Menu items on the “Advanced” tab

Navigate between the main and case windows by clicking one of them.

By clicking the drop-down arrow next to “Case”, it is possible to navigate to the case tabs “Case” and “Participants”. If add-on modules have been added to the case, such as F2 Manager, their corresponding tabs are also shown under Case as shown below.

It is possible to navigate to the case and participant windows from the record window even when the record is in read-only mode.

The “Record” menu item is only active in the main or case window.

When a record is in read-only mode, click the Edit button to make changes to the record document, its attachments, and its metadata fields.

When a record is in edit mode, the Edit menu item is replaced with the Save item.

If another user is editing the record, the Edit menu item is replaced with the Take over editing item.

You can take over work on a record including its record and approval documents by clicking Take over editing in the ribbon. The menu item is shown when another user is editing the record. The other user is notified when you take over the record.

Read more about taking over work on a record.

Save changes to the record document, its attachments or its metadata fields by clicking Save.

The record cannot be saved if a validation error is found. This error occurs e.g. when an invalid value has been entered into a metadata field. The field will turn red and the Save button becomes inactive.

Cancel any changes made to the record document or its metadata fields. This does not affect changes made to the record title or any attached documents.

Depending on whether the record has been shared, Delete record works in two different ways.

When the user deletes a record, F2 asks the user to confirm this action.

Users with the privilege “Can delete shared records for everyone” have the option to Delete for everyone via a drop-down menu.

Read more in the Delete record section.

This menu item is visible when a record has been deleted and then opened from the “My deleted records” list.

Before a record is restored, F2 asks the user to confirm this action.

This button helps the user “tidy up” the record by removing it from the user’s inbox and desktop.

If the user has the responsibility for the record, the record’s status can be changed from “In progress” to “Completed”.

When the user archives a record, the following dialogue appears.

The “Move record” drop-down menu contains three items:

These items are described below.

The menu item “Move to archive” is active for records placed in the “My private records” list. Use it to move a record from here to the shared archive.

Click Move to private to move a record to the “My private records” list. Only records with the access level “Involved” can be made private.

F2 asks for confirmation before a record is made private.

If the record is attached to a case, it is removed and a new version of the record is created.

Records from “My private records” may be moved back to the “Archive”.

Only the user who moves the record to “My private records” is able to view and access the record.

Read more about the “My private records” list.

Below is a list of situations in which it is not possible to move a record to “My private records” list.

This function moves a record to the “Library” list.

A record can only be moved to the “Library” list while its access level is “Involved”. Once moved the access level may be expanded.

The “Library” list is an archive shared between all F2 users, so records with access level “All” in the “Library” can be seen by all users in the organisation.

After it has been moved to the “Library”, a record can be edited as usual. This includes the record’s access level, attachments and metadata.

If a record that is moved to the “Library” was added to a case, a copy will be created and the original record will be removed from the case.

The “Delivery type” drop-down lets the user choose how to send the record.

When the delivery type has been chosen, the relevant metadata fields are added to the record.

The menu item’s icon will change to reflect the delivery type. This change also applies to the title bar of the record window:

The delivery type may be changed even when the record is not in edit mode.

Changing the delivery type happens instantaneously, and it is not necessary to save the record for the change to take effect.

These menu items may be used when sending emails.

Via “Setup” on the “Settings” tab of the main window, the user can choose that F2 ticks all boxes automatically.

Regardless of personal settings, it is possible to decide F2’s actions each time an email is sent.

Use this menu item to add a record to a specific meeting.

The number of meetings to which the record is added is shown in brackets.

F2 Meetings is an add-on module that aims to facilitate meetings by assisting the user in preparing an agenda, managing meeting documents and producing minutes.

This menu item is active if integration with Microsoft Outlook is enabled on the F2 installation and the record contains a compatible calendar invitation.

Click Open in calendar to open an attached invitation in Outlook.

This menu item is used to assign a record as a reply to an incoming email.

Click Assign as reply to open the “Choose record” dialogue in which the email can be selected.

Tick this box to make the “Case help” dialogue appear when the record is saved.

The case help is set up during the initial configuration of F2 and supports users in following the organisation’s established guidelines for working in F2.

For further information, see the Case help section.

When a record is sent to internal users or units, the “Unit casework” line is created for each recipient.

The “Unit casework” line appears when the record is sent.

For further information, see the section The unit casework line.

Opens the “Access information” dialogue which lists all users with access to the record. Viewing this list requires the “Can see access information” privilege.

For further information on this dialogue, see the Access information section.

F2 automatically relates an incoming email with other records when the user clicks Reply, Reply all, Assign as reply or Forward. It is also possible to manually relate records to each other when creating a new record.

This menu item opens the “Related records” dialogue which lists any related records that may be part of the correspondence.

This menu item becomes active when the record is linked to another record. The number in brackets shows the number of related records.

This dialogue contains information about sender, recipient, and when the email has been sent. The columns at the far right show whether the related record precedes or follows the open record.

This menu item is active when the record is part of an FOI request. The number in brackets shows the number of FOI requests in which the record appears.

Clicking FOI Requests opens a dialogue with a list of the FOI requests in which the record appears. FOI request is an add-on module. For further information, see FOI Request, Advanced.

Opens the “Record history” window which lists all activities registered on the record.

For further information, see the History section.

Create a new version of the record and view previous versions.

For further information, see the Versioning section.