Security

Available in Classic and VPC

In the Security menu, you can check devices connected to WORKPLACE and access records and manage access IP addresses for data security of the company registered in WORKPLACE. You can back up data stored in WORKPLACE. You can also protect accounts against hacking by setting the password policy and control data access from Support.

Mobile Device Status

In the Mobile Device Status menu, you can check the mobile device information for users connected to WORKPLACE. You can also search and view connected mobile devices by condition and download the list of mobile devices as an Excel file.

The Mobile Device Status page is laid out as follows.

Download Mobile Device List

The following describes how to download the list of mobile devices connected to WORKPLACE as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Mobile Device Status menu.
3. If necessary, enter the mobile device conditions to be searched in the search window, and then click the [Search] button.
   • You can view the mobile device information that applies to the entered conditions.
4. Click the [Download] button.
   • The list of mobile devices is downloaded as an Excel file.

Login Status

In the Login Status menu, you can track WORKPLACE access by the user to confirm login success, failure, or suspicious login records. You can also search and view login records by condition and download login records as an Excel file.

The Login Status page is laid out as follows.

Download Login Record

The following describes how to download the login records as an Excel file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Login Status menu.
3. If necessary, enter the login record conditions to be searched in the search window, and then click the [Search] button.
   • You can view the login records that apply to the entered conditions.
4. Click the [Download] button.
   • Login records will be downloaded as an Excel file.

Manage Password Policy

In the Manage Password Policy menu, you can set the password policy such as the WORKPLACE login password rules and change cycle. The default settings for optimal security management are provided.

Set Password Policy

The following describes how to set the password policy.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Password Policy menu.
3. Set the password combination.
   • You can select between combinations of English letters + numbers and English letters + numbers + special characters.
4. Set the password expiration date.
   • You can set the expiration date in 30 days, to 180 days or 1 year.
   • The password must be reset after the expiration date.
5. Set the reusage status of the recently used password.
   • You can limit the use of 1 to 5 passwords used recently.
6. Set the minimum password length.
   • The minimum length can be from 8 to 20 characters in English.
7. Set the number of login failures to suspend the account when login fails.
   • You can set it so that the account is not suspended when login fails. The login failure count can be set from 3 to 10 times.
8. Click the [Save] button.
   • Click the [Reset] button to return all settings to the default values.
   • The set password policy is reflected instantly.

Manage Access

In the Manage Access menu, you can set an access environment to WORKPLACE.

Set Web Access IP

The following describes how to allow access from only specific IP addresses when accessing WORKPLACE from the web.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Access menu.
3. Select access IP limits to Allow Specific IP Only.
4. Enter the IP or IP range to allow access, and then click .
   • The entered IP or IP range is added to the list.
   • You can check the current IP next to the Manage Access IP menu.
5. To set exceptions, select Allow Representative Admin Access From All IPs. Search the employee name or department name to select the targets to be excluded, and then click .
   • The selected exceptions are added to the list.
6. Click the [Save] button.
   • The access limits are reflected.

Set App Access IP

The following describes how to allow access from only specific IP addresses when logging in from the app.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Access menu.
3. Select app access IP limits to Allow access only from specified IP.
4. See Set Web Access IP to add IPs allowed access and targets to be set as exceptions.
   • To apply the same settings as the web access IP settings, click [Load Web Access IP Limit Information].
     • You can load all settings for IPs allowed access and exceptions of the web.
5. Click the [Save] button.
   • The access limits from the app are reflected.

Set Web Unused Session Standby Time

In the web environment, you can set the unused session to be automatically logged out.
The following describes how to set the session logout time.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Access menu.
3. Select the web unused session standby time.
   • When the selected time arrives, the unused session is automatically logged out.
4. Click the [Save] button.
   • The web unused session standby time setting is reflected.

Set Concurrent Web Access Limit

You can set a concurrent accessible range to the WORKPLACE web environment. It is a function to limit access for concurrent logins greater than or equal to a specific number.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Access menu.
3. Select Limit Concurrent Web Access.
   • By default, all accesses are allowed without limits.
4. Click the [Save] button.
   • The settings of concurrent web access limits will be reflected.

Set Easy Login

You can set to log in to WORKPLACE with easy login.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Manage Access menu.
3. Select whether to use a login with a mobile phone number in the easy login setting.
   • When using the login with a mobile phone number, the user can log in with a mobile phone number in the login page after setting the mobile phone number connection in the My Information > Manage Access menu.
4. Click the [Save] button.

Manage Two-factor Authentication

In the Manage Two-factor Authentication menu, you can manage application of two-factor authentication when accessing the management menu by service. By enabling two-factor authentication, you can reinforce data security and safety by conducting admin authentication again when accessing the menu.

To enable two-factor authentication by service, select a service to which the additional authentication will be applied in Admin > Security > Manage Two-factor Authentication and click the [Save] button.

• To access the management menu of the service, additional authentication with email or mobile number in the Additional Authentication Login page is required.

Allow Support Access

In the Allow Support Access menu, you can allow Support to access customer information to handle failures that occur while using WORKPLACE by selecting the agreement items and clicking the [Save] button. After handling is done, you can block access by clearing the selected agreement items.

