Manage documents

Create a new document

You can create different document types in the ribbon.

• If you create a document from the case detail page, the new document is automatically saved on this case.
• If you create a document from the Home tab, for example, the document is automatically created on your desktop case, unless you choose another case.

Create a Word document

1. In the ribbon, click Word to open Microsoft Word with the New window displayed.
2. (Optional) If your organization uses templates, select a template.
3. Click OK to open a new Microsoft Word document.
4. Add content to your document.
5. Fill in the fields in the Document Registration pane.

Tip: For help with document registration, see Register document information in the User's Guide for WorkZone for Office.

6. Click Save on Case.

Create an Excel document

1. In the ribbon, click Document and select Excel to open Microsoft Excel with the New window displayed.
2. (Optional) If your organization uses templates, select a template.
3. Click OK to open a new Microsoft Excel worksheet.
4. Add content to your document.
5. Fill in the fields in the Document Registration pane.

Tip: For help with document registration, see Register document information in the User's Guide for WorkZone for Office.

6. Click Save on Case.

Create a PowerPoint document

1. In the ribbon, click Document and select PowerPoint to open Microsoft PowerPoint with the New window displayed.
2. (Optional) If your organization uses templates, select a template.
3. Click OK to open a new Microsoft PowerPoint presentation.
4. Add content to your document.
5. Fill in the fields in the Document Registration pane.

Tip: For help with document registration, see Register document information in the User's Guide for WorkZone for Office.

6. Click Save on Case.

Create document information (new information)

You can create document information without an associated document (that is, a document detail page without, for example, an associated .txt, .doc, or .xls document).

1. In the ribbon, click Document > New information to open a new document in a new tab.
   
2. Fill in the required fields.
   
3. In the ribbon, click Save . Your newly created document is now displayed under Documents > Today in the navigation pane.

Import a document

You can add a document outside WorkZone Client to your case. For example, a scanned document.

Documents can only be imported into a case and will be imported to the active case in WorkZone. Note that you can only import documents into one active case at a time. If you need to import documents into multiple cases, you must import the documents once for each case.

The active case

An active case is the case last selected by you. If multiple case detail pages are displayed, the tab page title of the active case is displayed clearly while the tab page title of inactive cases will be dimmed.

The active case will also be displayed when you select which documents in the source database you want to import into WorkZone, enabling you to ensure you are importing documents into the correct case before you perform the import.

No active case

If there is no active case selected to contain the imported documents, your desktop case will automatically be used as the active case. You can also select the desktop case manually if you want to be sure the desktop case is the active case.

Tip: You can transfer the imported documents from the desktop case to another case later if you need.

1. In the ribbon, click Document > Import from file system to open the Import document tab.
2. In the Select document field, click the folder icon to open the Choose File to Upload form.
3. the Choose File to Upload form, browse to the document you want to import, select the document, and click Open to import the document.
4. A new document detail tab is opened to contain document meta data for the document you are importing.
   The title of the document is automatically transferred to the Title field but you can change the title of the document as it is registered in WorkZone by entering a new title in the Title field.
5. In the new document detail tab, Document type field, select a document type.
   
6. Define the rest of the document meta data information in the fields in the tabs.
7. In the ribbon, click Save to save the imported document in WorkZone.

Edit a document

You can edit a document until the document is locked or archived.

• You can only edit documents of the type Word, Excel and PowerPoint.
• The documents must have the state Personal draft or Draft.

Microsoft Office Suite

If the Microsoft Office Suite is installed on the local machine, you can use Microsoft Office to edit your document.

If WorkZone for Office is also installed on the WorkZone Content Server, the special WorkZone office pane will also be available in the Office application.

WorkZone Explorer

If you are using the WorkZone Explorer, you can open a document for editing (and reading) by clicking the Explore button in the main ribbon for the case to open the WorkZone Explorer and then double-click the document.

Microsoft Office Online Server

If the Microsoft Office Suite is not installed on the local machine and if your organization is using Microsoft Office Online Server to create, read and edit documents, you can edit a document directly in your internet browser through the preview pane, but you must first add the Office Online panel to the preview pane in order to have access to the Office Online options.

See Customize the preview pane

Edit document state

Document state shows what you can do with the document - who can see and edit it, and what can be edited. The document state is reflected in the document's life cycle.

