Meetings in F2 Manager 2
| 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. |
On F2 Manager 2 you have access to cases, records, and documents that have been transferred to the app for meetings and projects. The material is available during the period selected in F2 Desktop when cases and meetings are synchronised via the meeting types referred to as ad hoc meetings and F2 Meetings.
Tap Meetings in the bottom ribbon on F2 Manager 2 to open an overview of your meetings.
In the left side you can see the meetings (1). You can search for meetings using the calendar and search field above the calendar (2). When you tap on a day, meetings for that day are displayed at the top. Your subsequent meetings in the same week are shown below in chronological order. When you tap on a meeting in the list, its agenda is displayed in a preview on the right side (3). Above the preview are functions for reading the meeting (4). Above the functions are the metadata of the selected meeting in the form of title, meeting time, and the number of agenda items (5).
Types of meetings
F2 supports two different types of meetings: ad hoc meetings, and meetings created through the F2 Meetings add-on (documentation available in Danish). Both types of meetings appear on F2 Manager 2 in the same view, except that the record document is displayed as a separate document on the agenda for meetings created with F2 Meetings.
Ad hoc meetings are transferred to F2 Manager 2 when a case is synchronised to the iPad from F2 Desktop.
Meetings are created in F2 Desktop and are available through the F2 Meetings module. Unlike ad hoc meetings, which are automatically transferred when a case is synchronised to F2 Manager 2, F2 Meetings are used for the purpose of creating and scheduling meetings in F2 Desktop independently of F2 Manager 2. The state of agenda items must be set to "Draft" or "Final" for them to be synchronised to F2 Manager 2.
The meetings
Meetings are displayed in the meetings with their title, meeting time, and the number of agenda items. The list is sorted by meeting time. Meetings set to last all day are found at the top of the list.
Search for a meeting
To find a specific meeting, select the day of the meeting in the calendar. In the app "Settings" you can choose whether meetings should only be displayed for the selected day or for one week at a time. Use the arrows to switch between weeks. In the search field above the meeting list, you can search for meetings on the day you have selected or for future meetings after today’s date. Search by meeting title, participants' names, agenda item titles, and record IDs, as well as attached document titles.
Meeting ribbon functions
The ribbon above the preview contains menu items for working with the meeting.
When the ribbon is shortened, the menu items are gathered in the "More" drop-down menu.
The functions are as follows:
| Function | Description |
|---|---|
"Full screen" |
Display the selected content on the entire screen. |
"Split screen" |
Restore the default view. |
"Display all agenda items" |
Expand all agenda items. |
"Hide all agenda items" |
Collapse all agenda items. |
Read and annotate agenda
Each meeting has an agenda, which consists of records that form the individual items. You can read and annotate agenda items and their attached documents.
When you tap a meeting in the list on the left, its agenda is displayed in the preview on the right. Agenda items are collapsed, and the number of attached documents is shown next to the attachment icon on each item. Tap an agenda item to expand it and view the item’s attached documents. Unread documents are bolded. Above the agenda are meeting participants and any meeting description.
Tap Full screen in the ribbon to display the agenda on the entire screen. Tap Split screen to restore the default view.
Tap Display all agenda items to expand all agenda items for the selected meeting. Tap Hide all agenda items to collapse the items again.
Read through agenda items and documents
While an agenda item is expanded, you can read its attached documents. Tap a document to open it or tap Open agenda item to open the actual document related to the agenda item. The agenda item document corresponds to the record document of the relevant record.
When you open an agenda item or a document on an item, the agenda view opens.
In the agenda view, the agenda is displayed as a list on the left side. Tap an item to expand a list of its attached documents. The number of documents attached to an agenda item is shown next to the attachment icon on the item. Unread documents are bolded in the list.
Tap an agenda item or an attached document to preview it on the right.
Tap Full screen in the ribbon to display the selected document on the whole screen. Tap Split screen to restore the agenda view.
The agenda for meetings created with F2 Meetings
Meetings in F2 Manager 2, created with F2 Meetings (documentation available in Danish), display agenda items in a different way than meetings created as ad hoc meetings. When records are added to agenda items, their record documents and any attachments are added as appendices. For this reason, it is possible to toggle whether the record documents are included as documents on F2 Manager 2. The agenda item document displays any description added to the agenda item via F2 Meetings.
