Personal setup

The following sections go over the different tabs of the Setup dialogue, which is accessed via the “Settings” tab in the main window.

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Figure 1. “Setup” on the “Settings” tab

The “General” tab

You can change the general setup of F2 on the General tab.

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Figure 2. “General” setup

The available setup options are described in the table below.

Function Description

“Desktop icons”

The following icons can be added to or removed from the computer’s desktop:

  • The F2 programme icon.

  • A shortcut to the “Archive folder” (i.e. the folder for importing files to F2).

  • Shortcut to the “Check out folder” (i.e. the folder in which you can place documents for offline work and check back into F2).

“Imported email”

Here it is possible to determine which access level F2 assigns to imported emails.

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Figure 3. Access levels for imported emails
The default access level is “Involved”. It can be an advantage to set the access level to “Unit”. This way, if a user is not present, the colleagues in the unit are still able to see emails intended for the unavailable user.

“If I am responsible, mark the record as complete when I select 'Archive'”

Tick this box to automatically set the record as complete when archived if you are responsible for the record.

“Ask me which actions to perform every time I select 'Archive'”

Tick this box to automatically open the dialogue below when you click Archive.

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Figure 4. The “Move record to a folder” dialogue

“Remove record from 'My Inbox' and 'My Desktop' when I move it to a folder”

Tick this box to automatically remove the record from “My Inbox” and “My Desktop” when you move the record to a folder.

“If I am responsible, mark the record as 'Complete' when I move it to a folder”

Tick this box to automatically set the record to complete when moved to a folder if you are responsible for the record.

“Ask me every time I move a record to a folder, which actions to be performed”

Tick this box to automatically open the dialogue below when you move a record to a folder.

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Figure 5. The “Move to folder” dialogue

“Default rights for supplementary units and case managers”

Choose one of the following access rights for supplementary units or users when they are added to a record:

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Figure 6. Select access rights

“Show only record preview (no document preview)”

If this box is ticked, you must click on Show preview to preview the record’s attached documents.

If the box is unticked, F2 automatically shows a preview of the record’s attached documents.

“Show number of new notifications on the F2 taskbar icon”

Tick this box to display the number of notifications on the F2 icon in the computer’s taskbar.

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Figure 7. Displayed number of notifications

“In my personal inbox”

If this box is ticked, the F2 icon flashes when you receive a new record in your personal inbox.

“In one of my units' inboxes”

If this box is ticked, the F2 icon flashes when you receive a new record in one of your unit inboxes.

“Ask before closing F2”

Tick this box to show the “Close cBrain F2?” dialogue when closing F2.

The “Main window” tab

On the Main window tab, you can personalise the setup of F2’s main window including searches and how their results are displayed.

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Figure 8. “Main window” setup

The available setup options are described in the table below.

Function Description

“Limit search results to:”

Specify the maximum number of search results to display in the result list when a search is performed.

F2 shows the number of results on the blue status bar in the bottom left corner. If search results have been limited to e.g. 300, F2 shows no more than 300 results even if the actual number of results is greater.

A high search result limit may cause a slower search performance.

“Limit search results in the participant database to”:

Specify the number of search results to display when a search is performed in the participant register.

F2 shows the number of results on the blue status bar in the bottom left corner. If search results have been limited to e.g. 1000 participants, F2 shows no more than 1000 participants even if the actual number of search results are greater.

“Show warning when mass operations fail”

If this box is ticked, a warning appears when a mass operation fails.

“Always hide my search fields when I change lists”

F2 remembers if search fields for a given list are displayed or hidden. Tick this box to hide the search fields when changing lists.

“Mark a record as read after X sec delay”

Tick this box to automatically mark a record as read after you select it in the result list and preview it. Also determine the duration in seconds before it is marked as such. This also applies to the case window result list.

If your preview is hidden or the box is unticked, the record will be unread until it is opened or marked as read from the context menu.

“Use new preview”

Tick this box to display images and documents in a new and improved preview.

If the new preview is enabled before the necessary software has been installed, F2 will show a message stating that the computer does not meet the requirements and to contact the organisation’s IT department.

