Right-click functions in the main window
In F2 it is possible to perform a number of tasks directly from the main window. The context menus of records, cases, and documents provide access to relevant functions. You can also execute mass operations by selecting multiple items before right-clicking.
The next sections describe the functions that can be accessed via the context menus and preview of the main window. The number of available functions for each user depends on the organisation’s setup and said user’s privileges in F2.
Right-click functions for records
Right-click any record in the main window’s result list to access the following functions:
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Open record |
Opens the record window of the record selected in the result list. |
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Open case |
Opens the case window of the case to which the selected record is attached. |
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New |
Creates a new:
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Reply |
This function is active when an incoming email or record that has been sent internally in F2 is selected in the result list. To reply to the sender, click on:
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Forward |
This function is active when an incoming email or record that has been sent internally in F2 is selected in the result list. The function opens a new record that is attached to the email to be forwarded. |
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Mark as read/unread |
Any record can be marked as either read or unread. Records that are read are displayed in a normal font, while unread records are displayed in a bold font.
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Personal control |
F2 shows the menu items for personal control when a user selects a record in the result list, opens a record, or becomes otherwise involved in it. These menu items are meant to assist the user in working on the record. The user can choose to include the record in either or both of their personal lists:
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Flag (me) (Personal flag) |
As part of the personal control a user can set a personal flag on a record. The flag can help the user manage their work on the record. The personal flag can only be seen by the user themself.
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Flag (unit) (The unit’s flag) |
Records that automatically appear in the unit’s inbox have a menu item for unit control. This lets the users in the unit set a unit flag to help manage the unit’s work. The unit flag can only be seen by users in the unit. You can only set the unit flag for you current unit.
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Delete record |
Deletes the selected record if the user has the permission to do so. A deleted record is moved to “My deleted records”. In cooperation with the organisation, cBrain configures how long a deleted record will stay in “My deleted records”. An unshared record can be deleted from F2. A record that is or has been shared can only be deleted from F2 by users with the “Can delete shared records for everyone” privilege. Users without this privilege cannot delete e.g. an internal email record or a record containing a chat, even if the chat has been deleted. |
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Move to private |
Moves the selected records from the result list to the “My private records” list. |
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Move to library |
Moves the selected records from the result list to the library. |
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Access control |
This function is used to change the access level on the chosen record. F2 operates with three access levels:
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Show access information |
Shows which users have:
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Add record to case |
Adds the record(s) selected in the result list to the case without opening the record(s). The function can also be used to copy a record to several cases with one action.
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Remove record from case |
Removes the record(s) from a case without opening said record(s). |
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Add keywords |
Adds one or more keywords to the record. |
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Select as answer record to a request |
Designates a record as a reply to an existing request. |
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Register record Deregister record |
Registers/deregisters the selected record. If the record is attached to a case, it is given a record number on the case upon registration. If the record is not attached to a case, the record is registered and will be given a record number if it is later attached to a case.
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External access |
Shares the selected record with external participants. Depending on F2’s configuration, the user can choose between:
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Set record to ‘Complete’ |
Sets one or more records from the result list as complete. If all selected records are already complete, only the “Reopen record” function is active. This function is related to:
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Reopen record |
Reopens one or more records in the result list. |
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Add supplementary case manager |
Adds one or more supplementary case managers to the record. |
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Change responsible |
Changes the responsible user/unit on the record. |
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Reminder |
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Show notification |
This function shows any notifications on a record such as when a user has been added as a supplementary case manager, or if an approval flow requires the approval of a user. |
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Reports |
A report is created by selecting records in the result list. This function lets the user do the following:
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Copy link to this record |
Copies the record ID which can then be inserted into other records. |
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Remove from Outbox |
Removes failed deliveries from the outbox. The delivery will still be located in the “Archive”.
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Export search result to Excel |
Exports a search result to Excel where it can then be processed. This function can be used in connection with FOI requests. |
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Related |
The All participants on these records function is used to search for the participants involved in one or more of the records selected in the result list. Click on Reload related searches to update the related search options that have been set up for your organisation. |
Case help for right-click functions
It is possible to turn on case help for right-click functions for records in the main window. This is configured in cooperation with cBrain. Per default, the case help for right-click functions is enabled.
The “Case help” dialogue is displayed when the following right-click functions are performed on a record in the main window:
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Access control
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Add record to case
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Remove record from case
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Register record
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Deregister record
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External access
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Set record to ‘Complete’
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Reopen record
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Add supplementary case manager
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Change responsible.
