Managing WORKPLACE

Available in Classic and VPC

The NAVER Cloud Platform admin can manage services through actions such as changing subscribed services, adding capacity, etc. in the NAVER Cloud Platform console.

Change Service

You can upgrade from WORKPLACE Lite to WORKPLACE Basic, or downgrade from WORKPLACE Basic to WORKPLACE Lite. If the WORKPLACE subscription Region and the country are set to Korea, then you can also subscribe to HR services or Finance services in addition.

Upgrade

If you're subscribed to WORKPLACE Lite, you can upgrade to WORKPLACE Basic.

When upgrading to WORKPLACE Basic, Post, Attendance, Expense, Accounting, Budget, Electronic Tax Invoice (provided when using the paid service), and Service Connector services are provided. If the subscribing Region and the country are set to Korea, then you can also subscribe to HR services or Finance services in addition.

The following describes how to upgrade from WORKPLACE Lite to WORKPLACE Basic.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Upgrade] button.
4. Check the details in the pop-up window, agree to the changes, and then click the [Upgrade] button.
   • To also request Specialized services, click to select the checkbox for the service you want to subscribe to.

Subscribe to Additional Specialized Services

When using WORKPLACE Basic, you can add HR services, which provides Payroll and Pledge services for professional HR management, or Finance services, which provides Expenditure and Sales services required for corporate finance management.

The following describes how to add Specialized services.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Add Specialized Services] button.
4. From the Add Specialized Services pop-up window, click to select the Specialized service you want to add.
   • Checkboxes for Specialized services you've already subscribed and are using are displayed as disabled.
5. Click the [Request] button.

Cancel Specialized Services

The following describes how to unsubscribe from Specialized services you're subscribed to.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Unsubscribe] button in Specialized Services.
   
4. From the Unsubscribe From Specialized Services pop-up window, select the Specialized services you want to unsubscribe from, and then click the [Unsubscribe] button after entering 'I'd like to unsubscribe from the Specialized services.'
   • The Specialized services are canceled.

Downgrade

If you're subscribed to WORKPLACE Basic, you can downgrade to Lite.

The following describes how to downgrade from WORKPLACE Basic to WORKPLACE Lite.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Go to WORKPLACE] button.
4. Click the [Service Menu] > [Admin] button.
5. Click the Settings > Manage Service Usage menu.
6. Set the Attendance, Expense, Accounting, Post, and Payroll services to Not use.
   • If you're using Specialized services, also set the Pledge, Payroll, Expenditure, and Sales services to Not use.
7. Request the downgrade to Support.
   • Support will proceed with the downgrade settings. For data, document, and function status after completing the downgrade, see Status Upon Completion of Downgrade.

Status Upon Completion of Downgrade

When downgrade is completed, the status of data, document, and function is changed as follows.

• Data status after downgrade

  • Data of all services excluding Member, Approval, and Admin services is deleted.

• Document status after downgrade

  • Completed approval documents related to deleted services are stored in Approval Home > Approval Document in the PDF format. Comments or handling opinions registered to the documents are not included in the PDF files.
  • Ongoing documents related to the deleted services can only be declined.
  • All temporarily saved documents related to the deleted services are all deleted.
  • The WORKPLACE admin can view documents from deleted services in the Manage Approval > Document Box > Manage Approval Document menu, as well as hide or delete documents.

• Function status after downgrade

  • The Post, Attendance, Expense, Accounting, Payroll, Pledge, Sales, and Expenditure services are initialized, and they will be disabled immediately.

  • The following functions in the Admin service will not be disabled.

    	Excluded Menus/Features
    Admin	Manage Business Place menu Manage Service Usage menu Attendance, Accounting, and Expense data backup feature in the Export Data menu Common Code menu
    Member	Personnel Appointment menu Manage Part-time Employee menu Manage Part-timer Usage, Manage Business Account Usage, Manage Appointment Usage menus Employees' additional information (family information - education information) Management View Settings menu
    Approval	Forms related to Attendance, Expense, Accounting, and Expenditure in the Manage Form menu Manage General Form menu

  • The following functions among the User functions will be disabled.

