Form

This feature is available after applying for WORKS Approval.

You can manage approval forms and their approval lines, shared recipients, and usage permissions.

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

You can check forms provided by default, 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.

Area Description
① Search window Search forms by category and form name conditions
② Create Form Create new forms (See Create Form)
③ Form list You can check and manage the list of forms provided by default as well as those created by the company

  • Form Name: Click to go to the detailed settings page for the form and edit it (See Add Form)
  • The forms provided by default can't be edited or deleted. For certain forms, you can only change the document in workflow modification status
  • When the company is not using the basic forms, they are not displayed to any members if you add no target for creation permissions in Set Permissions of the detailed settings page of the form
④ Usage Status You can change the usage status of forms. You can't change the usage status of forms provided by default

  • When set to Use, it is displayed in the ‘Approval Home > Compose’ Document page of the user
⑤ Edit Document in Workflow You can change documents requested for approval with the form to be modifiable or not modifiable by the approver in the Ongoing status

  • When Edit Ongoing Document is set to Use, the approver can edit the document and then process it (See Process After Document Modification)
  • The edited items can be checked from the change history within the document
  • Documents can't be edited for Purchase Price Settlement Request, Vendor Request, Project Code Request, Payroll Certificate Request forms
⑥ Preview Preview the content of the form
It provides the preview of PC and mobile pages
⑦ Delete Delete forms

  • Forms provided by default can't be deleted

Add Form

You can create new forms.

The following describes how to create a form.

  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 ‘Form > Manage Form’ from the menu.
  4. Click ‘Create Form’.

    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 after completing and saving Basic Settings and Create Form. However, you can navigate tabs regardless of the order when you edit a form.
  5. (Required) Basic Settings: Enter the basic form information in the Basic Settings tab.
    • Category: Select an existing category or click ‘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, the form can only be reported through the Approval API from an external solution, and not from the internal drafts of the Approval service. To create documents from external solutions, see Creating Approval Document From External Solution.
      • 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.
    • Click ‘Save’.
      • When creating a new form, create it by clicking the Create Form tab.
  6. (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 ‘Attach File’.
      • Enter the instruction text in the editor box.
    • Click ‘Save’.
      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.
  7. Set Approval Line: If you want to set an approval line of the form, then you can click ‘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. (Business Support Settings > Common Code > 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 ‘Save’.
      • The approval line set by the admin is applied to the form.
  8. 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.
      For information about the violation approval line of expense audit forms, see Manage Self Check.
  9. 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 ‘Save’.
      • The receipt/sharing settings set by the admin is applied to the form.
  10. 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 ‘HR > Member > Manage Employees’.
      • 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.
  11. Click ‘Save’.
    • 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 ‘Form Editor’ 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 ‘New Form’ 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: Create a form by using a form provided by default 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.

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 ‘Save Temporarily’. The temporarily saved forms can be checked and loaded from the Save Temporarily list at the top right.
  • To preview the created form click ‘Preview’.
  • Click ‘Save Form’ 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.

 

Area Description
① Approval Line Requirement Select the requirement status of the approval line

  • When it is selected as required, then the form can't be reported for approval unless the approval line is specified. If no approval line is set by the admin, then the document creator must set an approval line
② Approval Line to Be Set by Admin Select whether the approval line is set by the admin

  • When the admin sets the approval line, then the default approval line or conditional approval line is required to be set (ON)
③ Default Approval Line When the admin sets the approval line (ON), then the default approval line can be set

  • Default Approval Line: Select whether to use the default approval line
    • When it is set to use (ON), ‘Add Default Approval Line’ is activated, and you can click it to add default approval lines. (See Default Approval Line) After adding a default approval line, is activated, and you can click it to edit the default approval line (See Default Approval Line)
④ Conditional Approval Line When the admin sets the approval line (ON), then conditional approval lines can be set

  • Conditional Approval Line: Select whether to use conditional approval lines
    • If there are prioritized conditions to be applied, then different approval lines are applied according to the condition if you select to use conditional approval lines
    • When it's set to be used (ON), the condition area of the conditional approval line is activated. Select prioritized conditions to be applied
    • When conditions are selected, ‘Add Conditional Approval Line’ is activated, and you can click it to add conditional approval lines. (See Conditional Approval Line)
⑤ Approval line list It displays the current approval line information (If the default approval line by form and conditional approval line are added, then they are displayed according to the priority.)

