Settings

This feature is available after applying for WORKS Approval.

You can change the settings applied to each page of the Approval service according to the company environment. You can also easily import external documents using the template provided.

Set Approval

You can set to use or not use pre-approval, sequential approval, reject and specify, defer, and signature features for the approval work.

The Set Approval page is laid out as follows.

Area Description
① Pre-approval Enables pre-approval of a document to be approved, regardless of the approval order specified in the approval line
② Sequential Approval Allow to add sequential approvers who approve documents in order within the unit of Parallel Approval (Agreement)

  • The approval order is not related to other Parallel Approvals(Agreements)
  • When ‘Use’ is selected, ‘Add Sequence’ is displayed in Set Approval Line > Parallel Approval(Agreement) of the user
③ Bulk Approval Set to approve documents in the approval pending status in bulk

  • When ‘Use’ is selected, the user can select documents to approve in bulk in the ‘Approval Home > Approval Document > Pending’ menu and approve the documents
④ Reject and Specify Specify one of the approvers who have already approved and cancel the approval for the specified approver so that the specified approver and other following approvers in the approval line need to approve again

  • The approval order doesn't change. For Pre-approval, Reject and Specify is unavailable
⑤ Pending Allow to defer document approval and temporarily stop the approval process

  • When using Pre-approval, other approvers can approve it
⑥ Signature Set the personal signature of the approver to be displayed in the printed page of the approval document

  • The personal signature image needs to be registered in advanced from ‘Personnel Information > Manage Signature’
⑦ Non-consecutive Duplication of Approvers Set the duplication status of non-consecutive approvers (only applies to Set Approval Lines of the admin)

  • When ‘Allow’ is set, setting duplicated approvers in the non-consecutive order of the document is allowed
  • When ‘Not Allow’ is set, the processing(including sequence in parallel) and deleting methods are selected to set the same approver only for once in the document
    • Delete by leaving the first or Delete by leaving the last: Select to delete all duplicate approvers by leaving the first or the last
  • When the same approver is duplicated in a consecutive order, it automatically deletes the duplicate approver
⑨ View Documents From Previous Company When Transferring Within Corporate Group This item is displayed when using as a corporate group, and only the primary company can set

  • Set employees (the approver of the document, the shared recipient) who transferred within the corporate group can view documents of the previous company, and the setting is based on the company that created the document
  • When ‘Use’ is set, you can set whether viewing previous documents for each company is allowed and whether viewing shared recipients is allowed
    • If you select Use for viewing previous documents for each company, you can view a document, of which the approver is you in the company, in a company after transfer
    • If you select Use for viewing previous documents for each company, you can view a document, of which the approver is you in the company, in a company after transfer
⑧ Official Document Receipt and Sending When setting Official Document Receipt and Sending to ‘Use’, official documents can be requested for sending and receipt via approval. Official document sending request forms can be managed and their request history can be checked

  • Menus displayed when it's Use: ‘Approval Home > Official Document Box’, ‘Approval Home > Compose Document > Official Document Receipt/Sending Request forms’, ‘Manage Approval > Official Document, Manage Approval > Manage Form’ list displays Official Document Receipt and Sending Request forms (if there're sending forms)
⑩ Save Click to save the settings
  • Pre-approval
  • Sequential Approval
  • Reject and Specify
  • Pending

Manage Name

You can change each name displayed on various pages related to approval. For example, if the name of Consent is changed to General Approval, approval cases processed as consent in the document list of the Approval Home > Approval Document menu or other related menus are displayed as General Approval.

The Manage Name page is laid out as follows.

Area Description
① Set Approval Type Name If you select ‘Use’ for Set Approval Type Name by form, you can set an approval type name by form. If you select ‘Not Use’, the settings are universally applied to all forms

  • Select Common Approval Type Name
② Set Process Button Name If you select ‘Use’ for Set Process Type Name by form, you can set a process type name by form. If you select ‘Not Use’, the settings are universally applied to all forms

  • Select Common Process Type Name
③ Set Create Button Name If you select ‘Use’ for Set Create Button Name by form, you can set a create button name by form. If you select ‘Not Use’, the settings are universally applied to all forms

  • Select Common Create Button Name
④ Save Click to save the settings

Manage Notifications

You can set approval-related notifications to be delivered to users. Users can receive service notifications and emails. Also, they can integrate with external solutions such as KakaoTalk, LINE, Slack, and Google Chat to receive notification messages.

To integrate notifications with external solutions, see Manage Service Integration.

The Manage Notifications page is laid out as follows.

Area Description
① Notification channels Set notifications for each channel

  • When integrating with external solutions, tab for external solutions are also displayed
② Set Notifications Sets to send or not send notifications in each situation

  • Settings done by the admin commonly apply all users and all documents, and they can't be disabled by users
  • Users can add notification items not checked by the admin, and each user can set personal notifications in ‘Settings > Set Notifications’
  • The user can set (ON) or cancel (OFF) notifications of individual documents. If notification settings are canceled (OFF) for a document, all notifications for the document are not sent to the user
③ OK It saves the settings

Managing Document Number

You can set document numbering rules of each form. If you change the rule, the changed rule will apply to documents created after the change takes place.

The Manage Document Number page is laid out as follows.