    	Excluded Menus/Features
    Home Widget	My Annual Leaves, My Work Hours, Clock-in/out, Department Attendance Status, Part-timer Status, Monthly Settlement, Expense Plan Not Settled, Corporate Credit Card Not Settled
    Create Document	Expense Plan Request form, Expense Settlement Request form Work Plan Request, Work Result Request, Absence Schedule, Cancel Absence Schedule Purchase Price Request form Expenditure Resolution Report Project Code Request from, Vendor Request form Payroll Certificate Request form Part-timer form
    My Board	Manage Attendance Manage Payroll Pledge Manage Expense Management

Change Pricing Plan

The following describes how to change the yearly or monthly pricing plan.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Change Pricing Plan] button.
4. Check the details in the confirmation pop-up window, and then click the [Yes] button.
   • After the pricing plan contract you use expires, the changed pricing plan applies.

Purchase and Terminate Additional Capacity

You can add the capacity used for storing attachments generated when creating a document in WORKPLACE in 1TB increments. In addition, you can terminate the added capacity if you don't need it any longer.

Purchase Additional Capacity

The following describes how to add capacity.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Add Capacity] button.
4. Select the capacity to add, and then click the [Add] button.
   • The capacity is added, and you can check the added capacity in the service list.

Terminate Additional Capacity

The following describes how to terminate the added capacity.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Click the [Terminate Capacity] or [Terminate] button.
4. Select the capacity to terminate, and then click the [Terminate] button.
   • The added capacity is terminated.

View Usage History

In the NAVER Cloud Platform > My Page > Manage Usage, you can check the service usage history and billing history, and save or print the applicable as a file. In addition, regarding service fees, you can request cash receipts, or change the payment method and the address for usage fee information.

The Manage Usage menu is laid out as follows.

Corporate Group

You can link 2 or more independent companies and use WORKPLACE in the form of a corporate group. When using WORKPLACE as a corporate group, you can search the organization chart of other corporate group companies or search their employee information according to the console settings.
You can Appoint Concurrent Position in another company within the corporate group, and you can be granted the admin permissions of the other company.
You can Appoint Corporate Group Transfer in another company in the corporate group, and can view the documents of the previous company if the representative company has enabled you to view documents of the previous company after a corporate group transfer.
Regardless of the appointment status, any member of the corporate group can approve a document from another company as an approver, or be added as a sharing target or a recipient.

Request Corporate Group Usage

The following describes how to request the use of a corporate group.

1. Subscribe the NAVER Cloud Platform with the company information that will be registered as a corporate group.
2. Send the company information subscribing the service to Support.
   • Support grants 1:1 permission to use the corporate group.
   • When the corporate group is applied, an invitation email is automatically sent to each of your subsidiary's representative admins.
3. After obtaining the permission, complete the corporate group settings by referring to Set Corporate Group Information.
   • When the corporate group information settings are complete, a corporate group subscription completion email is sent to the representative company and subsidiary admins.

