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.

For more information about access restrictions, including inheritance of access restrictions from parent cases or main documents, see About access rights.

View or edit the access restrictions for a case or document

  1. Open the WorkZone pane for a case or a document.
  2. Check the Read access and Write access fields.
    • No restrictions: Indicates that no access restrictions (including inherited restrictions) apply to this case or document.
    • Access restricted: Indicates that some access restrictions (including inherited restrictions) apply to this case or document.

Preview the existing access restrictions

  1. Open the WorkZone pane for a case or a document.
  2. Under the Read access/Write access field, click next to the Access restricted.
    • All access codes that apply to the selected case or document will be displayed in the preview pane, grouped by their type. Access groups to which the current user belongs will be displayed in blue.
    • Access restrictions inherited from the case (for case documents) or from the main document (for supplementary Word, Excel, and PowerPoint documents), if any, will be displayed at the top of the preview pane.
      • Restricted by: Case
      • Restricted by: Document
      • Restricted by: Case & Document
    • Click at the bottom of the preview pane to copy the applied access codes as a string value to your clipboard.
    • The button will only be displayed, if any access restrictions (including the inherited access restrictions) apply to this case or document.

    Edit the existing access restrictions

    You can edit the existing access restrictions for a case or a document.

    Important:
    • You must always have the read/write access to a case or a document to be able to edit its read/write access.
    • You can edit access restrictions for a case only during the case creation.
    • For corporate access codes installations: Complex access restrictions (that is, restrictions containing more than one access group) can only be edited from WorkZone Client.
    1. Open the WorkZone pane for a case or a document.
    2. Under the Read access/Write access field, click Change next to the Access restricted to edit the existing access restrictions.
    3. Perform the needed changes:
      • Clear/select the Restricted by case checkbox to remove/add access restrictions inherited from the case (for case documents).
      • Clear/select the Restricted by document checkbox to remove/add access restrictions inherited from the main document (for supplementary Word, Excel, and PowerPoint documents).
      • Click X next to an access code to remove that access restriction.
      • Type an access code into the search bar, and click Enter to add this access restriction.
        • Tip: Click to filter the displayed access restrictions by their type.
  3. Click Apply.

Add new access restrictions

You can apply new access restrictions to a case or a document.

Important:
  • You must always have the read/write access to a case or a document to be able to edit its read/write access.
  • You can edit access restrictions for a case only during the case creation.
  1. Open the WorkZone pane for a case or a document.
  2. Under the Read access/Write access field, click Add next to the No restrictions.
  3. Under the Edit read access/Edit write access, type an access code into the search bar and click Enter to add this access restriction.
  4. Click Apply.