  • You can click the icon of each column to edit or delete the approval line or change their order
⑥ Allow Change of Approval Line Select whether the creator can change approval lines set by the admin

  • If set to ‘Allow’, the creator and the approver can change approval lines set by the admin
  • If set to ‘Not allow’, the creator and the approver can't delete approval lines set by the admin but can add approval lines
⑦ Additional Settings If the superordinate department head of the approval line set by the admin does not exist, select whether to omit it in the Approval step

  • If ‘Omit’ is selected, it omits the approval by the non-existing department head
    • E.g., If the admin has set the approval line to primary department head -> secondary department head and the team leader who is the primary department head does not exist in the team, it omits approval by the primary department head and approves with only the secondary department head
  • If ‘Not omit’ is selected, an approver is designated in the relative priority ascending to the top department head instead of omitting approval by the non-existing department head
    • E.g., It omits approval by the primary department head and approves with the secondary department head -> the tertiary department head (CEO)
⑧ Manage Arbitrary Decision Select whether to use arbitrary decision management

For the description of specifying approval lines on forms for part-time employees, see Specify Approval Line on Forms for Part-time Employees.

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 ‘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 ‘Add Default Approval Line’.
  4. From the Set Approval Line pop-up window, set the approval line as follows.
    • Add New: Click ‘Add’ 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 'OK'.
        • The selected approval line is displayed in the Set Approval Line pop-up window.
        • Click to delete the set approver or change the order If necessary.
  5. Click ‘OK’ 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.
  4. Click ‘Add Conditional Approval Line’.
  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 ‘+’.
    • Add approval line to apply: Add by selecting Add New or Import Approval Line. (See Step 4 of Default Approval Line)
  6. Click ‘OK’ 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 ‘Set Approval Line’ tab.

Area Description
① Arbitrary Decision Usage Status It sets whether to use the arbitrary decision for the form. When it's set to Use, if you select "Allow arbitrary decisions only for approval lines set by the admin," then only approvers included in the approval line set by the admin can make arbitrary decisions
② Approvers Capable of Arbitrary Decision It specifies approvers who can make arbitrary decisions for the form

  • Employees and department heads can be added as arbitrary decision makers, and when department heads are added, it is applied to all department heads of the company
  • You can delete a target by clicking
  • When selecting ‘Allow arbitrary decisions only for approval lines set by the admin,’ the set approval line shouldn't be changed, so set Allow Change of Approval Line to ‘Not allow’.
  • When approval line changes are set to Allow so that approval lines set by the admin can be changed, you must clear "Allow arbitrary decisions only for approval lines set by the admin" to enable the set the arbitrary decision maker to process arbitrary decisions.

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.

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 ‘View All’ to view the settings for all detailed form types
Receipt Usage Status It sets the receipt usage status for the form. When Use is selected, you can select receipt time and recipients
Receipt Time It allows receipt to start from document creation or after document is completed

  • Start from document creation: The recipient can receive the document during document creation or even during approval
  • Receive after completion: The recipient receives the document after its approval is completed
Recipient Click ‘Add Recipient’ to set recipients of the form

  • Set Receipt Type:
    • Department: All members of the selected department receive. If you select ‘Include Suborganizations’, members of suborganizations are included
    • Employee: Only the selected employees are recipients
  • If no recipient is added, then only the Receipt area is displayed with no recipient
  • Click to delete recipients
  • When creating a document, the document creator can delete employees added as recipients. The deleted recipients are removed from the recipient list
Allow Change of Recipient It sets whether to allow the change of recipients set by the admin

  • Allow: The document creator or approver can make changes
  • Not allow: Recipients set by the admin can't be changed
When using as a corporate group, you can view all employees and departments of the corporate group and set to recipients.