Set Corporate Group Information

The following describes how to set corporate group information.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. Apply the content that you want to set.
   • Switch to Paid Plan: The [Switch to Paid Plan] button is displayed for companies using a free trial, and you can click this button to switch to a paid plan.
   • Upgrade: The [Upgrade] button is displayed for companies subscribed to WORKPLACE Lite, and you can click this button to upgrade to WORKPLACE Basic.
     • When the Region and the country set when signing up for NAVER Cloud Platform is Korea, then you can additionally subscribe to HR services or Finance services when upgrading.
   • Add Specialized Services: The Add Specialized Services button is displayed for companies not using any Specialized services or using only one of HR/Finance services, and you can click it to add Specialized services.
   • Change Pricing Plan: You can change the annual/monthly pricing plan by clicking the [Change Pricing Plan] button.
     • When changing pricing plans, you must change them for each company. For each company, the changed pricing plan will be applied after the contract of the current pricing plan is expired.
   • Add Capacity/Terminate Capacity: The representative company or a subsidiary can click the [Add Capacity] or the [Terminate Capacity] button to add or terminate capacity.
   • The Specialized Services field is displayed for companies subscribed to WORKPLACE Basic, and you can click the [Subscribe] button to additionally subscribe to Specialized services.
     • The [Apply] button is only displayed when the Region and the country are both set to Korea when subscribing to NAVER Cloud Platform.
     • For companies using Specialized services, the [Unsubscribe] button is displayed next to the Specialized services name, and you can click it to unsubscribe from that Specialized services.
   • The representative company or a subsidiary can click the [Terminate Capacity] button in the capacity area to terminate additional capacity.
4. In the [Corporate Group Information] tab, click of the corporate group to set.
   • The representative company of a group can click the [Unsubscribe] button from the Management field to unsubscribe subsidiaries.
5. Click the [Display Range of Corporate Group] tab.
   • Only the representative company can view the [Display Range of Corporate Group] tab in which the display range of the organization chart can be set.
6. After setting the display range of the organization chart, click the [Save] button.
   • Corporate Group: Employees of the applicable company can view the organization chart of all corporate group companies.
   • My Company: You can view only the company or organization where you belong (including concurrent department when you are appointed to concurrent position in the corporate group).
   • Regardless of the display range setting of the organization chart, employees are searched across the whole corporate group.
7. Click the [Corporate Group Order] button to set the corporate group order.
   • Only the representative company can view the [Corporate Group Order] tab.
   • The set corporate group order is applied to the organization chart.
   • Companies can move only at the same level, and can't move to a lower level of other companies.

Display Range When Using Corporate Group

When using WORKPLACE as a corporate group, the range of the corporate group's organization chart display and employee search auto-complete display are as follows.

Organization Chart Display of the Corporate Group

According to the display range of the organization chart for each corporate group set by the representative company in the NAVER Cloud Platform Console, the display range is set to Corporate Group or My Company. For how to set the display range, see Set Corporate Group Information.

• As in company A, if the display range of the organization chart is Corporate Group, employees of the company A can view the entire corporate group's organization chart.
• As in Company B or C, if the display range of the organization chart is My Company, employees of Company B and C can view only the company or organization where they belong (including concurrent department when they are appointed to concurrent position in the corporate group).
• Regardless of the setting of the organization chart display scope, auto-completion of employee search is displayed throughout the corporate group when searching an employee. The search results can be added as a document approver or as a recipient when sending a mail (using WORKPLACE [Collabo]).
• The company name of the corporate group on the organization chart is indicated as the company name when applying for WORKPLACE, which is set as the top-level department of the corporate group.

Display Range for Member Search Autocomplete

In the employee name/department name search, you can search all members of the corporate group across the user page. If one or more of your companies (hereinafter referred to as the primary company) or the company to which the search target is appointed a concurrent position (hereinafter referred to as the concurrent company) has set the organization chart display range to Corporate Group, then you can check employee information by clicking the search target employee name.

WORKPLACE Usage Environment Change When Using Corporate Group

When using WORKPLACE as a corporate group, there is a change in WORKPLACE usage environment.

WORKPLACE Access Domain

The domain entered by the representative company when applying for WORKPLACE service is set as the group's representative domain. Domains for each corporate group are created according to the corporate group information delivered when applying for using the Corporate Group, and all corporate group companies can log in with the representative domain or each company's domain. Even when the corporate group uses the representative domain, the company's own domain will be maintained. You can check the representative domain in the NAVER Cloud Platform console.

When corporate group company employees first connect to the representative domain, the logo on the WORKPLACE login page is applied as the logo image managed by the representative company. You can set the logo by each company in the Admin > Site Theme > Manage Company Logo and Color. For more information, see Change Company Logo and Color.

