Advanced search fields

The metadata search fields are divided into groups. The number of groups may vary according to add-on modules to the F2 installation.

It is possible to use search operators in free-text search fields.

The metadata fields of each group are presented below.

The “Favourites” search group

Users can create a search group with their personal favourite search fields.

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Figure 1. The menu item “Edit favourite search fields”

This is done in the main window ribbon by clicking on Edit favourite search fields.

A dialogue with a wide range of predefined search fields will open. Click on Records on the left side of the dialogue. Tick off fields to add them to the favourite search group as shown below.

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Figure 2. “Edit favourite search fields”

The ticked-off search fields are now included in the “Favourites” search group as shown in the example below.

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Figure 3. Example of the “Favourites” search group

Search fields can be added to favourites when viewing a search group. To do this, hover the cursor over a search field to make a grey star appear. Click on the star to add that search field to favourites. The star turns yellow. Click the star again to remove the search field from “Favourite search fields”.

The “General” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Record/case title”

“Record title”

“Case title”

“Current record title”

Search string

Search for records or cases whose title contains the search string.

“Record/case title”:

  • Search for the current record or case title.

  • For emails, F2 searches both for the original title and the new title, if any.

The search result will display the current title of the email.

”Record title”:

  • Search for the current record title.

  • For emails, F2 searches both for the original title and the new title, if any.

The search result will display the current title of the email.

”Case title”:

  • Search for the case title.

”Current record title”:

  • Search for the record’s current title only.

The search field ”Current record title” is only displayed if it has been enabled in cooperation with cBrain.

“Content”

Search string

Search for records with attachments whose content matches the search string.

“ID No”

Number

Search for records with a specific ID number.

“Record or case status”

“Record status”

“Case status”

In progress

Complete

Search for records based on whether they are in progress or completed.

“Record deadline”

“My deadline”

“Unit deadline”

“Deadline, unit casework”

“Case deadline”

“Record or case deadline”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Records and/or cases whose deadline is within the specified interval.

Records and/or cases with the user’s personal deadline within the specified interval.

Records and/or cases with the unit’s case management within the specified interval.

Records and/or cases with the unit’s deadline within the specified interval.

“Personal flag”

“Unit flag”

Flags

Search for records with the specified flag. Flags are defined via a value list by a user with the “Flag administrator” privilege.

“Record or case keyword”

“Record keyword”

“Case record”

A certain keyword.

A keyword within a specific subject.

A keyword or subject which contains a specific text.

Search for keyword(s) specified on the record or case. Makes it possible to create lists based on a certain keyword. Use the drop-down menu to search for results matching either at least one or all entered keywords.

“External access of the record/case”

“External access of the record”

“External access of the case” (add-on)

Undefined

Open

Partly open

Closed

Search for records shared with external participants via the F2 External Access add-on module.

The “Responsibility” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Record/case responsible”

”Record responsible”

”Case responsible”

User

Unit

Me

My unit

Search for records or cases for which the specified user or unit is responsible.

Use the dynamic search terms Me or My unit to search for yourself or your unit. For fixed searches this means that the search adapts to the user who opens it.

“Seen”

Yes

No

Search for records marked as seen on the “Unit casework line”.

“Unit responsible for case/record”

“Unit responsible for record”

“Unit responsible for case”

Responsible unit

My unit

Search for records/cases for which the specified unit is responsible.

My unit is the unit to which the current user belongs.

“Record/Case suppl. case mgr.”

”Record suppl. case mgr.”

”Case suppl. case mgr.

User

Me

Search for records/cases for which the specified user is set as supplementary case manager. This option can be used for finding records for which the user is supplementary case manager and for records on whose case the user is supplementary case manager. It is possible to search for either one of the options or for both.

“Record/case suppl. units”

”Record suppl. units”

”Case suppl. units”

Unit

My unit

Works as the preceding search, except this search is for records and cases for which a unit is set as supplementary case manager insted of a user.

“Casework”

User

Unit

Me

My unit

Search for records for which the specified unit/user is specified in the unit casework line.

Searching for a specific unit will yield both results for said unit as well as results for individual users in the unit.

“Recipient seen”

All

Some

Not all

Nobody

This field makes it possible to sort a search based on whether the recipient(s) has/have seen the record/email.

Only applies to the unit casework line in the record’s metadata.

“Access”

Involved

Unit

All

Search for records by the specified access level.

The “Delivery” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“From”

User

Unit

Participant

Email address

Me

My unit

Search for emails sent by the specified participant, user or unit.

Searching for a specific unit will both yield results involving said unit as well as results involving the unit’s users. However, this only applies if you select a unit from the participant register or through the auto completer.

“To”

User

Unit

Participant

Email address

Me

My unit

Search for emails received by the specified participant, user or unit.

Searching for a specific unit will yield both results for said unit as well as results for individual users in the unit. However, this only applies if you select a unit from the participant register or through the auto completer.

“Sent”

Yes

No

Search for emails based on whether they have been sent.

“Record type”

Undefined

Inbound

Outbound

Internal

Search for records that are either sent to or received from external participants, or records for internal use.

“Read”

Yes

No

Search for emails based on whether they have been read.

“Received date”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Undefined = No received date.

“Letter date”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Case”

Search string

Number

Defined

Undefined

F2 automatically suggests case titles when you start typing in this field.

A case can also be selected via the case icon.

Searching for Defined will display records with a case association.

Searching for Undefined will display records without a case association.

The search terms Defined and Undefined are especially useful when combined with other search criteria.

“Registered”

Yes

No

Search for records on cases based on whether they have been registered.

“Record No”

Number

Undefined

A record is automatically assigned a number when added to a case and then registered.

“Record/case prior case No.”

”Record, prior case No.”

”Case, prior case No.”

