Participants

People and organisations are called participants in F2. The term participant not only refers to any people or organisations your authority keeps in contact with, but also to internal users and units in F2.

All F2’s participants are located in the participant register. This is where you and your colleagues can get an overview of all participants in your organisation. The register is also where you create and manage external participants.

Maintenance of internal participants is done by administrators in the "Units and users" dialogue.

Different types of participants are used differently: For instance, all participants can be a recipient of emails, but only users and units can be members of teams. A common use of participants is adding them to records and cases. When this connection is made, their information is copied from the participant register. However, if a participant’s information is updated in the participant register, e.g. due to an address change, the updated information is not copied to records or cases to which the participant was already added.

Types of participants in F2

Participants in F2 can be split into internal and external participants. Internal participants can additionally be split into users and units, while external participants can be split into shared and private participants.

Internal users: Users who are created and managed in F2 via "Units and users". If a user is moved from one F2 unit to another, this change is applied to the participant register as well.

Internal units: Units grouping users in F2, which are created and managed via "Units and users". Units function as recipient/sender on emails not sent to/from a specific employee in an office, and they also serve as a basis for automatically created distribution lists.

Shared external participants: Participants who are either created manually by a user with the “Editor of participants” privilege or automatically. F2 automatically offers to create the participant when an email is sent from or received in F2 and the recipient/sender is unknown to the participant register.

Private external participants: Participants that are created manually by a user without the “Editor of participants” privilege are private participants. Participants created as “Private” can only be seen and managed by the user who created them.