The login page applying the domain and logo by company when using the Corporate Group is laid out as follows.

Organization Chart (Department Tree)

When setting the corporate group information, the organization chart you can search is changed according to the display range of the organization chart. For more details on the display range of the organization chart, see Display Range When Using Corporate Group.

When the organization chart display range is 'Corporate Group'

You can search the whole corporate group's organization chart.

When the organization chart display range is 'My Company'

You can view your primary company and the concurrent department if you are appointed a concurrent position in the corporate group.

Employee Information Card

Regardless of the concurrent status, all employee in all corporate group companies can view the same information. However, if the organization chart display range is My Company, you can't view the employee information by clicking the employee name.

For more details on the employee information card, see Employee Information Card.

Corporate Group Management Permissions

An employee who is granted the permission to manage the concurrent company can check the management menu of the concurrent company by clicking the [Service Menu] button.

The menu of the employee who is granted the management permission of the concurrent company is laid out as follows.

Corporate Group Concurrent Position

When appointed concurrent position in the corporate group, information of the primary company and concurrent company is displayed together. HR and work-related information is operated based on the primary company, and accounting and expense-related information is operated by each company.

The following describes the display standard for each of the following pages when having a concurrent position in the corporate group.

WORKPLACE Home:

Approval Home:

• Favorite Forms, Recently Used Forms, All Forms: Expense-related forms of the concurrent company as well as the primary company are displayed. For Work Result Request, Absence Schedule, General, Expenditure Report, Expenditure Resolution Report, Certificate, Payroll Certificate, Project Code Request, and Vendor Request forms, only the primary company's forms are displayed. For the Expense forms, forms of both the primary company and the concurrent company are displayed. The name of the concurrent company is indicated on Expense forms (Expense Plan Request, Expense Settlement Request) of that company.

• Compose Document:

  • The Absence Schedule request form is the primary company's form. In case of concurrent positions within the primary company, Concurrent Position item is displayed. Even if you are appointed concurrent position in the corporate group, you can only select a concurrent department based on the primary company. In Delegate Approval on the Share Absence Status page, you can select any employee in the corporate group.
  • As for the expense-related form, each company has its own independent accounting and expense management system, so the request form is also operated separately for each company. The Concurrent item is displayed in the expense plan request form and the expense settlement request form, and you can select the concurrent department of the applicable form company. In the Affiliate Department field, you can select the expense affiliate department of the applicable form company. When selecting Attendee to Inner Person, you can select all employees of the corporate group. The list of corporate cards on the expense settlement request form displays the corporate cards registered as the card manager of the applicable form company.
  Caution

  Before filling out the expense plan request form and the expense settlement request form, where an independent request form is operated by each company, check the form of the applicable company once again.

• Approval Document Box: It displays all the relevant information for documents you've created or approved. If an employee of another company has asked you to process a document, then you can view the document, regardless of your affiliation.

• Shared Document/Document for Viewing Box: It displays all the documents you've been shared with and all the documents you can view. If an employee of another company has shared a document with you, then you can view the document, regardless of your affiliation. In the Shared Document/Document for Viewing Box, if an employee who is appointed to a concurrent position in the corporate group clicks to select View My Organization Only, then the employee can view the information related to their affiliated department in the primary company and the concurrent company.

My Board:

