Viewing Document

Available in Classic and VPC

Approval documents created in WORKPLACE are automatically classified according to the document status and saved in respective document boxes under the Approval Document menu. A user set as a recipient can accept and process documents in Inbox. A sender can view the receipt status of documents in the Outbox menu. In Shared Document, you can view shared documents. In Document for Viewing, you can view documents that have permission to read.

For information on how to view details and print viewed documents, see View Approval Document Details.

Document Box

The following describes how to view documents in Document Box.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the [Approve] button.
3. In the Approval Home, tap the document box to view.

The document box types are as follows.

• Approval Document:
  • Pending: It displays the list of documents you need to approve because your turn to approve has come.
  • Scheduled: It displays the list of documents for which the approval line includes you but your turn to approve has not come yet.
  • Ongoing: It displays the list of documents that you have created or approved and have been moved to the next approver.
  • Completed: It displays the list of documents that you have created or you are approver for, for which the document procedure has been completed (rejected, canceled).
  • All: It displays the list of all documents that you have created or for which you are an approver.
• Temporarily Saved: It displays the list of documents that you saved temporarily while creating or for which you performed Retrieve.
• Shared Document: It displays the list of documents for which you are included in their sharing targets.
• Document for Viewing: It displays the list of documents for which you have viewing permissions.
• Inbox: It displays the list of documents for which you or your organization is a recipient.
• Outbox: It displays the list of documents for which you are a creator or approver.
• Official Document Box: It displays the list of official document receipt and sending documents for which you are a creator or approver (approved official documents).
• Imported Document: It displays the list of imported documents that were created in other corporate management systems.

Pending Document

In the Pending Document menu, you can view documents you need to approve.

The Pending Document page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ Approve	If the admin has set Bulk Approval to Use, then you can select multiple documents and approve them in bulk
④ Document list	Tap the title to view details of the document. You can approve the document in the details page (See Approve Documents)

Scheduled Document

In the Scheduled Document menu, you can view documents that are to be approved.

The Scheduled Document page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ Document list	Tap the title to view details of the document

Ongoing Document

In the Ongoing Document menu, you can view documents you created or approved. Once approval of a document is completed, it is displayed in the Completed Document or All Documents menu.

The Ongoing Document page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ Document list	Tap the title to view details of the document

Completed Document

In the Completed Document menu, you can view completed documents that you created or approved.

The Completed Document page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ Document list	Tap the title to view details of the document Document Status: Completed: approved documents Rejected: documents rejected by an approver Canceled: Absence Schedule or Work Result documents for which cancellation was requested

All Documents

In the All Documents menu, you can view all documents that you created or approved.

The All Documents page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ Document list	Tap the title to view details of the document Document Status: Completed: approved (including completed, rejected and canceled) documents In Progress: documents for which approval has not been completed

Temporarily Saved

In the Temporarily Saved menu, you can view documents you created and saved temporarily.

The Temporarily Saved Document page is laid out as follows.

Shared Document

In the Shared Document page, documents shared with you are displayed.

The Shared Document page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, period, creator (or approver/shared recipient/drafting department), and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ View My Organization Only	It only displays documents that have been shared by the member of your department
④ Document list	Tap the title to view details of the document Document Status: Completed: approved documents Rejected: documents rejected by an approver Canceled: Absence Schedule or Work Result documents for which cancellation was requested In Progress: documents for which approval has not been completed For completed documents, the completion date is displayed

Document for Viewing

Document for Viewing displays documents for which you have viewing permissions.

The Document for Viewing page is laid out as follows.

Area	Description
① Search	Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form, document number, creator (or approver/shared recipient/drafting department), period, and content conditions
② Number of displayed items	Set the number of documents to be displayed on a single page of the list
③ View My Organization Only	It only displays documents that have been shared by the member of your department
④ Document list	Tap the title to view details of the document Document Status: Completed: approved documents Rejected: documents rejected by an approver Canceled: Absence Schedule or Work Result documents for which cancellation was requested In Progress: documents for which approval has not been completed For completed documents, the completion date is displayed

Document Receipt and Sending

If the company sets the form-specific Receipt Usage Status to Use, then you can set and send documents by setting its recipient. The recipient can receive the document and report an ongoing document based on the content of the original document.

Document Receipt Flow by Recipient:

A sender can view documents in the Outbox menu while a member set as a recipient can view and accept documents in the Inbox menu.

If the recipient is an individual member: The member is the receipt manager and accepts a document.

If the recipient is a department: All members of the department are recipients and one of them is specified to accept a document.

