Joining/Retirement Checklist

This feature is available after applying for WORKS Approval.

You can register the joining/retirement checklists. You can assign and manage several checklists registered to one group according to the work purpose.

Checklist Status

You can assign work lists the joined/retired employees must check by group, and divide assigned checklists by joined employee or by checklist. You can also search and view the checklist assignment history by condition and download the checklist assignment list as an Excel file.

The Checklist Status screen is laid out as follows.

 

Area Description
① Content Tab Standard for searching the checklist assignment history

  • Joined/retired Employee Search the checklist status by joined/retired employee
  • By checklist: Search the checklist status by checklist.
② Search window Search checklists by type, group name, joined/retired employee, assignment period, handler, checklist name, person in charge, and status
③ Add assignment Assign checklists to joined/retired employees (Refer to Assign Checklist)
④ Delete Delete assigned checklists (Refer to Delete Assigned Checklist)
⑤ Download Downloads the checklist assignment list as an Excel file (Refer to Download Checklist Assignment List)
⑥ Checklist Status Display the progress status of all checklists assigned

  • In progress: Number of checklists in progress by the due date
  • Completed: Number of checklists completed by the due date
  • Delayed: Number of checklists that are not completed by the due date
⑦ Checklist assignment list View assigned checklist information and progress status

  • Clicking the group name in the ‘Joined/retired Employee’ tab will display assigned checklist detailed list
  • Clicking the checklist name in the ‘By checklist’ tab will display the checklist details screen
⑧ Only View the Delayed Data When selected, display only delayed items among the checklist assignment history in the list

Assign Checklist

The following describes how to assign a checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Checklist Status' from the menu.
  4. Click 'Add Assignment’.
  5. Select the type.
    • Group names that can be selected differ, based on type.
  6. Select a group name of a checklist to be assigned.
    • To add a checklist to a group and manage it, refer to Manage Checklist Group.
    • A checklist included in the group is displayed in Checklist Name.
  7. Search and add the assignment target.
    • You can assign by the unit of an employee or a department.
      • For onboarding checklist assignments, employees must have a date hired to be assigned. In addition, when assigning by department, employees without a hire date are automatically excluded from the assignment.
    • You can add part-time employees as assignment targets.
    • To include suborganizations of the assignment target, Select ‘Include Suborganizations.’
    • If the due date for the checklist is set based on the retirement date, then the retirement (scheduled) date for the assignment target must be registered.
    • If the due date is set to date after the retirement date, then checklists can't be performed before the employee's retirement date.
  8. Click 'Assign'.
    • An assigned checklist guide mail will be sent to the assignment target.

Search and manage assigned checklists in detail

Click the group name of the checklist assignment list in the ‘Joined/retired Employee’ tab, and then click the checklist name. You can also click the checklist name in the ‘By Checklist’ tab to open the Checklist Details screen.

On the Checklist Details screen, you can view or edit the checklist content. You can also send a reminder notification mail to a checklist handler by clicking ‘Request Reminder’, and write a comment.

The Checklist Details screen is laid out as follows.

 

Area Description
① Basic information Display checklist basic information

  • Name of joined and retired employees: Click to check information of joined or retired employees.
  • Handler: Display the checklist handler (joined/retired employee/department head/work manager), which can be edited by clicking .
  • Due date: Display the due date of the checklist, or display as delayed if it is not processed by the due date. You can edit it to a date after today.
② Additional information Display link, personnel information, pledge, form, attached file, task manager, and status

  • Link: Display links entered in the checklist.
  • Personnel Information: Display the Status of Provide Link to My Personnel Information.
  • Pledge: Display name of the attached pledge.
  • Form: Display name of attached forms.
  • File attachment: Display the attached files, and clicking will display the ‘Attach File’ button and the file attachment area.
  • Task Manager: Display the task manager when the handler is the task manager, or the task manager has been selected. Add the task manager by searching the employee name.
  • Status: Display checklist progress status.
③ Process History Display the history of assigning, editing, requesting a reminder for and completing the checklist

  • If there is no Process History except assignment, then the ‘Process History’ will not be displayed
④ Comment Click to write a comment on the checklist

  • Send a notification mail when writing a comment
  • The number of comments is displayed if there are registered comments
⑤ Request reminder
  • Displayed when the checklist handler is not the joined/retired employee and the status is In Progress
  • Click to send a reminder notification mail to the checklist handler
⑥ Edit Click to edit the checklist content

  • For disabled items, click to edit, and then click ‘Edit’.
  • You can view the checklist editing history by clicking ‘Process History’
For delayed checklists, the admin can edit and extend their due date. When the due date is edited, the status is changed from Delayed to In Progress.

