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Available in Classic and VPC

In the Form menu, you can manage forms, approval lines, and shared recipients of the Approval documents to be used in WORKPLACE.

10 types of forms for general business such as absence schedule, work result request, expense settlement request, etc. are provided by default. If necessary, you can manually create and use forms suitable for the business purpose of the company.

Manage Form

In the Manage Form menu, you can check forms provided by default in WORKPLACE, and change the usage status and document in workflow modification status of a form in the form list. You can click the form name to edit the form in the details page or edit the approval line, receipt/sharing targets, and usage permissions. You can manually create a form needed by the company.

The Manage Form page is laid out as follows.

Add Form

You can create new forms.

The following describes how to create a form.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.

2. Click the Form > Manage Form menu.

3. Click the [Create Form] button.

   Note

   Create Form consists of 5 types of settings. (Set Violation Approval Line is additionally provided for forms related to Expense)

   1. (Required) Basic Settings
   2. (Required) Create Form
   3. Set Approval Line
   4. Set Receipt/Sharing
   5. Set Permissions

   • You can move onto other tabs only after completing and saving Basic Settings and Create Form. However, you can navigate tabs regardless of the order when you edit a form.

• (Required) Basic Settings: Enter the basic form information in the Basic Settings tab.

  • Category: Select an existing category or click the [Add Category] at the bottom of the dropdown box to create a desired category and then select it.
  • Form Name: Enter the name of the form you want to add.
  • Document Title: You can set the title provided by default when creating documents. Enter the default title when setting it to use (ON).
    • When selecting Can't be edited when creating document, the default title set by the admin can't be edited by employees when creating documents.
  • Description area at the bottom of form: To describe the instruction text displayed when creating documents by form, select "Enter description to be provided by default." (See Example of Entering Description Section)
  • Creation Location: When "Report from outside" is selected, it is a form that can be reported only through the Approval API from the external solution, rather than a form for internal WORKPLACE internal drafts. To report with the WORKPLACE form from external solutions, see Create External Approval Document.
    • Because "Report from outside" can't be changed after initial settings, select it carefully.
  • Go after creation is completed: This is a field displayed for Report from outside forms. Enter the URL to access after completing the creation of form from the external solution.
    • After the form is created from the external solution, it directs to the URL with the document number. If not entered, it directs to the View page of the document.
  • Approval Name: If you set at least one item among Approval Type Name by Form, Process Button Name by Form, and Create Button Name by Form in the Manage Name menu under Manage Approval to Use, the Approval Name area is displayed (see Manage Name), and you can set it by form. Set the Approval Type, Process Button, and Create Button of the form being created.
    • Approval Type: Select the name of each approval type. (See Detailed Descriptions of Approval Type and Approver)
    • Process Button: Select the name of the process button.
    • Create Button: Select the name of the button for creating documents.
  • Click the [Save] button.
    • When creating a new form, create it by clicking the Create Form tab.

• (Required) Create Form: Click the Create Form tab to edit the form.

  • For more details on how to edit forms, see Create Form.
    • If you edit and save the form, then the last edit date and time and editor name are displayed.
  • Smart Editor: It is an item displayed if the smart editor component is included in the form. You can select "Use templates provided by default when creating documents" and add templates displayed by default. Add formats in the editor area.
    • If you select the document creation location as "Report from outside," the feature to edit forms provided by default is not provided.
    • You can attach description files by clicking the Attach File button.
    • Enter the instruction text in the editor box.
  • Click the [Save] button.
  Note

  Once you save the form after completing the editing, you can view the form in the Manage Form list. If you set the usage status of the form to "Use," you can use it.
  For additional settings of forms, click a tab (Set Approval Line, Set Receipt/Sharing, Set Permissions) and enter the information.

• Set Approval Line: If you want to set an approval line of the form, then you can click the Set Approval Line tab to set an approval line.

  • The default values for each item in the Set Approval Line tab are provided as follows. Approval line settings of the form are optional. If the admin doesn't set a particular approval line of the form, then the following default values can be maintained as is.
    • Approval Line Requirement Status: Not required
    • Approval Line to Be Set by Admin: Not required
    • Allow Change of Approval Line: Not allowed
    • Additional Settings: If the superordinate department head does not exist, it is not omitted.
    • Manage Arbitrary Decision: Not used
  • To set the approval line for forms, see Set Approval Line.
    • The approval line set by the admin is displayed by default when creating the form, and it can't be deleted.
    • For Vendor Request and Project Code Request forms, if the Approval integration is used and the representative admin is set, then the representative admin is automatically included in the approval line and can't be deleted. (Admin > Common Codes > Manage Common Code)
  • To use the arbitrary decision when approving the form, set Arbitrary Decision to Use.
    • For more information on setting arbitrary decisions, see Set Arbitrary Decision.
    • Click the [Save] button.
      • The approval line set by the admin is applied to the form.

