User settings
| 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. |
The “User settings” menu item provides access to defining and creating a number of user settings. User settings include user setup, column settings, and list settings.
By default, user settings are defined using as a user’s existing setup and settings. It is possible to select all or parts of a user’s setup, column and list settings, and ribbon customisations as content for new user settings. Saved user settings can be obtained by the users themselves. An administrator can also assign certain settings to selected units 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 user settings to other users. These administrators can also assign specific role types to user settings. This means new users are automatically given settings that correspond to their role, while existing users will keep their own settings. This makes it possible to create user settings that differ from role to role.
If a user has multiple roles, the role priority decides which user settings are applied. Via the “User settings” dialogue, different user settings can be reused across the organisation.
The User settings menu item, located on the “Settings” tab in F2’s main window, opens the “User settings” dialogue.
This dialogue is used to manage and assign user settings and column settings to users or role types.
The dialogue has three tabs:
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"User settings". All users have access to this tab. Read more in Settings and setup.
Manage user settings
The “Manage user settings” tab is described below.
On this tab, a user with the “Settings administrator” privilege can create, manage, and assign user settings to other users.
The tab has the following menu items:
| Function | Description |
|---|---|
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Add a new user setting to the user setting list. Read more in the Create a new user setting section. |
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Edit the selected user setting. In the “Edit user settings” dialogue name and visibility can be changed. Click Next to view the individual user settings. 
Figure 4. The “Edit user settings” dialogue
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Permanently delete the selected user setting from the list. |
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Retrieve the user’s latest user settings, updating the selected user settings. |
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Assign the selected user settings to users or role types. Read more in the section Assign user settings to users or role types. |
The tab contains the following columns:
| Column | Description |
|---|---|
“User settings” |
Displays the title of the user setting. |
“Setting type” |
Displays the type of user setting. |
“From user” |
Displays the name of the user whose user setting has been copied. |
“Visible” |
Shows whether the user setting is visible and retrievable to other users. |
“Last updated” |
Displays when the user setting was last updated. |
Create a new user setting
The following section describes how new user settings are created and assigned to users. Four types of user settings exist:
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User settings
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Column settings
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List settings
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Ribbon settings.
On the “Manage user settings” tab, click on New user settings to open the dialogue below.
Add a new set of “User settings” by specifying the following:
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The name of the new user settings.
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The name of the user on whom the settings are 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.
If “User settings” is chosen as the type, the “Setup” dialogue opens. See the New user settings section. If “Column settings” is chosen as the type, the “Choose column settings” dialogue opens. See the New column settings section. If “List settings” is chosen as the type, the “Select list settings” dialogue opens. See the New list settings section.If "Ribbon settings" is chosen as the type, the "Choose ribbon settings" dialogue opens. See the New ribbon settings section.
New user settings
Select “User settings” in the “New user setting” dialogue and click Next to open the “Setup” dialogue. Here the different options for the new user settings can be selected.
It is possible to include the entire setup of the selected user in a new user setting. To do this, click on the slider above the tabs in the upper left corner of the “Setup” dialogue (1). Once the slider is blue, the entire setup is chosen. If the slider is white, none of the user’s setup options are chosen.
It is also possible to include all settings of a single tab in a new user 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 user setting.
In addition, it is possible to include individual setting options on a given tab in a new user setting. Click on the relevant tab, then click on the slider for each setting (3) to be included in the new user setting. The sliders for the selected settings will turn blue.
Once the wanted settings are chosen, click on OK at the bottom of the dialogue to save the settings for the new user settings. The set of new user settings is then added to the list of available user settings which may be retrieved by users or an administrator can assign to selected users and roles.
| When a new user setting is retrieved or assigned, F2 must be restarted for it to take effect. |
New column settings
When “Column settings” is chosen as the setting type, click Next to open the “Choose column settings” dialogue. Here it is possible to select which lists, folders, etc., to include in the new column settings. The column settings include all views of the user on which they are based, i.e. “Show records”, “Show cases”, “Show documents”, and “Show requests”. If the user did not set up any column settings for one of the views, e.g. “Show documents”, no column settings for this view is included in the new column settings.
