E-approval is the function to create the document to be approved and have it approved online. The benefit of E-approval is that the users do not have to personally carry the documents to each of the approvers for approval

Approving online saves time and makes it easier to store the approved document as well as to reuse it or share it. Moreover, it helps to deploy green office since it minimizes waste of paper

DaouOffice’s E-approval features following functions

• Storage of approval path

• Arbitrary approval, substitute approval, pre-approval, post-approval and post-reading

• Conversion of approval form into the action copy

• Approval through mobile devices (web or app)

• Storing and sharing of the approved document in the departmental document box or Document Box

When you select the E-approval menu, following E-approval home page is displayed

13.1Request for Approval (Draft Generation)

You must generate a draft first to get it approved or attain consent of another team or department. A draft is generated in the following way:

1. Click New approval at the upper left corner of the screen.

2. Click a form in the left side of the approval form selection screen.

   1. You can select a form by searching the forms by title if needed.

   2. Contact the site administrator if you do not find the form you need.

3. When you select a form, the details of the selected form are displayed in the right side of the screen. Check the detailed information and submitting department. Click OK to navigate to the Write approval document screen.

4. Generate a draft.

   1. If there is a file to attach, click Attach file to upload a file in your PC.

   2. Click Search document next to Related document if there is an approval document to check. Select an approval document in the Personal document box and Departmental document box,Documents

      1. Only the approved documents can be attached.

      2. Click Preview next to the document title to display the document in a popup window.

   3. Check the Document info in the right side of the screen and set the open option, custody period, cc and recipient.

      1. Open option – An approved document may be automatically stored in the Document Box depending on the form setting. Select if this document will be open. If it is set to private, only the document creator and approver can access the document even when the document is in the Document Box. Refer to the table below for details on permission to read documents.

      2. Custody period – It is the period for which the document is kept.

5. When a document is created, click ‘Approval Path’ on top of the document and specify the recipients and references.

   1. From the Approval Path tab, specify approvers using the organization tree.

   2. References – References are users or groups you allow to view the content of the approval document. References are not approvers but can view the content and the approval status. Even while the approval is in process, you can add references by clicking ‘Modify Document’ on top. Select a group (department) as a reference to set all of the members belonging to the group as references. References can view approval documents in CC/Read Folder.

   3. Recipients – Recipients are users/groups who will receive the document when the approval is granted. Specifying groups (departments) as recipients, the document will be forwarded to the group’s Department Inbox. Only the head (or deputy head) of the department and the Department Inbox Administrator can access and view the content of the Department Inbox.

   4. Viewer - When an approval has been completed, a user who is designated as a viewer can check the document. A user who is designated as a viewer can send the document by email.

   5. External Recipients – External recipients are (email addresses of) external users who will receive the document when approval is granted. You can add external recipients by selecting from the Common Address Book.

   6. Click ‘OK’.

6. Click Request approval on top of the document.

Temporary Storage & Retrieving Temporarily Stored Document

Temporary Storage

You can temporarily save a document in the middle without the approval process and then retrieve it later to continue.

1. Click New approval process at the upper left corner of the screen to display the approval form selection screen.

2. Select a form in the left side of the approval form selection screen.

3. Generate a document to be approved.

4. Click Store temporarily at the top of the document to save the document.

Retrieving Temporarily Stored Document

If an approval document is temporarily stored, it can be retrieved to be continued at any time.

1. Click Submitted document box in the left menu of the E-approval screen.

2. Click the Temporary storage tab in the submitted document box screen.

3. Click the title of a submitted document to generate to navigate to the document generation screen.

4. After the document is generate, confirm the approval path and initiate the approval process.

Deleting Temporarily Stored Document

A temporarily stored submitted document can be deleted if it is no longer needed.

1. Click Submitted document box in the left menu of the E-approval screen.

2. Click the Temporary storage tab in the submitted document box screen.

3. Click the title of a submitted document to delete to navigate to the document generation screen.

4. Click Delete at the top of the document.

Resubmittal

If a document submitted for approval was returned due to the insufficient information or error, the corrected document can be resubmitted for approval. Moreover, an already approved document can be modified and submitted again for approval.

