Menu items on the “Advanced” tab

Navigate between the main and case windows by clicking their respective menu item.

Click the drop-down arrow next to Open the record’s case to view additional case tabs such as “Participants”. If any modules have been added to the case, such as F2 Manager, their corresponding tabs are also shown under Open the record’s case as shown below.

You can navigate to the case and participant windows from the record window even when the record is in read mode.

When a record is in read-only mode, click the Edit button to make changes to the record document, its attachments, and its metadata fields.

When a record is in edit mode, the Edit menu item is replaced with the Save item.

If another user is editing the record, the Edit menu item is replaced with the Take over editing item.

You can take over work on a record including its record and approval documents by clicking Take over editing in the ribbon. The menu item is shown when another user is editing the record. The other user is notified when you take over the record.

Read more about taking over a record.

Save changes to the record document, its attachments or its metadata fields by clicking Save.

The record cannot be saved if a validation error is found. This error occurs e.g. when an invalid value has been entered into a metadata field. The field will turn red and the Save button becomes inactive.

Cancel any changes made to the record document or its metadata fields. This does not affect changes made to the record title or any attached documents.

Depending on whether the record has been shared, Delete record works in two different ways.

When you delete a record, F2 asks you to confirm this action.

Users with the privilege “Can delete shared records for everyone” have the option to Delete for everyone via a drop-down menu.

Read more about deleting records.

This menu item is visible when a record has been deleted and then opened from the “My deleted records” list.

Before a record is restored, F2 asks you to confirm this action.

This button helps the user “tidy up” the record by removing it from the user’s inbox and desktop.

If you are responsible for the record, you can change the record’s status from “In progress” to “Completed”.

When you archive a record, the following dialogue appears.

Click on Mark as unread and close to close the window and mark the record as unread.

You can use the function to keep track of records you need to get back to later. Combine the function with flags and personal searches to maintain an accurate overview of everything you receive and which actions you need to take.

The “Move record” drop-down menu contains three items:

These items are described below.

The menu item “Move to archive” is active for records placed in the “My private records” list. Use it to move a record to the shared archive.

Click Move to private to move a record to the “My private records” list. Only records with the access level “Involved” can be made private.

F2 asks for confirmation before a record is made private.

If the record is attached to a case, it is removed and a new version of the record is created.

Records from “My private records” may be moved back to the “Archive”.

Only the user who moves the record to “My private records” is able to view and access the record.

Below is a list of situations in which you are unable to move a record to the “My private records” list.

Read more about the “My private records” list.

Click Move to library to move a record to the “Library” list.

A record can only be moved to the “Library” list while its access level is “Involved”. Once moved the access level may be expanded.

The “Library” list is an archive shared between all F2 users, so records with access level “All” in the “Library” can be seen by all users in the organisation.

After it has been moved to the “Library”, a record can be edited as usual. This includes the record’s access level, attachments, and metadata.

If a record that is moved to the “Library” is associated with a case, a copy of the record is created and the original record will be removed from the case.

The “Delivery type” drop-down lets you choose how to send the record.

When you have chosen the delivery type, the relevant metadata fields are added to the record.

The menu item’s icon will change to reflect the delivery type. This change also applies to the title bar of the record window:

The delivery type may be changed even when the record is not in edit mode.

Changing the delivery type happens instantaneously, and it is not necessary to save the record for the change to take effect.

These menu items may be used when sending emails.

You can choose to automatically tick these boxes from your personal settings on the "Delivery" tab. Regardless of your personal settings, you can change these settings each time you send an email.

Use this menu item to add a record to a specific meeting.

The number of meetings to which the record is added is shown in brackets.

F2 Meetings (documentation available in Danish) is a module that aims to facilitate meetings by assisting you in preparing an agenda, managing meeting documents, and producing minutes.

This menu item is active if integration with Microsoft Outlook is enabled on the F2 installation and the record contains a compatible calendar invitation.

Click Open in calendar to open an attached invitation in Outlook.

This menu item is used to assign a record as a reply to an incoming email.

Click Assign as reply to open the “Choose record” dialogue in which you can select the email.

Tick this box to make the “Case help” dialogue appear when you save a record.

Read more about the case help.

When a record is sent to internal users or units, the “Unit casework” line is created for each recipient.

The “Unit casework” line appears when the record is sent.

Read more about the unit casework line.

Opens the “Access information” dialogue which lists all users with access to the record. Viewing this list requires the “Can see access information” privilege.

Read more about the "Access information" dialogue.

F2 automatically relates an incoming email with other records when you click Reply, Reply all, Assign as reply, or Forward. You can also manually relate records to each other when creating a new record.

This menu item opens the “Related records” dialogue which lists any related records that may be part of the correspondence.

This menu item becomes active when the record is linked to another record. The number in brackets shows the number of related records.

This dialogue contains information about sender, recipient, and when the email has been sent. The columns at the far right show whether the related record precedes or follows the open record.

This menu item is active when the record is part of an FOI request. The number in brackets shows the number of FOI requests in which the record appears.

Click FOI Requests to open a dialogue with a list of the FOI requests in which the record appears. Read more about the FOI Request, Advanced module.

Opens the “Record history” dialogue which lists all activities registered on the record.

Read more about the "Record history" dialogue.

Create a new version of the record and view previous versions.

Read more about record versions.