• Set Approval Line (Violation): For Expense Settlement/Plan Request forms, the Set Approval Line (Violation) tab is displayed in addition.

  • If the company uses audit items and have set to report approvals through the violation approval line, then you can set the violation approval line. To set the violation approval line for Expense-related forms, see Set Approval Line.

  • When the user is reporting an Expense settlement/plan document, the violation approval line is applied if it violates audit items set by the company.

    Note

    For information about the violation approval line of expense audit forms, see Manage Self Check.

• Set Receipt/Sharing: To set the receipt and sharing information of the form, you can enter the information by clicking the Receipt/Sharing tab.

  • The default values for each item in the Set Receipt/Sharing tab are provided as follows. As Set Receipt/Sharing is optional, you may maintain the following default values if the admin does not particularly set receipt/sharing of the form.
    • Manage Receipt:
      • Use Detailed Settings (displayed when there are detailed form types): Not Use
      • Receipt Usage Status: Not used
      • Allow Change of Recipient: Not allowed
    • Manage Sharing:
      • Use Detailed Settings (displayed when there are detailed form types): Not Use
      • Sharing Options: Share to all
      • Sharing Time: Share after completion
      • Allow Chang of Sharing Target: Not allowed
  • To change the receipt and sharing settings of the form, then set them by referring to Receipt Settings and Sharing Settings respectively.
    • Click the [Save] button.
      • The receipt/sharing settings set by the admin is applied to the form.

• Set Permissions: To set writing permissions and viewing permissions for the form, click the Set Permissions tab and set permissions.

  • The default values for each item in the Set Permissions tab are provided as follows. Permission settings of the form are optional. If the admin doesn't set particular permissions of the form, then the following default values can be maintained as is.
    • Writing Permission: All employees
      • All employees do not include business accounts, and they refer to members registered in Member Service > Member > Manage Employee.
      • You can click the Delete button to delete the writing permission, and if you don't grant any writing permissions to a form, then the form is not displayed in Approval Home > Compose Document of all employees.
    • Viewing Permission: No permission target
  • To change writing permissions and viewing permissions for the form, set them by referring to Set Form Permissions.
  • Click the [Save] button.
    • The permissions set by the admin are applied to the form.

Create Form

You can select an empty form and configure all of its content manually to create a new form unique to your company, or use an existing form as a template to create a new form.

Click the [Form Editor] button from the [Create Form] tab.

1. Select the template for which you want to add a form from the Form Editor page.
   • Create as a new form: Click the [New Form] button to create an empty form without any content.
   • Create with company form: Create a form by using a form already created in the company as a template.
     • From the list of forms created by the company, click the title of the form you want to use as a template.
   • Create with template provided by WORKPLACE: Create a form by using a form provided by default in WORKPLACE as a template.
     • From the list of forms provided by default, click the form you want to use as a template.
     • You can select the view type as card type or list type.
     • You can check included components by hovering the mouse over the form.
2. See the following and click components in the Component area, add them to the Form Space area by dragging and dropping, and enter the detailed settings.
   • For a detailed description of each component, see Detailed Descriptions of Components.

Area	Description
① Component area	List of components that can be added to the form space area
② Form Space area	Area to configure the form content by adding components Added components can be moved by dragging and dropping in the form space. They can be deleted by clicking displayed when hovering the cursor over
③ Detailed Settings area	Area to enter settings of the components added Common Settings: name, description, and entry requirement commonly applied to the same type of components added - Edited items are displayed in blue for the document approved by an approver after modification. However, if the component name is not entered, edited items can't be identified (See Consent After Document Modification) Detailed Settings: detailed settings of individual components selected
④ Save Temporarily	List of temporarily saved forms

• To temporarily save the current content, after entering the Form Category and Form Name, click the [Save Temporarily] button. The temporarily saved forms can be checked and loaded from the Save Temporarily list at the top right.
• To preview the created form click the [Preview] button.
• Click the [Save Form] button to save.

Set Approval Line

You can set approval lines by form. You can set the requirement status of approval line for the form. When the admin sets the approval line, they can be configured by in detail by units of department, job grade, job position, superordinate department head by level, Reports To by level, or specific employee, according to the approval type.