In the case of resubmittal, the original approval document is copied into a new approval document.

1. Click Submitted document box in the left menu of the E-approval screen.

2. Click Return tab to resubmit the returned documents in the Submitted document box. Click Complete tab otherwise.

3. Click the title of an approval document to be resubmitted. The approval document is copied, and the screen moves to the document generation screen.

4. Click Resubmit at the upper left corner of the document to navigate to the document modification screen.

5. Generate the document, confirm the approval path and initiate the approval process.

Specifying Approval Path

An approval path must be specified to submit a document for approval. An approval path means the sequence of approval.

Specifying General Approval Path

An approval path can be specified in the following way:

1. Click New approval process at the upper left corner of the screen. The approval form selection screen is displayed.

2. Select a form in the left side of the approval form selection screen and generate the document to be submitted.

3. After the document is generated, click Specify approval path at the top of the document.

4. The Organization Tree is displayed in the left side of the approval path editing screen. Enter a search word to find an approver.

5. Select a user to be specified as an approver in the search result and move the user to the right side.

6. Select an approval type. The approval type can be Approval, Consent or Confirmation, and the final approval type must be Approval.

   1. Approval –The submitted document can be approved or returned. A returned document is sent to the document generator.

   2. Consent – The consenting party can express the consent or objection to the submitted document. Even when the party opposes it, the submitted document is still delivered to the approver who can make the final approval.

      1. If there are two or more consenting parties, the method of consenting (sequential consent or parallel consent) can be selected at the bottom of the screen. The sequential consent is the type in which the submitted document is sent to a consenting party at a time after the user expresses the consent or objection sequentially on the approval path. The parallel consent is the type in which the submitted document is sent to all consenting parties at the same time, and the consenting parties can consent or oppose the document regardless of the sequence in the approval path.

      2. A consenting party can be a user or a department. If a department is specified as a consenting party, the document is sent to the head of the department, deputy head of the department or person in charge of the departmental document box.

   3. Confirmation – It is operated in the same way as approval. In other words, the confirming party can confirm or return the submitted document, and the returned document is sent to the document generator. The difference is that the action of confirming party is not stated in the approval document and shown only in the Approval path in the right side (or bottom depending on the resolution) of the screen.

7. Click OK when the approval path is specified.

Specifying My Approval Path

The frequently used approval path can be added to the personal approval path. Specifying a personal approval path is beneficial in that you do not have to find the approvers each time you have to set an approval path.

1. Click New approval process at the upper left corner of the screen. The approval form selection screen is displayed.

2. Select a form in the left side of the approval form selection screen and generate the document to be submitted.

3. After the document is generated, click Specify approval path at the top of the document.

4. Click the My approval path tab at the top of the approval path edit screen.

5. Click the Arrow icon ( ) next to the name of the approval path to be applied in the personal approval path list.

6. If a user in the selected approval path is displayed on the screen, confirm the user by clicking OK.

Specifying Personal Approval Path

The repeatedly used approval path can be saved as a personal approval path in the following way:

1. Click New approval process at the upper left corner of the screen. The approval form selection screen is displayed.

2. Select a form in the left side of the approval form selection screen and generate the document to be submitted.

3. After the document is generated, click Specify approval path at the top of the document.

4. The Organization Tree is displayed in the left side of the approval path editing screen. Enter a search word to find an approver.

5. Click Specify as personal approval path at the lower right corner of the screen when the approval path is specified.

6. Enter the name of the approval path in 1 character or more and 20 characters or less and click OK. You can select an approval path from My approval path when you specify an approval path later.

7. Click OK when the approval path is specified.

Withdrawal of Approval Document (Cancelation of Submittal)

A cancelation of submittal means withdrawal of approval request before the approver checks and approves the submitted document. When the submittal is canceled, the submitted document is in the temporarily stored status and can be submitted for request again later.

A submittal can be canceled in the following way:

1. Click Submitted document box in the left menu.

2. Click the title of the document to cancel its submittal in the Submitted document box screen.

   If needed, enter a search word in the search window at the bottom of the screen to search for the document.