“Use new record editor”

Tick this box to access new and improved options in the record editor toolbar. The options include table setup and super- and subscript.

If the new editor is enabled before the necessary software has been installed, F2 will show a message stating that the computer does not meet the requirements and to contact the organisation’s IT department.

“Open calendar invitation externally”

Tick this box to open calendar invitations directly in Microsoft Outlook from the F2 inbox by either pressing Enter or by double-clicking.

F2 opens Calendar invitations as emails by default.

This setup requires an active calendar integration in the F2 installation.

The “Cases” tab

On the Cases tab, you can, among other things, define which security groups to add to newly created cases and which fields to display by default when opening a case.

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Figure 9. “Cases” setup

The available setup options are described in the table below.

Function Description

“Security group for new cases”

Specify one or more security groups to automatically add when creating a new case. If this field is not filled in, no security groups are added when you create a new case.

Security groups function as access groups with the purpose of protecting data in F2. A user with the “Security group administrator” privilege can assign users to security groups.

“Case template for new cases”

Specify which case template that is selected by default when you create a new case.

“Show extended fields when opening a case window”

Tick this box to show the extended metadata fields when opening a case window.

“Show case folders when opening the case window”

Tick this box to show the case folders, if any, when opening a case window. You can always toggle case folders for a given case from the case window ribbon.

“Report for deleted case”

Select a report option for when a case is deleted.

This setting is only visible to users with either the “Can delete cases” privilege or the “Can delete everything on cases” role.

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Figure 10. Report for deleted cases

The report generating options can be disabled. This means that users with the aforementioned privilege or role cannot generate reports for deleted cases. The configuration is performed in cooperation with cBrain.

The “Records” tab

You can adjust the setup of the record window on the Records tab.

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Figure 11. “Records” setup

The available setup options are described in the table below.

Function Description

“When I open a record, it must open in:”

Choose in which mode to open a record.

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Figure 12. Modes when opening a record

The following options are available:

  • “Read mode” means you must click on Edit in order to order to edit the record and its metadata.

  • “Only documents must be in edit mode” opens the record in read mode, but any attached documents open in edit mode.

  • “Edit mode” lets you edit metadata, attached documents, and the record document.

“Open records with document area expanded”

Tick this box to open a record with the document area expanded.

“Default sender”

Select the default sender of new deliveries.

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Figure 13. Select default sender

The following options are available:

  • “Me”

  • “My current unit”.

It is always possible to select a different sender in the “From” field on an email regardless of the default sender.

“Choose language”

Select or deselect the spell-check function for the desired language.

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Figure 14. Select language

“Create emails in simple email mode when clicking 'New email'”

Tick this box to change the default email mode in F2 to simple email mode. Simple emails are created without the metadata fields otherwise available through the record window. Read more in the section New simple email.

The option to create simple emails can be removed through a configuration. This also removes the related setup options. F2 is configured in cooperation with cBrain.

“Swap 'New record' button with 'New email' button in the main window ribbon”

Tick this box to swap the New record and New email menu items on the main window ribbon, making the latter the primary button in the menu group.

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Figure 15. “New email” as primary button

“Create emails in simple email mode when clicking 'Reply', 'Reply and include attachments', 'Reply all', and 'Reply all and include attachments'”

Tick this box to open the simple email window when clicking Reply, Reply and include attachments, Reply all, and Reply all and include attachments even if the incoming email is not a simple email.

When this option is enabled, the incoming email’s case attachment is preserved even though it is hidden in simple email mode.

“Create emails in simple email mode when clicking 'Forward'”

Tick this box to open the simple email window when clicking Forward even if the incoming email is not a simple email.

When this option is enabled, the incoming email’s case attachment is preserved even though it is invisible in simple email mode.

“Ask before cancelling record changes”

Tick this box to have F2 ask for confirmation when you click Cancel in the record window.

“Autosave frequency”

Choose how often F2 saves the changes made to open record and approval documents.

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Figure 16. Select the auto save interval

The following options are available:

  • “Never”

  • “Save every 2 minutes”

  • “Save every 5 seconds”.

