Manage records
F2 contains a number of functions which help you manage your records, such as tagging them and placing them in lists. This helps you categorise your records and creates an overview e.g. through search lists. Management functions include adding a deadline for your unit’s casework and deciding which records appear in search lists such as "My inbox" and "My desktop".
The management and organisation functions are found in both the record and main windows. The following sections describe the functions when accessed from the main window ribbon, but the procedure in the record window is identical.
Personal management
The “Personal management” menu group is active in the ribbon of the record or main window when you open or select a record in the result list. The personal management values are only visible to you. The figure below shows the menu group from which you can place the record in your inbox and on your desktop. From the middle of this menu group, you can add a flag to the record. Use the bottom menu item to add a deadline to the record.
Place record in personal list
You can use the personal management functions to manage and organise your work on a record. Using the personal management menu group, you can place the record as follows:
| Icon | Description |
|---|---|
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The record is located in your inbox. |
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The record is located on your desktop. |
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The record is located both in your inbox and on your desktop. |
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When none of the icons are highlighted, the record is shown neither in your inbox nor on your desktop. However, the record can always be found in the “Archive”, “My archive”, or another search in which it matches the search criteria. |
Assign personal flag
You can assign a personal management flag to the record, which is only visible to you. The assignable flags are defined by a user with the “Flag administrator” privilege and may vary between installations. The flag value is used in e.g. advanced searches.
Add personal deadline
You can set a personal deadline for your work on the record, which is only visible to you. Enter a deadline directly in the field, or click the calendar icon and choose a date. You can also click the “Yesterday”, “Today”, or “Tomorrow” button.
Additionally, F2 can calculate a deadline based on your input. Type e.g. “+7” in the date field and press Enter. The deadline is then set to seven days from the current date.
Unit management
The unit management functions are collaborative tools. They allow you to involve your unit in several ways and can also be used to create a general overview of tasks and processes for unit members.
The functions for unit management are found in the menu group named after your unit. Here are options for placing a record in the unit inbox and desktop and for adding a deadline and a flag to create an overview and promote knowledge sharing.
| You can also manage incoming emails by adding the “Unit casework” line. |
Place record in unit list
Users in a unit can manage and organise the appearance of a record in the unit’s lists, that is, “Inbox (unit name)”, “Desktop (unit name)”, and “Archive (unit name)”. This can be done using the unit management menu group on the ribbon in either the record window or the main window.
The procedure is identical to that of personal management:
| Icon | Description |
|---|---|
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The record is located in the unit’s inbox. |
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The record is located on the unit’s desktop. |
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The record is located in both the unit’s inbox and on the unit’s desktop. |
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When none of the icons are highlighted, the record is neither shown in the unit’s inbox nor on the unit’s desktop. However, the record can always be found in the “Archive”, “My archive”, or another search in which it matches the search criteria. |
Assign unit flag
Users in a unit may assign a unit management flag, which is only visible to the unit. The assignable flags are defined by a user with the “Flag administrator” privilege and may vary between installations. The flag value is used in e.g. advanced searches and when setting up fixed searches for the unit.
Add unit deadline
Users in a unit may set a unit deadline for their work on the record, which is only visible to the unit. Enter a deadline directly in the field, or click the calendar icon and choose a date. You can also click the “Yesterday”, “Today”, or “Tomorrow” button.
Additionally, F2 can calculate a deadline based on your input. Enter e.g. “+7” in the date field and press Enter. The deadline is then set to seven days from the current date.
Archive, remove, and delete records
Using the “Remove” menu group on the main window ribbon, it is possible to archive, delete, and remove records from specific lists.
These functions are described in the following sections.
Archive
Click on Archive to archive the record(s) selected in the result list. When a record is archived, F2 helps you "clean up". This means that the record is automatically removed from “My inbox” and “My desktop”. When a record is archived, the following dialogue opens.
In this dialogue you can choose to change the record’s status from “In process” to “Complete” if you are responsible for the record. In other words, F2 updates the “Status” metadata field.
Remove from list
The “Remove from list” function is used to remove records from the list that is currently displayed in the main window. This function is available for the following lists and search lists created from these lists:
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My inbox
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My desktop
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The unit’s inbox
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The unit’s desktop.
If a record is removed from a list, it can still be found on other lists on which it has been placed. The record will still be located in the “Archive”, “My archive” and on any search lists created from these.
Delete record
The “Delete record” menu item works in one of two ways depending on whether the record is shared. Users with the “Can delete shared records for everyone” privilege also have the option of selecting “Delete for everyone” in a drop-down menu.
