Managing Document Permissions

This feature is available after applying for WORKS Approval.

You can change the approval lines and recipients of the document with deleted or retired members set as approvers or recipients. 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.

Area Description
① Content tab Click to view the approver who retired (was deleted)
② Search window Search for a document based on the document number, form, handler, and period

  • Form: You can view documents by selecting one or more desired forms
    • Click to display all forms of the company
    • If you enter a search keyword and the search keyword is included in the form category or form name, it will be highlighted
  • Handler: Includes creator, approver, and drafting department
  • When using as a corporate group, the ‘company’ field is displayed
③ Invalid approval line list It displays the list of documents in progress for an approver who retired (is deleted)

  • Change: It is displayed when an approver pending approval or scheduled to approve is a retired (deleted) employee or a deleted department. Click to change the approver (See ‘Change Approver’)

Change Approver

The following describes how to change an invalid approver.

  1. Click the ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Manage Approval’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click ‘Manage Document Permissions > Manage Invalid Approval’ from the menu.
  4. If necessary, enter the search conditions in the search window, and then click ‘Search’.
  5. Click ‘Change’ for the retired approver.
  6. Select the approver to replace, and click ‘OK’.
  7. In the approver change pop-up window, select an approver to replace and click ‘OK’.
    • 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.

Area Description
① Content tab Click to view deleted/retired document recipients
② Search window Search the document based on the status (Sent Document in Progress, Pending Receipt, Received and Accepted), receipt (recipient, person in charge), document number, and period conditions

  • When using as a corporate group, you can select the company in the receipt field
③ Invalid recipient list It displays the list of received documents for which the recipient as a department has been deleted or the recipient as an individual/person in charge has retired (been deleted)
Change:

  • In the event a recipient as a department has been deleted, click to select a new recipient to replace it (The new recipient can be selected as a department or an individual and the change can simultaneously apply to multiple documents in workflow for which the department is a recipient.)
  • In the event a person in charge of a recipient department has retired or been deleted, click to change the person in charge (The change can simultaneously apply to multiple documents in workflow for which the retired employee is an individual recipient or a person in charge of a department recipient.)
  • In the event an individual recipient has retired/been deleted, click to change the recipient (The recipient can be selected as a department or an individual. When changing the recipient to an individual, the change can simultaneously apply to multiple documents in workflow for which the retired employee is an individual recipient or a person in charge of a department recipient. When changing the recipient to a department, the change can simultaneously apply to all documents in workflow for which the retired employee is a recipient.)

Even if the department recipient is invalid, when the designated receipt person in charge is valid, it is not displayed in the list.

Recipient Changed

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

  1. Click the ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Manage Approval’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click ‘Manage Document Permissions > Manage Invalid Approval’ from the menu.
  4. If necessary, enter the search conditions in the search window, and then click ‘Search’.
  5. Click ‘Change’ for the recipient.
  6. In the recipient change pop-up window, select the recipient to replace and click ‘OK’.
    • 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. Click the ‘Admin Menu’ at the top right of the PC web screen, and then click ‘Manage Approval’ in the pop-up window.
  2. Click at the top left of the screen.
  3. Click ‘Manage Document Permissions > Manage Invalid Approval’ from the menu.
  4. If necessary, enter the search conditions in the search window, and then click ‘Search’.
  5. Click ‘Change’ for the person in charge to change.
  6. In the person in charge change pop-up window, select a person in charge to replace and click ‘OK’.
    • 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

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

Area Description
① Content tab Click to view the change history of approval lines and recipients
② Search window Search the change history by type, document number, date of change, and changed by
③ Change List It displays the approval line before and after change or recipient, person in charge and date of change, and changed by

  • Document: Click the document number to view the document

Manage Bulk Sharing

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.

