Keywords

Keywords help facilitate knowledge sharing within the organisation. Keywords can be assigned to records and cases, providing the organisation with a flexible method for searching for and organising information in F2.

Users with the "Keyword administrator" privilege can create, manage, and remove keywords in F2.

Keywords are the same for all users in all units within an F2 installation. It is possible to assign relevant keywords to specific units and thereby support users in selecting relevant keywords.

Keywords administration

Keywords are administered as a value list in the "Value list administration" dialogue. Keywords are categorised by keyword groups, which are also administered in the dialogue.

Users with the "Keyword administrator" privilege can only administer the "Keyword" value list. The privilege does not grant access to administering other value lists.

Click on Value list administration in the ribbon on the "Administrator" tab to open the "Value list administration" dialogue.

value list admin menu
Figure 1. The "Value list administration" menu item

At the top of the dialogue, select "Keywords" from the drop-down menu. Here you can create, delete, deactivate, and edit keyword groups and keywords.

keywords value lists
Figure 2. The "Value list administration" dialogue

Keyword groups and keywords are administered via context menus. There are three different context menus that open by right-clicking the value list, a keyword group, or a keyword, respectively.

keyword right click menu
Figure 3. Context menu example

Value list context menu

Right-click on the "Keywords" value list in the "Value list administration" dialogue to access the options described in the table below.

Function Description

Create keyword group

Create a new keyword group.

Rename

Rename the value list.

Sort

Sort the keyword groups in the value list. Read more about sorting value lists.

Check for inconsistent deactivation

Check for inactive value list items with active sub-items.

Import

Import keyword groups and keywords as an XML file. Read more about importing value list items.

Export

Export all keyword groups and keywords as an XML file.

Keyword group context menu

Right-click on a keyword group in the "Value list administration" dialogue to access the options described in the table below.

Function Description

Create keyword

Create a new keyword.

Rename

Rename the keyword.

Deactivate

Deactivate the keyword group.

Deactivating a keyword group also deactivates all its keywords.

Activate

Activate the keyword group. The menu item is only visible if the keyword group is inactive.

Tick the "Show inactive" checkbox at the bottom of the "Value list administration" dialogue to display inactive items.

Delete keyword group

Delete the keyword group. If you delete a keyword group, you also delete all its keywords.

It is not possible to delete a keyword group if one of its keywords is used on a record or case.

Sort

Sort the keywords in the keyword group. Read more about sorting value lists.

Import

Import keyword groups and keywords as an XML file. Read more about importing value list items.

Export

Export the keyword group and its keywords as an XML file.

Edit properties

Edit the keyword group properties.

Keyword context menu

Right-click on a keyword in the "Value list administration" dialogue to access the options described in the table below.

Function Description

Rename

Rename keyword.

Deactivate

Deactivate keyword.

Only active keywords can be added to records and cases. Inactive keywords remain on records and cases and can still be used in searches.

Activate

Activate keyword. The menu item is only visible if the keyword is inactive.

Tick the "Show inactive" checkbox at the bottom of the "Value list administration" dialogue to display inactive items.

Delete keyword

Delete the keyword.

It is not possible to delete a keyword if it is used on a record or case.

Sort

Sort the keywords in the keyword group. Read more about sorting value lists.

Import

Import keywords as an XML file. Read more about importing value list items.

Export

Export keywords as an XML file.

Edit properties

Edit the keyword properties.

Create keyword group

In the "Keyword" value list context menu in the "Value list administration" dialogue, click on Create keyword group.

keyword group create menu
Figure 4. Create keyword group

The "Create keyword group" dialogue opens.

keyword group create
Figure 5. The "Create keyword group" dialogue

In the dialogue you can fill in the fields described in the table below.

Field Description

Title

Enter a title for the keyword group. This field is mandatory.

Description

Enter an optional description of the keyword group.

External ID

F2 automatically suggests an external ID when the title is entered. This field is mandatory.

Active from/Active to

Specify an optional time period in which the keyword group is active. If you do not specify a start date, the keyword group will be active immediately upon creation.