3. Click Cancel submittal at the top of the document details screen.

   The Cancel submittal is displayed only to the documents that the approval process did not begin. A submitted document cannot be canceled if the approval process began.

Adding CC

You can set the user or department that can read the approval document. Although they are not the approvers, they can still check the approval document and approval status. You can add cc even during the approval process using 'Approval Information' tab at the top of document details screen.

A CC can be added in the following way:

1. Add the CC when generating an approval document.

   Or you can search for the document in an approval process. Click Scheduled to Approve in the left menu to find the documents in an approval process.

2. Click Approval Information on the top side of the document details screen.

3. Click Referer tab to display the Organization Tree. Drag and drop a user or department to designate as a CC in the organization.

4. If the document is in the approval process, click OK info to save the CC data.

5. When a user designated as a referrer reads a document, the time of reading is displayed.

Adding Recipient

When the approval process is completed, the department to process the approval can be specified. A user or department can be specified as the recipient, and the recipient can receive the document and process it.

A recipient can be added in the following way:

1. Add the CC when generating an approval document.

   Or you can search for the document in an approval process. Click Scheduled to Approve in the left menu to find the documents in an approval process.

2. Click ‘Approval Path’ on top of the document.

3. Click the References tab and the Organization Chart will appear. Select a user or department you want to set as a reference and drag and drop in the right pane.

4. Click OK to save changes.

Save as a Private Group

You can set a group of references as a private group for repetitive use. Please follow the instructions below to set a private group.

1. If you finish creating an approval request, then click Approval Path on top.

2. Click the References tab to move to the Setting References page.

3. On the left side of the Setting References page, an organization tree appears. You can add references using the search.

4. If you specify all references you want to add, then click Save as a Private Group on the bottom-right of the page.

5. Specify the name of the group (up to 20 characters are allowed), and click OK. From now on you can select the group from the Private Group list.

6. If you finish specifying references, click OK.

My Favorites

A frequently used approval form can be designated as My Favorites. Since the forms in My Favorite are displayed at the top of the left side bar, they can be quickly accessed without having to scrolling up or down when there are many forms.

A form is added to My Favorites in the following way:

1. Click New approval process at the upper left corner of the screen. The approval form selection screen is displayed.

2. Select a form in the left side of the approval form selection screen. When a form is selected, the detailed information of the selected form is displayed in the right side of the approval form selection screen.

3. Click Add to My Favorite form at the upper right corner of the screen. The selected form is added at the top of the left sidebar.

Changing Order of My Favorites

The order of forms in My Favorites can be changed in the following way:

1. Click the Edit icon ( ) next to the My Favorites.

2. Change the order of task folders with drag & drop.

3. Click the Confirmation icon ( ) after the change is completed.

Deleting Form from My Favorites

A frequently used form can be deleted in the following way:

1. Click the Edit icon ( ) next to the My Favorites.

2. Click the Delete icon ( ) at the right edge of the form to be deleted in the edit mode.

3. Click the Confirmation icon ( ) after the form is deleted

13.2Approval

This section describes how you can approve a document submitted to you. In Approval, there are two types of documents –Approval standby documents and Documents to be approved.

• Approval standby documents – They are the documents waiting for your approval as you are specified as and approver. You can approve multiple documents in standby at once.

• Documents to be approved – They are the documents to which you are specified as an approver, but it is not your turn to approve them. They will be included in the Approval standby documents when the approvers designated in front of you all approve them. If the pre-approval of a document is set to be used, you can pre-approve it even before your turn

• Waiting Official Documents - A document that requires approval prior to official document transmission arrives. It is displayed to official document transmission admin only. The admin approves to send the document or reject the document transmission.

• CC/Read Waiting Folder- Documents for which you are designated as a referrer or as a reader arrive. When a document in the folder is checked, it disappears immediately from the list. The documents that have disappeared can be checked in a folder at the bottom (Personal Folder - CC/Read Folder, Department Folder – Department CC).