If there is an invalid approver (retirement, leave of absence, temporary suspension, etc.) in the approval line, then a notification requesting the change of approval line is sent to the Approval admin, and it is displayed in the [Approver Deleted/Retired] tab of the Manage Approval > Manage Document Permissions > Manage Invalid Approval menu. If the approval line includes a department head that is vacant, then the form's approval line will be provided with that department head excluded.

The Set Approval Line page is laid out as follows.

The following describes how to add a new approval line or edit the existing approval line on the selected form.

Default Approval Line

The following describes how to set a default approval line.

1. From the [Set Approval Line] tab, set "Approval Line to Be Set by Admin" to Use (ON).
2. Set "Default Approval Line" to Use (ON).
3. Click the [Add Default Approval Line] button.
4. From the Set Approval Line pop-up window, set the approval line as follows.
   • Add New: Click the [Add] button and select the approval type and approver. (See Detailed Descriptions of Approval Type and Approver)
     • When entering employee names by entering them manually, the search auto complete results are displayed in the form of "Name (department/job title/job position/nickname)." For employees with concurrent positions, all of their concurrent departments are displayed. (E.g., Gildong Hong/Operation team, Gildong Hong/HR team) Check and select the appropriate information.
       • Job title/job position is displayed if the company is using job title/job position and the employee has a job title/job position assigned to them.
       • Nickname is displayed if a nickname is entered in the employee's personnel information.
     • The parallel approval (agreement) can be made up of multiple people, and the user can add parallel approvers as needed while composing documents.
     • To delete a set approver, click .
       • If the approval type is Parallel Approval (Agreement), then deleting the approval type will delete all grouped parallel approvers.
   • Add through Import Approval Line: You can import approval lines configured in other forms to use. Click Select and select the form.
     • From the Select Approval Line pop-up window, select the approval line you want to import.
     • If multiple approval lines exist in the form, then you can only select either default or prioritized approval line.
     • Click the [OK] button.
       • The selected approval line is displayed in the Set Approval Line pop-up window.
     • To delete the set approver, click . To change the approval order, click to change the order.
5. Click the [OK] button from the Set Approval Line pop-up window.
   • The default approval line of the form is added.

Conditional Approval Line

The following describes how to set an conditional approval line.

1. From the [Set Approval Line] tab, set "Approval Line to Be Set by Admin" to Use (ON).
2. Set "Conditional Approval Line" to Use (ON).
3. Select conditions.
   • For condition items displayed by form, see Detailed Descriptions of Approval Line Conditions.
4. Click the [Add Conditional Approval Line] button.
5. From the Add Conditional Approval Line pop-up window, set the conditional approval line as follows.
   • Set conditions: Items are displayed according to set conditions. Select details conditions by item, and then click the [+] button.
   • Add approval line to apply: Select the addition method between Add New or Import Approval Line to add. (See Step 4 of Default Approval Line)
6. Click the [OK] button from the Add Approval Line pop-up window.
   • The prioritized approval conditions and approval line for the form are added.
   • When conditional approval lines are set, the approval line information is added as a new row.
   • You can set multiple conditional approval lines for a single form. In this case, approval lines with higher priority are executed first.
   • If multiple conditional approval lines are added, click the Change Order button and change the order of approval lines with more conditional items to a higher priority.

Set Arbitrary Decision

You can set arbitrary decision permissions, which can complete documents, even if there are approvers that have not processed them.

Set them from the Manage Arbitrary Decision area of the [Set Approval Line] tab.

When granting arbitrary decision permissions:

• At their turn for approval, the document approval can be completed immediately regardless of the approval line.

• Other approvers who haven't approved it will be regarded to have consented to the arbitrary decision.

• It can be practiced even when granted after document creation.

  

Receipt Settings

You can set the receipt usage status, receipt time, and recipients for the form.

Set the receipt information of the form in the [Set Receipt/Sharing] tab.

Sharing Settings

You can manage the sharing options, sharing time, and sharing targets.

Set the sharing information of the form from the [Receipt/Sharing Settings] tab.

