Notes

As with the chat, a note is an informal way of communicating in F2. A considerable difference is that all users with read access to a record are also able to see its notes. In addition, a note cannot be deleted automatically, but remains on the record unless a user with the “Can delete notes” privilege deletes it.

Notes can be added to both records and cases without entering edit mode. Notes can also be added to records and cases that are completed. There is no limit to the number of notes that can be added to a record or case.

Participants can also be added to a note, but only on records. When a participant is added to a note, it appears with the record to which it is linked in the participant’s inbox. Adding participants to a note may be useful e.g. when a user adds a telephone memo to an email and wants to inform other users about this via their inboxes.

Deleting notes requires the “Can delete notes” privilege.

Create a note via the main window

You can add notes to records directly from the main window - i.e. without opening the actual record.

Figure 1. Create a new note in the main window

In the main window, click on New note. The menu item New note is found in the drop-down menu of New chat. This opens the note window for the selected record, and the user can enter text and add recipients.

Create a note via the record window

In the record window ribbon, click on New note in the “New” menu group. This opens the note window, and the user can enter text and add recipients.

Figure 2. Create a new note in the record window

Create a note via the case window

In the case window ribbon, click on New note in the case window ribbon. It is not possible to add participants to a note on a case.

Figure 3. Create a new note in the case window

The record’s note window

Enter the note text in the compose box at the bottom of the window and click on the “send note” icon or use the keyboard shortcut Ctrl+Enter to send.

The note text will then appear above the compose box as shown below.

Figure 4. The record note window

If a record has multiple notes or conversations, a list is shown to the left in the window.

The following sections present the functions of the note window. These differ in some ways from the note functions available on case notes.

Add note participants

Recipients can be added to a record note. These are added the same way as chat recipients. See the The chat window section.

When a note recipient is added, their name is shown in the participant list to the right-hand side of the window. Added participants can add additional users to the note. If a user has a profile picture, it is displayed in the note participant list.

Figure 5. Note participants

When a note is sent to one or more participants, its record appears as unread in their inboxes in F2.

When a participant has read the latest note text, the “read” icon appears next to their name.

To remove a participant from the note, click the “remove” icon next to their name. Only the creator of the note can remove themselves from the participant list. All other participants can remove themselves as well as any other participant with the exception of the note creator.

The functions of the note window

The note window’s functions are found in the drop-down menu in the top right of the note window.

Figure 6. The record window’s note functions

These functions are described below.

Function

Description

“Name note”

Opens a dialogue that lets the user name the note.

This may be useful if there are several notes on the record.

The chat title is shown in the format “[Record title] - [Note title]”. If the note has not been named, the participants' names are displayed instead of a note title. If there are more than two note participants, only their initials are shown.

“Mark as unread”

Mark the latest note message as unread. When the user selects this function, the note window will close and the unread notes icon appears on the record.

“Deactivate notifications”

Disables notifications for a given note for one, eight or 24 hours, or until the user reactivates them.

Figure 7. Deactivate notifications

Records with notes for which the user has deactivated notifications do not appear in the user’s inbox if a new message is added within the selected period of time.

“Copy text”

Copies the entire note text.

“Open record”

Opens the record to which the note is linked.

“Delete note”

Deletes the note. Requires the “Can delete notes” privilege. F2 asks for confirmation when a user deletes a note.

“Leave note”

Leave the note.

Users who remove themselves from a note that granted them access to an otherwise inaccessible record will no longer be able to access said record.

Receiving a note

A note recipient will see the record to which the note is linked in their inbox. The icon appears next to the record. The note may be read from the main window by hovering the cursor over the icon as shown below.

Figure 8. Unread note in the inbox

Double-clicking the icon opens the note directly.

Notes can also be opened from the main window preview as shown below.

Figure 9. Open note from main window preview

In the record window the note is found above the document area to the right, as shown below. Click the note icon to view the note text as a drop-down box. Click the note text to open the note window.

Figure 10. Note in record window

Record access rights of note participants

As with a chat, note participants receive access rights depending on certain conditions. See the access levels in the section The chat recipient’s record access rights.