Sharing Document

Available in Classic and VPC

In WORKPLACE, you can share documents with anyone who wants them and give and receive shared opinions, enabling you to communicate smoothly with your co-workers.
You can view the shared documents in the Shared Document menu in Approval Home.

Sharing Settings

You can set the sharing options (share to all, share to selected) and add sharing targets.

Share to All

When selecting share to all, all WORKPLACE users can view the document and create shared comments.

• When using WORKPLACE as the form of a corporate group, you can share it with other group companies. Select the group company you want to share it with.
• When sharing to all, it is shared to all employees of that group company.

Share to Selected

When selecting share to selected, only selected users can view the document and create shared comments.

• To share the document only with a specific department or employee, tap the [Share to Selected] button.
  • You can add by loading from frequently used sharing groups (set in the My Approval Line menu) or add it manually.
    • You can load sharing groups only if change of sharing targets is allowed.
    • Tap Load My Sharing Group in the Share to Selected area to select the sharing group to use.
    • If there are no preset sharing groups in the Approval > My Approval Line menu or the sharing group is invalid, Load My Sharing Group is not displayed.
    • The shared recipient of the selected sharing group is displayed. Tap the delete icon to exclude a specific sharing target of the sharing group from the shared recipients.
  • To manually add a sharing target, tap the [Add Sharing Target] button and select Employee or Department. Add sharing targets by searching for the department name or the employee name to share.
    • When sharing with a department, if you select Include Suborganizations, the document is also shared with members of suborganizations of the added department.
    • If you select a department to share the document, the department name is displayed and the document is shared by the unit of departments. For new hires or department transfer, the document is shared if you belong to the department without changing the sharing targets.
      • If you select 'Enter affiliated members one by one', all members of the department at the current time point are displayed in the sharing target area and you can delete from the sharing targets, if necessary.
    • The sharing target of the document can add another member to sharing targets in the View Document page.
• If you don't want to share the document with anyone, leave it without any shared recipients. If you do not enter shared recipients, then the document is shared only with the document creator and approver.
• When using WORKPLACE as a corporate group, you can search all employees and departments of the corporate group and add to the sharing targets.

Change Sharing Settings

If the admin has set to Allow change of sharing targets, the document creator and the approver can change the sharing options set by the admin and add or delete sharing targets when selecting share to selected. In this case, the document creator and the approver can change the sharing options and add the sharing targets even after the document is approved.

See the following table for change availability of sharing settings by document creator, approver, and sharing target.

Register Shared Comment

The sharing targets can communicate by writing a shared comment.

The following describes how to register shared comments.

1. Select a document on which you want to register a comment in the Approval Home > Approval Document or Shared Document menu of the WORKPLACE mobile app.

2. Tap the [Add Shared Comment] button.

3. Enter the shared comment in the input field.

   

4. If you have any files to attach, tap the [Attach File] to attach them.

5. Tap the [Register] button.

   • The shared comment is registered and a notification is created in the [Approval] tab of Home > Notifications of the document creator and the shared comment creator.
   • To delete shared comments you wrote, tap .