If you specify an end date, the keyword group will be deactivated on that date. Deactivating a keyword group also deactivates all keywords within that keyword group. It is not mandatory to specify an end date.

Click on Create keyword group at the bottom of the dialogue.

Edit keyword group

In the context menu of a keyword group in the "Value list administration" dialogue, click on Edit properties.

keyword group edit menu
Figure 6. Edit keyword group

The "Update keyword group properties" dialogue opens. Here you can edit all fields. The fields are described in the section Create keyword group.

keyword group edit
Figure 7. The "Update keyword group properties" dialogue

If a keyword group is deactivated, either by ticking the "Deactivate keyword" checkbox or because the "Active to" date has passed, all keywords in the keyword group will also be deactivated.

Click on Save to save your changes.

Create keyword

Keywords are created within a keyword group. In the context menu of the desired keyword group in the "Value list administration" dialogue, click on Create keyword.

keyword create menu
Figure 8. Create keyword

The "Create keyword" dialogue opens.

keyword create
Figure 9. The "Create keyword" dialogue

In the dialogue you can fill out the fields described in the table below.

Field Description

Title

Enter a title for the keyword. This field is mandatory.

Description

Enter an optional description of the keyword.

External ID

F2 automatically suggests an external ID when the title is entered. This field is mandatory.

Active from/Active to

Specify an optional time period in which the keyword should be active. If you do not specify a start date, the keyword will be active immediately upon creation.

If you specify an end date, the keyword will be deactivated on that date. It is not mandatory to specify an end date.

Only active keywords can be added to records and cases. Inactive keywords remain on records and cases and can still be used in searches.

Click on Create keyword at the bottom of the dialogue.

Edit keyword

In the context menu of the desired keyword group in the "Value list administration" dialogue, click on Edit properties.

keyword edit menu
Figure 10. Edit keyword

The "Update keyword properties" dialogue opens. Here you can edit all fields. The fields are described in the section Create keyword.

keyword edit
Figure 11. The "Update keyword properties" dialogue

If a keyword is deactivated, either by ticking the "Deactivate keyword" checkbox or because the "Active to" date has passed, the keyword cannot be added to records and cases.

Click on Save to save your changes.

If a keyword is edited, records and cases on which it is used will be updated with the edited keyword.

Search for keyword group or keyword

You can search for titles of keyword groups and keywords in the search field above the list of keyword groups.

keyword search
Figure 12. Search for keyword groups and keywords

Relevant keywords for units

The "Relevant keywords for units" menu item on the "Administrator" tab is used to assign specific keywords to a unit. This helps the unit’s users select relevant keywords.

keyword menu
Figure 13. The "Relevant keywords for units" menu item

The organisation may assign relevant keywords to the individual units via the "Relevant keywords for units" window, as shown below. This makes it easier for the user to select the keywords for their records and cases.

The unit keyword assignment also means that when a user starts typing a keyword, F2 automatically displays relevant keywords.

assign keywords
Figure 14. Select keywords

The three columns in the "Relevant keywords for units" window are described below.

Column Description

Unit

Shows the organisational units created in F2.

All keywords

Shows an overview of available keywords that can be selected/deselected for the unit chosen in the "Unit" column.

Relevant keywords for the unit '[unit name]'

Displays the keywords that are relevant for the unit chosen in the "Unit" column.

Assign keywords to a unit

To assign one or more relevant keywords to a unit, select it in the "Unit" column. Drag the keywords from the "All keywords" column to the "Relevant keywords for the unit '[unit name]'" column. It is also possible to add a keyword by right-clicking on it and selecting "Add keyword".

Click on OK to mark the keyword as relevant for the selected unit.

If no relevant keywords are assigned to a unit, F2 will display all keywords to users in that unit.

Remove keywords from a unit

To remove a keyword, simply drag them from the "Relevant keywords for the unit '[unit name]'" column to the "All keywords" column. You can also remove a keyword by right-clicking on it and selecting "Remove keyword".

Click on OK and the keyword is no longer marked as relevant for the selected unit.