Sharing Settings

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

Set the sharing information of the form from ‘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 ‘View All’ 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 ‘Add Sharing Target’ 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

When using as a corporate group, if the sharing option is set to Share to All, the primary company is applied by default. If a user composing a document is appointed to a concurrent position, the document can be shared with the concurrent company. If the sharing option is set to ‘Shared to Selected’, you can view all employees of the corporate group and set to sharing targets.

Set Form Permissions

You can manage writing permissions and viewing permissions for forms.

Set form permissions in the ‘Set Permissions’ tab.

Area Description
① Writing Permission It manages writing permissions of the form

  • All employees: The form can be used by all employees (They refer to members registered in ‘Member Service > Member > Manage Employees’)
  • Department: The form can only be used by the members of the selected department
    • If you select ‘Include Suborganizations’, the members of suborganizations are included
  • Employee: The form can only be used by the selected employee
  • Menu permission group: Select and grant created permissions. The form can only be used by users with permissions
② Viewing Permission It sets viewing permissions of the form

  • All employees: The form can be viewed by all employees (They refer to members registered in ‘Member Service > Member > Manage Employees’)
  • Department: The form can only be viewed by the members of the selected department
    • If you select ‘Include Suborganizations’, the members of suborganizations are included
  • Employee: The form can only be viewed by the selected employee
  • Menu permission group: Select and grant created permissions. The form can only be viewed by users with permissions
  • Employees who have been granted with only the viewing permission of a document can only view the document and can't add shared comments
  • When granted with the viewing permissions, the document can be viewed in the user's ‘Approval Home > Document’ for Viewing menu

When setting the form's viewing permission to ‘All employees’, the users not included in the approval line or sharing options can also view the document. Be careful when setting it as All employees.

  • The form is not displayed to users without the form's writing permissions.
  • If someone retires, or there is a deleted permission or department, then they are automatically deleted from the list.
    • When using as a corporate group, you can add the employees belonging to the primary company and the concurrently appointed employees of other group companies as form permission (writing permission/viewing permission) owners.

You can't set the creation permission owner for purchase price settlement request, general document (receipt), work schedule request, quote request, and order request forms. You can only create them in the following cases.

  • Purchase price settlement request: You can report approval by creating the purchase price settlement request form for purchase data registered from the Accounting service and this is the form that can be used only in such cases.
  • General document (receipt): This is the form to create ongoing documents after a member who is set to the document recipient accepts the received document. The form can be used only in such cases.
  • Work schedule request: This is the form created by a member who is assigned to Report Approval of Work Schedule Method by clicking ‘Work Schedule’ in the ‘My Work > Manage Attendance > Clock-in/out Status’ to report work schedules.
  • Quote request form: It is a form for reporting created quote for approval, if the approval of quotes has been set to be done through the Approval service in the Sales service.
  • Order request form: It is a form for reporting created order form for approval, if the approval of order forms has been set to be done through the Approval service in the Sales service.