Approval/Consent/Confirmation/Inspection

You can process the approval documents

1. Select the E-approval menu to display the E-approval home page.

2. Up to 5 Approval standby documents are listed at the top of the home page. Click Approval of the document to be approved. Or select Approval standby documents in the left menu. Click the title of a document to approve in the approval document list.

3. Click the Preview icon ( ) to check the document in a popup window before approving it.

4. Click Approve (Reject), Agree (Object), Confirm (Reject), Inspect (Reject) or Hold.

   1. Approve (Return) –You can approve or return the submitted document designating you as an approver.

      If you are the final approver, the submitted document is finally approved. If there is the next approver, it is sent to the next approver. A returned document is sent to the document creator, and the document creator can request the approval again by clicking Resubmit.

   2. Consent (Oppose) – You can consent or oppose a document that has you as a consenting party. The document is sent to the approver even if you oppose it.

   3. Confirm (Return) – You can confirm or return a document that has you as a confirming party.

      Like approval, the document is sent to the next approver when you confirm it, and a returned document is sent to the document creator. The difference is that the confirmation is not marked in the approval path.

   4. Inspect (reject) - A document for approval is inspected. In general, Reject button is not provided to inspectors. However, using options, this function can be activated.

   5. Hold - A document for approval is put on hold. The documents on hold are listed in “Hold” tab of “To Approve.” You can approve or reject the documents later.

5. Enter your opinion and approval password and click Approve (Return), Consent (Oppose) or Confirm (Return).

Arbitrary Approval

An arbitrary approval is for an approver before the final approver approving the document and completing the approval process. Depending on the importance of the document, the arbitrary approval is allowed when the final approver is overloaded with the approval work.

1. Select the E-approval menu to display the E-approval home page.

2. Up to 5 Approval standby documents are listed at the top of the home page. Click Approval of the document to be approved.

   Or select Approval standby documents in the left menu. Click the title of a document to approve in the approval document list.

3. Click Approve at the top of the document details screen. Enter your opinion and approval password and click Arbitrary approval.

Substitute Approval

A substitute approval is the approval on behalf of the actual approver by another user when the approver is not available due to the prolonged vacation or business travel. If the approver is set to be not available in the E-approval Settings, a substitute approver is specified, and the substitute approver can approve the document on behalf of the actual approver during the unavailable period.

The substitute approval is processed in the same way as the normal approval.

1. Select the E-approval menu to display the E-approval home page.

2. Up to 5 Approval standby documents are listed at the top of the home page. Click Approval of the document to be approved. Or select Approval standby documents in the left menu. Click the title of a document to approve in the approval document list.

3. Click Approve (Return), Consent (Oppose) or Confirm (Return) at the top of the document details screen.

   1. Approve (Return) –You can approve or return the submitted document designating you as an approver.

      If you are the final approver, the submitted document is finally approved. If there is the next approver, it is sent to the next approver. A returned document is sent to the document creator, and the document creator can request the approval again by clicking Resubmit.

   2. Consent (Oppose) – You can consent or oppose a document that has you as a consenting party. The document is sent to the approver even if you oppose it.

   3. Confirm (Return) – You can confirm or return a document that has you as a confirming party.

      Like approval, the document is sent to the next approver when you confirm it, and a returned document is sent to the document creator. The difference is that the confirmation is not marked in the approval path.

4. Enter your opinion and approval password and click Approve (Return), Consent (Oppose) or Confirm (Return).

Pre-approval

Pre-approval means an expected approver approving a document before his or her approval turn. If an expected approver pre-approves a document, the document is sent to the next approver, and the document status is set to be complete when the final approver pre-approves the document. The post-approval mark is displayed to the approver before the pre-approval, and the approver can post-approve the document later.

A document can be pre-approved in the following way:

1. Click Documents to be approved in the left menu.

2. Click the title of a document to pre-approve in the list of documents to be approved.

3. Click Pre-approve at the top of the document details screen.,

4. Enter your opinion and click Approve.

Post-reading/Post-approval

The post-reading means checking (reading) a substitute approved document while the post-approval means approving a pre-approved document.

