Managing Document Permissions

Available in Classic and VPC

In the Manage Document Permissions menu, you can change approvers and recipients that have been deleted or retired. You can also bulk search documents that have been drafted, approved, and shared by specific employees, such as retirees, and specify additional shared recipients.

Manage Invalid Approval

If an employee pending approval or scheduled to approve is invalid (retired or deleted), you can change that approval line. Also, you can change a recipient when a department or a member set as a recipient is deleted or retired.

Approver Deleted/Retired

The Approver Deleted/Retired tab is laid out as follows.

Change Approver

The following describes how to change an invalid approver.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Manage Document Permissions > Manage Invalid Approval menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
   Click the [Change] button for the retired approver.
4. Select the approver to replace, and click the [OK] button.
5. In the approver change pop-up window, select an approver to replace and click the [OK] button.
   • Enter the employee/department name to change.
   • When you check Bulk Change Approvers, approval lines of the document in workflow that include the approver change in bulk.
   • When changing the approver is completed, a notification email is sent to the replacing approver.

Recipient Deleted/Retired

The Recipient Deleted/Retired tab is laid out as follows.

Recipient Changed

The following describes how to change an invalid recipient to another recipient.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Manage Document Permissions > Manage Invalid Approval menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
4. Click the [Change] button for the recipient.
5. In the recipient change pop-up window, select the recipient to replace and click the [OK] button.
   • Enter the department name or employee name to change. Select not to be duplicated with the existing recipient.
     • If the recipient before changing is a department, you can change the recipient to the department or the employee.
       • If both the department recipient and receipt person in charge are invalid, only change the recipient.
     • If the recipient before changing is an employee, you can change the recipient to the employee or the department.
   • If you select bulk change of recipients, recipients of received documents in progress (sent documents in progress, pending receipt and accepting receipt) including the recipients change in bulk.
   • When changing the recipient is completed, a notification email is sent to the changed recipient.
     

Person in Charge Changed

The following describes how to change an invalid person in charge.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Manage Document Permissions > Manage Invalid Approval menu.
3. If necessary, enter the search conditions in the search window, and then click the [Search] button.
4. Click the [Change] button for the person in charge to change.
5. In the person in charge change pop-up window, select a person in charge to replace and click the [OK] button.
   • Enter the employee name to be the person in charge.
     • If the recipient before changing is a department, you can change the person in charge to an employee who belongs to the department.
   • If you check bulk change of person in charge of a department recipient, a person in charge of the received document in workflow of which the recipient is the department changes in bulk. (<Example> Only a person in charge of a document, of which the person in charge is Gildong Hong and the recipient is A department, is replaced with a replacing person in charge.)
   • When changing the person in charge is completed, a notification email is sent to the replacing person in charge.
     

History

In the History tab, you can view the change history of invalid approval lines, recipients, and person in charge.
The History tab is laid out as follows.

Manage Bulk Sharing

In the Manage Bulk Sharing menu, you can grant bulk sharing permissions to documents that a specific employee, such as a retired employee, was the drafter or approver of or was shared with. In the Sharing Target Settings History page, you can view the history of bulk sharing target settings.

Set Bulk Sharing

The Set Bulk Sharing page is laid out as follows.

Settings history

In the Settings History tab, you can view the history of documents' bulk sharing target settings.

The Settings History page is laid out as follows.

Manage Imported Document Bulk Sharing

In the Manage Imported Document Bulk Sharing menu, you can add bulk sharing targets for documents imported from external solutions to WORKPLACE. In the Settings History page, you can view the history of bulk sharing target settings.

Set Bulk Sharing

The Set Bulk Sharing page is laid out as follows.

Settings history

In the Settings History tab, you can view the history of imported documents' bulk sharing target settings.

The Settings History page is laid out as follows.