Approving Document

Available in Classic and VPC

When a document approval request occurs, the document is displayed in the Documents Pending Approval in WORKPLACE Home of the member included in the approval line, and an approval request email is sent. The approver can approve documents through the mobile app, even when they are away for business trips, etc.

The following describes how to approve documents on the mobile app.

1. Connect to the WORKPLACE mobile app.

2. From the approval documents widget on the Home page, tap the number of documents pending approval.

   

   Note

   When using WORKPLACE as a corporate group, documents requested approval by employees in the primary company or other company's employees in the corporate group are displayed in the Document Pending Approval area. Please see Corporate Group for more information.

3. You are redirected to the Pending Documents menu, where you check the document content.
   

   • If necessary, tap the [Recipient] button to check the recipient.
     • If the admin has set Receipt Usage Status by form to Use, the Recipient button is displayed.
     • If there are recipients set by the admin and document creator, then they are automatically displayed.
     • If the admin has set Change of recipient to Not allow, you can't change the recipient set by the admin. If the admin has set Change of recipient to Allow, the document approver can add recipients. (See Add Recipient)
   • If necessary, tap the [Receipt History] button to check the recipient change history.
     • If the admin has set Receipt Usage Status by form to Use, the receipt history button is displayed.
   • If necessary, tap the [Edit] button to edit the document and approve it.
     • For more information, see Consent After Document Modification.
   • If necessary, tap the [Sharing Options] button to check the sharing options of the document.
     • Sharing options of the form set by the admin or the document creator is displayed.
     • If the admin has set Change of sharing targets to Allow, the document approver can change the sharing settings. If necessary, change the sharing settings. (See Change Document Sharing Settings)
   • If necessary, tap the [Create Sharing Opinion] button to create sharing opinions.
     • Tap the [Attach File] button to attach files to the sharing opinion.
   • If necessary, tap the [Information Change History] button to view the document's approval line change history, sharing settings change history, and document edit history.
   • If necessary, tap the button next to Notifications to turn off the notification feature for documents.
     • Even if notifications are enabled, you won't receive notifications if you've set to turn off notifications for that specific document.

4. Tap the [Proceed with Approval] button.

   • If the admin has set Change of sharing targets of the form to Allow, tap the [Settings] button at the bottom to add an approver.
   • For more information on how to add approvers and the approval type, see Set Approval Line.
   • When the admin has set the approval line as the Nth Reports To, if the creator has two or more Reports To, the creator must select one as the next approver.
   • If the approver is a department, an approval notification is sent to all employees in the department. Any employee in that department at the time of approval can select and approve the document in the Approval > Pending or Scheduled document box. In addition to the employee who approved it, everyone in the department can view the document.
     • After document approval, "Department" is displayed under Approval Type (e.g., Agreement Approval - Department), and the name of the employee who approved is displayed (e.g., Gildong Hong/Planning team).

5. Tap the Approval button to approve the document.

   • The name of the Approval button varies depending on the Approval admin’s settings. For more information, see Manage Name.
   • For more information on approval processing by case, see Approval Processing by Case.
   • When the approval is complete, a notification is sent by This Week's Notification History Card in My Board, email, or mobile app push according to your settings.

Approval Processing by Case

Depending on the case, proceed with the approval by referring to the followings.

• Delegate/Decline/Consent
• Pre-approval
• Defer Approval
• Arbitrary Decision
• Reject and Specify
• Cancel Approval
• Consent After Document Modification

Delegate/Decline/Consent

• If the approval type is Consent, Agreement, Parallel Approval, or Parallel Agreement, then tap one of the Approval buttons (Delegate, Decline, Consent) to approve.

  • [Delegate] (or displayed as [Forward]): Delegate the decision-making duties regarding the document to another person.

  • [Consent] (or displayed as [Approve], [Agree] or [Confirm]): Consent to the content of the document and proceed with the next step.

  • [Decline](or displayed as [Reject], [Disagree], and [Cancel]): Stop the progress of the document.

    Caution

    If you are set as a parallel approver or agreer and another parallel approver or agreer modifies the content or changes the approval line while expressing your opinion, then the content may not be saved. Do a refresh and check before processing.

• If the approval type is Automatic Consent, then a separate consent process is not required, even if it still remains in the approval line.

  • The Automatic Consent notification is sent to the automatic consent approver.

• If it is necessary to delegate the approval, then tap the [Delegate] button to search a delegator.

  • An approval request notification mail is sent to the delegator, and an approval request notification is displayed in the delegator's My Board Document Pending Approval area.
  • You can check the approval status in the Document in Workflow menu of the delegator and the delegate.
  • When the approval is completed, a notification is sent to both the delegated person and the delegating person.
  • If the approval line for the subject document is set to Xth Reports To and there are two or more people left to approve the document, then the delegate must select the approver in Select Reports To on behalf of the delegator.

• In the case of expense-related documents, if a document contains content that violates the company's audit rules, Audit Violation is displayed on the View Document page, and you can tap the content to check it. Check the content before the approval. Audit Violationis only displayed in the Approve Documents stage and is not displayed after the Approval is completed.

Pre-approval

If the Approval admin enables pre-approval, then approvers whose turn has not yet arrived in the processing order can approve, regardless of their turn.
Select a document whose status is To Be Approved in the Document in Workflow menu of My Board to approve.

