• 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.

Here you will find an overview of the questions and answers asked by VIP during the introductions at several of the Art institutes.

Check out this guide, try the check questions and find examples of material to be filed.

VIP Quick guide - UK

• File an incoming or excisting mail to Workzone from Outlook - Video (DK only) | Instruction from KMD
• File several mails at a time - Instruction
• Make your cases available in the left navigation pane - Instruction (Danish only)

The Danish versions will be translated soon. Until then, please do not hesitate to contact us, if you want to know how.

Creating af case

1. Use this form, which ensures that we have all the information needed to create a case for you. Alternatively, you can contact our mailbox:  workzonesupport@cc.au.dk or one from our local TAP support.
2. When you have submitted the form, we will create the case for you in the backend system.
3. We will send you an email with a link to the case. Click the link and you will now enter the backend version of Workzone, which you can just exit again.
4. Return to Outlook (for MAC users this must be Horizon Client) and start filing on the case. You may have to do a refresh in the Save Item tab to make the case appear.

Changing case details

Please inform your TAP support, if you need to make changes to a case, for example:

• If there are other AU employees who need access to the case (only if the case has restricted access rights).

• If there are AU employees who need to be taken off the case (only if the case has restricted access rights).

• If there are external parties who need to be added to the case (they do not gain access).

• If a research application is successful and becomes a grant.

• If you are no longer the person responsible for the case, for example if you leave AU or change your areas of responsibility. 

Closing a case

• The case or project has been closed.
• Send us an email and ask the TAP support to close the case.

 

Solution for MAC users - filing directly from Outlook with new application Workzone365

During the first part of the implementation period, it has only been possible for MAC users to file via a remote desktop (see workaround below). However, from autumn 2022 it is now possible to install an application which makes it possible to file directly from Outlook on a MAC without the remote desktop (VM ​​Horizon Client). The app is installed on all MAC computers whose owners have participated in a Workzone introduction. If you, as a MAC user, want to have this application installed, please contact workzonesupport@cc.au.dk.

Solution for MAC users - filing with remote desktop VM Horizon Client

As a MAC user without the above application, you need an add-on application called Horizon Client. 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.

If you need to be able to work with Workzone from Office programs, create a case for HR Data and Digitization on support.au.dk which will grant you access via a Horizon Client that gives you a remote desktop for a virtual Windows 10 machine. This access may only be used for filing in Workzone.

• Horizon Client – installation guide for MAC

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.