the Parties tab from the detail tabs.
2. Click Add.
3. In the Add contact references dialog, specify your search criteria in one or more of the following ways:
   • Enter a text in the Free text field.
   • Define the scope of your search under Search in.
   • Click Advanced search and enter additional search criteria.

   Note:

   • If you enter multiple search criteria, an Or search will be performed. The Or search automatically uses the OR operator.
   • Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have entered.
4. Click Search. The contact you have viewed most recently will appear at the top of the search result list.
5. Double-click the contacts that you want to add.
6. Select a role for the contact in the Role field.
7. Click Save.

Remove a party from a case

1. On a case detail page, select the Parties tab from the detail tabs.
2. Select the check box next to the parties that you want to remove.
3. Click Remove.

Add parties to and remove parties from multiple cases

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

1. In the Navigation pane > the Cases pane on the Home tab, select a case list.
2. In the case list, select the cases that you want to add parties to or remove parties from, and select Edit > Party.
3. In the Edit party dialog:
   • Type: Select a type to filter the contacts.
   • Party role: Select a role to filter the contacts.
   • Party: Select the name/ID of the contact that you want to add or remove.

   Tip: You do not need to filter the contacts by type or role, but filtering can help you find the needed contact faster by reducing the list of contacts in the Party field.
   

4. Click Edit and then select:
   • Add to add the contact to the selected cases.
   • Remove to remove the contact from the selected cases.
5. In the Confirm dialog, click Yes to confirm your changes.

Add or change the primary party

You can add a primary party during case creation by selecting a contact from the contact list. You can change the primary party later.

Change the role of a case party

1. On a case detail page, select the Parties tab from the detail tabs.
2. Select one or more parties that you want to change the role for, and then click Edit > Role.
3. In the Edit role dialog, select a new party role in the Party role field.
4. Click Save.
   

Add or remove case documents

A case document is a document that is saved on a particular case. You can save different types of documents on a case and remove them later.

Add a new case document

When you create a new document from the case detail page, this document automatically becomes a case document on this case.

1. Open the detail page of a case that you want to add a new case document to.
2. Create a new document.
Tip: You can create several types of documents. For more information, see:

• Create a new Word document
• Create a new Excel document
• Create a new PowerPoint document
• Create document information
• Import from file system

You can also drag and drop the needed files from the file system or from Outlook to your case.

• The Drag and drop files setting must first be enabled in WorkZone Configurator (Configurator > Feature settings > Client > Drag and drop files. This setting is enabled by default).
• Only valid files of the supported document formats will be added to the case.
• All documents added from the file system will get the Default document type defined under Explorer configuration in WorkZone Configurator (Configurator > Explorer configuration > Set default case and document properties > Default document type).
• By enabling the Use letter date as document created date setting in WorkZone Configurator > Explorer > Explorer configuration (this requires having the CONFIGADM access code), 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.
• 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.
• You will need to confirm your selection in a confirmation dialog, to prevent adding files by mistake.

3. Click Save.
   

   Click Refresh if the document does not appear immediately.

Remove a case document from a case

1. On a case detail page, select the Documents tab from the detail tabs.
2. Select a case document that you want to remove from this case, and then click Move.

Add or remove parent or child cases

You can add an existing case to another case as either a child case or as a parent case, which creates a hierarchy of interrelated cases.

Add a parent or a child case

1. Open the detail page of a case that you want to add a parent or a child case to.
2. From the detail tabs, select the Child cases tab to add a child case or Parent cases tab to add a parent case¹.
3. Click Add.
4. In the Add child case references dialog, you can find the case that you want to add by defining search criteria in one or more of the following ways:
• Enter a text in the Free text field.
• Define the scope of your search under Search in.
• 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.

5. Click Search to display cases that match your search criteria. If the wrong cases are displayed, try editing your search criteria.
   
6. In the left pane, select the cases that you want to add, and then click the right arrow to add them to pane to the right side. You can also double-click each individual case to add it to the pane to the right. You can also select all the cases in the pane to the left.
   
7. Click Save to add all cases in the right pane as either child cases or parent cases.
   

¹If the Child cases or Parent cases detail tabs are not displayed in the detail ribbon, you can display them, see Manage tabs

If your changes are not displayed directly, click Refresh to update the content of the tab.

Remove a parent or a child case

1. Open the detail page of a case that you want to remove a parent or a child case from.
2. From the detail tabs, select the Child cases tab to remove a child case or Parent cases tab to remove a parent case¹.
3. On the Child cases or Parent cases tab, depending on what you want to remove, select the cases that you want to remove.
4. Click Remove to remove the selected cases.

If your changes are not displayed directly, click Refresh to update the content of the tab.

Add or remove case references

A case reference is a link to another case that may be relevant to the current case handling.

Add a case reference

1. Open the detail page of a case that you want to add a case reference to.
2. From the detail tabs, select the Case references tab.
3. Click Add.
4. In the Add case references dialog, specify your search criteria in one or more of the following ways:
• Enter a text in the Free text field.
• Define the scope of your search under Search in.
• 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.

5. Click Search.
   
6. Double-click the cases that you want to add.
7. Click Save.

Remove a case reference

1. Open the detail page of a case that you want to remove a case reference from.
2. From the detail tabs, select the Case references tab.
3. Select the case references that you want to remove.
4. Click Remove.
   

Add or remove keywords

You can use keywords, for example, for classification and retrieval of cases.

1. Open the detail page of a case where you want to add or remove a keyword to.
2. In the Keyword field, add a new keyword or delete an existing keyword.
3. Click Save.

