Create participants

Your work with F2’s participants depend on their type:

  • Internal participants, i.e. users and units, can only be created by an administrator with the required privileges.

  • External participants can be created in the participant register and in the context of working with an email. Further maintenance is made via the participant register regardless of how the participant was created.

An administrator should regularly check that newly created participants are placed correctly in the external participant hierarchy. Mislocated participants can be moved after creation.

Create external participants from the register

External participants can be created manually by all users. However, creating shared participants in the "External participant" node requires the “Editor of participants” privilege. The participants are organised in a hierarchy and can be moved between nodes you have the rights to edit. This means that both organisations and individual contacts can be managed in the participant register.

To create a new external participant, right-click the node in which you wish the create the participant. Then click Create new participant.

external participant create
Figure 1. Create external participant
It is possible to prevent users from expanding the "External participant" node in the participant register’s tree structure through a configuration. This means that you may not be able to see the content under "External participant" in your F2 installation.

The “Create new participant” dialogue opens, and the relevant fields can be filled in. See the figure below.

new participant dialogue
Figure 2. The “Create new participant” dialogue

Click on OK to register participant in F2.

Create external participants from a record

F2 automatically checks whether an external participant already exists in the participant register based on the fields “Name” and “Email”. If F2 detects a participant on an email that cannot be found in the register, it may be added in one of the following ways.

  • When a record containing unknown participants in the delivery fields is set in edit mode, F2 prompts the user to add them to the participant register if the related setting is enabled in the user’s personal settings. The setting is located on the "Records" tab and is called "Suggest creating participants which currently don’t exist when editing or sending a record."

  • Create the participant from the “To”, “Cc” or “Xbc” fields directly by right-clicking on the unknown participant’s email address, or by clicking on the “Create participants” link which appears when these fields contain unknown email addresses. If the email is sent from the user’s personal archive, F2 suggests creating the participant in the private register.

create participant email
Figure 3. Create external participant in the participant register

Both actions open the “Create participants in the participant register” dialogue where the participants can be added. General management of the created external participants is described here.

The “Create participants in the participant register” dialogue

Saving an unknown participant to F2’s participant register is done via the “Create participants in the participant register” dialogue. From here it is possible to create a new participant or replace an unknown participant with an existing one by clicking either Create participants or Replace selected.

create participants dialogue
Figure 4. Create participants in the participant register

Select one or more participants in the dialogue to create, replace, or skip. The participants are removed from the dialogue once a decision has been made.

To replace an existing participant with one of the unknown ones, click Replace selected. The “Choose participant” dialogue opens, from which the relevant existing participant can be found.

If necessary, click Select location first to select which node to create the new participants in rather than the one suggested by F2 in the “Location” column.

Click Create participants in the bottom right to create the highlighted participants as new participants in the participant register.

To skip the highlighted participants, click Skip selected. It is also possible to dismiss the entire dialogue by clicking Skip in the bottom right. The participants will be present in the dialogue the next time it opens as long as they are unknown.

F2 can be configured to allow multiple participants with the same email address. In this case, the “Create participants in the participant register” dialogue will display a warning for each participant with a duplicate email address. F2 is configured in cooperation with cBrain.

Placement of new participants

Click Select location in the “Create participants in the participant register” dialogue. The “Choose participant” dialogue opens. Here, select a location for the participant by double-clicking on a node or by selecting a node and then clicking OK.

choose participant placement dialogue
Figure 5. Set participant location

F2 always suggest a default location, which is then displayed in the "Location" column. The default suggestion depends on multiple factors:

  • If other participants in the register are registered to the same email domain, F2 will suggest placing the new participant in the same node.

    • When the email domain is found on an existing participant and the box “This participant is the email domain owner” is ticked, F2 suggests placing the new participant with the same domain under the existing one in the tree structure. The owner of the email domain thus functions as a node for other participants.

  • If you have the "Editor of participants" privilege for the "External participants" node, F2’s default suggestion will be placing the unknown participant here.

  • If none of the above apply, F2’s default suggestion will be placing the unknown participant in the "Private" node.