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. you can enter (or select) the value of the field in the creation pop-up that is called when creating the approval documents from the external solution. For more information, see Creating Approval Document From External Solution.
    • This option is excluded from some components (instruction text, image, automatically displayed text, and automatic number issuance).
Component name Purpose Detailed Settings to be Entered Drag-and-drop Availability
Subject A component included by default to all forms can't be added or excluded - O
Text Entering short text
  • Maximum number of characters allowed, whether characters, numbers, special symbols are allowed
O
Multi-text Entering long text
  • Maximum number of characters allowed, whether characters, numbers, special symbols are allowed
  • Height of the displayed input window
O
Select box Selecting an item from multiple items provided in a drop-down list
  • Individual items that can be selected, whether a default value is selected
  • Whether payment line is linked or not
O
Multi-select box Selecting one or multiple items from multiple items provided in a drop-down list
  • Individual items that can be selected, whether a default value is selected
O
Table Entering data in table format
  • Displayed fields (columns), field labels, input method for field values
  • Whether rows can be added, approval line integration status
X
Formula table Entering data in table format
  • Displayed fields (columns), field labels, input method for field values
  • When Number is selected as the input method for field values, clicking the ‘Add Calculation Formula Column’ button will automatically apply the calculation to the entered number and display the result, and that column can't be edited by the user
  • When Number is selected as the input method for field values, you can select Subtotal to add a subtotal row to the last row of the table
  • When Select box or Multi-select box is selected as the input method for field values, you can add individual items that can be selected
  • Whether you can add rows
X
Checkbox Selecting one or multiple items from provided items
  • Individual items that can be selected
O
Radio button Selecting an item from provided items
  • Individual items that can be selected
O
Time (single) (Entered by admin) Displaying time
  • Time unit and format, hour/minute integration or separation, usage status of default time, approval line integration
  • When using the default time, default time settings value
O
Time (range) (Entered by admin) Displaying time range
  • Time unit and format, hour/minute integration or separation, usage status of default time, approval line integration
  • When using the default time, start time and end time
O
Date (single) (Entered by admin or user) Displaying date
  • Usage status of default date, approval line integration status
  • When the default date is selected as Not set, it displays an empty field
  • When the default date is selected as Set, the admin enters the date to be displayed
  • When the default date is selected as Apply user settings, the user enters the date (select the date from the calendar or manually enter the date)
O
Date (range) (Entered by admin or user) Displaying date as a period
  • Usage status of default date, approval line integration status
  • When the default date is selected as Not set, it displays an empty field
  • When the default date is selected as Set, the admin enters the start and end dates to be displayed
  • When the default date is selected as Apply user settings, the user enters the start and end dates (select the dates from the calendar or manually enter the dates)
O
File attachment Attaching files with the Attach button or by dragging and dropping
  • Component that can only be added once per form
  • File size limit, file type limit, maximum number of attachments, button label
O
Instruction message (Entered by admin) Specifying the instruction message to be displayed on the user page
  • Enter the instruction message to be displayed
O
Image (Entered by admin) Displaying image in the form body
  • Image to be displayed, image size, alignment within body
  • One image can be attached at a time
O
Image attachment Attaching image files with the Attach button or by dragging and dropping
  • Attached images are displayed in the body
  • File size limit, maximum number of attachments, button label
O
Number Entering numbers
  • Maximum digits allowed, approval line integration status
O
Currency Entering amounts
  • Whether the currency is fixed or selectable, decimal point input status, number of decimal places
  • When selected as Not set, the reporting currency of the company is displayed in the user's page, and the user can select another currency to enter the amount
  • When selected as Set, the admin selects the displayed currency, and the user can only enter the amount
O
Automatically displayed text (Entered by admin) Specifying text hidden when creating, but displayed when the user saves the document
  • Text to be displayed when the user saves the document (saved time or manually set text), whether to display the creator's department and name, API integration status
  • When selected as Set manually, the admin manually enters the text to be displayed
O
Smart Editor Entering content using Smart Editor which enables font change, paragraph alignment, etc.
  • A component that can be added once per form
  • The editor is not provided on mobile devices, and they are converted into multi-text to be displayed
X
Automatic number issuance (Entered by admin) Automatically assigning a number to the document
  • Maximum digits for document number, prefix and settings value of automatic numbers
O
Address Searching and entering addresses
  • This component is provided according to the country selected by the company
  • If the country is Korea, then the address is entered automatically when searching and selecting a ZIP code
  • If the country is Japan, entering a valid ZIP code (3 digits + 4 digits) and clicking an empty space on the page automatically enters the address
  • For other countries, it displays two text fields
O
Division line (Entered by admin) Adding horizontal division lines between components - X
  • Search Employees/Departments, Related Document Components
Component name Purpose Detailed Settings to be Entered Drag-and-drop Availability
Search Employees Searching and selecting employees registered in
  • Employee information display status, displayed information, display format for auto-complete, whether multiple selections are available
    • When using as a corporate group, an option to display primary and concurrent employees of the corporate group is provided for Display Range for Member Search Autocomplete
O
Search Departments Searching and selecting departments registered in
  • Department to be selected by default, whether selecting all is allowed, whether multiple selections are available
  • When using as a corporate group, you can select from the entire corporate group if Display Range of Organization Chart is set to ‘Corporate group’. And you can only select from departments in the primary company if it's set to ‘My company’
O
Related Document Attaching approved documents as related documents
  • A component that can be added once per form
  • Searchable related document category, button label
O

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.

