Guidelines for working with contacts and parties

What are contacts and parties?

In Workzone, you create a contact, which can then be linked as a party to a case. Therefore, when creating cases, you should consider whether a party is to be linked.


Parties to cases

 

When starting a case, you should consider whether a party is to be linked to it.

In cases regarding decisions, the party who, from an administrative perspective, qualifies as a formal party to the case should always be linked to the case. Moreover, a party should always be linked to cases regarding specific people, so that it is possible to find the case later, clean it up, and, if necessary, delete personal data.

In addition, the Danish National Archives requires that a party be linked to all correspondence with external parties. This means that, if the case concerns an external party, this party must be linked to the case.

If the case is solely about administrative matters at AU, no specific parties have to be linked to the case. However, you can consider whether being able to find such information will be valuable for subsequent work.

If the case involves parties who are not employed at AU, a party must be linked to the case.

Types of contact

 

The following describes the typical types of contact and when they are used.

AU person

AU person is a type of contact used for cases regarding individuals when the contact is the object of case processing, for example student cases or personnel cases (HR cases). This means that the case processing concerns a person.

For example, if a student applies for exam dispensation, the student’s AU person is linked as a party to the case. Or when an employee applies for leave of absence, the employee's AU person is linked as a party to the case. All students and staff at AU have been created in Workzone as an AU person.

 

Employee

The Employee contact type is used as a party when an employee at Aarhus University contributes to, or works on, a case by virtue of his or her position. For example, when a researcher contributes to a research application, the researcher's Employee contact is linked as a party to the case.

This type of contact should not be confused with a case officer processing the case.

Note that all employees at Aarhus University have been created as an AU person and as an Employee.

 

Person with CPR

Person with CPR is a type of contact that is rarely used. This contact type is used if a person does not have an AUID and will not be getting an AUID. Note that all active and former students and employees have an AUID. Before a contact of the type Person with CPR is created, it must be ensured whether the person has already been created as an AU Person and whether Aarhus University has a reason to store data about this person.

 

Person without CPR

Person without CPR is a type of contact that is rarely used. This contact type is used if a person does not have an AUID and will not be getting an AUID, and where the information CPR is not relevant for processing the case. This could be a private person complaining about a parking fine in Aarhus University's car park. This type of contact should not be used for businesses or consultants. Instead, use the contact type Business with/without CVR (see below).

Before a contact of the type Person without CPR is created, it must be ensured whether the person has already been created as an AU Person and whether Aarhus University has authority to store data about this person.

 

Companies with CVR

The Businesses with CVR contact type must be used for all Danish and Greenlandic businesses with a CVR no. When a consultant represents a business, the business is the party to the case and not the consultant (as a person).

CVR nos. for Danish businesses can be found on this page: https://datacvr.virk.dk/data/

 

Companies without CVR

The Businesses without CVR contact type is used for all foreign businesses. When a consultant represents a business, the business is the party to the case and not the consultant (as a person).