All record fields
The "All record fields" report type extracts all metadata available on records, both explicit and implicit data. For example, if a user is specified in the "Responsible" field on the record, you can extract the user’s name (explicit data) with the "Responsible" column, but also the unit in which the user has a job role (implicit data) with the "Responsible unit" column.
The report type contains one default configuration that creates a standardised extraction of records' metadata.
The "Standard" default configuration
Use the "Standard" default configuration to extract an overview of records in the organisation’s archive. The overview shows the latest version of each record and includes most of its metadata as well as associated items such as requests and annotations.
| If there are more than one request on the record, only data on the one with the closest upcoming deadline is extracted. If none of the requests have a deadline, data on the latest updated request is extracted. This principle applies to all columns related to requests in this report type. |
The configuration contains neither filters nor fields to fill in.
| Column name | Description | Examples |
|---|---|---|
Access |
The value specified in the "Access" metadata field. |
Unit All |
Record format |
A detailed specification of the record’s delivery type. |
ReceivedMail SendDigitalMail |
Record number |
The record’s unique ID number on the case specified in the "Record No" metadata field, which is automatically assigned during registration. |
3 27 |
Record type |
The value specified in the "Record type" metadata field. |
Internal Outbound |
Record responsible |
The user or unit specified in the "Responsible" metadata field. |
Holly Rogers HR |
Unit responsible for record |
The unit or the unit associated with the user that is specified in the "Responsible" metadata field. |
HR Administration |
Archive area |
The record’s location in F2’s general archive areas:
|
Archive Private folder |
Bcc |
The participant(s) specified in the "Bcc" metadata field, if any. |
Holly Rogers citizen@email.com |
Request |
Indicates whether there is at least one request on the record. |
true 0 |
Request completed |
Indicates whether the request is completed. |
true 0 |
Request created by |
The name of the user who created the request. External requests can also be created by the System. |
Holly Rogers Isaac Johnson |
Request deadline |
Date and time of the deadline set by the request’s sender. |
2023-11-14T23:59:00 2023-04-12T23:59:00 |
Request recipient |
The name of the user or unit listed as the request recipient. |
Holly Rogers HR |
Request status |
The request’s current status. |
Sent Executed |
Request text |
The text, if any, that the sender of the request has written in the request window’s text field. |
We want insights from your legal department on the matter with legal authority in the data protection field. |
Request type |
The request type(s) listed in the "Request types" field on the request. |
Office answer See text below |
Request executor |
The name of the participant listed in the "Request executor" field on the request, if any. |
Holly Rogers HR |
Letter date |
Date and time specified in the "Letter date" metadata field. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Cc |
The participant(s) specified in the "Cc" metadata field, if any. |
Holly Rogers citizen@email.dk |
SSN/CVR No of record |
The value specified in the "SSN/CVR No" metadata field. |
010203-4679 12345678 |
Document locked |
Indicates whether documents on the record (including the record document) are locked for editing. Visually this is indicated by the "Lock documents" menu item. |
true 0 |
External access |
The value specified in the "External access" metadata field. |
N/A |
Record keyword |
The keyword(s) specified in the "Keyword" metadata field. |
Quality report Complaint; FOI Request |
Email title |
The title of the record at the time it was sent as an email. |
Request for professional assessment Sv: Citizen Request |
Remind Date |
Date and time specified in the "Remind date" metadata field. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Sender |
The user, unit, or external participant specified in the "From" metadata field. If the record has been sent as an email, it will correspond to the sender. |
Holly Rogers citizen@email.dk |
Record deadline |
The date specified in the "Deadline" metadata field at midnight. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Record ID |
The record’s unique ID number in the authority’s archive displayed at the top of the record window. |
82 346 |
Registered |
Indicates whether the "Registered" checkbox is ticked. |
true 0 |
Email received |
Date and time specified in the "Received date" metadata field. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Record created by |
Name of the user who created the record specified in the "Created date" metadata field. |
Holly Rogers Isaac Johnson |
Record created |
Date and time specified in the "Created date" metadata field. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Original file path |
Path of the file that was used as the basis for a record, if the record was imported via document import from a server. |
Server/Document |
Annotations |
Indicates whether there is at least one annotation on the record. |
true 0 |
Case keyword |
The keyword(s) specified in the "Keyword" metadata field. |
Quality report Complaint; FOI Request |
Case guide type |
Name of the active case guide on the case. |
Event permit Grant application |
Case help |
Indicates whether the "Case help" menu item is ticked. |
true 0 |
Case folder |
Name of the case folder in which a record is placed. |
4th quarterly meeting Hearing proposal |
Case No |
The unique ID number in the authority’s archive for a case with which another element in F2 is associated, or for the case itself as seen at the top of the case window. |
2024 - 48 2023 - 5 |
Case title |
The full case title displayed at the top of the case window and in the "Title" metadata field. |
Board meeting Section 20 question regarding data protection |
Email sent |
Date and time when the record was sent as an email. This typically corresponds to the "Letter date" metadata field. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Record last updated |
Date and time when the record was last updated. The time specifies when the changes were saved. |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Secure email |
Indicates whether the email was sent securely. |
true 0 |
Deleted by |
Name of the user who performed a deletion action. In this instance it means deleting the record. |
Holly Rogers Isaac Johnson |
Record status |
The value specified in the "Status" metadata field. |
InProgress Closed |
Record ID, record reply |
The unique ID number of the record in the authority’s archive to which this record is a reply. |
82 346 |
Record title, record reply |
The title of the record to which this record is a reply. |
Reply to Section 20 no. 351 regarding budget expansion Citizen Request |
Previous case No. |
The case number specified in the "Previous case No." metadata field. |
2021 - 48 2020 - 5 |
Recipient |
The user, unit, or external participant specified in the "To" metadata field. If the record was sent as an email, it will correspond to the recipient. |
Holly Rogers citizen@email.dk |
Record title |
The full record title displayed at the top of the record window and in the "Title" metadata field. |
Reply to Section 20 no. 351 regarding budget expansion Citizen Request |
Record - version |
Number of the current record version. |
1 23 |
Record ID, forwarded record |
The unique ID number of the record in the authority’s archive of which this record is a forwarded version. |
82 346 |
Record title, forwarded record |
The full title of the record of which this record is a forwarded version. |
Reply to Section 20 no. 351 regarding budget expansion Citizen Request |
Record suppl. case mgr. |
Names of users specified in the "Suppl. case mgr." metadata field. |
Holly Rogers Isaac Johnson |
Record suppl. units |
Units specified in the "Suppl. case mgr." metadata field. |
HR IT office |
Record participants |
The participant(s) specified in the "Record participants" metadata field. |
Martin Safadi |
Access limitation on record |
All users, units, teams, and security groups specified in the "Access restricted to" metadata field. |
HR Isaac Johnson; SG: Managers |
Inherited access restriction |
All users, units, teams, and security groups specified in the "Case access restricted to" metadata field. |
HR Isaac Johnson; SG: Managers |
Extension data fields 01-10 |
Any additional fields that can be configured for items such as records and cases in F2. The number of available fields and their data format depend on your organisation’s installation. |
N/A |
Other available columns
The following table covers columns that are accessible when configuring reports, but are not included in the default configurations.
| Column name | Description | Examples |
|---|---|---|
Record completed by |
Name of the user who last completed the record. |
Holly Rogers Isaac Johnson |
Record completed |
Date and time when the record last changed status to "Completed". |
2023-11-14T12:40:29.597 2023-04-12T15:30:20.773 |
Count |
Accumulates identical rows in the data extract and returns the total. |
249 |