What's new in WorkZone Client

Change a contact type or contact ID

WorkZone users with the CONTACTADM access code can now change the type and ID of WorkZone contacts. This could, for example, be relevant in cases where a citizen has recently received a CPR-number and therefore is changed from Person (without CPR) to Person (with CPR), or if a citizen has undergone a legal gender change, and has a new CPR-number. See Change a contact type or contact ID.

New Parties field available for case searches

New Parties (simple) field is available on the case search pages. It allows you to search for cases by contacts based on the contact information. That is, when you select a contact in the Parties (simple) field and perform a case search, you will find all cases where that contact is a party in any role. Previously, you could create such case searches using the Parties field, but it required multiple clicks and inputs.

Tip: The Parties (simple) field is not displayed on the case search page by default. Click Show all fields in the ribbon of the case search page, or configure the case search page to display the Parties (simple) field (see Configure a search page for more information).

Semantic search (Early Availability)

Prerequisite: Before you can use the Semantic search text and Total score fields, your WorkZone administrator must first enable the feature in WorkZone Configurator under Global > Feature settings > Client > Semantic search.

When you search for documents, you can now use the Semantic search text field on the search page and the Total score column in the search results to search for context in documents rather than keywords. Semantic search in WorkZone helps you find relevant documents without exact word matches. Instead of matching the exact search words, semantic search is based on the context of your query, which makes it easier to locate documents, even if they do not contain your exact search words.

Process references in chats

You can now associate processes to existing chats in WorkZone or base a new chat on a process. See Create a new chat based on a process.

View robot activities

In the case activity preview pane, you can see which activities were executed automatically by a robot activity in the Role column and view the executed actions in the activity history. Both are visible when the activity list is set to No filter. See View the activity list.

Improvements for working with documents

When you change main document to a supplementary document, the Main document dropdown will only show main documents from the current case.

Improvements for working with WorkZone Archive

Print case documents from cases in WorkZone Archive

You can use the Public Access, Printout of Case Documents template to generate and download a PDF file with documents from an archived case, which you can print from a local drive.

See Print case documents from an archive case.

More metadata fields available for searches in WorkZone Archive

When searching for cases or documents in WorkZone Archive, more metadata fields from the archived items are now available as search fields.

  • Your WorkZone administrator can configure which search fields will be available for selection on the search pages for your whole organization and/or specific units or users.

Share links to cases and documents in WorkZone Archive

When viewing cases and documents in WorkZone Archive, you can copy to clipboard and share direct link to the needed case or document. You can copy links to the cases and documents in WorkZone Archive from the case or document lists, as well as from the detail pages.

See Copy link to a case or document WorkZone Archive.

No changes in this release.

No changes in this release.

Cases and documents

Create documents from Documotor templates

If your organization uses Documotor to store and manage its Microsoft Office templates, you can create WorkZone documents based on the Documotor templates. See Create a document (Word, Excel or PowerPoint) from Documotor.

Prerequisite: Your WorkZone administrator must enable the Archive feature in WorkZone Configurator (Global > Feature settings > Client > Archive), and create and configure the WorkZone Archive database.

Improvements for working with WorkZone Archive

When you search for cases and documents in WorkZone Archive, dropdowns on the search pages (for example, Case group, Employee, Unit, and so on) will list items from the relevant WorkZone Archive database (and not your current WorkZone database). Items from the WorkZone Archive database are indicated by the "P[number of your WorkZone Archive]" prefix (for example, a unit named "Technology" located in the WorkZone Archive 2 will be shown as "P2 Technology"). See Search in WorkZone Archive.

Improvements for working with case primary parties

  • You can search for cases by the Primary party.
  • On the Parties list, primary party is now indicated by the green icon.
  • You can edit the primary party, even if the Primary party field has not been added to the case detail page. Previously, the Change > Primary party menu option was only accessible if the Primary party field has been added to the case detail page by an administrator. See Add or change the primary party.

Work with cases and documents in WorkZone Archive

You can access cases and documents in your WorkZone Archive (a collection of historical data that is stored across older databases). See About WorkZone Archive for more information.

Prerequisite: Your WorkZone administrator must enable the Archive feature in WorkZone Configurator (Global > Feature settings > Client > Archive), and create and configure the WorkZone Archive database.

  • You can search for cases and documents in WorkZone Archive and preview their details directly from the search results, or go to the needed case or document page.
  • For documents, you can also:
    • Import documents from WorkZone Archive to existing WorkZone cases.
    • Preview a PDF version of the document.
    • Open the document in a corresponding program.
    • Download the documents as single files.

See Work with WorkZone Archive.

Cases and documents

Grouping by Acting unit for the bar chart and donut chart widgets

When configuring the bar chart or donut chart dashboard widgets for cases and documents, you can now group the displayed items by their Acting unit. See Widgets.

Contacts

External ID field available for Contacts

The new External ID field is available for the Contact search and Contact detail pages. The External ID value can also be displayed for contact lists and edited for single items.

Record access right field can be edited from lists

The Record access right field is now editable from the lists of case parties or document parties.

Tip: Add the Record access right column to a relevant list first. See Add / Remove columns in a list.

UI enhancements

Refreshed design

Icons, tabs and ribbons in WorkZone Client have received a refreshed design.

Improved navigation for open tabs

You can always see the full list of your currently open tabs by clicking the new drop-down arrow at the right corner of the main ribbon. A grey dot . indicator will appear above the drop-down arrow, if some of your open tabs do not fit the main ribbon. Such tabs will be greyed out in the drop-down list.

