Document actions

This section describes the basic actions you can perform on the documents.

Open a document in corresponding program

You can open a WorkZone document in the program that was used to create this document.

1. Select the document that you want to open from a list or from the detail page.
2. Click Open. The document opens in the application that was used to create this document (for example, Microsoft Word, Excel, Outlook or PowerPoint).

Download document

You can download WorkZone documents as single files.

• You can download documents from cases.
• You can only download one document at a time.

1. Select the document that you want to download from a list or from the detail page.
2. Click Download.
3. Select where to save this document, and click OK.

Check out and check in WorkZone documents

You can check out a WorkZone document to prevent other users from editing it while you work, and then check the document in to submit your changes.

Check out document

1. Select the document from a list or from the detail page.
2. Click Change > Check out.
3. Click Yes in the confirmation dialog. The document will be downloaded to your default download location, marked as checked out by you, and locked for editing to other users.

Check in document

After you have edited the checked out document, check it in to submit your changes to WorkZone.

1. Select the document that you want to check in from a list or from the detail page.
2. Click Change > Check in.
3. In the Check in dialog, select the location of your edited document, and click OK. The document from step 1 will be updated with a new version and will become unlocked for editing.

Cancel an existing checkout

You can cancel your own or another user's checkout of a document, releasing it for editing by other users.

1. Select the checked out document from a list or from the detail page.
2. Click Change > Cancel checkout.
3. Click Yes in the confirmation dialog. The document will become unlocked for editing.

Share document

You can share a document in multiple ways.

Send document as a link

You can send a link to the detail page of a document in an e-mail.

1. Find the document to which you want to send a link, and:
• Open the document detail page.

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• Select it in a list, for example, My Documents, in the navigation pane.
2. Click Share > Link on the ribbon. A new e-mail will open in Microsoft Outlook with the two links added:
• A link to the detail page of the document in WorkZone Client
• A direct link to download the document.
3. Add a recipient and click Send.

Send document as attached file

1. Open the detail page of a document that you want to attach to an e-mail, or select the document from a list.
2. Click Share > Attach document on the ribbon. A new e-mail will open in Microsoft Outlook. The document is attached to the e-mail.

Send document as attached PDF

1. Open the detail page of a document with PDF version that you want to attach, or select the PDF document from a list.
2. Click Share > Attach PDF on the ribbon. A new e-mail will open in Microsoft Outlook. The PDF document is attached to the e-mail.

Copy a document to the clipboard

You can copy one or more WorkZone documents to your clipboard and, for example, attach them to your Word, Excel, or PowerPoint documents as links, or send them via Outlook email as a link, a document, or a PDF document.

1. Open the detail page of a document that you want to copy to your clipboard, or select it from a list.
2. Click Share > Copy to clipboard on the ribbon.
3. In Outlook/Word/Excel/PowerPoint, open the WorkZone 365 pane and click Your clipboard.
4. From your clipboard, select the needed documents.
Tip: Click <new_icon> to open your WorkZone clipboard in a larger view with more metadata information available.
5. Click Attach, and select relevant option from the droplist:
   • Links (available from Outlook/Word/Excel/PowerPoint): will attach the selected documents as links
   • Documents (available only from Outlook): will attach the selected documents as regular files
   • PDF documents (available only from Outlook, and only for PDF documents): will attach the selected documents as PDF files.

Copy documents from Microsoft SharePoint

If your organization also uses Microsoft SharePoint Server for document management and/or document repository and your organization has set up WorkZone integration from Microsoft SharePoint, you can copy one or more documents from SharePoint into WorkZone.

When documents are copied from SharePoint to WorkZone, the documents are not deleted from SharePoint or marked in any way to indicate they are now also stored in WorkZone. The documents will effectively exist in two document management systems: Microsoft SharePoint and WorkZone and can be edited in both systems independently of each other. Apart from copying documents to WorkZone, there is no other integration between Microsoft SharePoint and WorkZone

If you want to only have the SharePoint documents managed in WorkZone, you must manually remove the documents from SharePoint or edit the document titles/names in SharePoint to indicate that the documents in question no longer are considered active in SharePoint.

It is not possible to copy documents from WorkZone to Microsoft SharePoint.

Meta data in WorkZone

Document meta data is not transferred from SharePoint to WorkZone and must be added to the copied documents in WorkZone Client after the documents have been copied. Copying documents from SharePoint will circumvent any fields (standard and custom) that have been defined as mandatory but once the document meta data needs to be saved, all mandatory field requirements will be respected.

The only document meta data that will be created when copying documents from SharePoint to WorkZone is the document title and the Document Type field, which will automatically be assigned the DOK, document value.

Copy one or more documents from Microsoft SharePoint to WorkZone

1. In Microsoft SharePoint, select the documents you want to copy to WorkZone and click Copy to WorkZone to open the Copy files to WorkZone pane.
2. In the Copy to Files to WorkZone pane > Select a case field, select the case the documents are to be attached to. You can also filter the drop-down list for the exact case name or number.
3. Click the Copy to WorkZone button to copy the selected documents to the selected case in WorkZone.

Move document

You can change the relation between documents in various ways. That is, you can choose if a document should be a main document, or a supplementary document, and which case a main document belongs to.

