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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 shared documents. In Document for Viewing, you can view documents that have permission to read.
For information on how to view details and print viewed documents, see View Approval Document Details.
Document Box
The following describes how to view documents in Document Box.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the [Approve] button.
- In the Approval Home, tap 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.
Pending Document
In the Pending Document menu, you can view documents you need to approve.
The Pending Document page is laid out as follows.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Approve | If the admin has set Bulk Approval to Use, then you can select multiple documents and approve them in bulk |
④ Document list | Tap the title to view details of the document. You can approve the document in the details page (See Approve Documents) |
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.
- If you use pre-approval, then the scheduled document can be processed regardless of your turn to approve. (See Approve Document)
- In the event you are included multiple times in the approval line, documents you already approved may be viewed in the Scheduled document box.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Document list | Tap the title to view details of the document |
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.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Document list | Tap the title to view details of the document |
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.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Document list | Tap the title to view details of the document Document Status: |
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.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Document list | Tap the title to view details of the document Document Status: |
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.
When saving a document temporarily, the approver and sharing settings are saved with the information at the time of saving temporarily.
Area | Description |
---|---|
① Search | Search documents based on the title, category, form, document number, period, creator (or approver/people to share with/draft department), and content, by tapping the [Filter] button |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ Delete | Tap to delete a temporarily saved document. Once deleted, the document can't be restored |
④ Document list | Tap the title to view details of the document |
Shared Document
In the Shared Document page, documents shared with you are displayed.
The Shared Document page is laid out as follows.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form name, document number, period, creator (or approver/shared recipient/drafting department), and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ View My Organization Only | It only displays documents that have been shared by the member of your department |
④ Document list | Tap the title to view details of the document Document Status: |
Document for Viewing
Document for Viewing displays documents for which you have viewing permissions.
The viewing permissions for document forms are set by the Approval admin. (See Set Form Permissions)
The Document for Viewing page is laid out as follows.
Area | Description |
---|---|
① Search | Tap the button to search by title, or tap the [Filter] button to search based on status, company (when using as a corporate group), category, form, document number, creator (or approver/shared recipient/drafting department), period, and content conditions |
② Number of displayed items | Set the number of documents to be displayed on a single page of the list |
③ View My Organization Only | It only displays documents that have been shared by the member of your department |
④ Document list | Tap the title to view details of the document Document Status: |
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.
- Receipt Usage Status of a form is set by the Approval admin. (See Receipt Settings)
- A sender is a creator and approver of an original document.
- A recipient can be selected as an individual member or a department.
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.
Area | Description |
---|---|
① Search | Tap the button to search based on status, document number, period, and receipt (manager/recipient) conditions |
② Filter Document View | Select conditions of documents to be displayed in the list |
③ Document list | It displays the list of sent documents |
④ Document status | It displays the status of sent documents |
⑤ Sent documents | It displays the information of sending |
⑥ View more | It displays the receipt information
|
Outbox Document Status
For retrievability of a sent document and acceptance by recipient status, see the following table.
Status | Status Description | Retrievability of Sent Document | Receipt and Acceptance Status |
---|---|---|---|
Sent Document in Progress | Approval for the sent original document is in progress | Retrievable | Acceptance not available |
Pending Receipt | The recipient has not accepted the document | Retrievable | Not accepted |
Received and Accepted | The recipient has accepted the document | Not retrievable | Accepted |
Received and Returned | The recipient has returned the document | Not retrievable | Returned |
Received Document in Progress | The recipient has accepted the document and is proceeding with approval for the ongoing document | Not retrievable | Accepted |
Completed Upon Receipt Acceptance | The recipient completed the document upon acceptance | Not retrievable | Accepted |
Received Document Completed | The recipient accepted the document and then reported the ongoing documents and completed approval | Not retrievable | Accepted |
Received Document Rejected | The recipient accepted the document and reported the ongoing documents but the approver rejected it | Not retrievable | Accepted |
Retrieve Sent Document
You can retrieve a document that has not been accepted by a recipient.
- A sender (creator/approver) can retrieve a document with the status of Sent Document in Progress or Pending Receipt.
- When retrieving a sent document, the document is deleted from the outbox of all senders.
- You can retrieve a sent document only when the admin has set to Allow Change of Recipient for each form.
The following describes how to retrieve a sent document.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the Approval > Outbox menu.
- Tap the [View More] button of the document to retrieve and tap the [Retrieve Sent Document] button.
- 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.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the Approval > Outbox menu.
- Tap the number for a document to view.
For information on how to view details of a searched document, see View Approval Document Details.
[Recipient]: If necessary, tap to add a recipient.
[Receipt History]: Tap 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 tap it to report the document again.
- 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 tap it to retrieve the sent document. (See Cancel Document)
View History
You can view the recipient change history of a sent document.
- You can view the recipient change history for each document.
- The recipient change history is displayed based on the time of viewing.
The following describes how to view the recipient change history.
From the Home page of WORKPLACE mobile app, tap the button.
Tap the Approval > Outbox menu.
In the View More item for the document to view, tap the [View History] button.
- To view details and history of a sent document, tap the number for the sent document and tap the [Receipt History] button in its details page.
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.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the Approval > Outbox menu.
- Tap the number for a document to view.
- Enter the name of the employee/department you want to add in the recipient area, and then tap .
