Managing Forms

Available in Classic/VPC.

In the Manage Forms menu, you can view registered pledge forms, register new pledge forms, and manage registered forms.

The Manage Forms screen is laid out as follows.

Registering Forms

You can create a new form using a blank form, use a form provided by WORKPLACE, or create and register a new pledge form based on a form previously registered by the company.

The following shows how to register pledge forms.

1. In the WORKPLACE PC webpage, click the [Service Menu] > [Pledge] buttons, in that order.

2. Click the Manage Forms menu.

3. Click the [Register Form] button.

4. Select the template to use when creating the form.

   • Blank Form: Creates a blank form.
   • Provided Form: Selects and uses a form provided by WORKPLACE, or creates a form by partially editing as necessary.
   • My Company's Form: Selects a previously registered form to create a form.
   Note

   If you're using WORKPLACE as a corporate group, the Other Company's Forms button is displayed if you're authorized with pledge forms of other companies in the corporate group. You can select these forms and use them as templates.

5. Select the category to register the form.

   • To add a new category, see Manage Category.

6. Enter the form name.

7. Compose the content of the form.

   • Category: Select the category of the form. You can click the [Add Category] button to create a new category and select it.
   • Form Name: Enter the pledge form name.
   • Substitute Character: You can integrate with company basic information or member information and automatically display what applies to each target. Place the mouse cursor on the position to insert a substitute character, and select the substitute character to be inserted in the Substitute Character area.
     • Depending on the usage settings of the information, the content displayed in the substitute character area may differ.
     • When the admin views the pledge delivery status and pledge status, some parts of the member's personal information are masked. (E.g., Mobile phone number, resident registration number, home address, etc.)
   • You can add and use substitute characters manually as needed. Click the [Set User Substitute Characters] button to set new substitute characters.
     • Click the [Add] button in the Set User Substitute Characters pop-up window to add substitute characters.
     • The added substitute characters are added to the Substitute Characters area.
     • Please upload the values to be applied to user substitute characters in the User Substitute Characters item when sending the pledge. (See Adding Pledges)

8. Click the [Save Form] button.

   • To cancel creating the form, click the [Cancel] button.
   • To save the form temporarily while creating, click the [Save Temporarily] button. Temporarily saved forms can be checked by clicking the [Save Temporarily] button at top right corner of the Register Form screen.

9. Select the member or permission group to grant the send/view/edit/delete permission of the form in the Set Permissions pop-up window, and then click the [OK] button.

   • The employee who has been set as the Pledge admin in the Manage Permissions menu is added by default.
   • When using WORKPLACE as a corporate group, you can grant management permissions for forms created by employees of the corporate group.
   Note

   If the employee to be granted permissions is not a pledge admin, grand additional permissions in the Manage Permissions menu. For more details about granting permissions for each menu, see Manage Menu Permissions.

   • Permissions can be granted by employee, department, and permission group.
     • When granting permissions to a permission group, click the [Manage Permission Groups] button to grant permissions by selecting a displayed permission group or by creating a new permission group. (See Add Permission Group)
     • Added permission groups can also be used from other services.
   • The created form is registered and displayed in the list.

Manage Registered Forms

You can manage forms registered in the form list.

Changing Form Use

1. Click the dropdown list in the Use column of the item to change settings in the form list.
2. Select Use or Not Use.
   • Use: The form can be sent in the Send Pledges menu.
   • Not Use: The form does not appear in the Send Pledges menu.

Changing Form Permissions

You can change form use permissions (view/modify/delete).

1. Click of the form to change permissions in the form list.
2. Select the employee, department, or permission group to be granted permissions, and then click the [OK] button.
   • Click the [Manage Permission Group] button to add a permission group. (See Manage Permission Group)
   • Added permission groups can also be used from other services.

Previewing Forms

1. Click of the form to be confirmed in the form list.
2. Check the preview content.
   • To see how it appears in the PC screen, click the [PC] tab.
   • To see how it appears in the mobile screen, click the [MOBILE] tab.

Modifying Forms

1. In the form list, click of the form to be modified.
2. Modify the form, and then click the [Save Form] button.
3. Enter the reason for changing the form, and then click the [OK] button.
   • The edited content is reflected.
   • Click the [Information Change History] button at the top right corner of the Modify Form screen to check the form modification history (form at each point of modification, reason for modification).
     • To confirm the form at each point of modification, click in the Information Change History pop-up window.
     • To confirm the reason for modification, click in the Information Change History pop-up window.

Deleting Forms

1. In the form list, click of the form to be deleted.
2. Check the details in the confirmation pop-up window, and click the [Delete] button.
   • The form will be deleted.