Meetings in F2 Manager 2
| 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. |
On F2 Manager 2 you have access to cases, records, and documents that have been transferred to the app for meetings and projects. The material is available during the period selected in F2 Desktop when cases and meetings are synchronised via the meeting types referred to as ad hoc meetings and F2 Meetings.
Tap Meetings in the bottom ribbon on F2 Manager 2 to open an overview of your meetings.
In the left side you can see the meetings (1). You can search for meetings using the calendar and the search field above the calendar (2). Tap on a day to show that day’s meetings in chronological order. Tap on a meeting in the list to show its agenda in the preview to the right (3). Above the preview are functions for opening and reading the meeting material (4). Above the functions are the metadata of the selected meeting, which consists of title, meeting time, and the number of agenda items (5).
Types of meetings
F2 supports two different types of meetings: ad hoc meetings, and meetings created through the F2 Meetings module (documentation available in Danish). Both types of meetings appear on F2 Manager 2 in the same view, except that the record document is displayed as a separate document on the agenda for meetings created with F2 Meetings.
Ad hoc meetings are transferred to F2 Manager 2 when a case is synchronised to the iPad from F2 Desktop.
Meetings are created in F2 Desktop and are available through the F2 Meetings module. Unlike ad hoc meetings, which are automatically transferred when a case is synchronised to F2 Manager 2, F2 Meetings are used for the purpose of creating and scheduling meetings in F2 Desktop independently of F2 Manager 2. The state of agenda items must be set to "Draft" or "Final" for them to be synchronised to F2 Manager 2.
The meeting list
Meetings are displayed in the meetings list with their title, meeting time, and the number of agenda items. The list is sorted by meeting time. Meetings set to last all day are found at the top of the list.
You can select a day in the calendar above the meeting list. In "Settings" you can choose whether you want to display meetings for the selected day only or to display any upcoming meetings in the current week as well.
Search for a meeting
In the search field above the meeting list, you can search for meetings on the selected day, or you can search for meetings that occur after the selected date. Tap the search field in order to search. You can choose to include past meetings using the Include previous meetings button. Search for meeting title, participants' names, agenda item titles, and record IDs, as well as attached document titles.
Meeting ribbon functions
The ribbon above the preview changes depending on whether you are viewing a meeting or an agenda.
Meeting view functions
In the meeting view, you will find menu items to read and open the meeting in the ribbon above the preview.
When the ribbon is shortened, the menu items are gathered in the "More" drop-down menu.
The functions are as follows:
| Function | Description |
|---|---|
Full screen/Split screen |
Display the selected content on the entire screen or restore the default view. |
Expand/Collapse all agenda items |
Expand or collapse all agenda items. |
Open meeting |
Open selected meeting in the agenda view. |
Agenda view functions
When viewing an agenda, you will find menu items to read and work with agenda items and attached documents in the ribbon above the preview.
When the ribbon is shortened, the menu items are gathered in the "More" drop-down menu.
The functions are as follows:
| Function | Description |
|---|---|
Full screen/Split screen |
Display the selected content on the entire screen or restore the default view. |
Share |
Share the document with other apps on your iPad. This function is only available for attachments. You cannot share an approval document. |
New chat |
Create a chat on the agenda item’s record. This menu item is only visible when the agenda item is selected. |
Search |
Search within the selected document. The first match is highlighted in yellow. Other matches are highlighted in white. |
Hide annotations/Show annotations |
Hide or show annotations in the selected document. The menu item is only visible for annotated documents. |
Annotate |
Open the selected document in annotation mode. |
View combined/Split view |
View the agenda item’s record document and the attached documents in the preview either as a combined PDF or as separate PDFs. |
Meeting view
Each meeting has agenda items. Each agenda item is based on a record. You can read and annotate the agenda items and their attached documents.
When you tap a meeting in the list on the left, its agenda is displayed in the preview on the right. Agenda items are collapsed, and the number of attached documents is shown next to the attachment icon on each item. Tap an agenda item to expand it and view the item’s attached documents. Unread documents are bolded. Above the agenda are meeting participants and any meeting description.