Reading is recorded in the approval path in the case of post-reading while the approver’s signature is inserted in the approval path in the case of post-approval. For the post-approval, only approval is allowed and return is not allowed

1. Click Approval standby documents in the left menu.

2. Click the title of a document to be post-read or post-approved in the list of approval standby documents.

3. Check the approval details in the document details screen click Post-read or Post-approve at the top of the screen.

4. Enter the approval password and click Post-read or Post-approve.

Canceling Approval

You can cancel an approval if your approval is not completed and the next approver has not approved the document. An approval is canceled in the following way:

1. Click Approval document box in the left menu.

2. Click Progress tab in the approval document box screen.

3. Click the title of a document to cancel approval in the approval document list.

   Enter a search word in the search window at the bottom to search for a document if needed.

4. Click Cancel approval at the top of the document details screen.

Forced Return

A form operator can force return of a document in the middle of approval process or an approved document if the operator has the privilege to the form. This function is used when the approval details are changed or approval details are not implemented after the approval is completed.

1. Click Query document for each form in the left menu.

2. Click the title of a document to be returned.

   Set the search period, approval form, etc. and enter the keyword to search for a document if needed.

3. Click Force return at the top of the document details screen. Enter the return comment and click Return in the return window.

Handling of Received Document

A document having the specific recipient is sent to the recipient user or department after the approval is completed. The recipient can check those documents in the user’s received document box. The Manager, the Moderator and the person in charge of the departmental document box can check them in the departmental document box

Designating Person in Charge

This function designates the user to handle the received documents. Only the Manager, the Moderator and the person in charge of the departmental document box can designate the person in charge of a received document.

1. Click Departmental document box in the left menu.

2. Click the title of a document to be specified of the person in charge.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Click Designate recipient at the top of the document details screen to designate the person in charge.

Handling Received Document

A person in charge of a received document specifies the approval path and initiates the approval process.

1. Click Received document box in the left menu.

2. Click the title of a document to be received.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Click Receive.

   The process of designating the approval path or requesting the approval after receiving the document is the same as the approval request.

13.3Completing Approval

A document approval of which is completed is automatically stored in the Document Box according to the approval form setting. The document can be added to a document box other than the document box that it is automatically stored or copied into the departmental document box for sharing.

Sending Official Document

Sending official documents is notifying documents to proceed the completed document. After being approved, it can be sent to the external user with the sender's name.

1. Click the 'New' button at the left side of a page. Approval template selection page will be shown.

2. Select the template at the left side of the selection page.

3. Draft the document.

4. When a document preparation is complete, click Approval Information at the top of document.

5. When it is completed, select the properties tab and add addresses to send the document.

6. Default values of the Sender’s Name, Official Seal and Execution Document are set under the list of addresses for document sending. If necessary, change the default values. However, if site admin has restricted change, only the default values can be used.

7. When input is complete, click OK at the bottom.

8. Click 'Request' button.

9. When the approval is completed, the document will be sent to the official document recipient by email.

Categorization of Department Receipt Box

The departmental document boxes can be created according to the nature and function to be referred when you need to request the approval of documents in similar content. The approval documents can be copied and categorized to different document boxes.

1. Click the Submitted document box, Departmental reference box or Departmental receipt box below the Departmental document box in the left menu.

2. Check all documents to be copied in the document list.

3. Click Departmental documental document box category above the list.

4. Select a departmental document box and click OK.

Adding Document Reader

You can add the users to read a document after the approval is completed. The readers of the document can be specified only after the approval is completed, and only the users but not the departments can be specified.

1. Click a document box containing the document to be specified of reader in the left menu.

2. Click the title of the document to specify the reader in the document list.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Click ‘Set Approval Path’ on top.

4. Click ‘Add Viewers’ and the Organization Tree will appear.

5. Select viewers from the tree.

6. Click OK to save changes.

7. When a user designated as a reader reads a document, the time of reading is displayed.

Sending E-mail

A document completed of approval can be attached to an e-mail to be sent.