Outbox

In the Outbox menu, you can view documents you sent as a creator or approver and view the receipt status. In addition, if the admin has set to Allow Change of Recipient for each form, you can retrieve a sent document not yet accepted by the recipient.

The Outbox page is laid out as follows.

Area	Description
① Search	Tap the button to search based on status, document number, period, and receipt (manager/recipient) conditions When using WORKPLACE as a corporate group, you can search by company for the receipt item
② Filter Document View	Select conditions of documents to be displayed in the list Creator: It only displays sent documents with you as a creator Approver: It only displays sent documents with you as an approver
③ Document list	It displays the list of sent documents
④ Document status	It displays the status of sent documents For the same sent document, receipt status by recipient is displayed (See the Outbox Document Status table.)
⑤ Sent documents	It displays the information of sending Document: It displays the sent document number. Tap to view the document (See View Sent Document) Creation Date: It displays the creation date of the sent document Completion Date: It displays the approval completion date of the sent document Sender: It displays the sender and approver of the sent document
⑥ View more	It displays the receipt information If the recipient is an individual, then the employee name is displayed If the recipient is a department, then the department name is displayed. If the Include Suborganizations is enabled, then the department name includes suborganizations Registration Date: It displays the document receipt date according to the receipt time settings (set by the Approval admin) In case of Receipt During Document Creation, the creation date of the sent document is displayed. In case of Receipt After Document Completion, the completion date of the sent document is displayed Acceptance Date: It displays the acceptance (returned) date of the document. If the document has not been accepted (pending receipt/sent document in progress/received and returned), then no information is displayed Document: It displays the ongoing document number. Tap to View Ongoing Document If the document has not been accepted or the ongoing document has not been reported yet, then no information is displayed. If the document has been accepted with Complete Receipt with Acceptance, then no information is displayed Creation Date: It displays the creation date of the ongoing document Completion Date: It displays the approval completion date of the ongoing document [View History]: Tap to view the history of receipt (See View History) [Retrieve Sent Document]: Tap to retrieve a document that has not been accepted (See Retrieve Sent Document)

Outbox Document Status

For retrievability of a sent document and acceptance by recipient status, see the following table.

Retrieve Sent Document

You can retrieve a document that has not been accepted by a recipient.

The following describes how to retrieve a sent document.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the Approval > Outbox menu.
3. Tap the [View More] button of the document to retrieve and tap the [Retrieve Sent Document] button.
4. Select the scope of recipient for the retrieval in the pop-up window.

• Only retrieve from the applicable recipient: Document is only retrieved from the selected recipient and deleted from the recipient's inbox.
• Retrieve from all recipients (for only the recipient that has not accepted the document): Document is retrieved from all recipients that have not accepted the document and is deleted from the inbox of all such recipients.

View Sent Document

You can view sent documents and the receipt status. If necessary, you can add a recipient.

The following describes how to view and manage sent documents.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the Approval > Outbox menu.
3. Tap the number for a document to view.

   • For information on how to view details of a searched document, see View Approval Document Details.

   • [Recipient]: If necessary, tap to add a recipient.

   • [Receipt History]: Tap to see the recipient change history. (See View History)

     • Search for an employee/department to add it as a recipient, or delete a recipient you have added. (See Add/Delete Recipient)
     • You can view the receipt status per recipient.

     Recipient Classification	Description
     Member name	For the case when a recipient is an individual member. It displays the Not accepted status
     Member name, and acceptance/completion date and time	If the recipient is an individual member [Accepted]: It displays the document acceptance status and date and time [Completed]: It displays the ongoing document report status and date and time It displays the document number for the ongoing document
     Department name	If the recipient is a department. It displays the Not accepted status
     Department name, and acceptance/completion date and time	If the recipient is a department [Accepted]: It displays the document acceptance status and date and time [Completed]: It displays the ongoing document report status and date and time It displays the document number for the ongoing document

   • [Create by Copying]: It is displayed for a sent document with approval completed. If necessary, you can tap it to report the document again.

     • When copying and creating, only the recipients set by the form-specific admin remain the same.
     • For information retained when copying and creating, see Create by Copying Document.

   • [Retrieve]: It is displayed for a document with the Sent Document in Progress status. If necessary, you can tap it to retrieve the sent document. (See Cancel Document)

View History

You can view the recipient change history of a sent document.

The following describes how to view the recipient change history.

1. From the Home page of WORKPLACE mobile app, tap the button.

2. Tap the Approval > Outbox menu.

3. In the View More item for the document to view, tap the [View History] button.

   • To view details and history of a sent document, tap the number for the sent document and tap the [Receipt History] button in its details page.

