Advanced search fields
The metadata search fields are divided into groups. The number of groups may vary according to modules to the F2 installation.
You can use search operators in some free-text search fields.
The metadata fields of each group are presented below.
The “Favourites” search group
You can create a search group with your personal favourite search fields.
Click on Edit favourite search fields in the main window ribbon to open a dialogue with a wide range of predefined search fields.
Click on Records on the left side of the dialogue. Tick off fields to add them to the favourite search group as shown below.
The ticked-off search fields are now included in the “Favourites” search group as shown in the example below.
You can add search fields to favourites when viewing a search group. To do this, hover the cursor over a search field to make a grey star appear. Click on the star to add that search field to favourites. The star turns yellow. Click the star again to remove the search field from “Favourite search fields”.
The “General” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
Record/case title Record title Case title Current record title |
Search string |
Search for records or cases whose title contains the search string. “Record/case title”:
The search result will display the current title of the email. ”Record title”:
The search result will display the current title of the email. ”Case title”:
”Current record title”:
|
||
Content |
Search string |
Search for records with attachments whose content matches the search string. |
||
ID No |
Number |
Search for records with a specific ID number. |
||
Record or case status Record status Case status |
In progress Complete |
Search for records based on whether they are in progress or completed. |
||
Record deadline My deadline Unit deadline Deadline, unit casework Case deadline Record or case deadline |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Records and/or cases whose deadline is within the specified interval. Records and/or cases with the user’s personal deadline within the specified interval. Records and/or cases with the unit’s case management within the specified interval. Records and/or cases with the unit’s deadline within the specified interval. |
||
Personal flag Unit flag |
Flags |
Search for records with the specified flag. Flags are defined via a value list by a user with the “Flag administrator” privilege. |
||
Record or case keyword Record keyword Case record |
A certain keyword. A keyword within a specific subject. A keyword or subject which contains a specific text. |
Search for keyword(s) specified on the record or case. Makes it possible to create lists based on a certain keyword. Use the drop-down menu to search for results matching either at least one or all entered keywords. |
||
External access of the record/case External access of the record External access of the case |
Undefined Open Partly open Closed |
Search for records shared with external participants via the F2 External Access module. |
The “Responsibility” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
Record/case responsible Record responsible Case responsible |
User Unit Me My unit |
Search for records or cases for which the specified user or unit is responsible. Use the dynamic search terms Me or My unit to search for yourself or your unit. For fixed searches this means that the search adapts to the user who opens it. |
||
Seen |
Yes No |
Search for records marked as seen on the “Unit casework line”. |
||
Unit responsible for case/record Unit responsible for record Unit responsible for case |
Responsible unit My unit |
Search for records/cases for which the specified unit is responsible. My unit is the unit to which the current user belongs. |
||
Record/Case suppl. case mgr. Record suppl. case mgr. Case suppl. case mgr. |
User Me |
Search for records/cases for which the specified user is set as supplementary case manager. This option can be used for finding records for which the user is supplementary case manager and for records on whose case the user is supplementary case manager. It is possible to search for either one of the options or for both. |
||
Record/case suppl. units Record suppl. units Case suppl. units |
Unit My unit |
Works as the preceding search, except this search is for records and cases for which a unit is set as supplementary case manager insted of a user. |
||
Casework |
User Unit Me My unit |
Search for records for which the specified unit/user is specified in the unit casework line.
|
||
Recipient seen |
All Some Not all Nobody |
This field makes it possible to sort a search based on whether the recipient(s) has/have seen the record/email.
|
||
Access |
Involved Unit All |
Search for records by the specified access level. |
The “Delivery” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||||
|---|---|---|---|---|---|---|
From |
User Unit Participant Email address Email domain Me My unit |
Search for emails sent by the specified participant, user, unit, email address, or email domain. The search field provides user-specific suggestions to participants as in delivery fields on records.
|
||||
To |
User Unit Participant Email address Email domain Me My unit |
Search for emails received by the specified participant, user, unit, email address, or email domain. From a drop-down menu under the field, select whether the result should match one of the following:
The search field provides user-specific suggestions to participants as in delivery fields on records.
|
||||
Sent |
Yes No |
Search for emails based on whether they have been sent. |
||||
Record type |
Undefined Inbound Outbound Internal |
Search for records that are either sent to or received from external participants, or records for internal use. |
||||
Read |
Yes No |
Search for emails based on whether they have been read. |
||||
Received date |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Undefined = No received date. |
||||
Letter date |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. |
The “Case related” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
Case |
Search string Number Defined Undefined |
F2 automatically suggests case titles when you start typing in this field. Both user-specific and universal suggestions are displayed, depending on your input.
A case can also be selected via the case icon. Searching for Defined will display records with a case association. Searching for Undefined will display records without a case association. The search terms Defined and Undefined are especially useful when combined with other search criteria. |
||
Registered |
Yes No |
Search for records on cases based on whether they have been registered. |
||
Record No |
Number Undefined |
A record is automatically assigned a number when added to a case and then registered. |
||
Record/case prior case No. Record, prior case No. Case, prior case No. |
Number Undefined |
Search for records or cases via a previous case number. |
||
Record/case participants Record participants Case participants |
Users Units External participants Me My unit |
Search for cases in which the specified users/units/external participants are involved. Use the drop-down menu to search for results matching either at least one or all entered participants. |
||
File plan |
Values in the file plan list, set up by an administrator |
Search for cases matching the specified file plan. |
||
Action code |
Action codes set up by an administrator. |
Search for cases with the specified action code. |
||
Case guide |
Predefined case guides |
Search for the number of cases with the specified case guide. |
||
Progress code |
Pre-defined progress codes assigned to cases. |
Search for applied progress codes. |
||
Quality stamped |
Yes No |
Search for cases based on whether they have been quality assured. |
The “Chat” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description | ||
|---|---|---|---|---|
Chat text |
Search string |
Search for chats containing the specified search string. |
||
Chat participant |
User Me |
Search for chats in which the specified user is a participant.