• Manage Attendance > My Absence Schedule, Absence Status, Clock-in/out Status, Work Hour Status: You can view the information of your primary company.
• Manage Expense: While accounting and expense management is independently operated by each company, the Manage Expense menu is operated by integrating the primary company and the concurrent company, which can be searched and viewed according to the Company and Affiliate Department categories.
  • The Company item in the search window is only provided to employees that hold a concurrent position in the corporate group.
  • Even though there is no expense settlement history, expense plan history, or allocated budget in the primary company, if the concurrent company has any, then the expense plan status/expense settlement status/budget status is searched. The default value is set to that of the primary company, so if you have history of expense settlement, plan history, or allocated budget in the concurrent company, change the search conditions for Company and search.
  • Manage Expense > Corporate Credit Card Usage History: The Card Number field displays the list of corporate credit cards held across the corporate group, including the concurrent company. When you delegating the settlement, you can search and select only the primary and concurrent employees of the company that issued the applicable card.
• Checklist: You can only view the checklists requested by your primary company.
• Pledge: You can view the pledges requested by your primary company.
• Management > Department Absence Status, Department Work Status, Department Expense Status, Individual Expense Status: Employees who have a concurrent position in the corporate group can view the status of the concurrent company if they're granted with the viewing permission.
• Management > Part-timer Status, Leave Status by Workplace, Work Status by Workplace: You can only see the status of your primary company.

Post:

• Bulletin boards and posts: If the representative company of the corporate group has set to use Post, then each group company can use the Post service. You can view bulletin boards and posts across the entire corporate group for which you've been granted viewing permissions. You can create posts and comments in all bulletin boards of the corporate group with writing/comment permissions.

Corporate Group Transfer

When an employee is transferred in the corporate group, the employee is retired from the existing company and hired (joined) by the company after transfer on the appointment date.

• Existing company (before transfer): The 'Corporate group transfer/retirement' appointment history is displayed in the personnel appointment list, and they're retired on the appointment date. On the appointment date, all reserved personnel appointments in the existing company are released. If there are documents in workflow the transferred employee included in the approval line or set as a recipient, the '[Transfer]' mark is displayed in front of the transferred employee's name, and the admin can change the approval line or the recipient. (See Approval Service > Manage Document Permissions > Manage Invalid Approval)
• Company after transfer: The 'Department move/recruitment' appointment history is displayed in the personnel appointment list, and they're hired on the appointment date. Employees who have transferred in the corporate group can view documents they were approvers or shared recipients in the company before the transfer, even after transferring (if the representative group company has enabled them to view documents of the previous company after a corporate group transfer).

Manage Menu Permissions

When searching the employee name, you can search and select any employee in the corporate group. For more details about menu permissions management, see Manage Menu Permissions.

Manage Permission Group

An employee with a concurrent position in the corporate group can only view permission groups they have permissions for, among permission groups created by the corporate group. For more information about permission groups, see Manage Permission Groups.

Manage Bulletin Board

The Post service is operated in unit of the corporate group, and only the admin of the representative company can change the Post settings in the Admin > Settings > Manage Service Usage menu. If the representative company sets not to use the Post, then the whole corporate group can't use the Post service.

Post writing, comment, viewing permissions: They can be granted to employees/departments/permission groups across the entire corporate group.

Manage Member

The Member service is independently operated by company. Issuance of certificates and personnel information of employees are operated based on the primary company, and the appointment to corporate group and cancellation of the appointment are also arranged by the primary company.

• You can search only employee name/department name of the primary company when searching employee name/department name in the Certificate Issuance/History, Manage Employee, Personnel Appointment, and Manage Employee Number menus.

• Personnel management is operated according to each company's policies, and employee information is managed based on the primary company. So, you must consult with the HR manager of the expected concurrent company before the appointment to corporate group. For the appointment to corporate group concurrent position, see Appoint Concurrent Position in Corporate Group.

• You can view the concurrent employee information on the Change Department Head page of the concurrent company, but the appointment and cancellation of the concurrent employee as a department must be arranged in the primary company. For the department head appointment, see Appoint Department Head.

• When searching by selecting Employee in the Management View Settings menu, you can set employees of the primary company as well as concurrently appointed employees by searching. When selecting Department Head or Department, you can also search for other companies' concurrent departments (excluding part-timer status).

