Advanced search
A simple search using the free-text search field is often very broad. More precise and useful searches can be made by searching for specific metadata. This is an advanced search.
Advanced searches are performed in the main window using seach fields. The fields correspond to metadata from records, cases, chats, and other F2 elements, which enables very specific searches. Click Advanced search in the main window ribbon (1) to view the search field groups (2).
| Remember to check for active advanced search criteria before you start your search, otherwise your search results may be poor or misleading. Read more about how to clear active advanced search criteria. |
The height of the search field area is adjustable, making it possible to adjust the visibility of the result list. Click and drag the splitter between the search field area and the result list to the desired location.
It is possible to search for a specific search field by entering a search string in the field above the search groups. F2 will then show all search fields in which the search string appears. Pressing Enter is not required.
The search fields are divided into groups. Click on a search group to expand it and view its search fields. See the figure below.
A field with a drop-down arrow 
next to its title allows the user to choose between certain values.
For example, under “Record status” choose whether to search for records with the status “In progress” or “Complete”. The search field can also be left empty.
Certain search fields have an information icon, 
. Click the icon to open a description of the specific search terms that can be used in the field. For example, the search terms "Undefined" or "My unit" may be used in the Access limitation on record/case field, and "+7" or "Today" may be used in the Record deadline field.
You can look up the available special search terms in the table for the relevant search group.
When you want to search for a user or unit, you have the following options:
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Type the name of the user or unit in the search field.
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Click the participant icon
in certain search fields to find the user in F2’s participant register. -
Click the unit icon
in certain search fields to find the unit in F2’s participant register.
An additional drop-down menu is available in search fields for keywords and participants on records and cases. Specifically, the search fields “Record or case keyword” in the “General” group” and “Record/case participants” in the “Case related” group. When multiple keywords or participants have been entered, the drop-down makes it possible to search for results matching either at least one or all of the search terms.
When the desired fields in one or more search groups are filled in, click the magnifying glass next to the free-text search field or press Enter to display the results of the search.
View and clear search fields
The title of a search group is bolded if at least one of its field is filled in. This makes it easier to determine if fields are filled in when the groups are collapsed.
When a search field is filled in, a green checkmark appears on the Search criteria button. The Search criteria icon makes it possible to see if any search fields are filled in even the advanced search fields are hidden.
You can clear any advanced search criteria regardless of whether the advanced search fields are shown or hidden. When the advanced search fields are shown, the Clear search criteria button appears to the right of the free-text search field (1).
When advanced search is disabled, you can clear active search criteria from the Search criteria drop-down (2). Click the button to open the drop-down, then click Clear active search criteria (3). You can also clear your active search criteria at any time by pressing Ctrl + Shift + X.
When you clear your active search criteria, the list is reloaded. This means the list is updated to show all current results.
| If you clear active search criteria in a saved search, only the search criteria that you have added yourself will be cleared. The saved search criteria that make up the list are unaffected. |
Search groups
The metadata search fields are divided into groups. The number of groups may vary according to add-on modules to the F2 installation.
It is possible to use search operators in free-text search fields.
The metadata fields of each group are presented below.
The “Favourites” search group
Users can create a search group with their personal favourite search fields.
This is done in the main window ribbon by clicking on Edit favourite search fields.
A dialogue with a wide range of predefined search fields will open. Click on Records on the left side of the dialogue. Tick off fields to add them to the favourite search group as shown below.
The ticked-off search fields are now included in the “Favourites” search group as shown in the example below.
Search fields can be added to favourites when viewing a search group. To do this, hover the cursor over a search field to make a grey star appear. Click on the star to add that search field to favourites. The star turns yellow. Click the star again to remove the search field from “Favourite search fields”.