|
||
Chat title |
Search string |
Search for chat titles containing the specified search string. |
||
Chat entry by |
User Me |
Search for chat messages written by the specified user.
|
The “Note” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
Note content on records/cases Note content on records Note content on cases |
Search string |
Search for notes containing the specified search string. |
Note participants |
User Unit Me My unit |
Search for notes in which the specified user or unit is a participant. |
Note title on records/cases Note title on records Note title on cases |
Search string |
Search for note titles containing the specified search string. |
Note entry authors on records/cases Note entry authors on records Note entry authors on cases |
User Me |
Search for note entries written by the specified user. |
The “Other fields” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
Record or case created by Record created by Case created by |
User Me |
Search for records/cases created by the specified user. |
Record or case created Record created Case created |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for records and/or cases created within the specified interval. |
Access limitation on record/case Access limitation on record Access limitation on case |
User Unit Security group Team Me My unit |
Search for records and cases with an access limitation. |
SSN/CVR No of record/case SSN/CVR No of record SSN/CVR No of case |
Number |
Search for records and/or cases with the specified SSN/CVR number. |
Record/case involved participants Record involved participants Case involved participants |
User Unit External participant Me My unit |
Search for records and/or cases with the specified user/unit/external participant as a participant involved in the record/case. |
External case ID |
Number |
Search for records with the specified external case ID. |
Standard search |
Predefined searches in F2. |
Predefined searches are available in this field. |
Reminder date |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for records with a reminder date within the specified interval. |
Annotation text |
Search string |
Search for annotations containing the specified search string. |
The “Approval process” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
Responsible |
User Unit Me My unit |
Search for approvals for which the specified user or unit is responsible. |
Approvers |
User Unit Me My unit |
Search for approvals for which the specified user or unit is an approver. |
Copy recipients |
User Unit Me My unit |
Search for approvals for which the specified user or unit is a copy recipient. |
Current step |
User Unit Me My unit |
Search for records with the specified approver for the current approval step. |
Current step or thereafter |
User Unit Me My unit |
Search for records with the specified approver for either the current or a pending approval step. |
Deadline |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals with deadlines within the specified interval. |
Final Approval |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both of the date fields. Use + and – to create a dynamic period that calculates a date a number of days forward or backward. Search for approvals that are finally approved within the given interval. |
Deadline, current step |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals with current step deadline within the specified interval. |
Start date |
Date Yesterday Today Tomorrow Undefined + [No. of days] - [No. of days] |
Fill in one or both date fields. Use + and - to define a dynamic period starting or ending a number of days from today. Search for approvals that have been initiated during the specified interval. |
Urgent |
Yes No |
Search for approvals with or without urgent status. |
Approval type |
Value list created by an administrator. |
Search for approvals of the specified type. |
Started |
Yes No |
Search for approvals that either have or have not been initiated. |
Approval status |
In process Completed Cancelled |
Search for approvals that are either in process, completed or cancelled. |
State of approval |
Returned Approved Conditionally approved |
Search for approvals that have either been returned, approved or conditionally approved. |
The “Request” search group
In the table below, the "Search field" column lists each search field variation if more than one is available. For example, "Record or case status" have the variations "Record status" and "Case status". If you can fill in a search field with predefined values, these are italicised in the "Possible values" column.
| Search field | Possible values | Description |
|---|---|---|
Creator |
User Unit Me My unit |
Search for requests created by the specified user/unit. |
Creator unit |
A unit My unit |
Search for requests with the selected unit or with users from the selected unit as request creators. |
Request type |
Request types - a value list managed by an administrator. |
Search for requests based on type. |
Request deadline |
Date Yesterday Today Tomorrow Undefined +[no. of days] -[no. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for requests with a specific deadline. You can search for a specific date and for intervals. |
Internal request deadline |
Date Yesterday Today Tomorrow Undefined +[no. of days] -[no. of days] |
Fill in one or both date fields. Use + and – to define a dynamic period starting or ending a number of days from today. Search for requests with a specific internal deadline. You can search for a specific date and for intervals. |
Request number |
Number |
Search for a request with the specified request number. |
Description |
Search string |
Search for requests whose description contains the specified search string. |
Recipient |
User Unit Me My unit |
Search for requests sent to the specified user/unit. |
Request recipient unit |
Unit My unit |
Search for requests with users from the selected unit as request recipients. If you enter "IT Office", for example, you will search for all requests sent to users who are part of the "IT Office" unit. You will not search for requests where "IT Office" is the request recipient. If you want to search for requests with a specific unit as recipient, use the search field "Request recipient". |
Executor |
User Unit Me My unit |
Search for requests for which the specified user/unit is the executor. |
Current request status |
Created Sent Edited Cancelled Forwarded Accepted Accepted with comment Declined Answer record created Executed Finalised Finalised with evaluation |
Search for requests based on the request status. You can select multiple statuses. |
Executed |
Yes No |
Search for requests that either have or have not been executed. |
Return to |
User Unit Me My unit |
Search for requests to be returned to the specified user/unit. |
Approved |
Yes No |
Search for request answers that either have or have not been approved. |