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

1. Open the detail page of a case that you want to add a document reference to.
2. From the detail tabs, select the Document references tab.
   
3. Click Add.
4. In the Add document references dialog, specify your search criteria in one or more of the following ways:
• Enter a text in the Free text field.
• Define the scope of your search under Search in.
• 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.

5. Click Search. The document that you have viewed most recently will appear at the top of the search result list.
6. Double-click the documents that you want to add.
7. Click Save.

Remove a document reference

1. Open the detail page of a document that you want to remove a document reference from.
2. From the detail tabs, select the Document references tab.
3. Select the document references that you want to remove.
4. Click Remove.

Add, edit, or remove information

The information that you can add to a case is defined by your organization.

An item of information consists of two parts:

• An Information type field – the name or type of the information, for example Error.
• An Information value field which 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

1. Open the detail page of a case that you want to add information to.
2. From the detail tabs, select the Information tab.
3. Click Add.
4. In the Add information dialog, select the Information type and fill in the Information value field.
5. Click Save.

Edit information

1. Open the detail page of a case that you want to edit information for.
2. From the detail tabs, select the Information tab.
3. Double-click the information item that you want to edit to display the Edit information dialog.
4. Make your changes and click Save.

Remove information

1. Open the detail page of a case that you want to remove information from.
2. From the detail tabs, select the Information tab.
3. Select the information items that you want to remove.
4. Click Remove, then click Yes in the confirmation dialog.

Add and remove information to multiple cases

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

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

Add, edit, or remove dates

The dates that you can add to a case are defined by your organization.

A date item consists of two parts:

• A Date type: the name or type of the date, for example, when an error has occurred.
• A Date field.

Add a date

1. Open the detail page of a case that you want to add a date to.
2. From the detail tabs, select the Dates tab.
3. Click Add.
4. In the Add date dialog, select a Date type and fill in the Date field.
5. Click Save.

Edit a date

1. Open the detail page of a case that you want to edit a date for.
2. From the detail tabs, select the Dates tab.
3. Double-click the date that you want to edit.
4. In the Edit date dialog, make your changes and click Save.

Remove a date

1. Open the detail page of a case that you want to remove a date from.
2. From the detail tabs, select the Dates tab.
3. Select the dates that you want to remove.
4. Click Remove, then click Yes in the confirmation dialog.

Add and remove date types to multiple cases

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

See Edit multiple items in a list for more information.

Add, edit, or remove reminders

The reminders that you can add to a case are defined by your organization.

Add reminder

1. Open the detail page of a case that you want to add a reminder to.
2. From the detail tabs, select the Reminders tab.
3. Click Add.
4. In the Add reminder dialog, for the following fields:
   • Date: type the date or select one in the calendar.
   • Reminder for: select a recipient of the reminder.
   • Reminder type: select a reminder type.
   • Reminder closed: select P, Closed to close the reminder.
     Closed reminders will not appear in your search results if you search for reminders.
   • Reminder text: enter a text for the reminder (optional).
5. Click Save.

Edit a reminder

1. Open the detail page of a case that you want to edit a reminder for.
2. From the detail tabs, select the Reminders tab.
   
3. Double-click the reminder that you want to edit.
4. In the Edit reminder dialog, make your changes and click Save.

Remove a reminder

1. Open the detail page of a case that you want to remove a reminder from.
2. From the detail tabs, select the Reminders tab.
3. Select the reminders that you want to remove.
4. Click Remove, then click Yes in the confirmation dialog.

Assign or remove read access to a case

You can assign or remove read access to cases for users and groups.

When you assign an access restriction on a case, the restriction applies to all the case documents by default. Only users who are members of one of the groups with read access will be able to access the case, document, or contact, and their documents or contacts.

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 have 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 will only need to have one of the access rights (case or document) to access the document.

For WorkZone, Standard Edition

For WorkZone, Corporate Edition

See Access codes for more information.

To ensure compliance in WorkZone, Corporate Edition, users in one legal authority cannot change the access codes on cases and documents that have been created by users in another legal authority. Some organizations require the option to change the access codes on cases and documents even if the cases or documents have been created by another legal authority. An administrator can turn on the Disable grant update (license) feature setting in WorkZone Configurator.

Assign or remove write access to a case

You can assign or remove write access to cases for users and groups.

When you assign an access restriction on a case, the restriction applies to all the case documents by default. Only users who are members of one of the groups with write access will be able to edit and update information on the case, document, or contact, as well as to its documents or contacts.

For WorkZone, Standard Edition

For WorkZone, Corporate Edition

See Access codes for more information.

To ensure compliance in WorkZone, Corporate Edition, users in one legal authority cannot change the access codes on cases and documents that have been created by users in another legal authority. Some organizations require the option to change the access codes on cases and documents even if the cases or documents have been created by another legal authority. An administrator can turn on the Disable grant update (license) feature setting in WorkZone Configurator.

Create and manage custom document tabs

You can create custom tabs so that you can select specific documents on a case and view them in a separate list. For example, if you want to view only Word documents on a case, you can create a custom tab, where you will always have quick access to Word documents. Apart from a custom tab, WorkZone Client also creates a saved search that is available in My lists on the Navigation pane.

Create a custom tab

You can see how to create and configure a custom tab in the Save a search as a custom detail tab section.

Change a case category

If the new case category has been set up to display fewer or other fields than the old case category, these fields will no longer be displayed in the Case detail page and a user cannot enter new data in these fields. The data contained in the now hidden fields will not be deleted and if the old case category is reinstated on the case, the fields will be displayed again with the original data.