The “General” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
“Record/case title” “Record title” “Case title” “Current record title” |
Search string |
Search for records or cases whose title contains the search string. “Record/case title”:
The search result will display the current title of the email. ”Record title”:
The search result will display the current title of the email. ”Case title”:
”Current record title”:
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“Content” |
Search string |
Search for records with attachments whose content matches the search string. |
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“ID No” |
Number |
Search for records with a specific ID number. |
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“Record or case status” “Record status” “Case status” |
In progress Complete |
Search for records based on whether they are in progress or completed. |
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“Record deadline” “My deadline” “Unit deadline” “Deadline, unit casework” “Case deadline” “Record or case deadline” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Records and/or cases whose deadline is within the specified interval. Records and/or cases with the user’s personal deadline within the specified interval. Records and/or cases with the unit’s case management within the specified interval. Records and/or cases with the unit’s deadline within the specified interval. |
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“Personal flag” “Unit flag” |
Flags |
Search for records with the specified flag. Flags are defined via a value list by a user with the “Flag administrator” privilege. |
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“Record or case keyword” “Record keyword” “Case record” |
A certain keyword. A keyword within a specific subject. A keyword or subject which contains a specific text. |
Search for keyword(s) specified on the record or case. Makes it possible to create lists based on a certain keyword. Use the drop-down menu to search for results matching either at least one or all entered keywords. |
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“External access of the record/case” “External access of the record” “External access of the case” (add-on) |
Undefined Open Partly open Closed |
Search for records shared with external participants via the F2 External Access add-on module. |
The “Responsibility” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
“Record/case responsible” ”Record responsible” ”Case responsible” |
User Unit Me My unit |
Search for records or cases for which the specified user or unit is responsible. Use the dynamic search terms Me or My unit to search for yourself or your unit. For fixed searches this means that the search adapts to the user who opens it. |
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“Seen” |
Yes No |
Search for records marked as seen on the “Unit casework line”. |
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“Unit responsible for case/record” “Unit responsible for record” “Unit responsible for case” |
Responsible unit My unit |
Search for records/cases for which the specified unit is responsible. My unit is the unit to which the current user belongs. |
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“Record/Case suppl. case mgr.” ”Record suppl. case mgr.” ”Case suppl. case mgr. |
User Me |
Search for records/cases for which the specified user is set as supplementary case manager. This option can be used for finding records for which the user is supplementary case manager and for records on whose case the user is supplementary case manager. It is possible to search for either one of the options or for both. |
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“Record/case suppl. units” ”Record suppl. units” ”Case suppl. units” |
Unit My unit |
Works as the preceding search, except this search is for records and cases for which a unit is set as supplementary case manager insted of a user. |
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“Casework” |
User Unit Me My unit |
Search for records for which the specified unit/user is specified in the unit casework line.
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“Recipient seen” |
All Some Not all Nobody |
This field makes it possible to sort a search based on whether the recipient(s) has/have seen the record/email.
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“Access” |
Involved Unit All |
Search for records by the specified access level. |
The “Delivery” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
“From” |
User Unit Participant Email address Me My unit |
Search for emails sent by the specified participant, user or unit.
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“To” |
User Unit Participant Email address Me My unit |
Search for emails received by the specified participant, user or unit.
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“Sent” |
Yes No |
Search for emails based on whether they have been sent. |
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“Record type” |
Undefined Inbound Outbound Internal |
Search for records that are either sent to or received from external participants, or records for internal use. |
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“Read” |
Yes No |
Search for emails based on whether they have been read. |
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“Received date” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Undefined = No received date. |
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“Letter date” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. |
The “Case related” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
“Case” |
Search string Number Defined Undefined |
F2 automatically suggests case titles when you start typing in this field. A case can also be selected via the case icon. Searching for Defined will display records with a case association. Searching for Undefined will display records without a case association. The search terms Defined and Undefined are especially useful when combined with other search criteria. |
“Registered” |
Yes No |
Search for records on cases based on whether they have been registered. |
“Record No” |
Number Undefined |
A record is automatically assigned a number when added to a case and then registered. |
“Record/case prior case No.” ”Record, prior case No.” ”Case, prior case No.” |
Number Undefined |
Search for records or cases via a previous case number. |
“Record/case participants” ”Record participants” ”Case participants” |
Users Units External participants Me My unit |
Search for cases in which the specified users/units/external participants are involved. Use the drop-down menu to search for results matching either at least one or all entered participants. |
“File plan” |
Values in the file plan list, set up by an administrator |
Search for cases matching the specified file plan. |
“Action code” |
Action codes set up by an administrator. |
Search for cases with the specified action code. |
“Case guide” |
Predefined case guides |
Search for the number of cases with the specified case guide. |
“Progress code” |
Pre-defined progress codes assigned to cases. |
Search for applied progress codes. |
“Quality stamped” |
Yes No |
Search for cases based on whether they have been quality assured. |
The “Chat” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
“Chat text” |
Search string |
Search for chats containing the specified search string. |
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“Chat participant” |
User Me |
Search for chats in which the specified user is a participant.
