User administration
| The content of this website is last updated to F2 version 11. cBrain are working hard on supplying you with the newest documentation of F2. |
An administrator with the “User administrator” privilege can create and maintain users in F2. Users are created in an authority and can also be attached to a unit. A user needs a “job role” before they can log in to F2.
The creation and maintenance of new users is described below. Once the user is created, they need to be assigned roles of which one must be a job role. The roles are affiliated with units and contain one or more privileges. Privileges let the user perform different actions in F2.
One or more role types must be defined before a user can be assigned any roles. One role type must be a “job role”.
Create user
Access to different functions in F2 is controlled using roles. Every role is given one or more privileges. In order for a user to log in to F2, one of these roles must be a “job role”. It is only possible for a user to access F2 through a job role.
If a user was already created through AD import, the user must be assigned a role.
Administrators/user administrators can create users in F2 via the “Administrator” tab by clicking on the Units and users menu item in the ribbon.
A dialogue with the user’s information opens. The dialogue can be filled in with the user’s master data.
Create user: Specify information
For every user the master data, including name, initials, email address, user name, etc., must be added. This is done on the “Information” tab as displayed below.
Click on OK when the desired fields are filled in. Then assign a job role to the user.
You can also set up specific conditions on the "Information" tab such as the user’s access in F2 and email import. These conditions are described in the following sections.
The "Limited access" field
Tick the “Limited access” box to restrict the user’s access to records and cases in F2. Users with limited access can only see records or cases with an access restriction that includes either the user or a security group, unit, or team that the user is part of. This means that it is not sufficient to give the user access to the record, which is the usual behaviour in F2.
Users with limited access can create records and cases as normal. To ensure that they have access to their own record or case, the user will automatically be added to the record’s or case’s access restriction. If the user’s record is added to an existing case where they are not part of the access restriction, the user will lose access to the record.
The "Get email" field
The use of the "Get email" field depends on how F2’s email import is set up for the user in question:
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Automatic email import means that all emails from the user’s inbox in Outlook are imported into the user’s inbox in F2. Uncheck the "Get email" box if the user does not want their emails to be automatically transferred to F2.
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Manual email import means that the user must move emails in Outlook to the "Move to F2" folder themselves. The "Get email" box must be checked in order to import emails from the "Move to F2" folder to the user’s inbox in F2.
F2 creates a record for each transferred email.
The "Receive email externally” field
Tick the "Receive email externally” box so that emails sent internally from F2 to the user are received in the user’s external email client, such as Outlook, and not in the user’s inbox in F2.
Other communication channels are unaffected by a tick in the “Receive email externally” box. This means that chats, approvals, and records for which the responsibility is allocated to the user will still be found in F2 only.
| The "Get email" field and "Receive email externally" field cannot both be ticked. "Receive email externally" lets the user receive email in another email client. These emails must be manually moved to F2 using the "Move to F2" folder. |
Create user: Assign job role
A new user must be assigned a job role. Fill in all the relevant fields on the “Information” tab in the “Create user” dialogue and click on OK. F2 will then automatically shift to the “Roles” tab. Here, assign a job role to the user in either the top unit or in a subunit.
Click on Add role on the “Roles” tab.
| An administrator can check which roles are in the "job" category in the "Role types and privileges" dialogue, which is accessed from the ribbon of the "Administrator" tab. |
The “Add role to [user]” dialogue opens. Assign the user to an authority or unit. Then select a role type in the “Role type” drop-down menu.
Click on OK to apply the changes and close the “Add role to [user]” dialogue.
| It is important to select a unit for the user’s role, since the role and its location determine which rights the user has in the given unit. |
The “Roles” tab now shows that the new user has been assigned the role.
Click on OK. The user is created and can now log into F2.
When a user is created, they can be assigned several roles. Roles have associated privileges that let the user perform different tasks in F2. Read more in the Roles in F2 section.
| New users are always created with the “Addressbook owner” role. Read more about roles in the Roles in F2 section. |
Update user
You can update users in F2 as needed. This includes actions such as editing a user’s home address after a move or setting a temporary access limitation during a reorganisation.
| Depending on your organisation’s installation, users may be maintained continuously through AD import. However, information and roles found only in F2 must be handled manually. |
Click on the Units and users menu item in the ribbon on the "Administrator" tab in the main window.
In the "Units and users" dialogue, click on the "Users" tab. Select the user to be updated and click on Properties.
The "Properties for the user [Name]" dialogue opens and displays the "Information" tab. Here you will see the same information fields as when creating a user and you can view any previously added information. Update the information as necessary and click OK to save your changes.
You can also switch to the "Roles" tab to add or remove roles from the user.
Deactivate user
It is not possible to delete a user in F2. A user can instead be deactivated. In the main window, click on the “Administrator” tab and then the Units and users menu item to deactivate a user.
The “Units and users” dialogue opens. In the dialogue, click on the “Users” tab. Select the user in the tree structure and click on Deactivate.
F2 asks for confirmation before the user is deactivated. After deactivation the username is shown in italics.
| A user must be deactivated in both F2 and Active Directory to be completely deactivated. If the user is only deactivated in F2, it will be reactivated via AD import. |
| To immediately block a user’s access to F2, it may be necessary to both deactivate them and log them out. The latter is done using the Log out user function. |
Log user out of all sessions
You can log a user out of all sessions across all devices if you have the "User administrator" privilege. This function can be relevant in connection with security, e.g. if there is a suspicion that a user password has been compromised.
Go to the Administrator tab, and click the Log out user menu item.
Select the user you wish to log out, and click Log out user.
Activate user
A deactivated user can be reactivated. Click the Units and users menu item on the “Administrator” tab in the main window.
In the “Units and users” dialogue, click on the Users tab. Select the user in the tree structure and click on Activate.
A warning dialogue opens. Click on Yes to reactivate the user.
| If the user was deactivated in F2 version 10 or earlier, follow the instructions here. |
| A user must be reactivated in both F2 and Active Directory. If the user is only reactivated in F2, the user will be deactivated via the AD import. |