Register the information of the code to be integrated in advance in ‘Manage Approval > Settings > Manage Integration Code’.

Flow of integration code application:

The following describes how to apply integration codes.

  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 ‘Form > Manage Form’ from the menu.
  4. Click the name of the form you want to apply the integration code to.
  5. 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 ‘+’ 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.
  6. Click ‘Save Form’ 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 Manage Approval 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.
Approval Type Description
Consent
(= General Approval, General)
A general approval method that agrees to the document approval and passes it to the next approver
Automatic Consent
(= Referenced Approval, Referenced, Notification)
A method that automatically agrees to the document approval and passes it to the next approver, which is the same as the concept of generally used referenced approval
It is displayed on the approval line, but there is no need to agree manually. Notifications are submitted whenever automatic consent is processed
Agreement
(= Agreement Approval, Cooperation)
An approval type that is processed identically as Consent, but the approval is made by an external handler that is not on the internal approval line
It is labeled as Agreement in the user's page
Parallel Approval An approval type where multiple approvers process the document on the same level at the same time
Parallel Agreement An approval type that is processed identically as Parallel Approval, but the approval is made by an external handler that is not on the internal approval line
It is labeled as Parallel Agreement in the user's page
Sequential Approval An approval type where the document is processed according to the order added within Parallel Approval or Parallel Agreement
It is labeled as Sequential Approval in the user's page

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.

Approver Conditions Available for Selection Description Whether Automatic Consent and Parallel Approval/Agreement Are Available
Nth superordinate department head Always available for selection It automatically imports the creator's 1 to Nth superordinate department heads. It can be specified up to the number of department levels in the company O
Reports To When Reports To is set to use in the ‘HR > Settings > Set Personnel Information’ menu Select Reports To displayed with automatically set level
Example: If Reports To is set twice, then it is set and displayed as primary Reports To and secondary Reports To (primary Reports To's Reports To)
X
Department Always available for selection Select a department to set the document creator to specify one user in the department as the approver O
Job Title When ‘Display’ job title is set to ‘Display’ in ‘Admin > Member > Manage Items’ Select a job title to set the document creator to specify one user with the job title as the approver O
Job Position When ‘Display’ of job position is set to ‘Display’ in ‘Admin > Member > Manage Items’ Select a job position to set the document creator to specify one user with the job position as the approver O
Enter Manually Always available for selection Specify the approver by manually entering the employee/department name O
  • If Department is set as the approver, the user must select one employee from the department when creating the document.
  • If a department is set as the approver in Enter Manually, then all employees of that department are specified as approvers, and any employee affiliated with the department at the time of approval can approve. (For more information, see Approve Document.)

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

When using as a corporate group, if an employee of the primary company or an employee of the concurrent company is registered in the Nth parent department head, they are automatically applied as approvers. When searching by the employee name, you can search and select any employee in the corporate group.

Detailed Descriptions of Approval Line Conditions

The forms provided by default have a set list of items that can be selected for conditional approval. For forms created in a company, 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.

Condition Description
Absence Schedule/Absence Schedule Cancellation You can select the document creator (department/job grade/job position/user type/employee) and absence item as approval conditions
Certificate You can select the document creator (department/job grade/job position/user type/employee) and certificate type as approval conditions
Expense Plan Request/Expense Settlement Request You can select the document creator (department/job grade/job position/user type/employee) and total amount in the document unit as approval conditions
General Document You can select the document creator (department/job title/job position/user type/employee) and form type (for customers who signed up on or before 2020.07.17) as approval conditions
Work Plan Request/Work Result Request/Cancel Work Result Request You can select the document creator (department/job grade/job position/user type/employee) as approval conditions
Expenditure Resolution Report You can select the document creator (department/job grade/job position/user type/employee) and total amount in the document unit as approval conditions
User-created Forms (My Company's Forms) You can select the document creator (department/job grade/job position/user type/employee) and the detailed settings configured to use ‘Approval Line Integration Status’ as approval conditions (See Detailed Descriptions of Components)
Official Document Sending Request You can select the document creator (department/job grade/job position/user type/employee) and official document name as approval conditions

