Records

Use our Quick Guide on documents, records, and cases to keep track of how they are related.

All work in F2 starts with a record. For instance, records hold all attached documents and serve as basis for approval flows and requests. You can also add chats and notes to the record, and you can send it as an email or Digital Post. Restrict or expand access to the record to control who can open and edit it as described in access control.

Here you can read about records in F2 and how you work with them via the record window functions. You can read about record access, record metadata, and advanced functionality among other topics.

The record window structure

The record window can be accessed in two ways:

  • By creating a new record

  • By opening an existing record.

record window
Figure 1. Record window structure

The record window consists of six elements:

  1. The record’s title and ID number.

  2. The user identification which shows your name and current unit.

  3. The metadata fields of the record, e.g. the user responsible for the record, the deadline, any keywords, etc.

  4. The document area, which shows any attached documents.

  5. The record editor pane (i.e. the record document), in which you enter and edit the text.

  6. Record tabs. See below.

    • "Record" is the default tab of the record window. This tab contains menu items for communication, processing, and managing the record. In the main window, you can find similar functionality in the "Main window" tab.

    • "Advanced" contains functions pertaining to delivery types, clean-up, version management, and record history.

    • "Participants" provides you with an overview of the involved participants.

    • "Help" lets you access the help functions of F2, such as short articles about using F2 and links to F2 Docs.

    • "F2" lets you access various support functions such as document recovery.

The content of the record window changes depending on whether the record document or an attached document has been selected. Clicking on an attached document will display a preview of this document instead of the record document. For further information on the record document editor, see The record editor pane.