Area Description
① Document information area Enter the form (type), document status, and period (creation date, completion date) to grant sharing permissions
② Specify Approval Type Selection Target Specify the approval type selection target

  • Enter the employee or department name to search
③ Select approval type Select the approval type to grant sharing permissions to

  • If the target is a department, draft and cc are displayed as disabled
  • Sharing: Search only documents whose sharing options are specified as Share to selected and their change of sharing target is set to Allow
④ Select Additional Sharing Target Select additional sharing targets

  • Department: Additionally share 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 individually,’ it is individually shared to affiliated members at the time of creation
  • Employee: Additionally share to selected employees
⑤ Save Save the changes
  • You can't exclude someone from the sharing target after specifying them as an additional sharing target.
  • Users set as the additional sharing target can view documents in the ‘Approval > Shared Document’.
  • However, if the ‘Allow change of sharing target’ option of the form is ‘Do not allow’, you can't view the document even if you're specified as an additional sharing target. (See Manage Approval > Sharing Settings)
    • If the sharing time of the form is set to ‘Share after completion’, then you'll be able to view it after the approval is complete, even if you're specified as an additional sharing target during the approval process.
  • A notification is sent to specified additional sharing targets. However, notifications are not sent in the following cases.
    • Depending on the notification settings of individuals, if they're not receiving notifications when they're added as a shared recipient of a document
    • If the sharing options of the form is set to ‘Share to all’

Settings history

You can view the history of documents’ bulk sharing target settings.

The Settings History page is laid out as follows.

Area Description
① Search area Search the history of bulk sharing target settings based on registration date, registrant, form (type), original approver, additional sharing target conditions
② Settings history list
  • Registration Date/Registrant: Date and registrant registered additional sharing targets
  • Additional Sharing Target: Sharing targets who are specified as additional sharing targets
  • Set Document: It displays the number of shared documents

Manage Imported Document Bulk Sharing

You can add bulk sharing targets for documents imported from external solutions. In the Settings History page, you can view the history of bulk sharing target settings.

For the method of importing external documents, see Import Data.

Differences and commonalities between Manage Imported Document Bulk Sharing and Manage Bulk Sharing

Differences:

  • Since the form, creator, and approver are not input values (entered as text via Excel), they are selected as conditions via input rather than search.
  • Creator, approver, and shared recipient are optional input items with AND condition.
  • Also in ‘Settings History’, all searches are done by typing, not by selecting, and separately for creators, approvers, and shared recipients, not by approval type selection target.

Commonality:

  • Shared recipients are entered values, so you can search and select them.

Set Bulk Sharing

The Set Bulk Sharing page is laid out as follows.

Area Description
① Document information area Enter the form (type) and period (creation date, completion date) to grant sharing permissions
② Specify relevant target Specify the creator, approver, and shared recipient of documents to bulk share

  • Documents that match all entries for the creator, approver, and shared recipient are shared
③Select Additional Sharing Target Select additional sharing targets

  • Department: Additionally share 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 individually," it is individually shared to affiliated members at the time of creation
  • Employee: Additionally share to selected employees
④Save Save the changes
  • You can't exclude someone from the sharing target after specifying them as an additional sharing target.
  • Users set as the additional sharing target can view documents in the ‘Approval > Shared Document’ menu.
  • However, if the ‘Allow Change of Sharing Target’ option of the form is ‘Not allow change of sharing target’, you can't view the document even if you're specified as an additional sharing target. (See Manage Approval > Sharing Settings)
    • If the sharing time of the form is set to ‘Share after completion’, then you'll be able to view it after the approval is complete, even if you're specified as an additional sharing target during the approval process.
  • A notification is sent to specified additional sharing targets. However, notifications are not sent in the following cases.
    • Depending on the notification settings of individuals, if they're not receiving notifications when they're added as a shared recipient of a document
    • If the sharing options of the form is set to ‘Share to all’

Settings history

You can view the history of imported documents' bulk sharing target settings.

The Settings History page is laid out as follows.

Area Description
① Search area Search the history of bulk sharing target settings based on registration date, registrant, form (type), creator, approver, shared recipient, and additional sharing target conditions
② Settings history list
  • Registration Date/Registrant: Date and registrant registered additional sharing targets
  • Additional Sharing Target: Sharing targets who are specified as additional sharing targets
  • Set Document: It displays the number of shared documents
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