1. Click Submitted document box in the left menu.

2. Click the title of the document to be e-mailed in the document list. Only the approved documents can be attached to an e-mail.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Click Email buttonat the top of the document details screen.

4. Enter the recipient, title, memo, etc. in the Send e-mail screen and click Send.

Posting Document in Board

An approved document can be posted in a classic Board to be shared with other users. You can post only the document you created in the Board.

1. Click Submitted document box in the left menu.

2. Click the title of the document to be posted in the Board from the document list.

3. Click Post in Board at the top of the document details screen.

4. Check the position and enter the title in 2 characters or more and 100 characters or less. The position and title are the mandatory inputs.

5. Click Post when the inputs are entered.

Download

You can download documents to your PC when
approval is granted. The documents will be saved as .html.

Deleting Approved Document

The returned document can be deleted as follows:

1. Click Submitted document box in the left menu.

2. Click the title of the document to be deleted in the document list.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Click Delete at the top of the document details screen.

Registering reply

Users can register replies at the bottom of each approval document form. When a reply is registered, notification is sent to all users who can view the document. (Replies cannot be registered to temporarily saved documents.)

13.4Checking Approval Status

You can check the approval status of the document you submitted in the following way:

1. Click the menu for the approval document to be checked in the left menu.

   (ex.) Submitted document box, Departmental document box, etc.

2. Click the title of the document to be checked in the document list to navigate to the document details screen.

   Enter a search word in the search window at the bottom of the list to search for a document if needed.

3. Check the approval status at the top of the document details screen.

   You can also check the approval history in the Approval line in the right side of the document detailed screen.

13.5Approval Settings

In approval settings, You can register the signature and password used for approval and can designate a user to approve a document on your behalf if you are not available.

Managing Approval Signature

This function registers the signature used for approval.

1. Register the image file to be registered as the signature. Only the file with the extension of .jpg,. jpeg,. png,. gif, or.bmp can be registered.

2. Click approval Settings at the bottom of the left menu.

3. Click Upload new to upload the new signature.

Managing E-approval Password

The password used during login is different from the password used for approval. Since the approval may involve the important decision making, the approval password is separately managed to enhance security.

1. Click approval Settings at the bottom of the left menu.

2. Click Change password. Enter the current password, new password and new password confirmation in the password change window. The E-approval password is initially set to the login password.

3. Click OK after the inputs are completed.

Specifying Substitute Approver

If you are temporarily unavailable for approval due to the prolonged vacation of business trip, you can specify a substitute approver who can approve the submitted documents on your behalf.

1. Click approval Settings at the bottom of the left menu.

2. Click Set substitute approver in the approval Settings screen.

3. Click Add absence at the top of the list to navigate to the Add absence screen.

4. Set the absence period and reason for being absent.

5. Click Select substitute approver to display the Organization Tree. Select a user to approve a submitted document on your behalf during the absence period from the Organization Tree.

6. Click OK when the setting is completed.

Attached Image Size Settings

This function is used to set the size of an image attached to document. According to options, default size/ original size/ file name are displayed.

1. Click Approval Settings at the bottom of menus on the left.

2. Select options in Attached Image Settings and click Save.

13.6Document Box

The document boxes related to E-approval include the personal document box and departmental document box.

• Personal document box –The document box contains the documents created or approved by the user. It is provided by the system by default.

• Departmental document box – The approved document box and departmental receipt box are provided by default. The Manager, Moderator and person in charge of departmental document box can create additional departmental document boxes to share the documents with the department members.

Personal Document Box

It is the document box provided by the system by default and can categorize the documents according to the nature.

• Submitted document box – It is the document created by you for approval. You can check all documents created by you regardless of approval status (in progress, completed, returned, or temporarily stored).

• Approval document box – It is the list of documents that have you as an approver.

• CC/Read Folder - This is a list of documents to be approved for which you have been designated as a referrer or as a reader. Titles of documents that have not been checked are displayed bold.

• Receive - This is a list of documents to be approved for which you have been designated as a receiver.

Personal Folder Management

Using this function, you can create a personal folder, copy documents for approval to the folder (added folder) and categorize the documents.

