Menu items on the record ribbon

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.

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.

Click “Prepare sending” to display the delivery metadata fields used for sending the record as an email.

When adding a recipient, this menu item changes to either “Send” or “Send secure”, depending on the configuration.

For further information, see below.

The “Send” menu item is used to send an email (internally or externally).

“Send secure” is a configuration with which an encrypted email can be sent from F2 to external recipients. The security level of emails sent internally in F2 is already correspondingly high, so internal emails need not be sent using this function.

Use of this function presupposes that the organisation has a third party provider to sign and encrypt the emails F2 marks as “Send secure”.

Emails sent securely are marked with the icon.

F2 is configured in cooperation with cBrain.

Changes the record’s status from “In progress” to “Complete”.

When the record is completed, this menu item changes to “Reopen record”, which is described below.

Reopen a record. Changes the record status from “Complete” to “In progress”.

Open the chat window from which a new chat can be added to the record.

By clicking the drop-down arrow, the user can select “New chat to all” which automatically adds all the record’s internal participants to a new conversation.

For further information on chats, see the Chat section.

Open the note window from which a new note can be added to the record.

For further information on notes, see the Notes section.

Open the “New annotation” dialogue.

For further information on notes, see the Annotations section.

Open the “New request” dialogue from which a new request can be created.

Select either a regular request or a group request via the drop-down menu. Both types are add-on modules and respectively enable:

For further information, see Request and Group Request.

Click on New record to open the “New record” dialogue. For further information on this dialogue, see the Creating a new record section.

Click the drop-down arrow to open a menu with the following items:

Each menu item creates a new record whose metadata are adjusted according to the selected type.

The submenu items are described below.

Create and open a new email with the user as sender. For further information on creating and sending emails, see the Email section.

Open the “New document” dialogue from which a document template can be selected. This creates a new record with an attached document based on the selected template.

This document will open so the user can work on it, while its record opens in the background.

For further information on the “New document” dialogue, see the New document from template section.

Open the “New approval” dialogue from which a new record with an approval can be created.

F2 Approvals is an add-on module. For further information, see Approvals.

The “New approval” dialogue offers the same options as when creating a new record. These are described in Creating a new record.

Open the “New Digital Post” dialogue from which a new Digital Post can be created.

Requires the add-on module F2 Digital Post (Next Generation). Read more here.

The “New Digital Post” dialogue has the same options as the “New record” dialogue. These are described in Creating a new record.

Open the “New e-Boks” dialogue from which a new Digital Post for e-Boks can be created.

Requires the add-on module F2 Digital Post (e-Boks). Read more in here.

Open the “New M4 mail” dialogue from which an M4 mail can be created.

Requires the add-on module F2 Digital Mail (M4).

The “New M4 mail” dialogue has the same options as the “New record” dialogue. These are described in Creating a new record.

Open the “New output manager” dialogue from which a new record with an output manager can be created.

Requires the add-on module F2 Output Manager.

The “New output manager” dialogue has the same options as the “New record” dialogue. These are described in Creating a new record.

Add an approval to an existing record.

F2 Approvals is an add-on module that aims to facilitate the process of approving work material. Read more in Approvals.

Select which metadata fields to display in the record window.

When opened, a record is shown with the metadata fields specified on “Record view” via the “Setup” menu item on the “Settings” tab in the main window. For further information, see the Settings and Setup.

The “Show all fields” drop-down menu lets the user choose between the following groups of metadata files:

These fields are described in Record metadata.

A user has several managing options for records in F2:

These options are described in further detail in Management and organisation.

A user has several managing options for records on behalf of his/her unit in F2:

These options are described in further detail here.

Open the “New document” dialogue from which the user can add a document template to the record. Read more in the New document from template section.

Two print options are available for a record:

Click to lock the record’s documents temporarily to prevent them from being edited.

The menu item is only active when the record is in edit mode. When a record’s documents are locked, the menu item changes to a darker colour:

Locked documents cannot be edited until they are unlocked by the same user or another user with full write access to the record.

The locked state cannot be changed if the record has been sent or received as an email. In this case, the menu item is deactivated:

Open Windows File Explorer to select a file and attach it to the open record.

Clicking the drop-down arrow opens a menu with the following menu items:

The menu items are described in the Attaching documents section.

Create a PDF version of the record and its attachments.

Click the drop-down arrow to display a menu with the following items:

The created PDF will open automatically in the programme associated with PDF files.

Each menu item is described below.

By default, F2 creates a joint PDF file containing a standard front page, the record document and any attachments.

Each page of the PDF contains a header displaying the title and number of the record and the attachment.

The first page of the PDF contains certain record metadata:

Opens the “Settings for the combined record PDF” dialogue. Here the user selects which documents to include and whether a header for each should be included.

Displays the record as it will appear on F2 Manager on iPad.

Requires the F2 Manager add-on module. For further information on this, see Manager.

“Copy record” contains three menu items:

For further information on copying records and merging to case participants, see the Copy record and merge to case participants section.

Link one record to another via either title or ID.

“Copy link to this record” copies a link to the clipboard and can be pasted into another record document. The link will be displayed as the record’s title.

“Copy record ID” copies the record ID to the clipboard which can then be pasted into e.g. a record document, a chat or a search field.

Opens cSearch, an advanced, intelligent search engine for F2. cSearch is an add-on module. Read more about cSearch.