Add a record to a case
| 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. |
You can add a record to a new case or an existing case. You can also copy a record to multiple cases.
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 you start typing in the field, F2 starts searching for relevant cases.
You can 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. Read more about the “Choose cases” dialogue.
Click Save in the record ribbon when you have added a case in the "Case" metadata field. The record is then added to the case.
| A configuration lets users add records to completed cases. Completed cases titles are italicised. Read more about completing cases. F2 is configured in cooperation with cBrain. |
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
You can create a new case from the current record 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. Read more about the “Choose cases” dialogue.
When you create a case in one of the two ways mentioned above, the following dialogue opens:
In the “New case” dialogue, enter the case title and other relevant metadata such as file plan, action code, disposal code, or case guide. Depending on F2’s configuration it may also be possible to choose a case template that determines which metadata fields to fill in.
When you have filled in the fields, click on OK to create the case. Read more about the case window and working with 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 you can create a new case. |
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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 you select one or more cases and click Add case(s). If you remove all cases 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 you have 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 Advanced searches. |
Add a record to a single case in dialogue
Search for the relevant case in the "Choose cases" dialogue.
Add the record to the case by selecting the case in the result list and clicking on OK in the dialogue’s ribbon. Alternatively, you can double-click on the relevant case. In both instances, the dialogue closes, and the case is transferred to the record’s case field.
Copy record to multiple cases in dialogue
You can copy a record to multiple cases in the "Choose cases" dialogue.
Click on Choose multiple cases in the dialogue’s ribbon. Search for the relevant cases and add them to the “Chosen cases” field by double-clicking on them or by clicking on Add case(s) in the ribbon. Click on OK to transfer 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, you can view its copies in the record window 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.
You can 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”.