Record metadata

“Title” is shown in every metadata field view. It is a free text field describing the record. A title is entered when the record is created. It may be changed later.

On an email the title is identical to an email’s subject field.

The sender of the email. This field is filled in automatically when the user starts typing in the “To” or “Cc” field.

Enter any recipients of the email here.

Enter any Cc recipients of the email here.

Enter any Xbc recipients of the email here.

Adding an external participant here is similar to adding a recipient in Bcc in traditional email systems.

“Title” is shown in every metadata field view. It is a free text field describing the record. A title is entered when the record is created. It may be changed later.

The status of a record indicates whether it is “In progress” or “Completed”.

In this field a deadline is set on the record. This value is used e.g. in searches and for sorting lists.

The “Responsible” field specifies the user or unit formally responsible for the record. Read more here.

If the record has been sent or received, it has a letter date. This is the date on which the record was sent or received in F2.

In case of a scanned physical letter, the user can add a letter date in this field, which should correspond to the date on the physical letter.

If there is a case number in this field, the record has been added to a case. If the field is empty, it can be added to a case from here.

If a record is already added to a case, it may be moved to another by replacing the case number.

The user may also remove the record from a case if they have the required rights.

In order to remove a record from a case, delete the case number from the “Case” field. Adding the record to a new case is not required.

If a record must be added to a known case, enter the case number or case title in this field. Then select the case and press Enter or double-click.

For further information, see the section Adding a record to a case.

A case contains its own set of metadata. Read more about working with cases.

In some public organisations, a tick in the “Registered” field means that the record will be included in deliveries to the National Archives or similar institutions.

Private organisations may use this field to indicate particularly important records that may not be deleted.

In addition this field, like any other record metadata, is used for miscellaneous searches, groupings, etc.

When a record is registered, a record number is allocated consecutively within a case. This means that only registered records added to a case have a record number.

Here the user selects the access level for the record:

If a record is subject to an access restriction in the “Access restricted to” or “Case access restricted to” fields, an asterisk “*” is shown in the “Access” field.

Hover the cursor over the icon for further information about access to the record. The example below shows the information displayed on a record with the access level “All” and an access restriction added.

For further information on access levels for records, see the Record access section.

Here the user can add predefined keywords to the record.

Keywords can be added in three different ways:

This field shows the date when the record was created and by whom.

This field is only used for marking the record in connection with customer-specific integrations. The values are taken from a value list and must be configured in cooperation with cBrain.

“Title” is shown in every metadata field view. It is a free text field describing the record. A title is entered when the record is created. It may be changed later.

Any access groups (users/teams/security groups, etc.) for the record are specified here.

This field limits the access to the listed users and groups. Regardless of the record’s access level as specified in the “Access” field, only users/groups that have been added to this field can access the record.

However, the access level is still in effect, which means that anyone added to this field must also be included in the record’s access level.

When the user adds an access restriction, the dialogue “Participants do not have access to the record” may appear, notifying the user if other users or units will lose their access because of the restriction. This dialogue is also called the access assistant.

It is possible to activate the access assistant for units. This configuration is made in cooperation with cBrain.

Any access groups on the record’s case are shown here.

This field is empty unless three conditions are met: the record is added to a case, “Case access” is ticked, and the case has an access restriction.

If the above criteria are met, F2 automatically transfers the users, units, teams and/or security groups from the case access restriction to this field.

If this box is ticked, the access restriction on the record’s case is automatically transferred to the record. This means that an access restriction added to the case is applied to all its records. To avoid transferring the access restriction, the restriction must be replaced by a new one on the record. This is done by adding the relevant users and units to the “Access restricted to” field. Note that the “Access” field determines the access level on the record and also affects which users can access said record. The “Access” field is described in the Standard metadata fields section.

Add any supplementary case managers on the record here. These are users, teams and/or units that help with the case proceeding without being responsible for the record.

For further information on adding supplementary case managers, see the section Adding a supplementary case manager.

Add participants other than the sender, recipient, case manager, supplementary case manager, and the responsible participant to the record.

Add an SSN or CVR number to the case.

Used to distinguish between records sent to external participants, received from external participants or for internal work. The following record types are available:

If the record was added to another case or exists in another system, the original case number is shown here.

This field can also be filled in by the user.

A remind date is a date used in connection with reminders that may be added to the record. This is to remind the user of taking action, e.g. following up on a record, in due time before its deadline expires.

This is the date when the record was received. This is set automatically if the record is sent electronically.

If the record originated as a physical letter, it is possible to enter the received date manually. This is useful for distinguishing the date printed on the letter from the date it was received.

If the record is sent electronically, a value identical to the letter date will be entered automatically in this field.