WORKZONE for VIP
What is Workzone?
Workzone is AU’s ESDH (electronic case and records management system). Workzone is used to file decisions made by AU as an authority, as well as relevant documentation of the university’s case processing in the administrative units and research related administration.
How do I get access and start using it?
You must be created as a user, before you can access it. Contact workzonesupport@cc.au.dk.
We expect that you complete an online webinar within the first 3 months of your employment at CC.
As academic staff my responsibility is..
- As a VIP or department head, it is your responsibility to ensure that relevant documents and correspondence are filed in the Workzone in accordance with applicable law, which you must be acquainted with.
- When a case has been created with the help of the TAP support, you must file emails, documents and possibly relevant notes from conversations or other correspondence on the case (the latter e.g. by writing an email to yourself).
- Once a case is closed, it is up to you to ask the TAP support to close the case.
At CC, we have established a group of administrative staff, all of whom are trained in Workzone and can help you create a case. To ensure that all information is included from the start, please complete one of the below forms. We will send you a link to the case once we have created it.
Introduction (3:45)
Introduction - topics presented:
Time | Topic |
| 00:00-03:45 | Introduction and support concept |
Right of access (4:29)
Right of access - topics presented:
Time | Topic |
| 00:00 | Right of access |
| 01:22 | Documents impacted by the access to public administration files act |
| 03:04 | Which material/documents is essential/important? |
Filing and retaining records in Workzone at AU (10:11)
Filing/retaining records at AU - topics presented:
Time | Topic |
| 00:00 | AU's records filing and retention obligations |
| 01:55 | What is Workzone? |
| 03:39 | AU's policy for filing and retaining records |
| 05:28 | Units at AU that file in Workzone |
| 06:44 | Which records do not have to be filed? |
| 09:11 | Storing research data at AU |
Filing and retaining records in Workzone at the school (6:23)
Filing/retaining records at CC - topics presented:
Time | Topic |
| 00:00 | The two areas to start with: Research project administration and external relations |
| 00:58 | What has to be filed? |
| 04:50 | Your role as academic staff |
Demonstration - How to create a case - step-by-step
Change for MAC users
As from autumn 2022, it is now possible for MAC users to have an application installed to do the recordkeeping directly from Outlook.
If you interested in applying this, contact us: workzonesupport@cc.au.dk.
Demonstration - topics presented:
Time | Topic |
| 00:00 | Where to find the forms for ordering a case |
| 01:08 | How to fill in the form |
| 04:17 | When the case has been created and you can start filing |
| 08:17 | When to start filing |
| 09:03 | Case collections |
| 10:15 | Help and assistance |
Examples on filing (VIP specifically)
Check out this search list for documentation, which especially the academic staff is handling, and should be filed in Workzone (list prepared at CC). However, the list is not
exhaustive.
More examples of documents for filing (AU demand)
This list indicates, which documents AU expects both academic as well as technical administrative staff to file in Workzone.
Hvilke opgaver skal gemmes i Workzone?
Er du i tvivl om, hvorvidt en opgave skal journaliseres i Workone, kan du bruge nedenstående spørgsmål som pejlemærker. Hvis du kan svare ja til ét eller flere af spørgsmålene, skal opgavens oplysninger og dokumenter gemmes på en sag i Workzone:
Kan der senere opstå klager eller komme anmodninger om aktindsigt?
Skal materialet danne grundlag for beslutninger eller afgørelser? Fx ift. ansættelse af medarbejder, afslag på/bevilling af merit, ansøgning om midler til eller planlægning af forskningsprojekter, godkendelse af en regel/strategi/politik, fastlæggelse af en arbejdsgang eller planlægning af et udbud?
Indsamler/noterer du sagsrelevant viden, der kan blive brug for til at løse en opgave eller til at løse lignende opgaver i fremtiden?
Udarbejder du en dagsorden/et referat i et mødeforum, hvor der træffes beslutninger, fx et ledermøde?
Træffer du beslutning om at indgå i et eksternt samarbejde med myndigheder, virksomheder, interesseorganisationer eller lign.?
Udfører du myndighedsbetjening?
Arbejder du på en forskningsansøgning eller på at indgå en formel aftale?
Yder du rådgivning eller optræder som ekspert?
Indgår du et kontraktlignende forhold, fx ifm. indkøb, udlån af udstyr eller analysearbejde?
Søger du om tilladelse eller godkendelse fra offentlige myndigheder?
The Workzone button is gone/not visible
The Workzone button is dependant on a network connection to the Workzone server via VPN or a secure wired network.
If you get disconnected from VPN or switch between different networks, you might experience that your button disappears or that normal functions fail.
Solution: Restart your PC on a wired network and check that you are correctly connected by restarting Workzone in your browser.
The Workzone button can also disappear for a while during updates of the Office package.
Solution: Let the computer complete the updates. Restart the computer as required.
Filing emails from Outlook to Workzone
Below find instruction on how to file in Workzone using the green Workzone 365 button/application as either Mac or PC user.
Here you will find instructions on how to file from Outlook either as a PC user - or as a Mac user via the Horizon Client application.
-
File an incoming or existing mail to Workzone from Outlook - Instruction - Video (DK only
-
Save multiple mails at once - Instruction - only works with the application for PCs.
Creating, changing and closing a case
Creating a case
Use one of the green buttons at the top of this column. When you fill these out, we make sure we have all the information needed to create a case for you.
Once you have completed the form and sent it off, we will create a case for you in the system.
We will send you an email with a link to the case once it has been created
- PC users and Mac users with Horizon Client: Click on the link in the email you receive, which will direct you into the Workzone system. You can simply close the Workzone again and go back to Outlook (it may be necessary to click Refresh in the 'Save Item' button).