Download checklist assignment list

The following describes how to download the list of checklist assignments.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Checklist Status' from the menu.
  4. If necessary, enter the checklist assignment conditions to be searched in the search window, and then click ‘Search’
    • You can view the details of checklist assignment history that match the entered conditions.
  5. Click 'Download'.
    • The list of checklist assignments is downloaded as an Excel file.
Downloaded files are stored as [YYYY-MM-DD]checkList_stateByEmp.xlsx or [YYYY-MM-DD]checkList_stateByCheckList.xlsx in the Download folder.

Delete Assigned Checklist

The following describes how to delete a checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Checklist Status' from the menu.
  4. Select an item to be deleted in the checklist assignment list.
  5. Click 'Delete'.
    • If you delete it in the ‘Joined/retired Employee’ tab, then checklists of selected joined/retired employees are all deleted.
    • If you delete it in the ‘By Checklist’ tab, then only the selected checklists are deleted.

Manage Checklist

You can register and manage the joining/retirement checklists. You can also search and view the checklist by condition and download the list of checklists as an Excel file.

The Manage Checklist screen is laid out as follows.

 

Area Description
① Search window Search checklists by type, category name, checklist name, and handler type
② Add Add New Checklist (Refer to Add Checklist)
③ Download Download the list of checklists as an Excel file (Refer to Download List of Checklist)
④ Checklist list Display an added checklist

Add Checklist

The following describes how to add a checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. Click 'Add'.
  5. Enter basic information.
    • Select a category name with which you are to manage a checklist. For detailed category information, refer to Manage Category menu.
    • Select the Handler.
      • Task Manager: This is a manager who will perform the checklist. When selected, the task manager item in additional information is changed to the required item.
      • Department head: The head of department that the joined/retired employee belongs to, will perform the checklist, and for part-time employees, a workplace manager is applied as a department head.
        • If there is no superordinate department head, the secondary superordinate department head is assigned to a handler.
        • For the assigned checklist, if the department head is in the retirement (or deletion) or appointment cancellation status, a notification email about the change of handler is sent to the admin. The admin can change a handler of the checklist.
    • Joined employee/retired employee: Joined/retired employee who was assigned the checklist will perform the checklist. When assigning the checklist, you can view the assigned checklist in ‘My Work > Checklist’.
    • When an invalid employee is designated as a handler, an information mail is sent to the admin.
    • If the use status of appointment is set to ‘Not Use’ in ‘Set > Manage Appointment Usage’, then you can't set the due date as of the date of retirement.
  6. Enter additional information.
    • Click ‘Add’ to register multiple links.
    • Select whether to provide ‘Personnel Information’ link.
      • When selected, the link to the Personnel Information page is provided, and the personnel information can be edited directly.
    • Click ‘Select Pledge’ to add pledges.
      • The Pledge item is only displayed when using Pledge services, and if substitute characters are included in the form, you can't add.
    • Click ‘Select Form’ to add forms.
      • Based on the services in use and use settings, the available forms may differ.
    • To attach files, click ‘Attach File’ or drag and drop into the ‘Drag Files Using Mouse’ area.
    • To add a task manager, search and add the employee name to be added.
      • A task manager who is not set as a checklist handler, plays a role of managing the task in the checklist.
  7. Click ‘Save’.
To add a checklist with the same content as an existing checklist, refer to Copy Checklist.

View Checklist Details

The following describes how to check details of checklists.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. Click the checklist name whose details will be checked in the checklist list.
    • It opens the Edit Checklist page.

Edit Checklist

The following describes how to edit a checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. Click the checklist name to be edited in the checklist list.
  5. Apply the edited content, and then click ‘Save’.
    • Click to attach a file.
  6. Enter the reason for editing, and then click ‘OK’.
    • The edited content will be reflected.
Click ‘Editing History’ at the upper right corner of the Edit Checklist screen to view the date of initial creation and the edit history.

Copy Checklist

The following describes how to copy the checklist content and to add a new checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. Click the checklist name to be copied in the checklist list.
  5. Click 'Copy, and then click 'OK' in the confirmation pop-up window.
    • Open the Register Checklist page where the same content as the copied checklist is reflected.
  6. Add required content by referring to Add Checklist, and then click ‘Save’.
    • The checklist is added with the copied content.
  • The deleted pledge and approval forms are not copied.
  • If a retired employee is designated as a task manager, then the task manager will not be copied.

Delete Checklist

The following describes how to delete a checklist.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. Click the checklist name to be deleted in the checklist list.
  5. Click 'Delete'.
  6. From the Delete Checklist pop-up window, click ‘Yes’.
    • The checklist is deleted.
If the checklist is included in the group, then it can't be deleted directly. You can only delete it after excluding it from the group.

