Default settings
The “Default settings” menu item lets you define and create a number of default settings for users. Default settings include personal settings, column settings, list settings, and ribbon settings.
Default settings are defined based on existing user settings. It is possible to select all or only some of a user’s settings when creating default personal, column, list, or ribbon settings. Default settings can be obtained by the users themselves. An administrator can assign certain settings to selected users and role types.
| Create a dummy user for each type of user in your organisation. This way of creating and pushing settings makes it easier to keep track of the settings that are currently in use. |
A user with the “Settings administrator” privilege can create, manage, and assign default settings to other users. This administrator can also assign specific role types to default settings. This means new users are automatically given settings that correspond to their role, while existing users will keep their current settings. This makes it possible to create default settings that differ from role to role.
If a user has multiple roles, the role priority decides which default settings are applied. This means that different sets of default settings can be reused across the organisation.
Click on the Default settings menu item on the "Settings" tab in F2’s main window to open the "Default Settings" dialogue.
The "Default settings" dialogue is used to manage and assign personal, column, list, and ribbon settings to users or role types.
The dialogue has three tabs:
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"Default settings". All users have access to this tab.
Manage default settings
The “Manage default settings” tab is described below.
On this tab, a user with the “Settings administrator” privilege can create, manage, and assign default settings to other users.
The tab has the following menu items:
| Function | Description |
|---|---|
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Add a new default setting to the default setting list. Read more in the Create a new default setting section. |
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Edit the selected default setting. In the “Edit default settings” dialogue name and visibility can be changed. Click Next to view the individual default settings. 
Figure 4. The “Edit default settings” dialogue
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Permanently delete the selected default setting from the list. |
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Retrieve the user’s latest settings, updating the selected default settings. |
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Assign the selected default settings to users or role types. Read more in the section Assign default settings to users or role types. |
The tab contains the following columns:
| Column | Description |
|---|---|
Default settings” |
Displays the title of the default setting. |
“Setting type” |
Displays the type of default setting. |
“From user” |
Displays the name of the user whose default setting has been copied. |
“Visible” |
Shows whether the default setting is visible and retrievable to other users. |
“Last updated” |
Displays when the default setting was last updated. |
Create a new default setting
The following sections describe how new default settings are created and assigned. Four types of default settings exist:
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Default settings
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Column settings
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List settings
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Ribbon settings.
On the “Manage default settings” tab, click on New default setting to open the dialogue below.
Add a new default setting by specifying the following:
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The name of the new default setting.
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The name of the user on whom the setting is based.
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Select the type.
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Tick the “Visible to users” box to allow other users to retrieve the setting.
Then click on Next. Dependent on the type of default setting, one of four dialogues appears:
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The "Personal settings" dialogue. Read more in the section New personal settings.
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The "Choose column layout" dialogue. Read more in the section New column layout.
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The "Select list settings" dialogue. Read more in the section New list settings.
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The "Set up toolbar and ribbon" dialogue. Read more in the section New ribbon settings.
New personal settings
In the “New default setting” dialogue, select the “Personal settings” type and click Next to open the “Personal settings” dialogue. Here you can choose what to include in your new default setting.
It is possible to include all the settings of the selected user in a new default setting. To do this, click on the slider above the tabs in the upper left corner of the “Personal settings” dialogue (1). Once the slider is blue, all settings are selected.
It is possible to include all settings on a single tab in a new default setting. To do this, first click on the relevant tab to the left, then click on the slider in the upper right corner of the dialogue (2). All sliders for that tab will turn blue, indicating that all the tab’s settings are included in the new default setting.
In addition, it is possible to include individual settings on a given tab in a new default setting. Click on the relevant tab, then click on the slider next to a setting (3) to include that setting in the new default setting. The sliders for the selected settings will turn blue.
Click on OK at the bottom of the dialogue to save the new default setting. The new default setting is then added to the list of available default settings.
| When a new default setting is retrieved or assigned, F2 must be restarted for it to take effect. |
New column settings
In the “New default setting” dialogue, select the “Column settings” type and click Next to open the “Choose column layout” dialogue. Here you can choose which lists, folders, etc. to include in your new default setting.
Column settings affect all result list views, which means that columns from “Show records”, “Show cases”, “Show documents”, and “Show requests” are included in the default setting. When default column settings are assigned to a user, all of that user’s result list views are overwritten.
Click on OK to complete. The new column settings will be added to the list of available default settings.
| It is not possible to assign or retrieve columns separately. |
| When a new default setting is retrieved or assigned, F2 must be restarted for it to take effect. |
New list settings
In the “New default setting” dialogue, select the “List settings” type and click Next to open the “Select list settings” dialogue. Here you can choose what to include in your new default setting.