Click on OK to complete. The column settings will be added to the list of available user settings.
| It is not possible to assign or retrieve columns separately. All columns belonging to a list must be assigned or retrieved collectively. |
| When a new set of column settings is retrieved or assigned as a user setting, F2 must be restarted for it to take effect. |
New list settings
When “List settings” is chosen as the setting type, click Next to open the “Select list settings” dialogue. Here it is possible to select which lists, folders, etc., to include in the new list settings. The settings for the selected lists are included in the saved list settings.
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 shown.
Click OK to complete. The new list settings is then added to the list of available user settings which may be retrieved by users or an administrator can assign to certain users and role types.
| When a new list setting is retrieved or assigned as a user setting, F2 must be restarted for it to take effect. |
New ribbon settings
When "Ribbon settings" is chosen as the setting type, click Next to open the "Choose ribbon settings" dialogue. Ribbon settings refer to the menu items you see in the ribbons of the main, record, and case windows, respectively. These customisations can be used as a foundation for standard settings.
The numbers in the dialogue only counts hidden menu items and Quick access toolbar items added by the user from the ribbon. To load a user’s latest ribbon settings, click Get latest settings at the bottom of the dialogue. Select the relevant ribbon settings and click OK to complete.
Assign user settings to users or role types
There are two ways to assign user settings:
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Allocate to users: Assign user settings to users, units, distribution lists, and teams.
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Allocate to role type: Assign user 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. User settings can also be assigned to all users with the specific role type.
Select the wanted set of user settings from the list on the “Manage user settings” tab. Then click on Assign user settings.
A new dialogue opens. Choose either “Allocate to users” or “Allocate to role type”.
Select “Allocate to users”, as shown above, to enter the users, units, distribution lists, or teams to receive the user setting in the “Users” field.
Select “Allocate to role type” to allocate the user setting to a role type from the drop-down menu in the “Role type” field.
In the dialogue it is possible to add a message to the users. Complete the allocation by clicking Assign user settings.
The user settings are then assigned to the selected user(s). This is shown by a Windows notification that appears at the lower right corner of the screen.
Users automatically receive a record in their inbox when they are assigned new user settings.
The record contains the following information:
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The user’s existing settings have been updated with new user settings.
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The time and date for the update.
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A message from the administrator, if any.
| F2 must be restarted for newly assigned or retrieved user settings to take effect. The assigned user settings will overwrite any changes to the user settings performed by the users themselves. |
New users
The following section describes the “New users” tab in the “User settings” dialogue.
Here, a user with the “Settings administrator” privilege can assign user settings to a role type. As a result, new users are automatically given user settings assigned to their specific role type.
This means that a “Chief consultant” role type can have different user settings than e.g. the “Case manager” 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 user settings to a role type. |
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Links user settings to a role type. Specific user settings can be assigned to a specific role type to ensure that all newly created users with this role type receive these user settings. |
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Deletes the connection between the user settings and the role type. Users who are assigned this role will no longer receive the formerly attached user settings. |
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Moves the role types up/down on the list according to prioritisation. The sequence is crucial as it determines which user setting should be 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 to which the user setting is attached. |
“User setting” |
Shows the name of the user setting attached to the role type. |
“Setting type” |
Shows the type of user setting. |
Attach user settings to a role type
Click on Link user settings to role type to attach a user setting to a specific role type, linking the two together.
A dialogue opens. Here you choose which user setting and role type you want to link.
Click on OK to complete. The user setting is then linked to the role type.
The rules for user settings:
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User settings linked to role types only affect new users. Existing users whose job role receives a new user setting are not affected.
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If a new user is assigned a role type, the user automatically receives its user settings, if any.
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If a new user is assigned multiple role types with user settings, the user automatically receives the user settings of the highest ranking role type in this dialogue. The role which the user uses for login does not affect this priority.
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No matter which user settings were assigned, the user can always change their settings.