Number

Undefined

Search for records or cases via a previous case number.

“Record/case participants”

”Record participants”

”Case participants”

Users

Units

External participants

Me

My unit

Search for cases in which the specified users/units/external participants are involved. Use the drop-down menu to search for results matching either at least one or all entered participants.

“File plan”

Values in the file plan list, set up by an administrator

Search for cases matching the specified file plan.

“Action code”

Action codes set up by an administrator.

Search for cases with the specified action code.

“Case guide”

Predefined case guides

Search for the number of cases with the specified case guide.

“Progress code”

Pre-defined progress codes assigned to cases.

Search for applied progress codes.

“Quality stamped”

Yes

No

Search for cases based on whether they have been quality assured.

The “Chat” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Chat text”

Search string

Search for chats containing the specified search string.

“Chat participant”

User

Me

Search for chats in which the specified user is a participant.

Search results will only include chats in which you are a participant.

“Chat title”

Search string

Search for chat titles containing the specified search string.

“Chat entry by”

User

Me

Search for chat messages written by the specified user.

Search results will only include chats in which you are a participant.

The “Note” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

"Note content on records/cases"

"Note content on records"

"Note content on cases"

Search string

Search for notes containing the specified search string.

"Note participants"

User

Unit

Me

My unit

Search for notes in which the specified user or unit is a participant.

"Note title on records/cases"

"Note title on records"

"Note title on cases"

Search string

Search for note titles containing the specified search string.

"Note entry authors on records/cases"

"Note entry authors on records"

"Note entry authors on cases"

User

Me

Search for note entries written by the specified user.

The “Other fields” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Record or case created by”

“Record created by”

“Case created by”

User

Me

Search for records/cases created by the specified user.

“Record or case created”

“Record created”

“Case created”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Search for records and/or cases created within the specified interval.

“Access limitation on record/case”

“Access limitation on record”

“Access limitation on case”

User

Unit

Security group

Team

Me

My unit

Search for records and cases with an access limitation.

“SSN/CVR No of record/case”

“SSN/CVR No of record”

“SSN/CVR No of case”

Number

Search for records and/or cases with the specified SSN/CVR number.

“Record/case involved participants”

“Record involved participants”

“Case involved participants”

User

Unit

External participant

Me

My unit

Search for records and/or cases with the specified user/unit/external participant as a participant involved in the record/case.

“External case ID”

Number

Search for records with the specified external case ID.

“Standard search”

Predefined searches in F2.

Predefined searches are available in this field.

“Reminder date”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Search for records with a reminder date within the specified interval.

“Annotation text”

Search string

Search for annotations containing the specified search string.

The “Approval process” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

“Responsible”

User

Unit

Me

My unit

Search for approvals for which the specified user or unit is responsible.

“Approvers”

User

Unit

Me

My unit

Search for approvals for which the specified user or unit is an approver.

"Copy recipients"

User

Unit

Me

My unit

Search for approvals for which the specified user or unit is a copy recipient.

“Current step”

User

Unit

Me

My unit

Search for records with the specified approver for the current approval step.

“Current step or thereafter”

User

Unit

Me

My unit

Search for records with the specified approver for either the current or a pending approval step.

“Deadline”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today.

Search for approvals with deadlines within the specified interval.

"Final Approval"

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both of the date fields. Use + and to create a dynamic period that calculates a date a number of days forward or backward.

Search for approvals that are finally approved within the given interval.

“Deadline, current step”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today.

Search for approvals with current step deadline within the specified interval.

“Start date”

Date

Yesterday

Today

Tomorrow

Undefined

+ [No. of days]

- [No. of days]

Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today.

Search for approvals that have been initiated during the specified interval.

“Urgent”

Yes

No

Search for approvals with or without urgent status.

“Approval type”

Value list created by an administrator.

Search for approvals of the specified type.

“Started”

Yes

No

Search for approvals that either have or have not been initiated.

“Approval status”

In process

Completed

Cancelled

Search for approvals that are either in process, completed or cancelled.

“State of approval”

Returned

Approved

Conditionally approved

Search for approvals that have either been returned, approved or conditionally approved.

The “Request” search group

In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.

Search field Possible values Description

”Creator”

User

Unit

Me

My unit

Search for requests created by the specified user/unit.

”Creator unit”

A unit

My unit

Search for requests with the selected unit or with users from the selected unit as request creators.

”Request type”

Request types - a value list managed by an administrator.

Search for requests based on type.

”Request deadline”

Date

Yesterday

Today

Tomorrow

Undefined

+[no. of days]

-[no. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Search for requests with a specific deadline. You can search for a specific date and for intervals.

”Internal request deadline”

Date

Yesterday

Today

Tomorrow

Undefined

+[no. of days]

-[no. of days]

Fill in one or both date fields. Use + and to define a dynamic period starting or ending a number of days from today.

Search for requests with a specific internal deadline. You can search for a specific date and for intervals.

"Request number"

Number

Search for a request with the specified request number.

”Description”

Search string

Search for requests whose description contains the specified search string.

”Recipient”

User

Unit

Me

My unit

Search for requests sent to the specified user/unit.

”Recipient unit”

Unit

My unit

Search for requests with the selected unit or with users from the selected unit as request recipients.

”Executor”

User

Unit

Me

My unit

Search for requests for which the specified user/unit is the executor.

”Current request status”

Created

Sent

Edited

Cancelled

Forwarded

Accepted

Accepted with comment

Declined

Answer record created

Executed

Finalised

Finalised with evaluation

Search for requests based on the request status. You can select multiple statuses.

”Executed”

Yes

No

Search for requests that either have or have not been executed.

”Return to”

User

Unit

Me

My unit

Search for requests to be returned to the specified user/unit.

”Approved”

Yes

No

Search for requests that either have or have not been approved.