4. In the pop-up window, view the recipient change history. For history classification and changed by descriptions, see the following table.

   History Classification	Changed by	Description
   Received and Returned	Recipient	It is displayed when a document is returned
   Recipient Added	Sender (creator, approver)	It is displayed when a recipient has been added
   Recipient Accepted	Manager	It is displayed when the document has been accepted
   Sent Document Retrieved	Sender (creator, approver)	It is displayed when the sent document has been retrieved
   Manager Specified	Manager (department)	It is displayed when a manager is specified
   Completed Upon Receipt Acceptance	Manager	It is displayed when acceptance has been made with Accept and Complete Receipt Processing
   Received Document Completed	Manager	It is displayed when the approval for the ongoing document has been completed
   Received Document Rejected	Approver of the ongoing document	It is displayed when the ongoing document has been rejected
   Recipient Changed	Approval admin	It is displayed when an invalid recipient (department) has been changed
   Manager Changed	Approval admin Manager (department recipient)	It is displayed when an invalid manager has been changed It is displayed when the manager is changed (documents pending receipt whose manager is specified)

Add/Delete Recipient

A sender can add or delete a recipient.

The following describes how to change a recipient.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the Approval > Outbox menu.
3. Tap the number for a document to view.
4. Enter the name of the employee/department you want to add in the recipient area, and then tap .
5. Select a member or department from the search result and add it.
   • is displayed for the recipient you have added, which can be tapped to delete the recipient.

Inbox

In the Inbox menu, you can accept and process a document for which you (or your organization) are a recipient.

The Inbox page is laid out as follows.

Inbox Document Status

For the manager specification status, acceptance availability, and ongoing document status, see the following table.

Specify Manager

If the recipient is a department, then a manager needs to be specified to handle acceptance of documents. Any member belonging to the department can be specified as a manager.

The following describes how to specify a manager.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the Approval > Inbox menu.
3. In the View More item for the document to specify a manager for, tap the [Specify] button.
4. In the pop-up window, enter the name of the employee to be specified as the manager and tap .
5. Select a member from the search result.
6. If necessary, fill in the note for manager specification.
7. Tap the [OK] button.

• The member specified as a manager will receive an email.

Acceptance

A manager can accept a document with the Pending Receipt status.

The following describes how to accept a document.

1. From the Home page of WORKPLACE mobile app, tap the button.
2. Tap the Approval > Inbox menu.
3. In the View More item for the document to accept, tap the [Accept] button.
   • If necessary, tap the [Return] button to return the document.
   • To view details of the document before acceptance, tap the number for the sent document and tap the [Accept] button in the Recipient area to the right of the details page.
4. Select an acceptance option in the pop-up window.
   • Accept and Continue to Create Document: The ongoing document creation page opens as soon as acceptance so that you can create an ongoing document. (See Create Ongoing Document)
   • Accept Only and Create Document Later: Upon acceptance, the [Create] button is displayed under the document item, which can be tapped to proceed with Create Ongoing Document.
   • Accept and Complete Receipt Processing: The document is completed upon acceptance with no ongoing document creation.
5. Tap the [OK] button.

Create Ongoing Document

The ongoing document creation page is laid out as follows.

The following describes how to create an ongoing document.

1. Check the original document content displayed in the ongoing document creation page.
2. Create an ongoing document. (See Create Approval Document)
3. Manually set the approval line and sharing options.
   • If the Approval admin has set the default approval line, then it is displayed and can't be changed.
4. Tap the [Save] button.

View Ongoing Document

The following describes how to view ongoing documents you created.

1. From the Home page of WORKPLACE mobile app, tap the button.

2. Tap the Approval > Inbox menu.

3. Tap the number for an ongoing document to view from the Received Document area.

   • For information on how to view details of a searched document, see View Approval Document Details.
   • The ongoing document content and original document content are displayed.

Official Document Box

When the company has set Official Document Receipt and Sending to Use, the user can Request Receipt or Request Sending of official documents. The creator or approver of official document receipt and sending can view the receipt and sending history of official documents in the official document box. They can also print requested official documents for sending or save them in the PDF file format on the PC page.

View Sending History

In the Sending tab, you can view the history of requested official documents for sending, for which you're a creator or approver.

The View Sending History page is laid out as follows.

View Receipt History

In the Receipt tab, you can view the history of requested official documents for receipt, for which you're a creator or approver.

The View Receipt History page is laid out as follows.

Imported Document

You can import documents created in other corporate management systems to WORKPLACE. You can view the imported document in the Approval Home > Imported Document menu, add a shared recipient and create a shared comment when it is Shared to Selected just as for completed documents in WORKPLACE.