Document Box

Available in Classic and VPC

In the Document Box menu, you can check all approval documents registered in WORKPLACE, and manage imported, received, and sent documents.

Manage Approval Document

In the Manage Approval Document menu, you can check all approval-related documents. You can check details and approval progress of each document and change the approval line or sharing target.

The Manage Approval Document page is laid out as follows.

View Approval Document Details

You can confirm details of each approval document and change the approval line or sharing target. You can delete documents when necessary.

The following describes how to check details of approval documents.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Approval Document menu.
3. Click the title of the document to confirm.
   • It displays the approval document pop-up window.

The approval document pop-up window is laid out as follows.

Print Document

The following describes how you can print documents.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Approval Document menu.
3. Click the title of the document to print.
   • It displays the approval document pop-up window.
4. Select the print options in the approval document pop-up window, and then click the [Print] button.
   • Approval line summary: Summarizes and prints the approval result as a table at the top of the document.
   • Agreement approval line: This item is only displayed if the agreement approval line is included in the approval line. Includes agreement approval in the approval line summary area if selected.
   • Include signature: This item is displayed if the admin sets to use signature. Includes the approver's signature in the approval line summary area if selected.
     • Prints the signature image of each individual at the time of document creation. Signature images changed after saving the document do not apply when printing the document. They apply to the next document.
     • Signatures can be displayed as a stamp or signature image format. For registration of signature images, see Manage Signature.
     • If the signature image is not displayed
       • Default image (provided by WORKPLACE) displayed: Approver who did not register the signature, approver who rejected/approval rejected and sent back by another approver/approver who delegated
       • Diagonal line (/) displayed: Approval who showed consent to arbitrary decision
   • Approval line: Prints the approval time and approval comment of each approver at the bottom of the print page. If cleared, the approval comment and shared comment are also excluded from printing.
     • Approval Comment: Prints the approval comment of the document.
   • Shared Comment: Prints the shared comment at the bottom of the print page.
   • Receipt: Receipts can be printed for expense settlement request documents.
   • Received Original Document: This is a print option displayed for a document created with the General Document (Receipt) form. Select to print with the original document included.
   • Recipient: This is a print option displayed for a form with a recipient. Select to print with the recipient information included.
   • When printing a document, the company logo image can be printed at the bottom of the document.
     • The company logo image is displayed if you select the logo image under the PC item in the Admin > Site Theme > Manage Company Logo and Color menu.

Delete Approval Document

You can delete completed approval documents and data included in documents.
Check the history and reason for deleting documents in the Admin > Security > Approval Document Deletion Status menu.

General documents before closing, certificates, expenditure resolution report, work plan requests, expense plan requests, and other documents created with the user setting form can be immediately deleted. You can only delete closed documents by canceling closing or confirmation as follows.

• Close annual leaves: The period to request the annual leaves used in the previous year is defined based on the settings in the Attendance > Absence > Manage Annual Leave Method menu. Expired annual leave request documents can be deleted after asking the attendance admin to change the annual leave usage period.
• Close work hours: The work result request documents with fixed work records on the base date can be deleted after asking the attendance admin to cancel the confirmation.
• Close accounting slips: Expense settlement documents with closed accounting slips of the business place on the base date and expenditure resolution request documents can be deleted after asking the accounting admin to change the closing status to Open.
• Close fixed assets: Expenditure resolution documents with closed fixed assets of the business place on the base date can be deleted after asking the accounting admin to change the closing status to Open.
  

The following describes how to delete approval documents.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Approval Document menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
   • It displays the list of approval documents that meet the entered conditions.
   • Check include hidden documents to also view hidden documents.
4. In the list of approval documents, click the title of the document to be deleted among documents that completed approval.
5. Click the [Delete] button from the approval document pop-up window.
6. Enter the reason for deleting, and then click the [OK] button.
   • The document is deleted, and you can check the history and reason for deletion in the Admin > Security > Approval Document Deletion Status menu.

The following matters will be reflected in WORKPLACE automatically according to the type of document deleted.

Manage Imported Document

In the Manage Imported Document menu, you can use the Import Data menu to check and manage documents imported from external solutions to WORKPLACE. This menu is only displayed if there is an imported document.

The Manage Imported Document page is laid out as follows.

Manage Received Document

In the Manage Received Document menu, you can manage all received documents. You can check the receipt status per document status. For a recipient with no manager specified, the admin can specified a manager on behalf of users.

The Manage Received Document page is laid out as follows.

Specify Manager

For a recipient with no manager specified, the admin can specified a manager on behalf of users.

The following describes how to specify a manager.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Received Document menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
   • The list of received documents that meet the entered conditions is displayed.
4. Click the [Specify] button for the document to specify a manager.
5. In the pop-up window, enter the name of the employee to be specified as the manager and click .
6. Select an employee from the search result.
7. If necessary, fill in the note for manager specification.
8. Click the [OK] button.
   • The member specified as a manager will receive an email.

Return

A received document that has not been accepted can be returned by the admin on behalf of users.

The following describes how to return a document.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Received Document menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
   • The list of received documents that meet the entered conditions is displayed.
4. Click the [Return] button for the document to return.
5. Click the [Yes] button.
   • The document returned by the admin is deleted from the inbox of the corresponding recipient and from the admin's Manage Received Document list.

Manage Sent Document

In the Manage Sent Document menu, you can manage all received documents. A document not yet accepted by a recipient can be retrieved by the manager.

The Manage Sent Document page is laid out as follows.

Retrieve Sent Document

A sent document not yet accepted by a recipient can be retrieved by the admin on behalf of users.

The following describes how to retrieve a sent document.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Document Box > Manage Sent Document menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
   • The list of received documents that meet the entered conditions is displayed.
4. Click the [Retrieve Sent Document] button for the document you want to retrieve.
5. Select the scope of recipient for the retrieval in the pop-up window.
   • Only retrieve from the applicable recipient: Document is only retrieve from the selected recipient and deleted from the inbox of the recipient.
   • 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.
6. Click the [OK] button.