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 and print shared documents. In Document for Viewing, you can view documents that have permission to read. In Official Document Box, you can view official documents for receipt/sending requested by users.

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

Document Box

The following describes how to view documents in Document Box.

1. From the Home page of WORKPLACE PC web, click the button.
2. In the left menu area of the Approval Home page, click 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.
• View Approval Document Report: It displays the list of documents from approval document reports, for which you have been granted the viewing permission.

Pending Document

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

The Pending Document page is laid out as follows.

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.

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.

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.

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.

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.

Add Sharing Target

The creator, approver, or shared recipient (for sharing options with Share to selected) of a document can select documents in the document box to bulk share and share them to the sharing target.

The following describes how to add sharing targets.

1. Select the document to bulk share from the document box (Completed, All, Shared documents).
   • Depending on the document box, you may only be able to select documents for which you're the creator, approver, or shared recipient.
   • Only completed (including rejected) documents can be selected.
   • You can only add documents whose sharing option is set to Share to selected.
   • You can bulk share up to 50 documents at a time.
2. Click the [Add Sharing Target] button.
3. In the Add Sharing Target pop-up window, select the sharing target and click the [Add] button.
   • They can be added as an employee or a department.
     • Department: It is shared additionally to the members of the selected department. If you select "Include Suborganizations," then the members of suborganizations are also included. It shares in the unit of departments by default. If you select "Enter affiliated members individually," you can individually share to affiliated members at the time of creation.
     • Employee: It is shared additionally to the selected employee.
   • After sharing is complete, added sharing targets are displayed in the shared recipient area on the right side of the View Document page.

Document for Viewing

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

The Document for Viewing page is laid out as follows.

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.

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 PC web, click the button.

2. Click the Approval Home > Outbox menu.

3. Click the [Retrieve Sent Document] button for the document you want to retrieve.

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 PC web, click the button.
2. Click the Approval Home > Outbox menu.
3. Click the number for a document to view.

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

   • View the receipt status in the Receipt area to the right, or if necessary, add a recipient.

   • [History]: Click 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 click it to copy the document to quickly create it.

     • 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 click it to retrieve the sent document. (See Cancel Document)

   • [Print]: If necessary, click it to print the sent document. (See Print Sent 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 PC web, click the button.

2. Click the Approval Home > Outbox menu.

3. Click the [View History] button under the Manage item.

   • To view details and history of a sent document, click the number for the sent document and click the [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 PC web, click the button.
2. Click the Approval Home > Outbox menu.
3. Click the number for a document to view.
4. Enter the name of the employee/department you want to add in the recipient area to the right, and then click .
5. Select a member or department from the search result and add it.
   • is displayed for the recipient you have added, which can be clicked to delete the recipient.

Print Sent Document

The following describes how to print a sent document.

1. From the Home page of WORKPLACE PC web, click the button.
2. Click the Approval Home > Outbox menu.
3. Click the number for a sent document to print.
4. From the document details page, click the [Print] button.
5. Select a print option in the pop-up window.
   • To print the recipient information, mark the Recipient option. For a description of other print options, see Print Document.
6. Click the [Print] button.

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, and you can change the manager before document is accepted.

The following describes how to specify a manager.

1. From the Home page of WORKPLACE PC web, click the button.
2. Click the Approval Home > Inbox menu.
3. Click the [Specify] button for the document to specify a manager.
4. In the pop-up window, enter the name of the employee to be specified as the manager and click .
5. Select a member from the search result.
6. If necessary, fill in the note for manager specification.
7. Click the [OK] button.
   • The member specified as a manager will receive an email.

Accept

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 PC web, click the button.
2. Click the Approval Home > Inbox menu.
3. Click the [Accept] button for the Acceptance Date item of the document you want to accept.
   • If necessary, click the [Return] button to return the document.
   • To view details of the document before acceptance, click the number for the sent document, and then click 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 clicked to proceed with Create Ongoing Document.
   • Accept and Complete Receipt Processing: The document is completed upon acceptance with no ongoing document creation.
5. Click 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. Click the [Save] button.

View Ongoing Document

The following describes how to view ongoing documents you created.

1. From the Home page of WORKPLACE PC web, click the button.

2. Click the Approval Home > Inbox menu.

3. Click 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.
   • For printing an ongoing document, see Print Ongoing Document.

Print Ongoing Document

The following describes how to print an ongoing document.

1. From the Home page of WORKPLACE PC web, click the button.
2. Click the Approval Home > Inbox menu.
3. Click the number for an ongoing document to print.
4. From the document details page, click the [Print] button.
5. Select a print option in the pop-up window.
   • To print the received original document, mark the Received Original Document option. For a description of other print options, see Print Document.
6. Click the [Print] button.

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.

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, and print them.

The View Sending History page is laid out as follows.

Print Official Document Requested for Sending

The creator or approver of official document sending can print or download the official document requested for sending.

The following describes how to print an official document requested for sending.

1. From the Home page of WORKPLACE PC web, click the button.
2. Click the Approval Home > Official Document Box menu.
3. Click the [Sending] tab.
4. From the document list, click the print icon of the official document to print. Or, click the document number, and then click the [Print Official Document] button from the document details page.
   • When you print an official document, the final print date is displayed on the "Issuance Date" field in the sending request list. If the admin was the last person to print that official document, the issuance date can be changed to the final print date.
5. Click the [Print] button in the pop-up window.
   • If necessary, click the [Download] button to download it in the PDF file format.

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.

View Approval Document Report

In the View Approval Document Report menu, you can view approval document reports you have viewing permission for, and analyze the result to use them for aggregation.

The View Approval Document Report page is laid out as follows.

Area	Description
① Form	Select a form from approval document reports for which you have permissions
② Report Name	Select an approval document report for which you have permissions
③ Search window	Search for a document based on the document number, title, creator, and creation date conditions
④ Download	Download search results as an Excel file
⑤ Approval document basic table	It displays the basic details of the report It displays the values by item included in the form. The document number, creation date, creator, and title are items provided by default, and it displays items according to the form components and Approval Document Report page settings by the admin You can drag and drop columns to change the horizontal position of searched items You can click to select items and only view selected items You can click View to view the details of the document
⑥ Approval document details table	If the admin has set to display the details by item when setting approval document reports, then the item details are displayed For items with 2 or more values entered (e.g., Attach File), each input value can be searched You can search individual entries for items such as tables or formula tables

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.

The View Imported Document page is laid out as follows.