Work with contacts

A contact in WorkZone can, for example, be a person, employee, municipality, organization, or institution. A contact is identified by both a contact type and an ID. Contact types could be Persons (with CPR), Persons (without CPR), Companies (with CVR), Companies (without CVR), or SOR institutions.

Contact IDs are unique for each contact and are auto-generated as part of the synchronization of data with registers such as CPR , CVR, and SOR.

You can access the contacts from all contact pages and add contacts as parties to cases and documents.

To indicate a relation between multiple contacts (for example, for legal guardians, parents, and so on), you can create contact references. Existing contact references are displayed in the Contact references section on the contact page and in the contact preview pane.

Create a new contact

You can create new contacts in multiple ways: from the Home dashboard, from a case, or from a document. If you create a contact from a case or a document, that contact will be automatically added to that case or document as a party.

You can create a new contact from scratch, or import a contact from the CPR, CVR, or BFE registry. If you import a contact from the registry, its available details will be automatically added to the relevant WorkZone fields.

Prerequisite: To import contacts from the CVR, CPR, or BFE registries, you must have relevant registry configured in WorkZone Configurator under Services > Contact synchronization by your WorkZone administrator.

Create a new contact from the Home dashboard

  1. In the top right corner, click Create contact.
    • From the dropdown list, select the type of contact you want to create.
      1. In the Create contact dialog, enter the contact information, and click Create.

      -Or-

    • From the dropdown list, select Import.

      1. In the Import contact dialog, click on the relevant tab (CPR, CVR, or Address, to import a contact from the CPR, CVR, or BFE registry, respectively).
      2. Depending on the selected tab, enter the CPR number, CVR number, or an address or the BFE number of a contact that you want to import, and click Search.
      3. From the search results, select the needed contact, and click Import.

The new contact is created in WorkZone.

Create a new contact from a case

  1. Open the case that you want to add parties to.
  2. Click Add parties.
  3. In the Add parties dialog, click Create contact, and then:
    • Select the type of contact you want to create. In the Create contact dialog, enter the contact information, and click Save. The new contact appears in the Add parties dialog.

      -Or-

    • From the dropdown list, select Import.

      1. In the Import contact dialog, click on the relevant tab (CPR, CVR, or Address, to import a contact from the CPR, CVR, or BFE registry, respectively).
      2. Depending on the selected tab, enter the CPR number, CVR number, or a property address of a contact that you want to import, and click Search.
      3. From the search results, select the needed contact, and click Import.
  4. Click Save. The new contact is added on the Parties list on the case.

Create a new contact from a document

  1. Open the document that you want to add parties to.
  2. Click Add parties.
  3. In the Add parties dialog, click Create contact, and then:
    • Select the type of contact you want to create. In the Create contact dialog, enter the contact information, and click Save. The new contact appears in the Add parties dialog.

      -Or-

    • From the dropdown list, select Import.

      1. In the Import contact dialog, click on the relevant tab (CPR, CVR, or Address, to import a contact from the CPR, CVR, or BFE registry, respectively).
      2. Depending on the selected tab, enter the CPR number, CVR number, or a property address of a contact that you want to import, and click Search.
      3. From the search results, select the needed contact, and click Import.
  4. Click Save. The new contact is added on the Parties list on the document.

Edit contact details

You can edit contact information from the preview pane, or from the contact page.

Edit contact information from the preview pane

  1. In a list, click title of a contact. The preview pane will open.
  2. In the preview pane, click on a field to start editing it. Note that some fields will be locked for editing. This depends on your organization's configuration.

  3. Make your changes, and click Save.

Edit document information from the contact page

  1. Open the contact page.
  2. In the Information pane, click on a field to start editing it.

  3. Make your changes, and click Save.

Add or remove contacts as parties on a case

Add contact as a party on a case

  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 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 are displayed on the Parties list on the case.

Remove party 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.

Add or remove contacts as parties on a document

Add contacts as parties on a document

  1. Open the document 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 that 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 will move to the right column.
  6. You can select a role for the contact in the Role field, for example Party or Recipient.
  7. Click Save. The added contacts are displayed on the Parties list on the case.

Remove parties from a document

  1. Open the document 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.

Add or remove contact references on a contact

You can create contact references to indicate a relation between multiple contacts (for example, for legal guardians, parents, and so on). Existing contact references are displayed in the Contact references section on the contact page and in the contact preview pane.

Add a contact reference

  1. Open a contact page.
  2. In the Contact references section, click Add party.
  3. In the Add party dialog, you can search for the contacts you want to add as contact references:
    • Optionally, select the type of contact that 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.
    • Enter a text to search for in the Free text field, and slick Search. The search results are displayed in the left column.
  4. Select one or more contacts that you want to add, and click . The selected contacts will move to the right column.
  5. Optionally, select a role for the contact reference in the Role field. For example, Parent or Legal guardian.
  6. Click Save. The added contacts will now be displayed on the Case references list on this contact.

Remove a contact reference

  1. Open a contact page.
  2. In the Contact references section, select a reference and click Remove.
  3. Click Yes in the confirmation dialog.

Open in SAPA

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

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