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“Chat title” |
Search string |
Search for chat titles containing the specified search string. |
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“Chat entry by” |
User Me |
Search for chat messages written by the specified user.
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The “Note” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
"Note content on records/cases" "Note content on records" "Note content on cases" |
Search string |
Search for notes containing the specified search string. |
"Note participants" |
User Unit Me My unit |
Search for notes in which the specified user or unit is a participant. |
"Note title on records/cases" "Note title on records" "Note title on cases" |
Search string |
Search for note titles containing the specified search string. |
"Note entry authors on records/cases" "Note entry authors on records" "Note entry authors on cases" |
User Me |
Search for note entries written by the specified user. |
The “Other fields” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
“Record or case created by” “Record created by” “Case created by” |
User Me |
Search for records/cases created by the specified user. |
“Record or case created” “Record created” “Case created” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for records and/or cases created within the specified interval. |
“Access limitation on record/case” “Access limitation on record” “Access limitation on case” |
User Unit Security group Team Me My unit |
Search for records and cases with an access limitation. |
“SSN/CVR No of record/case” “SSN/CVR No of record” “SSN/CVR No of case” |
Number |
Search for records and/or cases with the specified SSN/CVR number. |
“Record/case involved participants” “Record involved participants” “Case involved participants” |
User Unit External participant Me My unit |
Search for records and/or cases with the specified user/unit/external participant as a participant involved in the record/case. |
“External case ID” |
Number |
Search for records with the specified external case ID. |
“Standard-search” |
Predefined searches in F2. |
Predefined searches are available in this field. |
“Reminder date” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for records with a reminder date within the specified interval. |
“Annotation text” |
Search string |
Search for annotations containing the specified search string. |
The “Approval process” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
“Responsible” |
User Unit Me My unit |
Search for approvals for which the specified user or unit is responsible. |
“Approvers” |
User Unit Me My unit |
Search for approvals for which the specified user or unit is an approver. |
“Current step” |
User Unit Me My unit |
Search for records with the specified approver for the current approval step. |
“Current step or thereafter” |
User Unit Me My unit |
Search for records with the specified approver for either the current or a pending approval step. |
“Deadline” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals with deadlines within the specified interval. |
“Deadline, current step” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals with current step deadline within the specified interval. |
“Start date” |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals that have been initiated during the specified interval. |
“Urgent” |
Yes No |
Search for approvals with or without urgent status. |
“Approval type” |
Value list created by an administrator. |
Search for approvals of the specified type. |
“Started” |
Yes No |
Search for approvals that either have or have not been initiated. |
“Approval status” |
In process Completed Cancelled |
Search for approvals that are either in process, completed or cancelled. |
“State of approval” |
Returned Approved Conditionally approved |
Search for approvals that have either been returned, approved or conditionally approved. |
The “Request” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
”Creator” |
User Unit Me My unit |
Search for requests created by the specified user/unit. |
”Type” |
Predefined request types managed by an administrator. |
Search for requests based on type. |
”Deadline” |
Date Yesterday Today Tomorrow Undefined +[no. of days] -[no. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for requests with a specific deadline. |
”Request, internal deadline” |
Date Yesterday Today Tomorrow Undefined +[no. of days] -[no. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for requests with a specific deadline. |
”Description” |
Search string |
Search for requests whose description contains the specified search string. |
”Recipient” |
User Unit Me My unit |
Search for requests sent to the specified user/unit. |
”Executor” |
User Unit Me My unit |
Search for requests for which the specified user/unit is the executor. |
”Executed” |
Yes No |
Search for requests that either have or have not been executed. |
”Return to” |
User Unit Me My unit |
Search for requests to be returned to the specified user/unit. |
”Approved” |
Yes No |
Search for requests that either have or have not been approved. |