A document can have the following states:

• Personal draft - UP. Can be viewed, edited and deleted by the creator only. To allow other employees view, edit and delete your personal draft document, you must release it (Change > Release personal draft). The document state can be changed to UÅ or UL. The document may use draft versioning.
• Draft - UÅ. Can be viewed, edited and deleted by anyone. The document state can be changed to UP or UL. The document may use draft versioning.
• Locked document - UL. The document itself cannot be edited by anyone, but document information can be edited by anyone. The document may be deleted (see notes below). The document state can only be changed to ARK. The document is locked and therefore does not use draft versioning.
• Archived - ARK. The document is archived, is assigned a record number in the database and the state cannot be changed. The document itself cannot be edited by anyone, but document information can be edited by anyone. The document can only be deleted by users with the SOFTDELETE access code. An archived document is bound to the original case and cannot be moved. to other cases

Notes:  

• Scanned documents and incoming e-mails are by default registered with the state Archived.
• Locked documents can be deleted, unless they contain references to with other documents, cases, tasks, or contacts.
• When you archive a document, it should be associated with a case. If you archive a document on your desktop case or an sj-temp case, the document will have no record number, and you will be able to move it to another case.

Edit document state

1. Open the detail page of the document which state you want to edit or open a document list that displays the document you want to edit.
2. In the main ribbon, click Change or in the document list, right-click the document and select Change .
3. Select a new state or click Lock.
   

Considerations regarding changing a document state

• An Archived document (ARK) cannot be changed to any other state.
• A Locked document (UL) can only be archived (ARK).
• A Draft document (UÅ) or Personal draft (UP) document can be locked (UL), archived (ARK) as well as changed to and from Draft (UÅ) or Personal draft (UP).

Send a link to a document in an e-mail message

You can send a link to a document, send the document itself or send the document as a PDF file in an e-mail.

Prerequisites:  

• You must have WorkZone for Office installed. These options will not be displayed if WorkZone for Office is not installed on your local machine.
• When sending links, the e-mail recipient must have access to WorkZone Client to see the case the document is attached to.
• When sending documents as PDF files, you can only send documents that already have been generated as PDF files.

View the life cycle of a document

Life cycle shows the actions that have been performed on the document since its creation. For example:

• Which Case handler has carried out the action.
• Which action has been performed with the document.
• When the State field has been updated.

View the life cycle of a document

1. Open the detail page of a document.
2. From the detail tabs, open the Life cycle tab.

Reply to a document

If WorkZone for Office is installed on your local machine, you can reply to a document either from a list or from the document detail page, and have case information automatically inserted to your reply document. If WorkZone for Office is not installed on the server , the Reply menu option will not be displayed.

1. Find the document to which you want to reply.
2. In the ribbon, click Manage > Reply to open a new Microsoft Word document with relevant information from your original document automatically inserted and displayed in the Document Registration pane:
   • The reply document type is set to Outgoing.
   • The Title of the original document is copied and prefixed with Re:.
   • Document parties with Sender role in the original document are used as Recipients.
   • A document reference to the original document is created.

Tip: For more information on how the replying document works, see the User's Guide for WorkZone for Office.

3. Make your changes to the reply document.
4. Click Save on Case.

Copy a document

You can copy an existing document to a case. In that way you can reuse information and content from the original document.

The new document retains the original document's references to:

• Documents
• Supplementary documents
• Contacts
• Cases

It will also have a document reference to the original document added.

Copy a single document

1. Open the document that you want to copy.
2. In the ribbon, click Copy . If you are using a document list, you can also right-click on the document in the list and select Copy.
3. In the Copy to case list, select a case to copy the document to.
4. Click Copy.
5. The detail page of the copy document opens. Optionally, apply changes to the new document and click Save.

Tip: To edit the document contents, see also Edit document.

Copy multiple selected documents

You can select a series of documents from a list and copy them to a case.

1. Open a list, for example, Documents.
2. In the list area, select the documents that you want to copy to a case.
3. In the Main ribbon, click Copy to open the Copy documents dialog. If you are using a document list, you can also right-click on the document in the list and select Copy.
4. In the Copy to case list, select a case to copy the documents to.
5. Click Copy to open the selected case with the copied documents added to the Documents detail tab.