Through a configuration, it is possible to set a custom interval for how often record and approval documents are automatically saved. F2 is configured cooperation with cBrain.

“Ask before copying record to cases”

Tick this box to have F2 ask for confirmation when copying a record to several cases.

“Set 'Unit casework line' when identifying record responsible”

Tick this box to automatically tick off the “Unit casework line” field on a record when the record is allocated to a responsible user or unit. You can still deselect the casework line on the individual record.

“Perform clean-up when I send an email”

Tick this box to have F2 automatically complete and move the record to the “Archive” when it is sent.

“I want to confirm (and have the option of opting out of) the clean-up, every time I send an email”

Tick this box to have F2 ask for confirmation before performing the clean-up. You can also toggle the automatic clean-up setting from the confirmation dialogue.

“Use 'Send securely' for all emails”

Tick this box to make the “Send secure” function the default setting for emails. It is possible to deselect this option in the record window before sending an email.

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Figure 17. “Send secure” as a default setting
The Send button in the record window changes according to your default setting. If you have ticked the “Send secure” box, the Send secure is shown as the default sending option.

“Standard format for my email attachments:”

Choose whether attachments to an outgoing record should have the format “PDF” or “Original”.

“Clean attachments before sending”

Choose whether to send record attachments with or without metadata. This clean-up includes comments.

“Show metadata assistant”

F2 shows you the format of any attachments before an email is sent.

Before sending an email to an external participant, F2 opens the dialogue below in which you can choose the attachments' format and whether to include metadata.

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Figure 18. The “Metadata assistant” dialogue

“Suggest creating participants which currently don’t exist when editing or sending a record.”

Tick this box to open the dialogue "Create participants in the participants register" when relevant. F2 will open the dialogue when it detects an unregistered participant in the delivery fields on records and emails. The dialogue allows you to save the participant.

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Figure 19. The dialogue “Create participants in the participants register”

“If I attempt to perform an approval action when viewing document versions, ask if I want to exit the view”

If you attempt to process an approval while viewing the document versions in the log, the dialogue below appears.

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Figure 20. The “Leave document versions?” dialogue

“Show comment excerpts on approvals”

Tick this box to show comment excerpts directly in the approval step overview. The excerpts are shown under the approver’s name.

Read more in Start approval flow.

"Always show copy recipients on approvals"

Tick this box to display the names of copy recipients on approval steps.

The “Record view” tab

You can personalise the default display of the record window on the Record view tab.

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Figure 21. “Record view” setup

The viewing options for the record window are described below. For example, you can choose whether a record opens with its metadata fields collapsed or expanded. It is also possible to have F2 remember adjustments in the width of the document area.

Function Description

“Simple delivery”

Select how to display metadata for delivery records.

“Record in process”

Select how to display metadata for records in process.

“Delivery in process”

Select how to display metadata for delivery records in process.

“Active approval” (add-on)

Select how to display metadata for active approvals.

The “Documents” tab

On the Documents tab, choose how to open an attached document. You can also toggle a warning for when you attempt to open write-protected documents.

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Figure 22. “Documents” setup

The available options for opening attached documents are described in the table below.

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Figure 23. Select the opening state for documents
Function Description

“Ask me always in what state my documents should open in”

Select this option to display the "Open document" dialogue whenever a document is opened from a record that is not in editing mode. Choose to open the document in read-only mode or in edit mode.

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Figure 24. The “Open document” dialogue

“Open the document in read-only mode”

The document opens in read-only mode, and changes to the document cannot be saved. This setting is primarily used when a document is to be read but not processed further.

“Open the document in edit mode”

The document opens in edit mode, if you have write access to documents, and can be processed immediately.

Using a configuration, it is possible to display the record document and attached HTML files in compatibility mode. The option is accessed by right-clicking inside the document of e.g. an email that is not displayed correctly. Spell-checking is disabled in compatibility mode. If the configuration is enabled, the checkbox “Show warning when switching to email compatibility mode” is visible on the “Documents” tab. The configuration is performed in cooperation with cBrain.