When an agenda item is expanded, you can view its attached documents. Tap a document to open it or tap the right arrow to open the document related to the agenda item. The agenda item document corresponds to the record document of the relevant record.
Agenda view
When you open an agenda item or a document attached to it, the agenda view opens.
In the agenda view, the agenda is displayed as a list on the left side. Tap an item to expand a list of its attached documents. The number of documents attached to an agenda item is shown next to the attachment icon on the item. Unread documents are bolded in the list.
Tap an agenda item or an attached document to preview it on the right.
The agenda for meetings created with F2 Meetings
Meetings in F2 Manager 2 that are created with F2 Meetings (documentation available in Danish) display agenda items in a different way than meetings created as ad hoc meetings. When records are added to agenda items, their record documents and any attachments are added as appendices. For this reason, it is possible to toggle whether the record documents are included as documents on F2 Manager 2. The agenda item document displays any description added to the agenda item via F2 Meetings.
Annotate documents
You can annotate documents. Tap a document in the list on the left to show it in the preview to the right. Then tap Annotate in the ribbon to open the selected document in annotation mode.
In annotation mode the annotation toolbox is placed at the bottom of the screen by default. You can move the toolbox by pressing it and dragging it to the desired location. F2 Manager 2 remembers where you placed the toolbox the next time you open a document in annotation mode.
Tap a tool to start using it.
Tap Cancel in the ribbon to undo your recent annotations and exit annotation mode.
Tap Save in the ribbon to save your latest annotations and exit annotation mode.
If the document already contains annotations, you can jump between them using the Previous annotation and Next annotation buttons.
The annotated document is saved as a PDF file on F2 Manager 2 and in F2 Desktop. When you reopen the document on F2 Manager 2, you can choose to view the PDF file with your annotations or you can choose to hide the annotations and view the original document.
Annotated documents are shown with a pencil icon in the list to the left.
| If someone edited the original document after you annotated it, e.g. another user updated the document in F2 Desktop, you may end up overwriting your annotations if you annotate the new version of the original document. |
Write annotations
You can make text annotations in a document. Tap the text box icon 
in the ribbon to open a text box in the document.
Tap the text box and write your text using the keyboard. Change the size of the text box by dragging the small blue dot on the right. Move the text box by pressing it and moving it to another location in the document.
Tap the round menu icon in the top right corner of the text box to open an options menu. Here you can choose font type, size, and colour, as well as background colour. From the menu you can remove the text box by tapping Remove.
Tap the pencil icon in the ribbon to display the toolbox with the other annotation tools.
Access annotated documents from F2 Desktop
The PDF file with the annotations can be accessed from F2 Desktop by all approvers on the approval. The filename for the PDF follows the formula "[Original title] (annotated by [username])".
F2 automatically collects all annotated documents on one case entitled "F2 Manager archive for [Username]" regardless of the documents' original case attachment. This case contains all the records with annotated documents in PDF format. F2 creates a record for every record on the case with an annotated document. If one of the original records has several annotated documents attached, they are all saved on the same record.
By default, only the user who made the annotations can access the "F2 Manager archive for [Username]" case and its annotated documents, because their access level is automatically set to "Involved" and case access is restricted to the user. This means that the annotations are kept private and cannot be found by others. As with other records in F2 it is possible to share the records with other users, e.g. by changing the access level or by chatting the record to another user.
| The automatic access restriction on the case can be disabled through a configuration. The records on the case will retain the "Involved" access level. F2 is configured in cooperation with cBrain. |
Chat from an agenda item
You can chat on the individual agenda items from F2 Manager 2. When you chat on an agenda item, you are chatting on the record that constitutes the agenda item. You can create a new chat from the ribbon.
You can find an overview of all your chats on F2 Manager 2 in the chat list.
View chats in agenda view
In the agenda view, chats are shown on an agenda item below any attached documents. Unread chats are bolded.
Tap a chat on the list to read it in the chat window.
View chats in meeting view
Chats are shown as part of the agenda when you expand an agenda item in the meeting view. Unread chats are bolded.
Tap a chat to open it in the chat window.