Download Checklist List

The following describes how to download the checklist list.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist' from the menu.
  4. If necessary, enter the checklist conditions to be searched in the search window, and then click ‘Search’.
    • You can view the checklist that matches the entered conditions.
  5. Click 'Download'.
    • The checklist list will be downloaded as an Excel file.
The downloaded file is saved as [YYYYMMDD_MM-DD]checkList_set.xlsx in the Download folder.

Manage Checklist Group

You can group and manage checklists according to the work purpose or execution target.

The Manage Checklist Group screen is laid out as follows.

 

Area Description
① Search Window Classify checklist groups, and search by group name
② Add Add New Checklist Group (Refer to Add Checklist Group)
③ Delete Delete selected checklist group (Refer to Delete Checklist Group)
④ Download Download the checklist group list as an Excel file (Refer to Download Checklist Group List)
⑤ Checklist Group List Display an added checklist group

Add Checklist Group

The following describes how to add a checklist group.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. Click 'Add'.
  5. Enter checklist information.
    • If you select the status of automatic assignment to ‘Use’, then the Target Department for Assignment item is displayed. Select the target department for assignment.
    • Click ‘Include Suborganizations’ to select, and you can include suborganizations of the assignment target department in the assignment target.
    • Employees without a hire date are not eligible for automatic assignment.
    If you set the use status of appointment to ‘Use’ and the type is ‘Employment’, then you can select the automatic assignment status to ‘Use’.
  6. Click ‘Add’ to add a checklist.
    • Select a checklist to be added in the Select Checklist pop-up window, and then click ‘OK’.
    • You can search the checklists by searching the category name and checklist name.
  7. Designate the priority checklist.
    • Select a checklist, and then click ‘Add’ to select a checklist that has to be performed prior to the applicable checklist.
    • The same checklist can't be selected repeatedly, and checklists that create a cycle due to continuous priority conditions can't be selected.
  8. Enter the mail guide message.
    • A checklist assignment guide mail is sent with the created message as its title.
    • A mail with a default title will be sent if you don't enter anything.
  9. Click ‘Save’.
    • The checklist group is added.

Delete Checklist Group

The following describes how to delete a checklist group.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. Select the checklist group to be deleted.
  5. Click 'Delete'.
  6. From the Delete pop-up window, click 'Yes'.
    • The checklist group is deleted.

View Checklist Group Details

The following describes how to view checklist group details.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. Click the checklist group name whose details will be checked in the checklist group list.
    • It opens the Edit Checklist Group page.

Edit Checklist Group

The following describes how to edit a checklist group.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. Click the checklist group name to be edited in the checklist group list.
  5. Apply the edited content, and then click ‘Save’.
    • The edited content is saved.
Group type (Joining/retirement) can't be edited.

Copy Checklist Group

The following describes how to copy the checklist group content and to add a new checklist group.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. Click the checklist group name to be copied in the checklist group list.
  5. Click 'Copy, and then click 'OK' in the confirmation pop-up window.
    • Open the Register Checklist Group page where the same content as the copied checklist group is reflected.
  6. Add required content by referring to Add Checklist Group, and then click ‘Save’.
    • The checklist group is added with the copied content.

Download Checklist Group List

The following describes how to download the checklist group list.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Checklist Group' from the menu.
  4. If necessary, enter the checklist group conditions to be searched in the search window, and then click ‘Search’.
    • You can view the checklist group that matches the entered conditions.
  5. Click 'Download'.
    • The checklist group list is downloaded as an Excel file.
The downloaded file is saved as [YYYYMMDD_MM-DD]checkList_group.xlsx in the Download folder.

Manage Category

You can add, edit, or delete categories for onboarding and offboarding checklists. You can also change the order of categories or manage the checklists in that category.

Add Category

The following describes how to add a category.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Category from the menu.
  4. Click 'Add'.
  5. Enter the category name in the added row, and then click or to set the order of the categories.
  6. Click ‘Save’.

Edit Category

The following shows how to edit a category.

  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Category from the menu.
  4. Specify the information to edit.
    • To change the category name, delete entered category name and then enter a new category name.
    • To change the category order, click or .
    • To change the order of checklists within your category, click , change the order on the Change Order tab, and then click Save.
    • To move a checklist from one category to another, click select the category to move the checklist to in the ‘Change Category’ tab, and then click ‘Save’.
  5. Click ‘Save’.
    • Changes will be saved.

Delete Category

The following shows how to delete a category.

A category can't be deleted if there is a checklist registered to it. Delete the checklist first by referring to Delete Checklist, and then delete the category.
  1. Click 'Admin Menu' at the top right of the PC web, and then click 'HR' in the pop-up window.
  2. Click at the top left of the screen.
  3. Click 'Joined/retired Employee Checklist > Manage Category from the menu.
  4. Click for the category item to delete.
  5. Click ‘Save’.
    • Categories are deleted.
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