Archive a document

When you archive a document, the following happens:

• The document receives a serial number (that is, a record number) on the case with which it is associated.
• The document receives the state Archived.
• The document can not be edited.
• To delete an archived document, special permission rights are required.

You can archive a document either from the document detail page or from a document list.

Archive from the document detail page

1. Find the document you want to archive and open it.
2. In the ribbon, click Archive .

Archive from a document list

1. Open a document list with the document you want to archive.

Example: On the Home tab, open the Documents list.

2. Select a document that you want to archive and click Archive on the detail ribbon or right-click the document in the list and select Archive .

Delete a document

When you delete a document for the first time, the document is moved to the recycle bin. You cannot see the document in regular lists, but it is not removed from the database and you can restore it if needed.

Important:  

• If you delete a main document to the recycle bin, its supplementary documents are also deleted to the recycle bin automatically.
• If you want to delete the main document permanently, you must delete its supplementary documents permanently first.
• You cannot delete a main document if its supplementary document requires specific access rights and you don't have them.
• You cannot delete a document if it has document or case references created by a user. References created automatically by WorkZone Client, for example, Replies/Replied by, do not restrict deletion.

Delete a document to the recycle bin

Prerequisites:  

• To delete a document that is archived and has a record number, you must have the SOFTDELETE access codeEach access code provides a permission for a specific action. You can view which access codes have been assigned to you on the "My access codes" detail tab. Find it on you contact detail page. . Note that everybody can delete an archived document if the document is saved on the desktop case or belongs to the SJ-TEMP case group.
• Everybody can delete a document that has the states Personal draft, Draft or Locked document.

When you delete a document, the document is moved to the recycle bin. At the same time it still exists in the WorkZone database. This enables you to restore the document if it is required.

To delete a document, proceed with the following steps:

1. Select the document you want to delete in a list or open it on the detail page.
2. In the ribbon, click Recycle to open the Delete document dialog. If you are using a document list, you can also right-click on the document in the list and select Recycle.
3. For a non-draft document, select a reason for deletion from the list and add your comment to the Description field, if needed. For a draft document, go to step 4.
4. Click Delete.

Deleted documents are grayed in the document lists and have crossed-out title on the detail pages.

Delete a document permanently

Prerequisite: To delete a document permanently, you must have the SOFTDELETE access codeEach access code provides a permission for a specific action. You can view which access codes have been assigned to you on the "My access codes" detail tab. Find it on you contact detail page. and access code associated with the document's retention policy.

You can permanently delete documents from:

• Recycle bin detail tabs on cases
• Recycle bin list in the navigation pane
• The detail page of the deleted document

1. Open detail page of the deleted document or select it in a list. Note that you can select multiple items in a list.
2. In the Main ribbon, click Delete and then Yes. If you are using a document list, you can also right-click on the document in the list, select Delete, and then Yes

The documents are permanently deleted from WorkZone including their supplementary documents.

Find / View deleted documents

You can find and view deleted documents in the following lists:

• In the search results if the documents meet the search criteria.
• In a saved search list if the documents meet search criteria.
• On the Recycle bin detail tab of the related case.
• In the Recycle bin list in the navigation pane under the Documents section.

Note: You can see all deleted documents on a case on its Recycle bin detail tab. In the Recycle bin list in the navigation pane, you can see only documents deleted by you.

Restore a deleted document

You can only restore a document deleted to the recycle bin. Permanently deleted documents cannot be restored.

Prerequisite: To restore a Terminated or Archived document, you must have the SOFTDELETE access codeEach access code provides a permission for a specific action. You can view which access codes have been assigned to you on the "My access codes" detail tab. Find it on you contact detail page..

1. Find and select the document(s) you want to restore.
2. In the ribbon, click Restore. If you are using a document list, you can also right-click on the document in the list and select Restore.
   
   There are three options for document restoring :
   • Restore – Use this option if you need to restore only the document to the current case.

   Note: This option is disabled when original case of the document is deleted.

   • Restore with case – Use this option if case of the document is deleted and you want to restore both document and case.
   • Restore and move to another case – Use this option if case of the document is deleted and you don't want to restore the case. Instead, you restore the document and move it to another existing case.