Record and document cooperation

Records and their attached documents can be opened in edit mode independently of each other. This means that different users can edit the record and its documents simultaneously. However, users cannot edit the same object (record or document) at the same time.

Only a limited range of file types can be edited in this way. The file types from the Office package are included by default. The range of file types can be configured in cooperation with cBrain.

Edit record and documents separately

When you open a record or document in edit mode, only the relevant record or document opens for editing. This means, for example, that you can work on an attached document while another user can simultaneously edit the record metadata without affecting your work.

Example: Ann needs to write a letter to a citizen. She right-clicks the document that constitutes the letter and selects Edit Document to begin her work. Meanwhile, Ben realises that the access level of the record is incorrect. He clicks Edit in the record window’s ribbon to edit the record and its metadata. Ann is also cooperating with Carla on an appendix to the letter. Carla double-clicks on the attached document and chooses to open it in edit mode to work on the content. Ann’s work on the letter is unaffected.

Figure 1. Edit record and its documents separately

You need write access to documents to edit a record’s attached documents and full write access to the record to edit its metadata. Read more in Record access.

When a record is in edit mode, it also applies to its record document and approval documents, if any. This means it is not possible for one user to edit the record document while another edits the record’s metadata.

F2 uses pencil icons to indicate that someone is editing an attached document. You can see the icon on attached documents in the document area or preview in all F2 windows. Hover the cursor over the document to see a tooltip detailing who is editing the document and when they started their work.

Example: Carla is working on an appendix to a letter, both Word documents. She wants to add a reference to the appendix in the letter’s text, but she can see in the record’s document area that another user is already editing the document. She hovers the cursor over the letter, and a tooltip tells her that her colleague Sienna started editing the record a couple of hours ago. Carla knows that if she opens the letter to edit it, Sienna risks losing two hours of work. When Sienna finishes editing the document, saves and closes it, the document’s icon is immediately updated, showing Carla that she can safely open and edit the letter.

Figure 2. A document’s pencil icon and tooltip in record preview

You can also choose to take over a document from another user.

Take over a record

When another user is editing a record, the Edit menu item changes to Take over editing in the ribbon. This shows you that the record is being edited, and you have the option to take over. If you take over a record, the other user may not be able to save their changes.

You can only take over a record from another user if you have full write access to the record.

It is good form to chat your colleague before taking over work on a record.

Click Take over editing to take over a record, including its record document and approval document, if any.

Figure 3. The "Take over editing" menu item in the record ribbon

The dialogue "Another user is editing the record" shows you the name of the user currently editing and when they started. Click Take over editing to continue.

Figure 4. The dialogue "Another user is editing the record"

If you have taken over editing by mistake, you can undo it. Click Cancel in the ribbon, and the user you took over the record from regains the option to save their work.

When you take over editing, the other user is immediately notified by F2 that you have taken over the record.

Figure 5. The other user is notified when you take over the record

The user you took over from cannot save their changes but can click Cancel in the record’s ribbon to discard them. They can then close record.

Figure 6. The "Cancel" menu item in the record ribbon

If the other user attempts to save their changes after you have stopped editing the record, F2 will tell them that a newer version of the record exists. The user can click Yes in the dialogue to undo their changes and show the latest version of the record.

Figure 7. The "Record has been updated" dialogue

It is also possible to take over the record’s attached documents.