  • You can search for the needed tab within the list of your currently open tabs using the Search bar at the top of the drop-down. Click Alt+A to open the drop-down and select the Search bar for the top tabs on the main ribbon, and Alt+Shift+A to open the drop-down and select the Search bar for the detail tabs on the detail ribbon.

Entity validation rules for WorkZone items

Your WorkZone administrators can set up entity validation rules in WorkZone Configurator to disable or restrict the possibility of updating a WorkZone entity (a case, a contact, a document, or a custom type), until certain criteria are met. If you try to edit an entity that has validation rules applied to it, and your update does not meet the specified criteria, you will see an error message with the reason of a failed update and a link to the entity item, so you go directly to it and perform the needed changes. See Entity validation rules.

Cases, documents and contacts

Use custom tabs based on the OData query filter

You can use custom tabs for cases, documents, contacts, or custom types based on a manually inserted OData query filter. This way you can use advanced dynamic filters with as many conditions as you need applicable to the context of your current WorkZone item.

Prerequisite:

Your WorkZone administrator must first create custom tabs based on the OData query filter and add them to the case, document, contact, or custom type detail pages. See Create custom tabs based on OData query filter.

Cases and documents

View organizational chart for case or document units

On the case detail page and document detail page, you can view the hierarchy structure (that is, organizational chart) for the units (for example, Responsible unit and Acting unit) assigned to this case or document. See View organizational chart for a case or document unit.

Case and document life cycles extended with additional values

Life cycle lists for cases and documents now include the following values:

  • Document life cycle:
    • Classification
    • Retention code
    • Retention date
    • Deleted by

  • Case life cycle:

    • Default document classification
    • Retention code
    • Retention date
    • Deleted by

This means that you can track changes of these values when viewing the case or document life cycle.

Tip: Add the needed columns to a relevant life cycle tab. See Add / Remove columns in a list.

Documents

Remove all annotations from a redacted PDF document

Prerequisite:

  • A licensed version of Advanced PDF (either the Annotation and Redaction license or the Advanced Editing license) must be available to your organization.
  • The Redaction Advanced PDF feature must be enabled in WorkZone Configurator (Global > Feature settings > Client > Redaction).

New Remove all annotations check box is available in the confirmation dialog for applying the redactions to a PDF document. Selecting this check box will remove from the document all non-redaction annotations (such as comments, and so on) and only apply the redactions. See Apply redactions.

Note: Only annotations that have an author can be removed in such way.

Mass editing available for the Letter Date

You can edit the Letter Date value for multiple documents in a list. See Edit multiple items in a list.

Prerequisite: You must first enable the Letter Date field for mass editing from a list. See Enable mass editing of custom fields that are not displayed.

Your last selected template is remembered in the Print case dialog

In the Print case dialog, your last selected Template is remembered and pre-selected automatically.

  • This information is stored under private configuration.

Cases, documents, and contacts

Improved 'Go to case/document/contact' navigation

To go directly to a case, document, or contact, just click on that case, document, or contact from a list. Previously, you needed to click the Go button in the Go to dialog, after selecting an item.

See Start a quick search.

Improved auto-suggestion logic of search operators

The @Me, @Unit, @My Desktop case, @Empty, @Filled In search operators are no longer auto-suggested during editing and searching, when you start typing a real value.

Cases and documents

New Security code column available for the Users with read access and Users with write access lists

New Security code column is available for the Users with read access and Users with write access lists of cases or documents. It provides more precise access overview for items that are protected not only by the read/write access, but also by security codes, as read/write access code overview does not consider the security codes restrictions (meaning that the Users with read access and Users with write access lists may show more users than actually have read/write access to an item).

If users belonging to the Security group 1 do not have the SEARCH right to register FILE (that is, cases), they will not be able to access cases, even having the read access to a specific case.

Now you can filter the case or document list by Security code column and exclude users belonging to Security group 1 to see all users that actually can access this case or document).

See About Security group rights for more information about the security codes restrictions.

Documents

Your last selected document state is remembered in the Print case dialog

In the Print case dialog, your last selected document state (under Advanced > State) is remembered and pre-selected automatically.

  • This information is stored under private configuration.

Searches

Configure the Parties filter on case searches

When you search for cases, you can customize the Define parties filter dialog to include other standard fields or your organization's custom fields. See Configure the Parties filter on case searches.

Documents

Use document creation date as Letter date for added case documents

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 from Outlook or from the file system.

  • 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.

Prerequisite:

  • The Use letter date as document created date setting must be enabled by an administrator in WorkZone Configurator > Explorer > Explorer configuration.

  • The Drag and drop files setting must be enabled in administrator in WorkZone Configurator > Feature settings > Client.

Cases

New standard field Case start available for case detail pages

The new Case start field indicates the date when the case was started. This field is filled in manually and can be relevant if, for example, the case start date is different from the date when the case was created in WorkZone.

This field is not displayed by default and must be added to the case detail page configuration by a system administrator.

Lists

Flag items in the case, document, or contact lists

When working with case, document, or contact lists, you can flag items to distinguish them from the rest. For example, you can flag the items that you find most relevant to a particular case, or would like to check first, or would like to print. By adding the Flaggedcolumn to your list view and sorting by it, you can quickly access your flagged items in a case, document, or contact list. See Flagged items.

Search for columns in the Select columns dialog

When configuring the columns settings, you can now search for the needed column by typing its name into the search bar at the top of the Select columns dialog. See Add / Remove columns in a list.