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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.

The following outlines academic staff’s responsibilities in this regard.

HOW TO CREATE A CASE:

When you need to create a new case, please send an email to: workzonesupport@cas.au.dk
Your department secretary creates the case and sends you a link so you can file directly from Outlook. To ensure correct creation, you must provide the following information in your email:

  • Case name
  • Period (date of creation and possibly end date)
  • Relevant internal or external parties

GUIDELINES:

What is my responsibilty?

Please read our quick guide for researchers here. 

  • As a member of academic staff or head of department/centre, it is your responsibility to ensure that relevant documents and correspondence are filed in Workzone in accordance with applicable legislation. 
  • When a case has been created with the help of your department/centre secretary, it is up to you to file emails, documents and any subsequent memos from conversations or other correspondence on the case in question via your mailbox.
  • When a case has been completed, it is up to you to ask your department/centre secretary to close the case.

What should I file?

The list is not exhaustive. Please also read our FAQ here.

VIP record-keeping in Workzone   Examples of documents to be filed

Visit from external parties/stakeholders
  • Dialogue with foreign PhD students (when agreement has been settled)
  • Visiting professorships
  • Mobility application
  • Research programs and centers (activity plans)

Data processor agreements
  • Background documentation handed out to informants
  • The agreement itself
  • Data transfer to e.g. other universities

Research projects with external financing*
  • E.g. AUFF, FKK, EU, Carlsberg etc.
(When external cooperation agreements are involved, we recommend that the record-keeping is initiated from start-up of the project e.g. correspondence in relation to align expectations.)

Cooperation agreements
  • Cooperation agreements e.g. research collaboration

(When external cooperation agreements are involved, we recommend that the record-keeping is initiated from start-up of the project e.g. correspondence in relation to align expectations.)

Contracts on purchase or lending equipment
  • Equipment for e.g. research purposes

Participation in formal Danish councils and committees as well as international committees, memberships and networks
  • Relevant correspondence
  • Nominations, agendas, appendices, minutes**

(As to AU’s internal councils and committees there is usually a chairman or secretary, who will file the relevant documentation.)  

Inquiries from external stakeholders such as authorities, companies, organizations and individuals
  • Incoming mails, responses or inquiries

Conferences hosted by AU
  • Event, conferences hosted by AU - both at and outside campus.

*Research applications for foundations, grants and recommendations are filed by the School's research consultant in close dialogue with the individual researcher

In addition, several documents are filed in AU's project and finance departments. Please ask your contact which one of you is in charge of filing. 

** For other Danish (external) and international conferences or alike, where you participate by virtue of your employment at AU, the mentioned documents should be filed.

Still have questions? 

Contact your department/Centre secretary If you have any doubts. 

In general, however, you can file what you find relevant. It is better to file than not, as long as you are aware of the legislation.

How to file emails from Outlook to Workzone

How to close a case?

  • When your project/task has been completed or when you no longer need the case, please write to your department/Centre secretary, who will close the case for you.

SUPPORT:

You can write to workzonesupport@cas.au.dk or contact your department secretary for assistance.

Revised 25.04.2025
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Camilla Dimke Waldstrøm