Edit information on a document

Add or remove document parties

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

Add a party to a document

On a document detail page, select the Parties tab from the detail tabs.
Click Add.
In the Add contact references dialog, specify your search criteria in one or more of the following ways:

Enter a value in the Free text field.
Define the scope of your search under Search in. You can choose case parties, favorite contacts, or recent contacts.
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.

Click Search. The contact you have viewed most recently will appear at the top of the search result list.
Double-click the contacts that you want to add.
Select a role for the contact in the Role field.
Click Save.

Tip: You can choose which columns are displayed in the search result list. Right-click a column to open the column settings where you can add or remove columns.

Remove a party from a document

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

Add parties to and remove parties from multiple documents

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

In the Navigation pane > the Documents pane on the Home tab, select a document list.
In the document list, select all the documents that you want to add parties to or remove parties from, and select Edit > Party.
In the Edit party dialog:
- Type: Select a type to filter the contacts that you want to add or remove.
- Party role: Select a role to filter the contacts that you want to add or remove.
- 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.
Click Edit and then select:
- Add to add the contact to the selected documents.
- Remove the contact from the selected documents.
In the Confirm dialog, click Yes to confirm the changes.

Change the role of a document party

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

Add or remove keywords

Keywords can be used, for example, for classification and retrieval of documents.

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

Note:

If your organization uses a dictionary, you can only select keywords from this dictionary. If you enter words that are not in the dictionary, you get an error message when you try to save.
If your organization does not use a dictionary, you can create your own keywords.

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

Open the detail page of a document that you want to add a document reference to.
From the detail tabs, select the Document references tab.
Click Add.
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. If you enter multiple search criteria, an Or search will be performed.

Switching back from Advanced search to Simple Search will automatically delete any additional search criteria that you have inserted.

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

Remove a document reference

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

Add, edit, or remove information

The information that you can add to a document 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 field that 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

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

Edit information

Open the detail page of a document that you want to edit information for.
From the detail tabs, select the Information tab.
Double-click the information item that you want to edit to open the Edit Information dialog.
Make your changes and click Save.

Remove information

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

Add and remove information to multiple documents

You can add or remove information types and values to multiple documents at once by selecting the documents 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 document are determined by your organization.

A date item consists of two parts:

A Date type: the date's name or type. For example, when an error has occurred.
A Date field.

Add a date

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

Edit a date

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

Remove a date

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

Add and remove date types to multiple documents

You can add or remove date types and values to multiple documents at once by selecting the documents 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 document are defined by your organization.

A reminder item consists of the following parts:

Date : the date when the reminder will apply.
Reminder for: the recipient of a reminder.
Reminder type: a specification of the type of reminder.
Reminder closed: you can close a reminder, for example, when you start working on a document that you have been reminded of.
Reminder text: the text to be displayed on the reminder.

Note: Closed reminders (that is, with a P, Closed state) will not appear in your search results if you search for reminders.

Add a reminder

Open the detail page of a document that you want to add a reminder to.
From the detail tabs, select the Reminders tab.
Click Add.
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).
Click Save.

Edit a reminder

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

Remove a reminder

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

Assign or remove read access to a document

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

By default, a document inherits the read permissions of the case that it belongs to. You can manually assign the same access codes as the case to the document. You can also assign additional access codes specifically for the document.

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.

Supplementary documents

A supplementary document automatically inherits the read permissions of its main document, if it has one. You can also set up the supplementary document to inherit the case access codes. You can choose to use the access codes of the case and the main document, as well as assign new access codes specifically for the supplementary document.

Note: If a document does not have an assigned read access, it can be read by anyone.

For WorkZone, Standard Edition

For WorkZone, Corporate Edition

To assign read access to a document

On the Document detail page, click the icon in the Read access field.
(Optional) In the Edit read access dialog:
- Click View access codes to display the default read access codes for the document.
- Clear the Restricted by case check box to remove the read access codes of the case from the document.¹
- For supplementary documents: clear the Restricted by document check box to remove the read access codes of the main document from the supplementary document.²
In the Edit read access dialog, click Create new access code to display the mandatory fields Term access code and Organizational access code.
In the Term access code field, enter the name of the Term access code to find the access code that you want to assign to the document.
Click the Term access code field to open a complete list of the available access codes. In the list, select the access code that you want to assign to the document.
In the Organizational access code field, enter the name of the access code to find the access code that you want to assign to the case.
Click the Organizational access code field to open a complete list of the available access codes. In the list, select the access code that you want to assign to the case.
You can repeat steps 2 to 4 to create a new access code group to assign to the document.
Click Apply to assign the selected access codes to the document.

¹ Select the Restricted by case check box to apply case read access codes to the document. Any new access codes you assign to the document will be in addition to the access codes from the case. See Inheritance of case access rights above.

² Select the Restricted by document check box to inherit the main document read access codes for the supplementary document. Any new access codes that you assign to the supplementary document will be in addition to the access codes from the main document.

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 document

You can add or remove write access to documents for users or groups. This means that only those users and groups that you give write access can edit the document.

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.

Important: You must always have write access to the cases, documents, or contacts that you define write access for.

Tip: You can find a list of all users with read or write access to the document in the Users with read access and Users with write access detail tabs on the document detail page. You might have to add the detail tabs in the Tabs selector first.

Supplementary documents

A supplementary document automatically inherits the write permissions of its main document, if it has one. You can also set up the supplementary document to inherit the case access codes. You can choose to use the access codes of the case and the main document, as well as assign new access codes specifically for the supplementary document.

Note:

If there is no defined write access to a document, it can be edited by anyone.
You should always assign yourself write access to an item. If you do not, your changes to the write access cannot be saved.

For WorkZone, Standard Edition

For WorkZone, Corporate Edition

To assign write access to a document

On the Document detail page, click the icon in the Write access field.
(Optional) In the Edit write access dialog:
- Click View access codes to display the default write access codes for the document.
- Clear the Restricted by case check box to remove the write access codes of the case from the document.¹
- (For supplementary documents) Clear the Restricted by document check box to remove the write access codes of the main document from the supplementary document.²
In the Edit write access dialog, click Create new access code to display the mandatory fields Term access code and Organizational access code.
In the Term access code field, enter the name of the Term access code to find the access code that you want to assign to the case.
Click the Term access code field to open a complete list of the available access codes. In the list, select the access code that you want to assign to the document.
In the Organizational access code field, enter the name of the access code to find the access code that you want to assign to the document.
Click the Organizational access code field to open a complete list of the available access codes. In the list, select the access code that you want to assign to the document.
You can repeat steps 2 to 4 to create a new access code group to assign to the document.
Click Apply to assign the selected access codes to the document.

¹ Select the Restricted by case check box to apply case write access codes to the document. Any new access codes you assign to the document will be in addition to the access codes from the case. See Inheritance of case access rights above.

² Select the Restricted by document check box to apply the main document write access codes to the supplementary document. Any new access codes you assign to the supplementary document will be in addition to the access codes from the main document.

See Access codes for more information.