Locked documents

Below the "Locked documents" header, you can set up default behaviour for opening a document locked by another user. Tick the box "Ask if I want to open locked documents in read-only mode" to trigger a dialogue when you try to open an attached document for editing that another user is already editing. In this dialogue, you can choose to open the document in read-only mode instead.

The “Chat” tab

On the Chat tab, you can select your preferences for chatting.

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Figure 25. “Chat” setup

The available setup options are described in the table below.

Function Description

“Mark chat as seen upon opening or closing”

Tick this box to automatically mark a chat as seen when you open the chat dialogue.

The “User” tab

On the User tab you can select a default job role. If you have multiple roles, you can choose to display the “Select role” dialogue at login.

Additionally, here visually impaired users can activate F2’s accessibility options to operate F2 using a screen reader.

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Figure 26. “User” setup

The available setup options are described in the table below.

Function Description

“Default job role”

Select your default role when logging in.

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Figure 27. Select default role

The available options depend on the job roles you have been assigned by a user with the “User administrator” privilege.

This role is also used for email import when assigning responsibility. This means your default role which unit can access and view imported emails once you expand the access level to "Unit".

“Automatically log me in as”

Choose this option to automatically log into F2 with your default job role.

“Show role selection each time I login”

Choose this option to always display the “Select role” dialogue on login.

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Figure 28. The “Select role” dialogue

“Use Single sign-on”

Toggle single sign-on. When disabled, you must enter your password when you log into F2.

If single sign-on is disabled, it is possible to enable when logging in. Single sign-on uses the Windows login to log into F2.
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Figure 29. Login using “Single sign-on”

“Default approval template” (add-on)

Select which approval template - if any - to use as a default when creating a new approval process.

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Figure 30. Select default approval template

“Default gated approver” (add-on)

Approval gatekeepers who manage approvals on behalf of multiple gated approvers can select a default approver in this drop-down menu. Information related to the gated approver will be shown in the result list columns “Days to gateway sorting deadline”, “Gateway flag”, “Gateway location”, and “Gateway sorting deadline”.

“Use custom icons (further configuration by a system administrator required)”

This function must first be configured in cooperation with cBrain. Users can then enable versions of certain icons that are easier to distinguish.

Tick this box to replace the standard F2 icons with high-contrast ones. The icons have a greater difference between light and dark areas as shown in the example below.

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Figure 31. Example of icons with high contrast
Ticking this box has no effect unless custom icons have been configured in cooperation with cBrain.

F2 must be restarted for the changes to take effect.

“Extended screen reader support”

Tick the box to enable the use of a screen reader in F2.

Search lists must be manually updated when navigating between them while using a screen reader. This means that highlighting a search list in the main window or in search windows like “Choose participants” will not automatically open it. This ensures quick navigation between lists via the Tab key. Press F5 to load the list results once the relevant list has been highlighted.

F2 must be restarted for the changes to take effect.

“Show number of search results, validation errors etc. as desktop notifications.”

Tick this box to enable notifications. The notifications offer information regarding searches, warning icons, and validation errors such as invalid values when entering an email address, etc.

Notifications are delivered as Windows notifications to support better accessibility in F2 and are shown at the bottom of the screen.

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Figure 32. Example of Windows notification

F2 must be restarted for the changes to take effect.

“Show video upon start up”

Tick the box to toggle the start-up video.

The start-up video can only be shown if it is available in the F2 installation. The video is installed in cooperation with cBrain.

“Time zones”

Choose between the F2 client’s or the server’s time zone. The selected time zone is used e.g. in the timestamps of chats.

  • “Use the time zone of the computer”: This option means deadlines etc. are shown in your local time when abroad. This also applies when entering dates and times for deadlines or searches. Other F2 users in a different time zone will see the date and time for their own time zone.

  • “Use the time zone of the server”: This option means deadlines etc. are shown in the time zone of the server. For instance, you may see time stamps in GMT when you are abroad.

Dates and times that are generated on the server are always displayed in the server’s time zone. This applies to e.g. conversion of Word documents into PDF files.