Manage Attendance

Manage Attendance is operated independently by each company, so each company must set the annual leave standard, standard for family events and business trips, and various kinds of status search. Manage Working Employees and Work Arrangement are all operated based on the primary company. If you want to apply the same work arrangement as the concurrent company to an employee who has been appointed to hold a concurrent position in a corporate group, consult with the HR manager of the concurrent company, and then add and operate the same work arrangement as the concurrent company to the primary company.

• When searching by selecting the search target to Employee or Department in the Absence Status View Settings menu, you can search employees of the primary company as well as concurrently appointed employees for the employee name, and only departments of the primary company for the department name.

• In the Absence Schedule Status, View/Edit Annual Leave, Family Event Request History, and Biztrip Request History menu, you can search only employees or departments of the primary company in the Employee Name or Department item of the search window.

• In the Manage Working Employees menu, you can view only the targets of the primary company, and change the work arrangement only for employees of the primary company.

• In the Close Work Hours, Clock-in/out Status, and Work Hour Status menu, you can search only employees of the primary company in the Employee Name item of the search window.

Manage Approval

Manage Approval is operated independently for each corporate group, so forms for each company are clearly divided. Manage documents by form is arranged for each company. However, when forms are documented, all employees of the corporate group can be added as a handler so they may be operated as a common form of the corporate group on the user page.

• In the Manage Approval Document menu, you can search and select all employees of the corporate group in the Created by item of the search window.

• When setting the approval line, if an employee of the primary company or an employee of the concurrent company is registered in the Nth superordinate department head, they are automatically applied as the approver. When searching the employee name, you can search and select any employee in the corporate group.

• In the Manage Approval Line Exception menu, you can search and select an employee of the primary company or a concurrent employee of another group company in the Original Approver item, and search and select any employee of the corporate group in the Change Approver item.

• In the Manage Form menu, if the sharing option is set to Share to All for receipt and sharing settings, then only the primary company is selected by default. If a user creating a document is appointed to a concurrent position, then the document can also be shared with the concurrent company. If the sharing option is set to Share to Selected, then you can search only departments of the primary company and the management permissions of the primary company, as well as search and select any employee of the corporate group. When setting permissions for a form, you can add the employees of the primary company and concurrently appointed employees of other group companies as writing permission/viewing permission owners.

• In the Settings menu, an option to set whether employees who have transferred in the corporate group can view documents from their previous company is displayed. This option is set based on the company that created the approval document, and can only be set by the representative company.

Manage Expense

Expense Management is independently operated by corporate group. However, the card can also be issued to employees who hold concurrent positions in corporate group companies, and concurrent employees for the purpose of applying expense settlement can be registered as a cardholder.
When Add Card in the Manage Card menu, you can search both employees of the primary company and employees of other corporate group companies having concurrent position in your company in the Cardholder item, and select them as a cardholder.

Manage Accounting

Accounting Management is independently operated by corporate group. However, the employee account can be used when withdrawals are required by registering concurrent employees of the corporate group.
In the Manage Employee Account menu, you can search and select any employee of the corporate group in the Employee Name item of the search window, and register the employee accounts of the primary company and concurrent company and search them in the Employee Account List.

Unsubscribe from Corporate Group

When using WORKPLACE as a corporate group, the corporate group can cancel a company that is no longer used due to integration or closure of business.

The following describes how to cancel the use of Corporate Group.

1. From the NAVER Cloud Platform console, click the Services > Business applications > WORKPLACE menus, in that order.
2. Click the My Products menu.
3. In the [Corporate Group Information] tab, click the [Remove] button of the company to remove.
   • You can't cancel the group's representative company. To cancel it, click the [Change Representative Company] button to change the representative company before cancellation.
   • When the company to be canceled is using SMARTWORK Solution (combining WORKPLACE and NAVER WORKS for use), the representative company can't cancel it. The company must cancel itself by accessing to SMARTWORK console page for each subsidiary.
4. Check the details in the WORKPLACE pop-up window of the Corporate Group, and then click the [OK] button.
   • The [Canceled] status is displayed in front of the name of the canceled company.