Area	Description
Use Detailed Settings	It is displayed when there are detailed form types, such as Absence Schedule and Official Document Sending Request Form. When selecting [Use Detailed Settings], select a detailed form type to apply. Click the [View All] button to view the settings for all detailed form types
Sharing Options	It sets the sharing options for the form. If it's set to Shared to selected, you can select sharing targets and share to specified sharing targets. It displays the sharing targets for forms set as Shared to selected. You can click to delete targets. If you don't want to share the document, then set the sharing options as Shared to selected and don't specify any sharing targets
Sharing Time	Set it to be shared upon document creation or approval completion Share from document creation: It can be shared starting from the time of document creation - Sharing settings such as viewing and comments can be changed while document approval is in progress. If an employee added as a person to share but excluded by another approver in progress, the employee's permission to view may be withdrawn Share after completion: It can be shared after the document approval is completed
Sharing Target	You can click the [Add Sharing Target] button to set sharing targets for the form The form is shared to specified sharing targets. It displays the sharing targets for forms set as Shared to selected Click to delete targets If you don't want to share the document, then set the sharing options as Shared to selected and don't specify any sharing targets Select Sharing Type: - Department: Share only to members of the selected department, and if you select "Include Suborganizations," members of suborganizations are included. Basically, it is shared in the unit of departments and if you select "Enter affiliated members one by one," it is individually shared to affiliated members at the time of creation - Employee: share to only the selected employee - Department head: It is only shared to the selected Nth superordinate department head - Drafting department: Share only to members of the drafting department of the document, and if you select "Include Suborganizations," members of suborganizations are included. Basically, it is shared in the unit of departments and if you select "Enter affiliated members one by one," it is individually shared to affiliated members at the time of creation - Menu permission group: Select and grant created permissions. It is only shared to users with permissions
Additional Settings	If the admin has set the Nth superordinate department head as the sharing target and if that superordinate department head does not exist, select whether to omit them from the sharing target If Omit is selected, it omits the approval by the non-existing department head - E.g., If the admin has set the sharing target as the primary department head and if that primary department head does not exist, then the sharing is omitted If Not omit is selected, a sharing target is designated in the relative priority ascending to the top department head instead of omitting sharing with the non-existing department head - E.g., It omits sharing with the primary department head and shares with the secondary department head
Allow Change of Sharing Target	It sets whether to allow the change of sharing targets set by the admin Allow: The document creator or approver can change sharing targets Not allow: Sharing targets set by the admin can't be changed

Set Form Permissions

You can manage writing permissions and viewing permissions for forms.

Set form permissions in the [Set Permissions] tab.

Detailed Descriptions of Components

The detailed description for each component that can be selected in the Create Form page is as follows.

Basic Components

• If you set Approval Line Integration Status to Use in the detailed component settings, you can select it as a condition when adding conditional approval lines in Manage Approval > Manage Form > Set Approval Line.
• The Edit When Reporting option in the detailed component settings is provided when selecting the document creation location as Report from outside in Create Form. If you select Enable, you can enter (or select) the value of the field in the creation pop-up that is called when creating the report from WORKPLACE outside form from the external solution. For more information, see Create External Approval Document.
  • This option is excluded from some components (instruction text, image, automatically displayed text, and automatic number issuance).

• WORKPLACE Components

Apply Integration Code

When you apply integration codes to components, the integrated codes are displayed and the code items can be selected when creating documents.

Flow of integration code application:

The following describes how to apply integration codes.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Form > Manage Form menu.
3. Click the name of the form you want to apply the integration code to.
4. In the form details page, select the component you want to integrate (currently, only selected boxes can be integrated), and then proceed with the settings related to component integration in the component properties area on the right.
   
   • Detailed Settings area
     • Option: Select the integration option.
       • Select manually: Manually add codes (item names) to be displayed in the component. You can click the "+" button to add multiple codes.
       • Select integration code: You can select the integration code to be applied to the component from codes registered to Manage Approval > Settings > Manage Integration Code. If you don't have any integration codes in the "Used" status, then Select integration code is displayed as deactivated.
         • When searching for integration codes, the autocomplete feature is provided for the code name search.
     • If you select Display Item Code, then code IDs are displayed when searching codes.
5. Click the [Save Form] button to save.

Detailed Descriptions of Approval Type and Approver

The detailed description for approval types and approvers that can be selected when specifying approval lines is as follows.

• Approval Type

The approval types provided by the WORKPLACE Approval service include Consent, Automatic Consent, Agreement, Parallel Approval, and Parallel Agreement. According to the approval type name set by each form (when Set Name by Form is set to Use in the Manage Name menu), it can be displayed with different names. If the admin has set Set Name by Form to "Not Use," then approval type names set by the admin are displayed on all forms.

The following describes each approval type.

• When sequential approval is allowed to be used, the user can add sequential approvers within parallel approval (agreement) when creating documents. See Approval Type for more information about sequential approval.