Move main document to another case

You can move a main document from one case to another. Supplementary documents cannot be moved to other cases.

If you want to move a supplementary document to another case, you can:

• Convert to main and move: Convert the supplementary document to a main document and then move the now-main document to other case.
• Keep as supplementary and move: Move the supplementary document to another main document on the other case.

1. Open the detail page of a document that you want to move to another case, or select it on a list.
2. Click Move > Move to case on the ribbon.
3. The Move document window opens.
4. Enter part of the name of the case to which you want to move the document. For example, the title, case number or case handler.
5. Select a case from the list.
6. Select the Archive document on new case check box, if you want to archive the document.
7. Click Move to case. The document has now been moved to the selected case.

Select a different main document

If your document is a supplementary document, you can select a different document as the main document.

1. Open the detail page of the supplementary document, or select it on a list.
2. Click Move > Move to new main document on the ribbon.
3. The Change main document dialog opens.
4. Select the document you want as new main document from the list.
5. Click Save.
6. On the document detail page, the new document is added to the Main document field.

Convert a supplementary document to a main document

You can convert a supplementary document to a main document on the same case as the main document the supplementary document was attached to.

1. Open the detail page of the supplementary document, or select it on a list.
2. Click Move > Change to main document on the ribbon.
3. The Change main document dialog opens.

Select the document you want as main document from the list.

4. Click Save.

On the document detail page, the document is added to the Main document field.

Convert a main document to a supplementary document

You can convert a main document into a supplementary document if the main document does not contain supplementary documents.

If the main document itself contains supplementary documents, it cannot be converted to a supplementary document.

To convert a main document with supplementary documents to a supplementary document, you must first remove all supplementary documents from the main document, either by selecting a new main document for the supplementary documents or by converted all the supplementary documents to main documents themselves. Once the main document no longer contains supplementary documents, it can be converted.

1. Open the detail page of the main document, or select it on a list.
2. Click Move > Change to supplementary document on the ribbon.
3. On the document detail page, the previous main document is removed from the Main document field.

 

Create PDF version

You can create PDF versions of documents on both open and closed cases. You can only attach a newly generated PDF document to an open case. Documents of any other type cannot be attached to closed cases.

1. Open the detail page of a document to which you want to create a PDF version.
2. Click Create PDF. The PDF version of the document is created.

Create a PDF report for multiple documents

You can also create a compiled PDF report consisting of multiple documents. For example, creating a compiled document for public access.

1. On the Home page, open the detail page of the case with the documents that you want to create a compiled PDF report of
2. In the Documents detail tab, select all documents that you want to include in the compiled PDF report.
3. In the detail ribbon, click Report > A document list with parties and supplementary documents to generate the PDF report.
4. When the PDF report is generated, you can open it or save it locally.
   • If you open the report, you can review the report and, depending on the PDF viewer utilized to read PDF documents, save the report locally.
   • If you save the report locally, you can add the report as a document to the case if necessary.

See Also

My reports today list

View PDF version

1. Open the detail page of a document with PDF version.
2. Click Preview. The PDF version is displayed in the preview pane.

See also:

The Preview Pane

View lists of unsuccessful PDF conversions

For a variety of reasons, sometimes PDF versions of your documents cannot be created. You can view a list of the documents that could not be converted to PDF versions in the following document lists:

• All unconverted: The list displays all unconverted documents that have been edited by the current user. The list includes all documents with following PDF status: Review, Skipped, or Failed.
• Unconverted: The list displays all unconverted documents that have been edited by the current user. The list only includes documents with the Review PDF status.
• All unconverted - total: The list displays all unconverted documents, regardless of who edited the documents. The list includes all documents with the following the PDF status: Review, Skipped, or Failed.

You can also see a list of all reports you have submitted for PDF conversion for today in the My reports today navigation list. The list includes PDF reports where the PDF conversion has failed.

The lists of unsuccessful PDF conversions also provide information about the reasons of failure in the following fields:

• PDF status:
  • Review: The document could not be converted due to document issues that you or an administrator can fix. For example, the document is password protected or content exceeds the page bounds of the document.
  • Skipped : The document was skipped during the conversion because it is an unsupported file type, for example video and audio files that cannot be converted to PDF.
  • Failed: The document could not be converted due to other errors. The document may have failed to convert because the job timed out on the server or the file is corrupted.
    You can try to open the document in the corresponding application. If the document opens as expected but the PDF version still is not created, please contact a administrator for assistance.
• Error description – Provides a more detailed information about the failure reason.

See also:

Manage lists

Validate a document for PDF/Universal Accessibility (UA) compliance

You can check your PDF and Word documents for PDF/UA compliance.

1. Open the detail page of a document that you want to check forPDF/UA compliance.

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From the document list, select one or more documents.

2. Click Validate PDF/UA. The selected documents will be validated forPDF/UA compliance.
   • For PDF documents: PDF/UA-compliant documents will receive the green "UA" badge on their document icons.
   • For Word documents: if the document passes the PDF/UA validation, a PDF/UA version of this document will be created. PDF/UA-compliant documents will have the green "UA" badge on their document icons.
   Note: If you update the PDF document, the PDF/UA validation status will be reset.

   See also: What are PDF/UA documents? and Fix a failed PDF/UA document.