Add Personal Folder

The method of adding a personal folder is as follows:

1. Click Management icon () next to personal folder.

2. Click Add on top of the list of folders.

3. Enter name of folder and click OK.

Delete Personal Folder

The method of deleting a personal folder is as follows:

1. Click Management icon () next to personal folder.

2. Select all folders to delete from the list and click Delete on top of the list.

Change Order of Personal Folders

You can change the order of folders.

1. Click Management icon () next to department name.

2. Click Change Order on top of the list of folders.

3. Change order of folders by drag-and-drop.

4. Click Complete Order Change.

Personal Folder Management

You can create a folder and share it with other individual users or departments. The users/departments for folder sharing are listed in the folder concerned.

1. Click Management icon () next to personal folder.

2. In personal folder list, click Share on the right of the folder to share.

3. However, Draft Folder, Approval Folder, CC Folder, Receive Folder and Sent Folder are default folders provided by the system, and thus cannot be shared. Only the added folders can be shared.

4. In share document window, click Add to select a user or a department with which to share the folder.

Transfer Personal Folder

In case a person in charge or a document manager has been changed by such reasons as retirement, the personal folder can be transferred and used continuously.

1. Click Management icon () next to personal folder.

2. Select folders to transfer from personal folder list. However, Draft Folder, Approval Folder, CC Folder, Receive Folder and Sent Folder are default folders provided by the system, and thus cannot be transferred.

3. Click Folder Transfer on the top or at the bottom of list.

4. From organizational chart, select a user or a department to which to transfer folder and click OK.

Personal Folder Automatic Classification

You can set rules to your documents and automatically classify them in the added folder.

1. Click Management icon () next to personal folder.

2. Select Automatic Classification tab.

3. Select Apply for automatic classification rule option.

4. Click Add, enter conditions in automatic classification layer and click OK.

Departmental Document Box

The departmental document box is provided to share the documents with the department members. The Approved document box, Departmental reference box, and Departmental receipt box are provided by default. The head or Moderator can add the departmental document box. The user cannot change the name or delete the default departmental document boxes.

Add Personal Folder

The method of adding a personal folder is as follows:

1. Click Management icon () next to personal folder.

2. Click Add on top of the list of folders.

3. Enter name of folder and click OK.

• Approved document box – It contains the approved documents created by the departmental members. The department members can access all approved documents.

• Departmental reference box – If a department is specified as a cc when an approval document is submitted, the document is sent to the departmental reference box. All department members can access the departmental reference box.

• Departmental receipt box - If a department is specified as a recipient when an approval document is submitted, the document is sent to the departmental reference box. The departmental receipt box can be accessed only by the Manager, Moderator and person in charge of departmental document box.

• Sent Externally – You can see all documents that have been created by the members of the department, approved, and then forwarded externally. All members of a department can access ‘Sent Externally’, but some may or may not view the document depending on the authorizations they have.

Managing Departmental Document Box

You can create a departmental document box and copy the approval documents into the departmental document box to categorize them. The department members can access all departmental document boxes, but only the head and deputy head of the department can create a departmental document box. Only the manager (and deputy manager) of the department concerned or a person in charge of department folder can add/delete a folder.

Creating Departmental Document Box

A departmental document box is created in the following way:

1. Click the Management icon ( ) next to the department name.

2. Click Add above the document box list.

3. Enter the name of the document box and click OK.

Deleting Departmental Document Box

A departmental document is deleted in the following way:

1. Click the Management icon ( ) next to the department name.

2. Select all document boxes to be deleted in the document box list and click Delete above the list.

Changing Order of Departmental Document Boxes

This function changes the order of departmental document boxes.

1. Click the Management icon ( ) next to the department name.

2. Click Change order above the document box list.

3. Change the order of the document boxes with drag & drop.

4. Click Complete order change.

Specifying Person in Charge of Departmental Document Box

The functions of a person in charge of department folder are as follows:

• Addition and removal of departmental document box

• Department folder transfer and sharing

• Select to Apply auto sorting rules.