- Select a member or department from the search result and add it.
- is displayed for the recipient you have added, which can be tapped to delete the recipient.
Add Recipient:
- You can add a recipient while creating or approving a document or closing approval. The same recipient can't be added in duplicates.
Delete Recipient:
- You can only delete a recipient when it has not accepted a document.
- You can't delete a recipient set by the form-specific admin or other senders.
Inbox
In the Inbox menu, you can accept and process a document for which you (or your organization) are a recipient.
- If the recipient is a department, then all members of the department at the time of receipt are included in the recipients.
- The time point when a document is received into the inbox depends on the Approval admin's receipt time point settings. Starting from that time point, documents can be received into the inbox. (See Receipt Settings)
- A recipient can be added by a sender (original document creator, approver) at the document creation or approval stage or even after approval completion. As necessary, the Approval admin can also change a recipient.
The Inbox page is laid out as follows.
Area | Description |
---|---|
① Search | Search the document based on the status, document number, period, sender, and recipient conditions |
② Document list | It displays the list of received documents |
③ Document status | It displays the status of received documents |
④ Sent documents | It displays information of sending (original document) |
⑤ [View more] | It displays the information of receipt
|
Inbox Document Status
For the manager specification status, acceptance availability, and ongoing document status, see the following table.
Status | Status Description | Manager (Recipient - Department) | Acceptance/Return | Ongoing Document | Ongoing Document Approval |
---|---|---|---|---|---|
Sent Document in Progress | Approval for the sent original document is in progress | Specify not available | Acceptance not available | - | - |
Pending Receipt | The recipient has not received the document | Specify available | Acceptance available | - | - |
Received and Accepted | The recipient has received and accepted the document | Specified | Accepted | Not Created or Creating | - |
Received and Returned | The recipient has returned the document | Specified | Returned | - | - |
Received Document in Progress | The recipient accepted the document and then reported the ongoing document. Approval is in progress | Specified | Accepted | Created | In progress |
Completed Upon Receipt Acceptance | The recipient completed the document upon acceptance | Specified | Accepted | - | - |
Received Document Completed | The recipient accepted the document and then reported the ongoing documents and completed approval | Specified | Accepted | Created | Completed |
Received Document Rejected | The recipient accepted the document and reported the ongoing documents but the approver rejected it | Specified | Accepted | Created | Rejected |
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.
- If you're unable to accept documents, contact the admin to change the manager. (See Manage Invalid Approval)
- If the Approval admin or any other member in a department has already specified a manager, then the manager is displayed.
The following describes how to specify a manager.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the Approval > Inbox menu.
- In the View More item for the document to specify a manager for, tap the [Specify] button.
- In the pop-up window, enter the name of the employee to be specified as the manager and tap .
- Select a member from the search result.
- If necessary, fill in the note for manager specification.
- Tap the [OK] button.
- The member specified as a manager will receive an email.
Acceptance
A manager can accept a document with the Pending Receipt status.
The following describes how to accept a document.
- From the Home page of WORKPLACE mobile app, tap the button.
- Tap the Approval > Inbox menu.
- In the View More item for the document to accept, tap the [Accept] button.
- If necessary, tap the [Return] button to return the document.
- To view details of the document before acceptance, tap the number for the sent document and tap the [Accept] button in the Recipient area to the right of the details page.
- 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 tapped to proceed with Create Ongoing Document.
- Accept and Complete Receipt Processing: The document is completed upon acceptance with no ongoing document creation.
- Tap the [OK] button.
Create Ongoing Document
The ongoing document creation page is laid out as follows.
- Only the acceptance manager can create an ongoing document.
- A ongoing document is created with the General Document (Receipt).
- When creating an ongoing document for a received document, a recipient can't be set. You can view the reported ongoing document by tapping the ongoing document number in the inbox/outbox. View the document in the document box by approval status.
The following describes how to create an ongoing document.
- Check the original document content displayed in the ongoing document creation page.
- Create an ongoing document. (See Create Approval Document)
- 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.
- Tap the [Save] button.
View Ongoing Document
The following describes how to view ongoing documents you created.
From the Home page of WORKPLACE mobile app, tap the button.
Tap the Approval > Inbox menu.
Tap 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.
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 on the PC page.
Requested official documents can be viewed in the official document box after completion of approval. While the approval is in progress, check them from a menu under Approval Home > Approval Document.
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.
The View Sending History page is laid out as follows.
Area | Description |
---|---|
① Search | Search the requested official documents for sending based on document number, official document name, title, creator, creation date, official document number, and recipient conditions |
② Document list | It displays the list of requested documents for sending |
③ Document number | Sending request document number; Tap to view the requested document for sending |
④ Issuance date | Final print date of the official document |
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.
Area | Description |
---|---|
① Search | Search the requested official documents for receipt based on document number, title, creator, creation date, official document number, and sender conditions |
② Document list | It displays the list of requested documents for receipt |
③ Document number | Receipt request document number; Tap to view the requested document for receipt |
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.
- For more information on how to import documents created in other corporate management systems to WORKPLACE, see Import Data.
- The Imported Document menu is only displayed to employees who have been granted the permission according to the sharing settings by document.
Area | Description |
---|---|
① Search window | Search documents based on the form, creator, document number, period, and title conditions |
② Document list | Check the document history |