This is a configuration option and is configured in cooperation with cBrain.

"List display mode"

Choose whether the result list should be displayed in compact or standard format. In standard format, the elements on the result list are clearly divided, making the layout more accessible.

"Navigation menu group display mode"

Choose whether the menu group "Navigation" on the ribbon in the main, case, and record windows should be displayed with standard or compact menu items.

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Figure 33. Standard and compact menu items in the "Navigation" menu group

When displaying standard menu items, F2 hides the current window. For instance, the "Go to main window" item will not be shown in the main window.

The “Case guides” tab (add-on module)

If the F2 Task Guides add-on module is available, the Case guides tab is available. Here you can set up case guide preferences.

case guides tab
Figure 34. “Case guides” setup

The available setup options are described in the table below.

Function Description

“Edit mode for case information”

Select the edit mode for case information when opening a case guide.

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Figure 35. Select edit mode for case information

Choose between:

  • “Manual”

  • “Automatically, prompt for saving”.

“When opening a case guide, select the following task”

Select how to navigate from the selected case guide process.

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Figure 36. Select which task to display when opening a case guide

Choose between:

  • “Use case guide creator’s recommendation”.

  • “No task”.

  • “First task”.

  • “First incomplete task”.

The “Out of office” tab

Click on Out of office in the “Setup” dialogue to create an automatic out of office reply. This message applies to internal communication in F2. External senders may also receive the automatic reply if this is enabled by the organisation in the configuration of the email account.

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Figure 37. “Out of office” setup

The available setup options are described in the table below.

Function Description

“Activate 'Out of Office'”

Tick this box to indicate that you are not present due to vacation, sick leave, etc. When the box is ticked, the “Out of office” feature is activated and automatically sends a reply when receiving an email in F2.

If no “To” date has been entered under “I am out of office during this period”, the box must be manually unticked when you return.

When active, an "out of office" icon is shown next to your username in F2. The icon is visible e.g. in the chat window and shows each chat participant’s status.

“I am out of office during this period:”

Specify the period in which you are out of office. Type a date, or select one from the calendar.

“Out of office” is activated automatically when the specified period begins and deactivated when it ends.

“Message (only delivered once to each sender)”

Enter an automatic reply which is sent to users who attempt to contact you while you are out of office.

The message is sent to each sender only once, even if you receive multiple emails from the same sender.
It is possible to save the “Out of office” settings while logged in on behalf of another user. Other parts of the setup cannot be saved.

The “On behalf of me” tab

Click on On behalf of me to assign rights to another user, so they can act on behalf of the unavailable user. This feature is useful when a secretary must be able to act on behalf of a manager or when a user must act on behalf of a colleague who is away from F2.

on behalf of me tab
Figure 38. “On behalf of me” setup

The available setup options are described in the table below.

Function Description

“On behalf of me”

If “on behalf of” rights have been granted to another user, it is possible to see the following in the list:

  • To whom the rights have been given.

  • The area covered by the rights.

  • The duration of the rights.

Rights can be deleted by clicking the image47 next to the relevant user.

“On behalf of” rights are automatically deleted once the “Active to” date has passed.

“Show 'on behalf of' created by administrator”

Tick this box to view the “on behalf of” rights that have been granted by a user with the “On-behalf-of administrator” privilege.

“New 'On behalf of me'”

Click to open the following dialogue:

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Figure 39. Assign “on behalf of” rights

Specify the following:

  • In the “User” field, enter the name of the colleague who is to be assigned “on behalf of” rights.

  • In the “Area” field, select which rights to assign to your colleague. It is possible to choose between “Can perform all actions” and “Can handle approvals”.

  • The “On behalf of” field shows your username and the role you are currently logged in to.

  • In the “Active” field, specify the duration of the “on behalf of” rights. If no dates are entered, the “on behalf of” privileges are active until manually disabled.

  • Click on OK to complete the act of granting “on behalf of” rights.

It is possible to save the “Out of office” settings while logged in on behalf of another user. Other parts of the setup cannot be saved.