Record and document cooperation

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.

Records and their attached documents can be opened in edit mode independently of each other. This means that different users can edit the record and its documents simultaneously. However, users cannot edit the same object (record or document) at the same time.

Only a limited range of file types can be edited in this way. The file types from the Office package are included by default. The range of file types can be configured in cooperation with cBrain.

Edit record and documents separately

When you open a record or document in edit mode, only the relevant record or document opens for editing. This means, for example, that you can work on an attached document while another user can simultaneously edit the record metadata without affecting your work.

Example: Alya needs to write a letter to a citizen. She right-clicks the document that constitutes the letter and selects Edit Document to begin her work. Meanwhile, Ben realises that the access level of the record is incorrect. He clicks Edit in the record window’s ribbon to edit the record and its metadata. Alya is also cooperating with Carla on an appendix to the letter. Carla double-clicks on the attached document and chooses to open it in edit mode to work on the content. Alya’s work on the letter is unaffected.

Figure 1. Edit record and its documents separately

You need write access to documents to edit a record’s attached documents and full write access to the record to edit its metadata.

When a record is in edit mode, it also applies to its record document and approval documents, if any. This means it is not possible for one user to edit the record document while another edits the record’s metadata.

F2 uses a pencil icon pencil 18 to indicate that an attached document is being edited by another user. You can see the icon on attached documents in all windows. Hover the cursor over the document to see a tooltip about who is editing the document and when they started their work.

Example: Alya is working on an appendix to a Word document. She wants to add a reference to the appendix in the document’s text, but she can see in the record’s document area that another user is already editing the document. She hovers the cursor over the document, and a tooltip tells her that her colleague Chester started editing the record a couple of hours ago. Alya knows that if she opens the document to edit it, Chester risks losing two hours of work. When Chester finishes editing the document, saves and closes it, the document’s icon is immediately updated, showing Alya that she can safely open and edit the document.

Figure 2. A document’s pencil icon and tooltip in record preview

You can also choose to take over a document from another user.

Take over a record

When another user is editing a record, the Edit menu item changes to Take over editing in the ribbon. This shows you that the record is being edited, and you have the option to take over. If you take over a record, the other user cannot save their changes.

You can only take over a record from another user if you have full write access to the record.

It is good form to chat your colleague before taking over work on a record.

Click Take over editing to take over a record, including its record document and approval document, if any.

Figure 3. The "Take over editing" menu item in the record ribbon

The dialogue "Another user is editing the record" shows you the name of the user currently editing and when they started. Click Take over editing to continue.

Figure 4. The dialogue "Another user is editing the record"

If you have taken over editing by mistake, you can undo it. Click Cancel in the ribbon, and the user you took over the record from regains the option to save their work.

When you take over editing, the other user is immediately notified by F2 that you have taken over the record.

Figure 5. The other user is notified when you take over the record

The user you took over from cannot save their changes but can click Cancel in the record’s ribbon to discard them. They can then close record.

Figure 6. The "Cancel" menu item in the record ribbon

If the other user attempts to save their changes after you have stopped editing the record, F2 will tell them that a newer version of the record exists. The user can click Yes in the dialogue to undo their changes and show the latest version of the record.

Figure 7. The "Record has been updated" dialogue

If the user chooses to click No in the dialogue, the user’s text will still be visible. This way the user has the opportunity to save their text elsewhere. The dialogue will reappear when the user closes the record. Then the user can click Yes in the dialogue and view the latest changes.

It is also possible to take over the record’s attached documents.