Receive an F2 requisition

You can handle F2 requisitions using the work routines that you normally use to handle cases and processes.

F2 requisitions to WorkZone users

When an F2 requisition is sent, the following happens in WorkZone:

  • A case is created in WorkZone. The case reflects the purpose of the F2 requisition in the case title and case text. Documents and other meta data are added to the case according to the F2 requisition.

    Note: You can view the requisition ID on the Information tab on the case.
  • A phase process of the type Ministerial is started with suggestions for deadlines and stakeholders.
  • F2 information about sender and copy recipients is merged to descriptions in the following places:
  • The Ministerial process description. The Extended distribution process description, which is started as part of the Ministerial process, inherits the description from the Ministerial process. The information is available in the distribution smarttask.
  • Case text on the case.

Updated requisitions

If an F2 requisition is updated and recent, the case with the corresponding requisition ID is updated:

  • The case title and phase process title is updated. The text in the square brackets in the title is changed according to what is defined in F2, for example [Ministersvar på henvendelse (Minister reply to requisition)] Bestilling: Test af ekstern bestilling.
  • The case text and the Ministerial process description is updated if they are defined in the updated F2 requisition. Note that the Extended distribution process, which is started as part of the Ministerial process, is not updated.
  • The deadline of the Ministerial phase process is adjusted if the updated F2 requisition contains a change of the deadline.
  • The case handler and the mailbox that receives information about requisitions are notified in a email that the F2 requisition has been updated.

Cancelled requisitions

If an F2 requisition is cancelled, the following happens in WorkZone:

  • The Ministerial phase process that is started on the case with the corresponding requisition ID is cancelled.
  • The case handler and the mailbox that receives information about requisitions are notified about the cancellation of the F2 requisition in a email.
  • The sub processes are not cancelled. You have to handle them manually.
Note: The case will not be closed. Processes on the case that are not related to the cancelled F2 requisition are not affected and will still be active.

F2 requisition tasks and notifications

You are automatically notified about F2 requisition tasks that await your action. You can also be notified about requisitions sent to other work groups. Notifications about requisitions to other work groups are just for your information and they do not involve any tasks on your part.

When an F2 requisition is sent to you, you are notified as follows:

  • You receive a smarttask that asks you to accept case ownership. This means that within your work group, you are defined as the person to receive and process F2 requisitions so when an F2 requisition is sent, it is automatically passed along to you.
  • You receive a smarttask that asks you to accept the role as a case contributor. This means that a colleague of yours has been appointed as the owner of a case and he or she has added you as a contributor to ask for your input.

When an F2 requisition is sent to another work group with your work group on the CC line, you are notified with the following message:

  • Your work group's F2 Information mailbox receives a smarttask with links to the requisition and the case.

Processing of F2 requisition tasks

From the point where a case is created and a distribution is started, the subsequent tasks available are similar to the usual user tasks in WorkZone Process. When the requisition is to be returned, follow the guidelines to return input: Return input to F2.