Annotate agenda items and documents
You can annotate an agenda item and its attached documents. Tap the relevant document in the agenda view, and then tap Annotate in the ribbon to open the selected document in annotation mode.
In annotation mode the annotation toolbox is placed at the bottom of the screen by default. You can move the toolbox by tapping it and dragging it to the desired location. F2 Manager 2 remembers where you placed the toolbox next time you open a document in annotation mode.
Tap the desired tool to start using it. Read more about annotation tools in Apple’s online documentation.
Tap Cancel in the upper toolbar at the top to undo your recent annotations and return to the agenda view.
Tap Save in the upper toolbar at the top to save your latest annotations and return to the agenda view.
You can also make text annotations in the document. Press the text box icon 
in the toolbar to open a text box in the document.
Tap the text box and write your text using the keyboard. Change the size of the text box by dragging the small blue dot on the right side. Move the text box by pressing it while moving its position in the document.
Tap the round menu icon in the top right corner of the text box to open a menu where you can choose font type, size, and colour, as well as background colour. From the menu you can remove the text box by tapping Remove.
Tap the pencil icon in the toolbar to display the toolbox with the other annotation tools.
The annotated document is saved as a PDF file on F2 Manager 2 and in F2 Desktop. When you reopen the document on F2 Manager 2, you can choose to view the PDF file with your annotations or you can choose to hide the annotations and view the original document.
The PDF file with the annotations can be accessed from F2 Desktop, where all annotated documents from meetings are gathered in one case. The filename for the PDF will be "[Original title] (annotated by [username])".
A pencil icon in the list of the agenda view indicates that the document has been annotated.
| If changes have been made to the original document after you annotated it, e.g. another user has updated the document in F2 Desktop, you may end up overwriting your original annotations if you annotate the new version of the original document. |
Accessing annotated documents from F2 Desktop
F2 automatically collects all annotated documents on one case entitled “F2 Manager archive for [Username]”. This is done regardless of the documents' original case attachment. This case contains all the records with documents annotated by the user in PDF format. F2 creates a record for every record on the case that has an annotated document. If one of the original records has several annotated documents attached, they are all saved on the same record as shown in the figure below.
By default, only the user who made the annotations can access the “F2 Manager archive for [Username]” case and its annotated documents, because their access level is automatically set to “Involved” and case access is restricted to the user. The annotations are thereby kept private and cannot be found by others. As with other records in F2 it is still possible to share the records with other users, e.g. by changing the access level or by chatting the record to another user.
| The automatic access restriction on the case can be disabled through a configuration. The records on the case will retain the "Involved" access level. |
Chat from an agenda item
You can chat on the individual agenda items from F2 Manager 2. When you chat on an agenda item, you are chatting on the record that constitutes the item. If there is a chat on an agenda item, it will be displayed on the "Chat" tab above the preview of the agenda item. From the ribbon, you can create a new chat.
You have a complete overview of all your chats on F2 Manager 2 in the chats list.
Create a new chat on an agenda item
Tap New chat in the ribbon to create a chat on the selected agenda item.
A dialogue opens where you can add chat participants. F2 Manager 2 suggests your most frequently used chat participants. When you start typing in the "Search for chat participants" field, F2 Manager 2 searches for users in F2’s participant register. You can add multiple chat participants at once.
When you have added your desired participants, tap OK to create the chat. Tap Cancel if you do not wish to create the chat.
After you tap OK, the chat window opens.
Your selected chat participants are displayed at the top of the chat window. You can write your message in the compose box at the bottom. Tap the send chat icon to send your message.
The chat is also available on the chats list.
View chats on an agenda item
When there is one or more chats on an agenda item, the "Chat" tab will be displayed above its preview. If there is an unread chat on an item, the "Chat" tab will be bolded for the given item, and the chat itself will also be bolded.
Tap a chat to open the chat window.
A chat icon in the list of the agenda view indicates that chats exist on an agenda item. The number of chats on each item is also displayed.
