Menu items on the record ribbon

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.

Click “Prepare sending” to display the delivery metadata fields used for sending the record as an email.

When adding a recipient, this menu item changes to either “Send” or “Send securely”, depending on your personal settings.

For further information, see below.

The “Send” menu item is used to send an email (internally or externally).

“Send securely” is a configuration with which an encrypted email can be sent from F2 to external recipients. The security level of emails sent internally in F2 is already correspondingly high, so internal emails need not be sent using this function.

Use of this function presupposes that the organisation has a third-party provider to sign and encrypt the emails F2 marks as “Send securely”.

Emails sent securely are marked with the icon.

Changes the record’s status from “In progress” to “Complete”.

When the record is completed, this menu item changes to “Reopen record”, which is described below.

Reopen a record. Changes the record status from “Complete” to “In progress”.

Open the chat window from which a new chat can be added to the record.

Click the drop-down arrow to select “New chat to all” which automatically adds all the record’s internal participants to a new conversation.

Read more about chats.

Open the note window from which a new note can be added to the record.

Read more about notes.

Open the “New annotation” dialogue.

Read more about annotations.

Open the “New request” dialogue from which a new request can be created.

Select either a regular request or a group request via the drop-down menu. Both types are modules and respectively enable:

For further information, see Request and Group Request.

Click on New record to open the “New record” dialogue. Read more about the "New record" dialogue.

Click the drop-down arrow to open a menu with the following items:

Each menu item creates a new record whose metadata are adjusted according to the selected type.

The submenu items are described below.

Create and open a new email with the user as sender. Read more about creating and sending emails.

Open the “New document” dialogue from which you can select a document template. This creates a new record with an attached document based on the selected template.

This document will open so you can work on it, while its record opens in the background.

Read more about the "New document" dialogue.

Open the “New approval” dialogue from which a new record with an approval can be created.

The “New approval” dialogue offers the same options as when creating a new record. These are described in the Create record section.

Read more about the Approvals module.

Open the “New Digital Post” dialogue from which a new Digital Post can be created.

Read more about the module F2 Digital Post (Next Generation).

The “New Digital Post” dialogue has the same options as the “New record” dialogue. These are described in the Create record section.

Open the “New e-Boks” dialogue from which a new Digital Post for e-Boks can be created.

Requires the module F2 Digital Post (e-Boks).

Open the “New M4 mail” dialogue from which an M4 mail can be created.

Requires the module F2 Digital Mail (M4) (documentation available in Danish).

The “New M4 mail” dialogue has the same options as the “New record” dialogue. These are described in the Create record section.

Open the “New output manager” dialogue from which a new record with an output manager can be created.

Requires the module F2 Output Manager (documentation available in Danish).

The “New output manager” dialogue has the same options as the “New record” dialogue. These are described in the Create record section.

Add an approval to an existing record.

F2 Approvals is a module that aims to facilitate the process of approving work material.

Select which metadata fields to display in the record window.

When opened, a record is shown with the metadata fields specified on the "Record fields" tab in "Personal settings".

The “Show all fields” drop-down menu lets you choose between the following groups of metadata files:

These fields are described in the Record metadata section.

A user has several managing options for records in F2:

These options are described in further detail in Personal control.

A user has several managing options for records on behalf of his/her unit in F2:

These options are described in further detail in Unit control.

Open the “New document” dialogue from which you can add a document template to the record. Read more about creating a new document from a template.

Two print options are available for a record:

Click Lock documents to temporarily prevent the record’s documents from being edited.

The menu item is only active when the record is in edit mode. When a record’s documents are locked, the menu item changes to a darker colour:

Locked documents cannot be edited until they are unlocked by the same user or another user with full write access to the record.

The locked state cannot be changed if the record has been sent or received as an email. In this case, the menu item is deactivated:

Open Windows File Explorer to select a file and attach it to the open record.

Clicking the drop-down arrow opens a menu with the following menu items:

The menu items are described in the Attach documents section.

Create a PDF version of the record and its attachments.

Click the drop-down arrow to display a menu with the following items:

The created PDF will open automatically in the programme associated with PDF files.

Each menu item is described below.

By default, F2 creates a joint PDF file containing a standard front page, the record document and any attachments.

Each page of the PDF contains a header displaying the title and number of the record and the attachment.

The first page of the PDF contains certain record metadata:

Opens the “Create adjusted record PDF” dialogue. Here select which documents to include and whether to include a header for each document.

Select or deselect all documents simultaneously by checking the box on the left of "Title". You can toggle the automatic document header added to the documents using the checkbox at the bottom of the dialogue.

Your personal settings determine how F2 pre-fills this dialogue.

Displays the record as it will appear on F2 Manager on iPad.

Requires the F2 Manager module. For further information on this, see Manager.

“Copy record” contains three menu items:

Read more about copying records and merging to case participants.

Link one record to another via either title or ID.

“Copy link to this record” copies a link to the clipboard and can be pasted into another record document. The link will be displayed as the record’s title.

“Copy record ID” copies the record ID to the clipboard which can then be pasted into e.g. a record document, a chat or a search field.

"Share externally" enables external participants to upload or download documents to records in F2 via a unique link.

The menu group consists of three menu items:

The "Shared link overview" menu item opens an overview of all sharing links created on the record. Sharing links cover both upload and download links.

Read a detailed description of the module here.

Opens cSearch, an expanded, intelligent search engine for the general search functions in F2. Read a detailed description of its functions and scope here.

Opens the F2 AI Assistant, which you can use to generate answers based on the record you are working with. Read more about using :ai-assistant:record-window.adoc[the F2 AI Assistant in the record window].