Right-click functions for cases
Right-click any case in the main window’s result list to access the following functions:
| Icon | Function | Description | ||
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Open case |
Opens the case window for the selected case. |
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New |
Creates a new:
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Set case to ’Complete’ |
Changes the case status from “In progress” to “Completed”. |
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Reopen case |
Changes the case status from “Completed” to “In progress”. |
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Change responsible |
Changes the responsible user/unit on the case. |
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Add supplementary case manager |
Adds one or more supplementary case managers. |
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Add participants |
Adds one or more participants to the case. |
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Add access restriction |
This function allows the user to add security groups, units, teams or users to the access restriction on the chosen case. |
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Add keyword |
Adds one or more keywords to the case. |
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Set new deadline |
Sets a new deadline for the chosen case. If a new deadline is not chosen, the current deadline will be removed from the case. |
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Change journal plan |
Sets a new file plan for the selected case. This function is connected to the module F2 Task Guides. |
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Set progress code |
Sets a new progress code for the selected case.
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Set external access |
Shares the selected record with external participants. Depending on the configuration the user can choose:
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Copy link to this case |
Copies a hyperlink to the case that can be pasted into records or cases. |
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Export search result to Excel |
Exports a given search result to Excel, where it can then be processed. This function can for example be used in connection with FOI requests. |
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Related |
The function All participants on these cases is used to search for the participants that are involved in one or more of the cases selected in the result list. Click on Reload related searches to update the related search options that have been set up for your organisation. |
Right-click functions for documents
Right-click any document in the main window’s result list to access the following functions:
| Icon | Function | Description |
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Show PDF |
Opens the selected document as a PDF file. |
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Open |
Opens the selected document in the mode chosen during setup. The icon changes depending on the file format, e.g. PDF or Word. |
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Export file… |
Saves the document to the user’s computer. |
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Open record |
Opens the record to which the document is attached. |
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Open case |
Opens the case to which the document is attached. |
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Properties |
Opens the “Properties” dialogue that shows the document’s properties. |
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Copy link to document |
Copies a hyperlink to the record to which the document is attached. This hyperlink can be pasted into other records, case metadata or notes, chats, annotations, etc. Read more about using document hyperlinks. |
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Export search result to Excel |
Exports a search result to Excel, where it can then be processed. This function can be used in connection with FOI requests. |
Mass operations in the main window
It is possible to perform various mass operations in the main window. This is done by selecting several records, cases, or documents at the same time. With the items selected, right-click and choose one of the possible actions from the context menu.
When a mass operation is performed using the context menu in either the main or case window, a status bar appears in the bottom right corner. In the example below F2 is adding six records to a case.
| If a mass operation cannot be performed on one or more of the selected records/cases, a notification will appear. A notification is always shown when the actions “Reports”, “Merge to case participants” and “Close related records” have been completed. |
The mass operation dialogue
If the user performs a mass operation in the main window with several records selected, and the case help has not been responded to for one or more of the records, a dialogue will appear.
The dialogue’s title is “Mass operations” followed by the operation that caused the dialogue to open, e.g. “Mass operations: Change responsible” or “Mass operations: Add records to case”.
In this dialogue, the “Status” column provides a quick overview using colour coded icons. Any operation that could not be executed are shown at the top with a red icon. Operations that require the user to act have a yellow icon, and completed operations have a green icon. The “Description” column provides additional details on each record’s status.
Manage failed operations by selecting one or more records in the dialogue. Then select one of the available actions:
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Respond to all: Respond to the case help for all relevant records, i.e. records with the yellow icon. This opens a new dialogue, “Suggested changes when saving a record”. See the section The case help dialogue “Suggested changes when saving a record” for more details.
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Respond: Respond to the case help for the highlighted record(s). This opens a new dialogue, “Suggested changes when saving a record”. See the section The case help dialogue “Suggested changes when saving a record” for more details.
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Open record: Open the highlighted record(s).
The “Status” for each record will change to the green icon after the case help has been carried out.
This dialogue appears even if the setting “Show warning when mass operations fail” has been disabled by the user.
The case help dialogue “Suggested changes when saving a record”
When selecting either Respond to all or Respond in the “Mass operations:” dialogue as described above, a new dialogue opens with suggested changes. In this dialogue, it is possible to automatically apply the changes to all subsequent records. Tick Apply to all subsequent records with this suggestion at the bottom of the dialogue to automatically repeat and respond to the case help.
In the example above, the case help suggests marking the record for registration, adding it to a case, and changing the access level to “IT Office”. Tick Apply to all subsequent records with this suggestion and click OK to automatically resolve the case help for all failed records listed in the first dialogue.
Only identical suggestions are applied when clicking OK. Any case help with other suggestions, such as changing access to another unit or registering the record, will not automatically be resolved. In the same manner, clicking Ask again later or For this record do not ask again in the dialogue will only be applied to identical suggestions.
| It is possible to hide the checkbox Apply to all subsequent records with this suggestion through a configuration. Configurations are performed in cooperation with cBrain. |