Defer Approval

If the Approval admin allows deferring approval, then the [Defer] button is additionally displayed in the Approval button area. When deferring a document, the progress of the document will stop temporarily.

• When the document approval is deferred, the next approver can't approve the document. However, approvers on the same parallel approval (agreement) line can approve the document.
• If the company uses pre-approval, then other approvers can process the approval, regardless of whether the approval is deferred.
• You can enter a deferral comment when processing the document deferral, and you can check the deferral comment in the View Document page.
• The approver deferring the document can reapprove it anytime.

Arbitrary Decision

If you exercise your arbitrary decision permission, then you can close the document approval, regardless of the processing order on the approval line.
If you are granted the arbitrary decision permission, then tap the [Approve] button in the Approval button area to display Arbitrary Decision. If you want arbitrary decision on the document, then tap Arbitrary Decision.

• For the approver who processed arbitrary decision, the processing status is displayed as [Arbitrary Decision] and that of remaining approvers is displayed as [Consent to Arbitrary Decision].
• The permission to make arbitrary decisions can be granted by form. For more information, see Manage Form > Set Approval Line.
• If the company is using pre-approval, then it will be processed as [Consent to Arbitrary Decision] for employees located before the arbitrary decision maker in the processing order who have not yet approved.

Reject and Specify

Reject and specify involve specifying one of the approvers who have already approved so that the approved document can be reapproved by the specified approver and other following approvers.
If the Approval admin has enabled Reject and Send Back and a previous approver who approved the document exists, tap the [Reject] button to display the Reject and Specify item.

• In case of Reject and Specify, the approval by the approvers following the designated approver is canceled and converted to the pending approval status.
• When approving a document with pre-approval, Reject and Specify is not displayed, and only general rejection is available.
• The button name of Reject and Specify may vary depending on the name setting by the admin (e.g., Specify and Decline, Specify and Oppose, Specify and Cancel).
• Once rejecting and specifying proceeds, the rejected approver and the current approver are added to a new position immediately following their original position in the approval line, with the unapproved status.
• Reject and Specify can only be performed once.

Cancel Approval

Employees who have approved a document may cancel the approval of the document approved by themselves.
For documents that you have approved, the [Cancel Approval] button is displayed next to your name in the Approval Line area. To cancel the approval of the document, tap the [Cancel Approval] button.

• You can only cancel the approval before the next approver approves.
• Approvers who have set automatic consent can't cancel approval.
• You can't cancel the reject and specify.
• You can't cancel approval in case of arbitrary decision.
• If you cancel the approval of a document, then the document is restored to the status before approval and converted to a status that can be approved again.
• When the company does not use pre-approval, if the document approval is canceled, then the next approver can't approve the document.

Consent After Document Modification

The approver can consent after editing the document. For documents whose content can be edited, the [Edit] button is displayed. After tapping the [Edit] button, edit the content of the document, and then tap the [Consent after Saving] or [Arbitrary Decision after Saving] button to approve the document.

• The modification history can be viewed in the Change Information History on the View Document page, and items edited by the approver are displayed in blue.
  • However, in case of a form created by the company, if the component name is not entered, you can't check changed items. (See Create Form)
• You can't edit the purchase price settlement request form for accounting.
• Modifiable items per form are as follows.

  Form Name	Modifiable Item
  Absence Schedule	Title, Evidence Document, Period, Reason, Absence Status Sharing, Attach File, Related Document
  Absence Schedule Cancellation	Title, Reason, Attach File
  Work Result Request	Title, Clock-in/out, Breaks, Outside Work, Absence, Reason, Attach File
  Cancel Work Result	Title, Reason, Attach File
  Work Plan Request	Title, Overtime, Reason, Attach File
  Certificate Request	Title, Number of Copies, manual input items, Reason
  General	Title, Content, Attach File, Related Document
  Forms created with form generator	Components excluding instruction text, automatically displayed text, and automatic number issuance
  Expense Plan Request (only for unsettled cases)	Title, Estimated Schedule, Outsider/Attendee (not available in case of audit violation), Details, Reason, Related Document
  Expense Settlement Request	Title, Receipt (additional), Expense Item, Outsider/Attendee (not available in case of audit violation), Details, Reason, Related document Modification of expense items follows the settings for the "Add Attendee" value of the admin (See Expense Service > Settings > Manage Expense Item Code) - Changes can be made between expense items whose Add Attendee value is Y - Expense items whose Add Attendee value is N can be changed to items whose Add Attendee value is Y - Expense items whose Add Attendee value is Y can be changed to items whose Add Attendee value is N. However, all attendee information is deleted
  Expenditure Report	When using budgets: Title, Amount, Content, Reason, Attach File (Additional), Related document When not using budgets: Title, Amount, Content, Reason, Attach File (Additional), Related document, Expenditure Item, Project Code
  Expenditure Resolution Report	Title, Evidence Data (additional), Content, Reason, Related Document
  Request Payroll Certificate	[Receipt for Wage and Salary Income Tax Withholding]: Title, Certificate Item, Imputed Year, personal information, Language, Purpose of Issuance, Number of Copies [Certificate of Income Tax Withheld]: Title, Certificate Item, Payroll Month, Purpose of Use, Place of Submission, Creation Date, personal information, Language, Purpose of Issuance, Number of Copies [Book of Wage and Salary Income Withheld]: Payroll Month, Purpose of Issuance, Number of Copies