According to the approval type, whether you can change the order of each approver on the approval line differs. Approvers for Consent, Automatic Consent, Agreement can be moved to before or after the Parallel Approval or Agreement, but can't be included in that Parallel Approval. Approvers grouped in an Parallel Approval or Agreement can change positions with each other within that order, but this does not change the processing order.

• Approver

The following describes approvers that can be added to approval lines.

You can change the order of added approvers in the approval line by dragging and dropping, or delete them by clicking .

Detailed Descriptions of Approval Line Conditions

The forms provided by default in WORKPLACE have a set list of items that can be selected for conditional approval. For forms created by users, you can select Approval Line Integration Status under Detailed Settings when creating forms to display the settings as conditions.

The detailed description for conditions that can be selected for conditional approval is as follows.
The approval condition may differ by form, and up to 4 conditions can be selected.

The selection of the document creator (department/job grade/job position/employment type/employee) can be changed according to the settings made in the Member Service > Settings > Set Basic Information menu. When setting the department as the approval condition, you can select whether to include suborganizations.

Specify Approval Line on Forms For Part-time Employees

Approval lines on forms for part-time employees can be set when the company enables part-time employees in WORKPLACE. Forms for part-time employees only provide simplified approval line management features as shown below.

• "Approval Line to Be Set by Admin" is set to be enabled by default and can't be changed.
• "Default Approval Line" is set to be enabled by default, and the manager of the workplace is specified in the default approval line, which can't be changed or deleted.
• Conditional approval is unavailable.
• You can click to add approvers and delete added approvers.

Example of Entering Description Section

The examples of instruction messages that can be entered in the description section are as follows.

Form	Example Instruction Message
Absence Schedule	It's a form to be used to share absence schedules such as leave, family event, business trip, and outside work
Expense Settlement Request	It's for settling expenses spent for business. The expenses can be settled with a variety of evidences such as corporate credit card, personal credit card, cash, etc.
Expense Plan Request	Request the expense plans to be spent. If an expense plan is requested in advance, then settling the expense can be done conveniently based on the expense plan
General Document	It's a form to be used for training requests, office supply purchase requests, etc. You can get an approval in advance for expected expenses, or share the plan with employees
Certificate	Request certificates issued by the company. When a Completed notification is created in Notifications, visit the work desk on 4F of Green Factory to receive your certificate
Work Plan Request	Request the work plan when you have a plan to work overtime
Work Result Request	You must fill in a Work Result Request form and get it approved to record your work hours as extended (overtime) work in the following cases: when you are changing the clock-in/out record, worked extended hours on a workday, or worked on a holiday or day off

Manage Approval Line Exception

In the Manage Approval Line Exception menu, you can register approval line exception settings if exceptions need to be made by approver in the approval lines set by form.

The Manage Approval Line Exception page is laid out as follows.

Add Approval Line Exception

You can apply approval line exception settings for the original approver set as the approver of the default approval line of each form.

The following describes how to register approval line exception settings.

1. In the WORKPLACE PC web page, click the [Service Menu] > [Manage Approval] button.
2. Click the Form > Manage Approval Line Exception menu.
3. Click the [Add Approval Line Exception] button.
4. In the Add Approval Line Exception pop-up window, enter the approval line exception information as follows.
   • Form: Select the category, form, and detailed form to apply the approval line exception.
   • Drafting Department: It's the department to which the exception is applied. Inclusion of lower level departments can be selected.
   • Original Approver: It's the approval target to whom the exception applies.
   • Exception Handling Type:
     • Omit Approver: It excludes the original approver from approval and notification delivery in the document approval process.
     • Change Approver: The selected approver approves the document on behalf of the original approver, and the notification is sent to the original approver.
     • Referenced (Referenced Approval/Notification/Automatic Consent): The document is processed with automatic consent, and the notification is sent to the original approver.
     • Changed Approver: It is displayed when the exception handling type is selected as Change Approver. Select the approver you want to change to.
5. Click the [Save] button form the Add Approval Line Exception pop-up window.
   • The approval line exception settings are registered.

Manage Category

You can add, edit, or delete categories that include each form in the Manage Category menu. Upon creating WORKPLACE, the Default, HR, Attendance, and Expense categories are created automatically. Among them, you can't delete or change the name of the Default category. The added categories can be selected when creating forms.

The Manage Category page is laid out as follows.

Manage General Form

The Manage General Form menu enables users, who subscribed to WORKPLACE before July 17, 2020 and created and used forms, to use and manage the forms as they are. You can add or delete general forms, as well as edit the text format of each general form through Smart Editor.

The Manage General Form page is laid out as follows.