Work with cases

A case in WorkZone corresponds to a physical case or a case folder. The purpose of a case is to gather all information related to this case in one place.

Each case is unique and has a unique case number. A case can refer to the other cases as case references. Cases can have a hierarchy of a parent case with one or more of the child cases. For example, a case can have child cases if they contain information closely related and subordinated to the original case.

Create a case

  1. In the top right corner, click Create case.
  2. Select the needed case type from the menu.
  3. Fill in the required fields.
  4. Click Save.

Preview a case

You can preview cases to check their most important details without opening the case page.

  1. In a list, click title of a case that you want to preview. The preview pane will open, showing this case's most important details, such as information fields, documents, and parties.

    2.  From a preview pane, you can:

    • View case information fields.
    • Open pages of documents and parties on this case, to view their details or perform other actions.
    • For case documents: View main details, download, move, copy, move to recycle bin, change to a supplementary document.
    • For case parties: View main details, add party to favorites or remove it from favorites.

    To edit the case or any of its items, you will need to open the respective page.

Open a case page

The case page provides a full overview of this case, with detailed information and meta data fields for this case.

  1. Select a case, and click Open. The case page will open.
  2. Switch between the Overview, and Activities tabs to view relevant details.
    • Overview: Here you can see documents, notes, parties, and information fields on this case.
    • Activities:
      • All processes section: Here you can find an overview of all processes related to this case and their details.
      • Lifecycle section: Here you can see a chronology of all changes made to this case since it was created. For example, when and by whom the State field has been updated, the Case handler was changed, the case was closed and reopened.

Edit case details

  1. Open the case page.
  2. In the Information pane, click Edit in the field that you want to edit.
  3. Make your changes, and click Save.

Close a case

Closed cases are inactive and cannot be edited by other users. Once a case is closed, case owner can only edit the Reminders, Case handler, Responsible unit, Read access, and Retention code fields on it. It is impossible to add new documents or parties to a closed case.

  1. Open the case page.
  2. In the top right corner, click > Close case.

Reopen a closed case

  1. Open the case page of a closed case.
  2. In the top right corner, click > Reopen.

View case lifecycle

The case lifecycle shows the progress of a case since it was created. For example:

  • When the State field has been updated.
  • When the case handler was changed.
  • When the case was closed.
  • When the case was reopened.
  1. Open the case page.
  2. Open the Activities tab.
  3. Navigate to the Lifecycle section.

Add a note to a case

You can create notes on the cases to record case management progress and to share additional information with your colleagues. Other users can create their own notes and edit, lock or delete your notes on the same case, if they are assigned sufficient rights to do so.

  • Notes can only contain 2,000 characters, including hidden formatting codes.
  • Notes support basic text formatting. You can make your text bold, italic, underlined, struck through, create bulleted or numbered lists, as well as remove any existing formatting. Notes can contain the Rich Text Format (RTF), so you can copy the text from other RTF-sources, for example, from e-mail messages.
  1. Open the case page.
  2. In the top right corner, click > New note.

    3. -Or-

  3. In the Notes section, click Add note.
  4. Enter the note Title and select the note Type from the drop-down.
  5. Add the note text.
  6. Click Save.

Add a document to a case

You can upload an existing document from your file system to a case, or create a new document using the Omnidocs template used by your organization.

  1. Open the case page.
  2. Perform the needed action:
    • To upload an existing document from your file system:
      1. Drag and drop the needed document from your file system to the case.
      2. Click Yes in the confirmation dialog.
    • To add a new document using the Omnidocs template:
      1. In the top right corner, click > New document.
      2. Select the Omnidocs template to use, and click Next.
      3. Click Create.

View, add, edit, or remove case references

A case reference is a link to another case that may be relevant to the current case handling. Each case can reference multiple other cases and be referenced by multiple cases.

