Synchronise material F2 Desktop

The following sections describe how to synchronise F2 Manager 2 material using F2 Desktop. Synchronise cases, records, and documents for meetings and projects.

You can also synchronise material using the F2 Meetings add-on (documentation available in Danish).

Approvals are automatically synchronised with F2 Manager 2 when the approval reaches your step in the approval process.

If you are a gated approver, your gatekeeper will select which approvals are transferred to F2 Manager 2. Read more about the F2 Gateway Approvals add-on.

Synchronise cases and records

All F2 cases can be made accessible in F2 Manager 2. F2 Manager 2 is designed to provide access to materials in connection with meetings. This is why the synchronisation of records and cases to F2 Manager 2 is done through ad hoc meetings in F2 Desktop. Ad hoc meetings can also be created and viewed in F2 Touch. Read more about the F2 Touch procedure.

To add a case to F2 Manager 2 click on the Add F2 Manager menu item in the case window as shown below.

Figure 1. Add case to F2 Manager 2

An “F2 Manager tab” is then added to the case. The “F2 Manager” tab is found furthest to the right, next to the “Participants” tab in the case window. The figure below shows the tab and its sections. The format of the sections resembles a meeting where the case and its associated records and documents are available during a selected time period. Users are added as either meeting participants or stakeholders.

Figure 2. The “F2 Manager” tab in the case window

Click on Edit in the ribbon to enter edit mode and set up the synchronisation of the F2 Manager 2 meeting.

Figure 3. Switch meeting to edit mode

The upper part of the tab contains metadata fields that are related to the iPad synchronisation to F2 Manager 2. The lower part of the tab is dedicated to managing the availability of records and documents.

The relevant metadata fields are the following:

Field	Description
"Synchronise to iPad"	Choose the period of time where the case is synchronised with F2 Manager 2.
"Date and category"	Choose the time and category of the meeting.
"Participants"	Choose which meeting participants should have the meeting synchronised with their F2 Manager 2.
"Additional information"	Add a title and an optional description to the meeting.
"Synchronisation list"	Choose which case records to synchronise with F2 Manager 2. Here you can also order the agenda items.

Field

Description

"Synchronise to iPad"

Choose the period of time where the case is synchronised with F2 Manager 2.

"Date and category"

Choose the time and category of the meeting.

"Participants"

Choose which meeting participants should have the meeting synchronised with their F2 Manager 2.

"Additional information"

Add a title and an optional description to the meeting.

"Synchronisation list"

Choose which case records to synchronise with F2 Manager 2. Here you can also order the agenda items.

When you have filled in all relevant metadata fields, click on Save in the ribbon to apply your changes and synchronise the case with F2 Manager 2.

iPad synchronisation

Figure 4. Synchronise to iPad

Tick the “Activated” box to synchronise the records on the F2 Manager tab’s synchronisation list. The records are only synchronised within the specified time period and to the added participants.

Data is not synchronised to the iPad outside the specified time period.

The “New elements included” field is described below in the Automatic vs manual inclusion section.

Ticking the “Activated” box automatically fills in the other sections' date and time fields with standard values unless they already contain data. This is useful if the user wants a meeting time of “Now” with a standard synchronisation period.

Date and category

Figure 5. Date and category

The “Date and category” fields are used to specify a meeting date and time. The meeting is then shown on the specified time and date in the meetings of F2 Manager 2.

A start and finish time can be specified for the meeting. If the meeting lasts an entire day, tick the “All-day” box. Meetings marked as “All-day” are placed at the top of F2 Manager 2’s meetings for the relevant day. Meetings can also last longer than a day even if they have specified “From” and “To” times.

A category can also be selected. This is an optional field used for categorising the meeting. Categories are created by users with the “Value list administrator” privilege. For example, a category named “Administration” can be created for an authority to indicate meetings concerning this topic.

Participants

Figure 6. Participants

Meeting participants and stakeholders, both internal and external, are added in the fields of the “Participants” category. Only participants that exist in F2’s participant register can be added.

F2 can be configured so that ministers and heads of department can only be added to meetings by users who can act on behalf of them. The configuration is performed in cooperation with cBrain.

Participants

The “Participants” field is used to add meeting participants. Meeting participants receive:

Read access to the records on the agenda.
Access to the synchronised records on their iPad in the specified period.

External

The “External” field is used to add external participants who are attending the meeting. A copy of the meeting material can be sent to the added participants using the F2 Web Meetings add-on module (documentation available in Danish).

Stakeholders

The “Stakeholders” field is optional and used to expand the group of F2 users whose iPads are synchronised with the meeting. Stakeholders have the same rights as normal meeting participants except that they cannot rate agenda items.

Additional information

Figure 7. Additional information

When an ad hoc meeting is created it inherits the case title by default. The meeting can be renamed in the “Title” field.

The “Description” field in the “Additional information” category is an optional field used for adding information about the meeting, such as the meeting location or a specific meeting room.

F2 Manager 2 shows the description alongside meeting participants above the agenda in the preview.

Figure 8. The description as shown on F2 Manager 2

The synchronisation list and other records on the case

The elements on the synchronisation list are the records that will be visible on the iPad after the synchronisation process.

As the name "Other case records" indicates, this field consists of records that have been deselected for synchronisation either manually or automatically. Once the "F2 Manager" tab is added to a case, all case records are automatically added to the synchronisation list.

Figure 9. Records in the synchronisation list

Automatic vs manual inclusion

If new records are added to a case, they will synchronise with the iPad depending on the “New elements included” field. This field is found in the “iPad synchronisation” category and is set to either Automatically or Manually using a drop-down menu.

Automatically means that all records on a case are added to the synchronisation list except for ones the user manually drags to the "Other case records" field. Use automatic inclusion to automatically synchronise new records with the iPad as they are added to the case.
Manually means that none of the records on the case are synchronised except for ones the user drags to the synchronisation list and the records already on it. Use manual inclusion to manually select the agenda items to synchronise with the iPad and avoid synchronising new records on the case along with already synchronised records.

Figure 10. Include new elements

It is only possible to synchronise records automatically if the user has access to all the case records. If not, manual synchronisation must be used.

A standard value (Automatically/Manually) can be configured to apply for all users. This configuration is performed in cooperation with cBrain.

Select items for synchronisation

Records on the synchronisation list are synchronised with F2 Manager 2 when the synchronisation is activated.

Drag records between the synchronisation list and the “Other case records” list to determine the records for synchronisation.

Figure 11. Records in the synchronisation list

Pay special attention to the “New elements included” function as it determines if the records are automatically synchronised or not. The field is further described in the section Automatic vs manual inclusion.

Structuring the agenda items (records)

The records used as agenda items can be ordered on the synchronisation list using the blue arrow icons to the left of the record titles. You can also update the order by dragging and dropping the list items. Similarly, you can drag and drop the items out of the synchronisation list.

Figure 12. Structure the agenda items

Create multiple ad hoc meetings for the same case

There may be several reasons for a user to create multiple meetings for the same case. For example, if a meeting participant does not have access to all the relevant records.

Click on the Ad hoc meetings menu item and select New ad hoc meeting in the drop-down menu to create a new ad hoc meeting for the same case. From here, it is also possible to choose between existing ad hoc meetings on the same case.

Figure 13. Create and select other ad hoc meetings

Click on New ad hoc meeting to create a new meeting on the “F2 Manager” tab. From here you can fill in all relevant metadata fields to set up synchronisation of the new meeting.