The selection of the document creator (department/job grade/job position/user type/employee) can be changed according to the settings made in ‘Admin > Member’. 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. 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

Creating Approval Document From External Solution

The following describes how to use the WORKS Approval forms to create documents from other solutions your company is using.
See the diagram below for the flow of creating and reporting documents.

For more information, see the detailed step-by-step description below.

Step1. Create a new form you want to use from ‘Manage Approval > Manage Form > Create Form’.

  • When creating a new from, you need to select ‘Report from outside’ in the ‘Basic Information’ tab to be able to use it from external solutions. (See New Form)
  • Edit the form by adding components by format for the entire data to be sent to WORKS Approval.
  • You can set the approval line, sharing target, and recipient if necessary. (See ‘Manage Approval > Manage Form > Set Approval Line, Sharing Settings, and Set Recipient’.)
    • If the admin hasn't set up the approval line and sharing target, the creator can add them when filling out the form. (See Create Approval Document)

Step2. After checking the provided API reference document, generate a URL to use the form you created in Step 1.

  • For more information on how to generate it, see ‘Create External Approval Document API’.

Step3. If you use the URL generated in Step 2, a pop-up window opens with the initial data filled out in the Fill Form page. Check the data and report it for approval.

  • For components whose ‘Enter when reporting’ option is set to Available upon creating a new form, you can enter the desired data in the Fill Form pop-up window.
    • This option can be set when creating a new form.
  • If necessary, you can add the approval line, sharing target, and recipient in the Fill Form pop-up window.

Step4. When document is successfully reported for approval, the specified destination URL opens.

  • You're directed to the destination URL specified with the document ID (ApprovaldocId). This destination URL can be set when creating a new form. If the destination URL hasn't been set, you're directed to the View Document page.
  • A popupDocKey is issued when the document is reported for approval, and its value is the only key issued upon successful API.

Step5. Depending on the processing status of the reported document, you can view it in each of the respective document box in ‘Approval Home > Approval Document’. If you want to receive events that occur during the processing process of the document, see ‘Manage Approval > Developer Tool’ for various uses.

Manage Approval Line Exception

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.

Area Description
① Search window Search the registered approval line exceptions based on the form, drafting department, and original approver conditions

  • 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
② Add Approval Line Exception Add new approval line exception (See Add Approval Line Exception)
③ List of approval line exceptions You can view registered approval line exceptions in a list

  • Original Approver: Click to view the information of the original approver
  • Change Result: It displays the changed approval line
  • Change Date: It displays the last change date
  • You can edit and delete approval line exception information
When using as a corporate group, you can register the approval line exception information for all forms used in the corporate group. You can also specify the original approver and changed approver within the entire corporate group.

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. 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 ‘Form > Manage Approval Line Exception’ from the menu.
  4. Click ‘Add Approval Line Exception’.
  5. 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.
  6. Click ‘Save’ form the Add Approval Line Exception pop-up window.
    • The approval line exception settings are registered.

Manage Category

You can add and manage categories of forms. Basically 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.

Area Description
① Add Add a new form category
② Category list It displays the list of registered categories
The category name can be added and edited in the Category Name column. Click the icons in each column to change the display order of categories, view details, and delete categories
③ Save It saves the entered content

Manage General Form

The Manage General Form menu enables users, who subscribed to 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.

Area Description
① General form list It displays the list of general forms registered
Click to set the text format usage status and text format of each form
You can select or clear Use of Add Form to set whether the addition and deletion of general forms are available
② Text format settings Enter the text format for the general form
If you clear Use of Text Format Usage Status, then the text format is not displayed and you can't enter the text format
③ Preview Preview of the entered text format
④ Save It saves the settings
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