School of Communication and Culture - Staff portal

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 AU  Staff Departments  School of Communication and Culture Policies, guidelines and notes WORKZONE - School of Communication and Culture

WORKZONE - School of Communication and Culture

Workzone is AU's record-keeping system, which is to support knowledge sharing across the organisation and ensure our legal commitments. All employees have a responsibility to ensure this.

FOR VIP

Create a 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 this form. We will send you a link to the case once we have created it.  

Research related case

Use this for, if you want us to create at case regarding a research application or project.

External relations or miscellaneous case

Use this form, if you want us to create a case regarding external relations or miscellaneous.

Introduction 'light' for VIP

PowerPoint presentation from webinar 23 February 2022

Guidelines

What is my responsibility?

  • 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.

What should I file?

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

VIP quick guide

VIP Quick guide - UK

User guides

File mail from Outlook to Workzone

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

Creating, changing and closing a case

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.

 

For MAC users

As a MAC user, 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.

Enquiry regarding access to documents

Read instructions from AU here (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.

Support

Write to workzonesupport@cc.au.dk or contact one of the school's TAP supporters.

FOR TAP

Section not translated

USEFUL INFORMATION TO ALL

Support & questions

Write to workzonesupport@cc.au.dk or contact the school's TAP Support.

Legislation, security and policy on record-keeping

Watch this video with English subtitles (10:55 min.) about AU's guidelines on record-keeping in Workzone.

Read more on legislation and policies

Access rights

  • 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. 

New users

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 I get access to Workzone?

  1. To gain access you should raise a request with HR Data & Digitization via this link: https://support.au.dk
  2. When you have gained access, please contact super user at the school. We regularly conduct mini-webinars or peer training for new users. You should not use Workzone until you have completed training (TAP) or introduction (VIP).
  3. You will find HR's instructions for new users here.
Revised 10.06.2022 -
Anne Hejn Pjengaard