Add a record to a case
You can add records to existing cases and create new cases based on records. The following sections describe how a record is added to a case.
Add a record to an existing case
A record in edit mode can be added to an open case by entering the case title or case number in the “Case” metadata field. When the user starts typing in the field, F2 starts searching for relevant cases.
It is possible to search for a case by clicking the case icon 
in the “Case” metadata field. This opens the “Choose cases” dialogue from which the relevant case can be found. For further information on this dialogue, see the section The “Choose cases” dialogue.
When a case has been added to the “Case” metadata field, click Save in the record window ribbon. The record is then added to the case.
| Through a configuration, it is possible to allow users to add records to closed cases. When enabled, the titles of closed cases are italicised. For more details on case configurations and closed cases, click here. |
Case suggestions
When you have entered at least two characters in the "Case" field, F2 shows case suggestions in a drop-down menu below the field.
The top suggestions are user-specific. They are followed by universal suggestions.
User-specific suggestions are based on the cases to which you often add records and when you last added them. F2 shows up to ten user-specific suggestions depending on your input and the number of relevant cases. Click the X next to a user-specific suggestion to remove it. The X is only visible when you hover your cursor over the case. You can still find the case through the universal suggestions. If you add records to the case frequently, it will appear as a user-specific suggestion again.
| The "Case" field in the "New record" dialogue and the advanced search field "Case" in the "Case relevant" search group share their functionality. If you remove a case suggestion from one of the fields, it also disappears from the other. |
In addition to user-specific suggestions, F2 displays up to 20 universal suggestions based on your input. Universal suggestions are displayed in alphabetical order. The only visible difference between user-specific and universal suggestions is that F2 displays an X next to user-specific suggestions, so you can remove them.
| It is possible to disable user-specific suggestions for cases in the "Case" field. It is also possible to configure other search methods for user-specific suggestions. F2 is configured in cooperation with cBrain. |
Add a record to a new case
Creating a new case from the current record can be done in the following ways:
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Type “new” or “+” in the “Case” metadata field and press Enter. This opens the “New case” dialogue as shown below.
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Click the case icon
in the “Case” field. The “Choose cases” dialogue opens. In this dialogue, click New case. For further information, see the section The “Choose cases” dialogue.
Both ways lead the user to the following dialogue:
In the “New case” dialogue, the user enters the case title and other relevant metadata such as file plan, action code, disposal code, or case guide (module). Depending on F2’s configuration it may also be possible to choose a case template (module) that determines which metadata fields to fill in.
When the fields are filled in, click on OK to create the case. For further information on the case window and working with cases, see Cases.
| Depending on F2’s configuration and the organisation’s guide lines, some fields may be obligatory. Certain fields may also be filled in automatically. |
The “Choose cases” dialogue
Click the case icon in the “Case” field on a record to open the “Choose cases” dialogue. This dialogue contains the same search options as F2’s main window. These are used for adding one or more cases.
The “Search window” tab in the dialogue ribbon offers the following options:
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Click on OK when one or more cases have been selected in the result list or are displayed in the “Chosen cases” field. The record is then added to the chosen case or copied to the chosen cases. |
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Close the dialogue without adding the record to a case. |
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Open the “New case” dialogue from which a new case can be created. |
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Click Choose multiple cases to display the “Chosen cases” field. When this field is visible, the function is inactive regardless of the number of cases shown in “Chosen cases”. F2 automatically switches when the user selects one or more cases and clicks Add case(s). If all cases are removed from the “Chosen cases” field, F2 automatically switches back to Choose one case. This makes it easier to see if the record is being added to one or several cases. |
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Add the case(s) selected in the result list. The selected case(s) can be seen in the “Chosen cases” field in the dialogue ribbon shown in the “Chosen cases” field in the dialogue ribbon. |
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The “Chosen cases” field shows cases the user has selected.
To remove a case from the field, click the |
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Remove all cases from the “Chosen cases” field in the dialogue ribbon. |
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Perform an advanced search using metadata fields. For further information, see Searches. |
In the “Choose cases” dialogue the user can search for the cases to which the record must be added.
If the record must be added to a single case, select the case and double-click to transfer it to the record’s case field.
If the record must be copied to multiple cases, click Choose multiple cases in the dialogue ribbon. Then search for the relevant cases and add them to the “Chosen cases” field. Click on OK to add the cases to the record’s case field.
If several cases have been selected, a copy of the record is added to the second case, the third case, etc. This is shown in the dialogue below which opens when the record is saved via the record window ribbon.
Click on OK in the dialogue to copy the record to the selected cases.
To skip this dialogue in the future, tick the box next to “Do not ask before copying to cases” before clicking on OK.
| You can remove a record from a case and add it to another if you have full write access. You can also remove a record from a case without adding it to a new case. |
Records with copies on multiple cases
When a record has been copied to multiple cases, the user may view its copies in the record window. This is done by clicking on the cases icon 
next to the “Case” field.
The “Copy overview” dialogue will open, showing all cases to which the record has been added. The overview shows the following information:
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Case number
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Case title
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Record ID
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Record title
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Created (date)
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Created by (user).
The blue highlight shows the record that is currently open.
It is possible to access the case or record copy by clicking on either case number or record ID.
Standard behaviour when closing cases
When a case is closed by a user with the necessary rights (write access to all records on the case), the case records are affected in the following ways:
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All case records are completed.
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The metadata and documents on the record cannot be edited further. Practically, this means the Edit menu item is disabled, which also disables editing the record document and sending the record as an email.
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To reopen a record, its case must first be reopened. This requires the privilege “Reopener case”.