Export Data

In the Export Data menu, you can download all data generated in WORKPLACE in the form of the Excel, HTML, PDF file, attachment file, PNG, GIF, etc., at any time. You can download all documents created so far, download the entire information stored in the service used for storage, or migrate them to another solution in use.

Especially in the case of approval documents, closed documents (including declined and canceled ones) can be saved as individual PDF files, helping you store important documents of the company. If the company uses HR services, pledge data and payroll data can be backed up, and if the company uses Finance services, expenditure and sales data can be backed up.

Request Data Export

The Export Data tab consists of the following.

The following describes how to request data export.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Export Data menu.
3. Select a data download range.
   • To download all data of services in use, click the [Download All] button.
   • To download selected services or data items, select the services or data items and then, click the [Download Selected Items] button
   • If you uncheck Include of the attached file item, you can exclude from the backup.
4. Enter the details in the pop-up window.
   
   • Task Name: Enter a job name to distinguish a download task.
   • Period: Select a period of data to be downloaded. To back up the entire period, check "All".
   • Split Size: If the maximum size is exceeded, select the size to split and store.
5. Click the [OK] button.
   • Data backup is requested.
   • The export request details are added to the [Export Data] tab as the "pending" status.
   • When the download is ready, the status changes to "request completed." A notification email is sent to notify that you can download the data and you can download the data in the export tab. (See Export History)
   • To cancel the downloaded data backup request, click the [Cancel] button during the pending or request completed status. You can request the backup again at any time after the cancellation.
     • The Cancel button is displayed for 7 days and you can't cancel after this period.

Export History

In the Export History tab, you can view the export history and download the file.

The Export History page is laid out as follows.

Area	Description
① List	View export request list
② Status	Pending: status where export is requested and download is being prepared Request Completed: status where download preparation is completed and data is available for download Expired: status where backup data is unavailable for download as the download expiration date has passed Canceled: status where backup request is canceled
③ Cancel	It is displayed for Pending and Request Completed status; click to cancel the backup request If the request is canceled, it is changed to the Canceled status When canceling any request in "Pending" or "Request Completed" status, the [Export Data] tab is displayed The Cancel button is displayed for 7 days. After this period, cancellation is unavailable and when accessing the menu, you're directed to the [Export Data] tab
④ Download Expiration Date	The download expiration date of the requested backup data, not available to download after the expiration date
⑤ Download Data	It displays the compressed file of backup data; click to download Download is unavailable if the request is canceled or the expiration date has passed
⑥ Download history	It displays the employee name who downloaded the backup data and date, if there are two or more download records, is displayed. Click to view the records

The following describes how to download the exported data file.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Export tab in the Security > Export Data menu.
3. Click the compressed file name in the download item to download the file.
   • The downloaded file is saved as CompanyID_YYYYMMDDHHMM.zip in the Download folder.
   • The downloaded file can't be decompressed in Mac OS. Use another compression program.

Reset Service

In the Reset Service tab, you can reset documents, slips, and logs created while using WORKPLACE or reset all settings.

The Reset Service tab page is laid out as follows.

Approval Document Deletion Status

In the Approval Document Deletion Status menu, you can check the information for deleted approval documents and download the list of deleted approval documents as an Excel file. You can also download and check deleted approval documents as a PDF file.

The Approval Document Deletion Status page is laid out as follows.

Area	Description
① Search window	Search deleted approval documents by the date of deletion, document number, and deleter
② Delete Permanently	Click to permanently delete the deleted approval documents
③ Download	Download the list of deleted approval documents as an Excel file (See Download Deleted Approval Document List)
④ List of deleted approval documents	It displays the list of deleted approval documents
⑤ PDF	Click to download deleted approval documents as a PDF file

Download Deleted Approval Document List

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Approval Document Deletion Status menu.
3. If necessary, enter the approval document conditions to be searched in the search window, and then click the [Search] button.
   • View the list of approval documents that applies to the entered conditions.
4. Click the [Download] button.
   • The list of deleted approval documents is downloaded as an Excel file.

Pledge Deletion Status

In the Pledge Deletion Status menu, you can check the information for deleted pledges and download the list of deleted pledges as an Excel file. You can also download and check deleted pledges as a PDF file.

The Pledge Deletion Status page is laid out as follows.

Area	Description
① Search window	Search deleted pledges by the date of deletion, pledge name, and deleter
② Delete Permanently	Click to permanently delete the deleted pledges
③ Download	Download the list of deleted pledges as an Excel file (See Download Deleted Pledge List)
④ List of deleted pledges	It displays deleted pledges
⑤ PDF	Click to download deleted pledges as a PDF file

Download Deleted Pledge List

1. In the WORKPLACE PC web page, click the [Service Menu] > [Admin] button.
2. Click the Security > Pledge Deletion Status menu.
3. If necessary, enter the pledge conditions to be searched in the search window, and then click the [Search] button.
   • View the list of pledges that applies to the entered conditions.
4. Click the [Download] button.
   • The list of deleted pledges is downloaded as an Excel file.