Sharing Document

This feature is available after applying for WORKS Approval.

You can share documents with anyone who wants them and give and receive shared opinions, enabling you to communicate smoothly with your co-workers.
You can view the shared documents in ‘Approval Home > Shared Document’.

Sharing Settings

You can set the sharing options (share to all, share to selected) and add sharing targets.

Share to All

Sharing to all allows all members to view the document and add shared comments.

  • When using as the form of a corporate group, you can share it with other group companies. Select the group company you want to share it with.

Share to Selected

When selecting share to selected, only selected users can view the document and create shared comments.

  • To share the document only with a specific department or employee, tap ‘Share to Selected’
    • You can add by loading from frequently used sharing groups (set in the ‘My Approval Line’ menu) or add it manually.
      • You can load sharing groups only if change of sharing targets is allowed.
      • Tap Load My Sharing Group in the Share to Selected area to select the sharing group to use.
      • If there are no preset sharing groups in the ‘Approval Home > My Approval Line’ or the sharing group is invalid, Load My Sharing Group is not displayed.
      • The shared recipient of the selected sharing group is displayed. Tap to exclude a specific sharing target of the sharing group from the shared recipients.
    • To manually add a sharing target, tap ‘Add Sharing Target’ and select Employee or Department. Add sharing targets by searching for the department name or the employee name to share.
      • When sharing with a department, if you select ‘Include Suborganizations’, the document is also shared with members of suborganizations of the added department.
      • If you select a department to share the document, the department name is displayed and the document is shared by the unit of departments. For new hires or department transfer, the document is shared if you belong to the department without changing the sharing targets.
        • If you select 'Enter affiliated members one by one', all members of the department at the current time point are displayed in the sharing target area and you can delete from the sharing targets, if necessary.
      • The sharing target of the document can add another member to sharing targets in the View Document page.
  • If you don't want to share the document with anyone, leave it without any shared recipients. If you do not enter shared recipients, then the document is shared only with the document creator and approver.
  • When using as a corporate group, you can search all employees and departments of the corporate group and add to the sharing targets.

Change Sharing Settings

If the admin has set to ‘Allow’ change of sharing targets, the document creator and the approver can change the sharing options set by the admin and add or delete sharing targets when selecting share to selected. In this case, the document creator and the approver can change the sharing options and add the sharing targets even after the document is approved.

See the following table for change availability of sharing settings by document creator, approver, and sharing target.

Type Change Sharing Options Add or Delete Sharing Target Changeable Steps
Creator O O When creating the document
When the document is approved
Approver O O When approving the document
When the document is approved
Sharing Target X O (Only available to add) When the document is approved
  • After completion of document approval, change of sharing options and addition/deletion of sharing targets are reflected immediately. The document can't be searched by the person who has been excluded from the sharing target. Shared Comments created by the excluded target are not deleted.
  • If the admin has set to ‘Not allow’ change of sharing targets, the creator, approver, and sharing targets can't change the sharing settings.
  • Once a document is shared, an approval notification is sent to the sharing target.
  • The sharing time may differ by form according to the admin's settings. The document can be shared at the time of document creation, or after the approval is completed.

Register Shared Comment

The sharing targets can communicate by writing a shared comment.

The following describes how to register shared comments.

The share time may vary by document, depending on the Approval admin’s settings. For a form whose share time is 'Continue to share from the document creation', you can view and write a comment on documents in progress.
  1. Select a document on which you want to register a comment in the ‘Approval Home > Approval’ or the ‘Shared Document’.
  2. Tap ‘Add Shared Comment’.
  3. Enter the shared comment in the input field.
  4. If you have any files to attach, tap ‘Attach File’ to attach them.
  5. Tap 'Register'.
    • The shared comment is registered and an approval notification is sent to the document creator and the shared comment creator.
    • To delete shared comments you wrote, tap .
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