Manage records
| The content of this website is last updated to F2 version 12. cBrain are working hard on supplying you with the newest documentation of F2. |
F2 contains a number of functions which help you manage your records, such as tagging them and placing them in lists. This helps you categorise your records and creates an overview e.g. through search lists. Management functions include adding a deadline for your unit’s casework and deciding which records appear in search lists such as "My inbox" and "My desktop".
The management and organisation functions are found in both the record and main windows. The following sections describe the functions when accessed from the main window ribbon, but the procedure in the record window is identical.
Personal control
You have a number of personal control options in the "Me" menu group in the record and main windows when opening or selecting a record in the result list. The personal control values are only visible to you. The figure below shows the menu group from which you can place a record in your inbox and on your desktop. From the middle of this menu group, you can add a flag to the record. Use the bottom menu item to add a deadline to the record.
Place record in personal list
You can use the personal control functions to manage and organise your work on a record. Using the personal control menu group, you can place the record as follows:
| Icon | Description |
|---|---|
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The record is located in your inbox. |
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The record is located on your desktop. |
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The record is located both in your inbox and on your desktop. |
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When none of the icons are highlighted, the record is shown neither in your inbox nor on your desktop. However, the record can always be found in the “Archive”, “My archive”, or another search in which it matches the search criteria. |
Assign personal flag
You can assign a personal control flag to the record, which is only visible to you. The assignable flags are defined by a user with the “Flag administrator” privilege and may vary between installations. The flag value is used in e.g. advanced searches.
Add personal deadline
You can set a personal deadline for your work on the record, which is only visible to you. Enter a deadline directly in the field, or click the calendar icon and choose a date. You can also click the “Yesterday”, “Today”, or “Tomorrow” button.
Additionally, F2 can calculate a deadline based on your input. Type e.g. “+7” in the date field and press Enter. The deadline is then set to seven days from the current date.
Unit control
The unit control functions are collaborative tools. They allow you to involve your unit in several ways and can also be used to create a general overview of tasks and processes for unit members.
The functions for unit control are found in the menu group named after your unit. Here are options for placing a record in the unit inbox and desktop and for adding a deadline and a flag to create an overview and promote knowledge sharing.
| You can also manage incoming emails by adding the “Unit casework” line. |
Place record in unit list
Users in a unit can manage and organise the appearance of a record in the unit’s lists, that is, “Inbox (unit name)”, “Desktop (unit name)”, and “Archive (unit name)”. This can be done using the unit control menu group on the ribbon in either the record window or the main window.
The procedure is identical to that of personal control:
| Icon | Description |
|---|---|
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The record is located in the unit’s inbox. |
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The record is located on the unit’s desktop. |
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The record is located in both the unit’s inbox and on the unit’s desktop. |
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When none of the icons are highlighted, the record is neither shown in the unit’s inbox nor on the unit’s desktop. However, you can always find the record in the “Archive”, “My archive”, or another search in which it matches the search criteria. |
Assign unit flag
Users in a unit may assign a unit control flag, which is only visible to the unit. The assignable flags are defined by a user with the “Flag administrator” privilege and may vary between installations. The flag value is used in e.g. advanced searches and when setting up fixed searches for the unit.
Add unit deadline
Users in a unit may set a unit deadline for their work on the record, which is only visible to the unit. Enter a deadline directly in the field, or click the calendar icon and choose a date. You can also click the “Yesterday”, “Today”, or “Tomorrow” button.
Additionally, F2 can calculate a deadline based on your input. Enter e.g. “+7” in the date field and press Enter. The deadline is then set to seven days from the current date.
Archive, remove, and delete records
Use the “Remove” menu group on the main window ribbon to archive, delete, and remove records from specific lists.
These functions are described in the following sections.
Archive
Click on Archive to archive the record(s) you have selected in the result list. When a record is archived, F2 helps you "clean up". This means that F2 automatically removes the record from “My inbox” and “My desktop” and opens the following dialogue.
In this dialogue you can choose to change the record’s status from “In process” to “Complete” if you are responsible for the record. In other words, F2 updates the “Status” metadata field.
Remove from list
Use the “Remove from list” function to remove records from the list you have currently selected in the main window. This function is available for the following lists and search lists created from these:
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My inbox
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My desktop
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The unit’s inbox
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The unit’s desktop.
If a record is removed from a list, it can still be found on other lists on which it has been placed. You can also still find the record in the “Archive”, “My archive” and on any search lists created from these.
Delete record
The “Delete record” menu item works in one of two ways depending on whether the record is shared. Users with the “Can delete shared records for everyone” privilege also have the option of selecting “Delete for everyone” in a drop-down menu.