Area Description
① Document Number Format Select the format of assigned document numbers.
② Composition of Year, Month, and Date Select the display format of year, month, and date.
③ Form Type Name Enters the form type name of each form.
④ Serial Number Length Select the minimum length of the document number.
If Initialize by Date is selected, it is displayed after initializing by date. reset by year, month, and day.
⑤ Separator Select the separator to be used.
⑥ Save Save the edited content

Import Data

You can import external documents using the template. Admins can check and manage imported documents in ‘Manage Approval > Document Box > Manage Imported Documents’ and users can check imported documents in ‘Approval Home > Imported Documents’. You can set sharing targets and exchange shared comments in the same manner with other documents created in Approval service.

The following describes how to import external data.

    1. Prepare the external document to be imported in PDF format.
    2. Click the ‘Service Menu’ at the top right of the PC web screen, and then click ‘Manage Approval’ in the pop-up window.
    3. Click at the top left of the screen.
    4. Click ‘Settings > Import Data’ from the menu.
    5. Click ‘Download Template File’.
  1. Enter details into the Basic Document Information, Approver Information, and Sharing Range sheets according to the guide in the downloaded template, and save the file.
  2. Click ‘Upload File’ in the Import Data page and upload the saved file.
    • The upload result will be shown.
    • If there is an input error, it is marked in red, and an error message is displayed at the bottom. In this case, upload the Excel file again after correcting the error.
  3. Create a folder on the local PC for each Document Number displayed as the upload result, and put the external document into the folder.
    • For a document with attachments, create a subfolder named Document Number again inside the folder containing the document, and then put the PDF file and attachments into the subfolder.
  4. Compress the folder of each document number into a ZIP file.
  5. Click ‘Upload PDF/Attachment’ in the Import Data page and upload the ZIP file.
  6. Click ‘Save’, and then click ‘OK’ in the confirmation pop-up window.
    • Registration is completed, and the uploaded document is displayed in the list.
    • Click ‘View’ to check the uploaded PDF document. Click ‘Download’ to download the list of uploaded documents as an Excel file.

Manage Integration Code

You can register and edit integration code that can be integrated and used in a component. The registered integration code can be used as an optional item in a checkbox in the form or can be used by integrating with the corporate information system (Lagecy) currently used by the client.

The Manage Integration Code page is laid out as follows.

Area Description
① Add Code Add a component code (item) to be integrated (See Add Integration Code)
② Integration Items Registered integration component code (item); Click to modify integration code (See Modify Integration Code)
③ Code Name Enter the item name of the component
④ Code Key Enter the key to identify the code.
⑤ Add Register detailed items in the code (See Add Integration Code)
⑥ Upload Upload detailed code items and item ID at once (See Upload Integration Code)
⑦ Download Download detailed code items and item ID of the code (See Download Integration Code)
⑧ Detailed list Detailed item of the integration component code
You can change the detailed code exposure order or change the detailed code usage status (See Change Detailed Code Usage Status)
⑨ Save Save the registered and modified information.

Add Integration Code

The following describes how to add a component code (item) to be integrated.

  1. Click the ‘Service 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 ‘Settings > Manage Integration Code’ from the menu.
  4. Click ‘Add Code’.
  5. Enter Code Name and Code Key.
  6. Click ‘Add’, enter information into the input field added to the list, and then click ‘Save’.

Modify Integration Code

The following describes how to modify the registered integration codes.

  1. Click the ‘Service 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 ‘Settings > Manage Integration Code’ from the menu.
  4. Click of integration code to change in the integration code list
  5. Change the code name and usage status.
  6. Click ‘Save’.
  • You can't modify the code key.
  • If you change the usage status to ‘Not Use’, when you apply integration code to a component of a form, the integration code is not displayed. (See Apply Integration Code) If you change the usage status of detailed code to Not Use, when a user creates a form, the detailed code is not displayed.
  • If you change an integration code detailed item included in the document to ‘Not Use’, the approver cannot edit the document in progress. (See Approve Documents > Consent After Document Modification)

Change Detailed Code Usage Status

The following describes how to change the usage status of the detailed code of an integration code.

  1. Click the ‘Service 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 ‘Settings > Manage Integration Code’ from the menu.
  4. Select an integration code from the integration code list.
  5. Place the cursor over the detailed code to change and click to select the usage status.
  6. Click ‘Save’.
For integration code applied to the form, at least one detailed item needs to be in the ‘Enabled’ status.

Upload Integration Code

The following describes how to upload an integration code.

  1. Click the ‘Service 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 ‘Settings > Manage Integration Code’ from the menu.
  4. Select the integration code to be uploaded in the integration code item.
  5. Click ‘Upload’.
  6. Click ‘Download Sample File’ in the Upload pop-up window to download the sample file.
    • The sample file is downloaded as an Excel file.
  7. See the sample file to create and save the integration code.
  8. Click ‘Attach File’ in the Upload pop-up window, select the integration code file, and then click ‘Save’.
  9. Check the details in the notification pop-up window, and then click ‘OK’.
  10. Check the details in the confirmation pop-up window, and then click ‘OK’.
  • If the upload fails, resolve the cause of the error and upload again.
  • Once the upload is completed successfully, you can check the detailed code item and item ID information from the integration code item.

Import Integration Code Using API

You can import codes using the provided open API. Proceed by using the API guide.

  • Add Code API
  • Add Detailed Code Item API

Download Integration Code

The following describes how to download integration codes.

  1. Click the ‘Service 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 ‘Settings > Manage Integration Code’ from the menu.
  4. Select the integration code to be downloaded in the integration code item.
  5. Click ‘Download’.
    • The list of integration codes is downloaded as an Excel file.
The downloaded file is saved as interlockcode.xlsx in the Downloads folder.
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