- PC users and Mac users with the Workzone 365 application: You can now find your case by searching for it in the search box in the Workzone app or by using (AU Webmail - how to use AU webmail) and journaling from there.
- Anvend en af de grønne knapper øverst i denne kolonne. Når du udfylder disse, sikrer vi, at vi har alle oplysninger, der skal bruges for at oprette en sag til dig.
- Når du har udfyldt formularen og sendt den afsted, opretter vi en sag til dig i systemet.
- Vi sender dig en mail med link til sagen, når den er oprettet
- - PC-brugere og Mac-brugere med Horizon Client: Klik på linket i den mail, du modtager, hvilket vil lede dig ind i Workzone-systemet. Du kan blot lukke Workzone ned igen og gå tilbage til Outlook (det kan være nødvendigt at klikke på Refresh i 'Gem Elementet'-knappen).
- - PC-brugere og Mac-bruger med Workzone 365-applikationen: Du kan nu finde din sag ved at søge på den i søgefeltet i Workzone-appen eller ved at benytte (AU Webmail - sådan bruger du AU-webmail) og journalisere herfra.
Ændringer i en sag
Hvis du ønsker at ændre i din sag, kontakt TAP-supporten. Ændringer kunne fx være, hvis:
- En eller flere AU-kolleger skal have adgang til en sag (kun for sager, der har adgangsbegrænsning).
- En eller flere AU-kolleger skal have fjernet adgang til en sag (kun for sager, der har adgangsbegrænsning).
- Der skal tilføjes en ekstern part/interessent på en sag (det betyder ikke, at vedkommende får adgang).
- En forskningsansøgning ændres til en bevilling.
- Du ikke længere er den ansvarlige for sagen, hvis du fx forlader AU eller ændrer arbejdsområde.
Lukning af sag
- Sagen, projektet, opgaven er afsluttet.
- Skriv til os og bed os om at lukke sagen.
For Mac users
![[Translate to English:] Image of Workzone 365 application](/fileadmin/www.medarbejdere.au.dk/hovedomraader/Arts/CC/Billeder/Workzone365.png)
Solution for Mac users - filing directly from Outlook with new application: Workzone365
During the first part of the implementation period, Mac users had to file via a remote desktop (see workaround below). However, it is now possible to file directly from Outlook on a Mac without the remote desktop (VM Horizon Client) using a new application named Workzone 365. In future, Mac users will have this application when Workzone is installed.
If you are a Mac user and do not have the application, please contact workzonesupport@cc.au.dk and we will order it for you.
The application requires Microsoft365. If you have Office 2016, you will need to upgrade you computer. How to know? See this instruction.
A screen shot of the Workzone 365 application is shown above.
Solution for Mac users - filing with remote desktop VM Horizon Client
Mac users without the above-mentioned Workzone 365 application will need a add-on application called VM Horizon Client. This application is a remote desktop for a virtual Windows 10 computer. You will be informed how to install this, when you receive a message about your user registration in Workzone or you can find the instruction on how-to below.
You can access the Workzone web client in Google Chrome, via this link: https://workzone.uni.au.dk/app/client/. Note that not all features work on Mac operating system, e.g. integration with Office programs.
Using VM Horizon Client may only be used for filing in Workzone.
How to use the new Workzone 365 application
In April 2023 the new application - Workzone 365 - was installed on all computers (active academic staff at that date).
Mac-brugere
This new application means that Mac users will no longer have to use the remote desktop (VMware Horizon Client) in order to file mails directly from Outlook using AU-webmail.
PC users
The new application is installed on all PCs as well, which means that some users will have both the existing version (’Save item’) and the new application (’WorkZone’) available in Outlook. Both can be used. However, the new one still have a few start-up problems, but the new one will in time replace the old yellow one.
A few technical hints and advice
- As always, to use the app, you must be on AU’s wired network or VPN to use Workzone – Eduroam is not sufficient.
- The app will be available approx. 1 day after installation.
- If you do not have Microsoft 365 installed and experience problems, please contact Arts IT or check out this nice FAQ for a fast self-help solution.
- The application is developed on an ongoing basis, so your feedback is welcome to workzonesupport@cc.au.dk.
- Access the Workzone 365 app via AU Webmail - How to use AU webmail
→ Watch this 6 minute video tutorial on how to use the new application (Danish only).
AU principles and guidelines for filing
On the Workzone AU site you can find the general principles regarding filing, roles and responsibility, and system related options.
Find the principles and guidelines here.
Write to workzonesupport@cc.au.dk or contact one of the school's TAP supporters.
- Cases relating to external relations and misc. will be accessible to all employees at the school (unit 1817)
- Cases relating to research will only be accessible to part of the management team, the superusers, the VIP and local TAP support.
On request in the form for creation it is possible to ask for customised access rights.
What is Workzone?
Workzone is AU's electronic case and document management system, which i.a. ensures that AU meets its obligations for record-keeping in accordance with the law.
The purpose is also that:
- ensure a common basis for registration practices across the AU
- ensure common data base and quality
- ensure a common basis for further digital support and knowledge sharing across the organisation
Watch the video on this page.
How to get access
- To gain access please contact super user at the school. Write to this mail: workzonesupport@cc.au.dk
- When you have gained access, please contact a superuser at the school. Academic staff should watch the recorded webinars available on this site. Technical staff must have attend a training seminar by contacting a superuser.
You must not use Workzone, before you have attended training (TAP) or watched the webinar recordings (VIP). - You will find HR's instructions for new users here.