View case references

  1. Open the case page.
  2. Click the Case references tab.

Add a case reference

  1. Open the case page.
  2. Click the Case references tab.
  3. Click Add case reference.
  4. In the Add case references dialog;
    1. Specify your search criteria and click Search.
    2. Select the cases that you want to add as case references, and click to move them to the right-hand list.
    3. Optionally, select a case reference Role from the drop-down.
    4. Click Save.

Edit a case reference

  1. Open the case page.
  2. Click the Case references tab.
  3. Select a case reference, and click > Edit.

     -Or- 

    Select multiple case references, and click Edit at the bottom.

  4. In the Edit case reference dialog, select a new case reference role from the drop-down, and click Save.

Remove a case reference

  1. Open the case page.
  2. Click the Case references tab.
  3. Select a case reference, and click > Remove.

     -Or- 

    Select multiple case references, and click Remove at the bottom.

  4. Click Yes in the confirmation dialog.

Print case documents

You can add some or all of the case documents to a single PDF file, and save it on a case or on download and print it. The PDF file will include the selected documents and, optionally, meta data.

  1. Open the case page.

  2. Select the needed documents from a list, and click Print documents.

  3. In the Print case documents dialog, select the documents that you want to include in a PDF file from the left-hand list, and click to move the selected documents to the right-hand list. Drag and drop the documents to change their order in the PDF file.
    • Only documents from the right-hand list will be included in the PDF file.
    • Optionally: Start typing in the search field in the right-hand list to filter the displayed documents.
    • Optionally: Under the drop-down, click Add all archived button to move archived main documents with their supplementary documents (even if they are not archived) to the right-hand list.
  4. If needed, adjust settings for the PDF file:
    • Template: Select a template for a PDF file.
      • A case with parties and documents: Include meta data of the case, documents and parties, and selected documents.
      • Public Access, printout of the case documents: Include meta data of the case, documents and parties, and selected documents.
      • Report without a cover page: Include selected documents only.
    • Title: Change name for the new PDF file.
  5. Click relevant option:
    • Save on case: To create a PDF file that will be saved on the same case. You can open and print it.
    • Print: To download and print the PDF file. When the Downloads dialog appears, click Open file to open the PDF file and print it.

Add or remove contacts as parties on a case

Add contacts as parties on a case

  1. Open the case that you want to add parties to.
  2. Click Add parties.
  3. In the Add parties dialog, you can search for the contacts you want to add as parties:
    • Enter a text to search for in the Free text field.
    • Select the type of contact you want to search for in the Type field, for example Person (with CPR). This way you can narrow the scope of your search to only include contacts of the selected type.
  4. Click Search. The search results are displayed in the left column.
  5. Select one or more contacts that you want to add and click . The selected contacts will move to the right column.
  6. You can select a role for the contact in the Role list, for example Party or Recipient.
  7. Click Save. The added contacts will now be displayed on the Parties list on the case.

Remove parties from a case

  1. Open the case that you want to remove one or more parties from.
  2. Select the check box next to the party that you want to remove.
  3. If you selected one party, click and then Remove to remove the party
  4. If you selected multiple parties, click Remove at the bottom of the Parties list to remove the parties.
  1. Open the case that you want to add parties to.
  2. In the Parties section, click Add parties.
  3. In the Add parties dialog, you can search for the contacts you want to add as parties:
    • Enter a text to search for in the Free text field.
    • Select the type of contact you want to search for in the Type field, for example Person (with CPR). This way you can narrow the scope of your search to only include contacts of the selected type.
  4. Click Search. The search results are displayed in the left column.
  5. Select one or more contacts, and click . The selected contacts are displayed in the right column.
  6. You can select a role for the contact in the Role list, for example Party or Recipient.
  7. Click Save. The added contacts will now be displayed on the Parties list on the case.

Open in SAPA

If a case contains identifiable CPR or CVR information, you can navigate from the case page to SAPA (case and party overview system) web portal, and quickly view there citizen or company information collected from all municipalities.

  • The icon will only be visible, if a case contains identifiable CPR or CVR information.
  1. From the case page, click Open in SAPA.
  2. Log in to SAPA web portal.