For each selected list, the following settings are saved:
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Whether the preview is shown or hidden and its alignment.
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Whether the result list shows records, cases, documents, or requests.
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Case list alignment.
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Whether advanced search is enabled.
Only list settings saved by the user on whom the settings are based will be visible when the default setting is retrieved or assigned.
Click OK to complete. The new list settings is then added to the list of available default settings.
| When a new default setting is retrieved or assigned, F2 must be restarted for it to take effect. |
New ribbon settings
In the “New default setting” dialogue, select the “Ribbon settings” type and click Next to open a special variation of the “Set up toolbar and ribbon” dialogue. Ribbon settings affect which buttons are added to the "Quick access" toolbar and which menu items are visible in the ribbons of the main, record, and case windows, respectively.
The dialogue has two tabs: "Quick access" and "Ribbon".
On the "Quick access" tab, you can select the menu items which have been added to the "Quick access" toolbar in the main, record, and case windows by the user on whom you are basing the default setting. The number of selected menu items is displayed for each of the three windows.
On the "Ribbon" tab, you can choose to hide the buttons that the user on whom you are basing the default setting has hidden in the ribbon of the main, record, and case windows. The number of hidden buttons is displayed for each of the three windows.
If you are in the process of creating ribbon settings based on a user, and you are logged in as said user, the Retrieve my settings button appears in the "Set up toolbar and ribbon" dialogue. Click this button to load your latest toolbar and ribbon settings.
Assign default settings to users or role types
There are two ways to assign default settings:
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"Allocate to users": Assign default settings to users, units, distribution lists, and teams.
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"Allocate to role type": Assign default settings to users with a certain role type, for example a user with the “Technical administrator” role type in a certain unit, distribution list, or a team. Default settings can also be assigned to all users with the specific role type.
Select a default setting from the list on the “Manage default settings” tab. Then click on Assign default setting in the ribbon.
A new dialogue opens. Choose either “Allocate to users” or “Allocate to role type”.
Select “Allocate to users” to activate the “Users” field where you can enter the users, units, distribution lists, or teams to receive the default setting.
Select “Allocate to role type” to allocate the default setting to a role type from the drop-down menu in the “Role type” field. Then select the units, distribution lists, or teams to receive the default setting in the “Units” field.
In the dialogue it is possible to add a message to the users who the default setting is being assigned to. Complete the process by clicking Assign default setting.
A Windows notification appears at the lower right corner of the screen when the default setting has been assigned to the relevant user(s).
Users automatically receive a record in their inbox when they are assigned new default settings.
This record contains the following information:
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That the user’s existing settings have been updated with new default settings.
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The time and date for the update.
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A message from the administrator, if any.
| When a new default setting is retrieved or assigned, F2 must be restarted for it to take effect. |
New users
This section describes the “New users” tab in the “Default settings” dialogue.
Here, a user with the “Settings administrator” privilege can assign default settings to a role type. This means that new users are automatically given the default settings assigned to their specific role type.
For example, this allows the “Case manager” role type to have different default settings than the “User administrator” role type.
The menu items on the “New users” tab are described below.
| Function | Description |
|---|---|
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Saves any changes, including the association of a default setting to a role type. |
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Links a default setting to a role type. |
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Deletes the association between a default setting and a role type. Users who are assigned this role will no longer receive the formerly associated default setting. |
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Moves the role types up/down on the list to prioritise them. The priority determines which default setting is assigned to a user with multiple roles. The higher up on the list a role is, the higher it is prioritised. |
The tab has the following columns:
| Column | Description |
|---|---|
“Role type” |
Shows the role type with which the default setting is associated. |
“Default setting” |
Shows the name of the default setting associated with the role type. |
“Setting type” |
Shows the type of default setting. |
Associate default setting with role type
Click on Associate default setting with role type to link a specific role type with a default setting.
A dialogue opens. Here you choose which role type to associate with which default setting.
Click on OK to complete. The default setting is associated with the role type.
Pay attention to the following when associating default settings with role types:
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Default settings associated with role types only affect new users. Existing users whose job role is associated with a new default setting are not affected.
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When a new user is assigned a role type, the user automatically receives its default settings, if any.
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When a new user is assigned multiple role types that are associated with default settings, the user automatically receives the default settings of the role type with the highest priority. The role which the user uses for login does not affect this priority.
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No matter which default settings were assigned, a user can always change their own settings.