Create request

Create a new request by clicking New request in the ribbon of the record to which the request should be associated. Several requests may be created on the same record.

Figure 1. Creating a new request

You can only create requests on a record while its status is "In progress". Once the record is completed, the "New request" menu item will be deactivated.

The "New request" dialogue opens.

Figure 2. A new request

The dialogue contains the following fields:

Field

Description

"Recipients"

The user(s) to receive the request. If you add more users, F2 creates a separate copy of the request on the record for each recipient. You can also add units as recipients.

"Who can see the request?"

Choose who can view the request:

Recipient
Recipient’s unit
Everyone with access to the record

Users with write access to the request record will be able to view the request regardless of the visibility you choose.

"Type"

Indicate the type of work you are requesting. Click the drop-down arrow to display a list of available request types. Your options depend on the setup of F2.

"Request deadline"

The date (and, optionally, time) indicating the deadline of the request’s execution. The deadline affects how and where the request appears in the lists of requester and recipient, allowing users in the organisation to sort requests by deadlines. Enter a date, click on the calendar icon, or write e.g. “+7” to set the deadline to seven days.

When an approval and its accompanying record is created as a reply, the request deadline is suggested as the deadline for the approval and the approval record if there is no internal deadline. It is possible to configure which fields are automatically filled in when creating records and approval records. Read more here.

"Finalise request when deadline is exceeded"

Tick the box to automatically finalise the request if the deadline is exceeded. The log will indicate that the request has been automatically finalised due to the exceeded deadline.

"Request, internal deadline"

The requester, recipient, or executor may add an internal deadline to a request.

The internal deadline is meant primarily for use by the request recipient, whereas the formal deadline indicates when the requester needs the request to be executed.

"Return to"

Shows to whom the request is sent upon execution. When the request is created, the requester is automatically added to this field. If the requester does not want to receive the executed request, they can specify another user here before sending the request.

"Also notify me when the request is executed"

Tick this box to have the request appear in the inboxes of the requester and the user specified in the “Return to” field upon execution.

An organisation can choose whether to automatically tick the box ”Also notify me when the request is executed”. This is done through a configuration performed in cooperation with cBrain.

"Standard description"

Choose between text templates with predefined texts. The chosen template text is inserted in the description field.

If no standard description templates have been created, this field will not be displayed when the request is opened. Templates are created on the server by cBrain.

[description]

Text informing the recipient of requirements to the content of the reply. The specific options depend on the configuration of F2.

If description templates are not available - or none have been selected - the requester can describe the task they request help with.

Save or send request

Click Save request to create the request. If a request is created with incorrect information, it can be deleted by clicking Delete request.

Figure 3. Send, save, or delete the request in the "New request" dialogue

Click Send request to send the request to the recipient(s). If the request must be sent immediately, saving before sending is not necessary. The request is automatically saved when sent.

Requests can be edited by clicking on Edit request up until it has been accepted by the recipient.

Figure 4. Edit the request before the recipient accepts

When the request has been sent, the recipient receives the request in their inbox in F2. Any additional recipients receive the record with a copy of the request in their inboxes.

The request log

After the request has been sent, a log of performed actions appears in the upper right corner of the request window. The log is updated when the request is sent, edited, replied to, etc.

Figure 5. The request log after creation

Allocate responsibility for the request record

By default, the record creator is responsible for the record to which the request is linked. If the record creator clicks Send and allocate responsibility, the request recipient is set as the responsible user or unit.

Figure 6. Send request and allocate responsibility for its record

This way, the record creator allocates the responsibility for not only the request, but the entire record, to the request recipient.

You can only allocate responsibility for records to which you have full write access.

Access the request

When a request is created, it can be seen and accessed from the record to which it is linked. Open the request by clicking the request button above the document area in the record window. A drop-down menu opens from which you can open the request.

Figure 7. Click the request button to see the request overview

The drop-down menu also shows each request’s request number, deadline, request recipient(s), status, and the first part of the description for each request. Request numbers are assigned automatically and chronologically.

Cancel request

If the request has already been sent, it cannot be deleted, only cancelled. Cancel a request by clicking Cancel request.

Figure 8. Cancel a sent request