• Check department inbox: Receiving documents, designating person in charge

The head or Moderator can also add the department document box or check the departmental receipt box. In addition, a person in charge of departmental document box can be assigned to have the privilege to add a departmental document box or check the departmental receipt box.

1. Click the Management icon ( ) next to the department name.

2. Click +Add person in charge above the departmental document box management screen.

3. Select all users to be added in the Organization Tree.

Departmental Document Box Share

You can create a folder and share it with other individual users or departments. The users/departments for folder sharing are listed in the folder concerned.

1. Click the Management icon ( ) next to the department name.

2. In department folder list, click Share on the right of the folder to share.

   The Approved document box and Departmental receipt box cannot be transferred to a document box provided by the system by default.

3. In share document window, click Add to select a user or a department with which to share the folder.

Department Folder Transfer

In case of department change by such reasons as organizational restructuring, the department folder can be transferred and used continuously. Only the manager (and deputy manager) of the department concerned and a person in charge of department folder can transfer folders.

1. Click the Management icon ( ) next to the department name.

2. Select folders to transfer from department folder list.

   However, Draft Completed Folder, and Department Inbox are default folders provided by the system, and thus cannot be transferred.

3. Click Folder Transfer on the top or at the bottom of list.

4. From organizational chart, select a user or a department to which to transfer folder and click OK.

Department Folder Automatic Classification

You can set rules to the department documents and automatically classify them in the added folder.

1. Click the Management icon ( ) next to the department name.

2. Select Automatic Classification tab.

3. Select Apply for automatic classification rule option.

4. Click Add, enter conditions in automatic classification layer and click OK.

13.7Managing eApproval documents

This menu is exposed only to a user who has been designated as an eApproval-related admin.

Administrator Work Logs

1. This menu is displayed to a user who has been designated as a form manager or an approval document manager.

2. A form manager can view all approval documents created using a form over which he or she has authority, regardless of the security level of the documents, even if he or she is not designated as an approver or a referrer. In addition, a form manager can forcefully reject or delete an approved document or change the approval line for a document that is in the process of approval.

3. An approval document manager can not only view, but also modify and delete all approval documents regardless of the security level or disclosure status of the documents.

4. User Guide

   1. Click View Document by Form from the menus on the left.

   2. You can search an approval document by designating a search item or entering a search word at the top of the screen.

5. Search period, approval form, drafter, document No., title

6. Document Type: All/General approval document/Approval document received

7. Document Status: All/In progress/Completed/Rejected

   1. You can add a viewer to an approval document that has been viewed or delete an approved or rejected document.

Company-wide official document out-box

This menu is displayed only to a user who has been designated as a company-wide official document transmission manager. A company-wide official document can be checked in terms of not only the period, approval form, drafter, document No., title, document type and document status, but also the approval status.

Company-wide official document out-box

7.1 Using the “View Document by Form” menu, you can check the details of an approval document change or deletion by a form manager or an approval document manager. The task types are divided into all, list, view, edit contents, edit approval line, forced rejection, and deletion. You can also check the details of a selected task.

13.8Approval Document List Download

A list of the approval document in a document box can be downloaded in a csv format.

The document boxes of which the approval document list can be downloaded are described as follows:

• Personal document box

• Departmental document box

• Document search by form

• Document Box

1. Click a document box to be downloaded in the left menu.

   (ex.) Approved document box and Departmental receipt box

2. Click Download list above the document list.

13.9Printing Approval Document

An approval box can be printed.

1. Click a menu containing the approval to be printed in the left menu.

   (ex.) Approved document box and Departmental receipt box

2. Click the title of the document to be printed in the document list to navigate to the document details screen.

3. Click Print at the upper right corner of the document details screen.

4. Check the document in the print preview window and click Print at the bottom of the screen.

5. You can add items to print using ‘Approval Comment’ and ‘Reply’ on top of the 'Print page.

13.10Approval Document Search

A search is divided by the basic search using only the search word in the search window at the top of the report form and detailed search which uses multiple conditions and search words.

Basic Search

If the search word is found in the form title, document title, document content, attached file name, and creator name, the document is displayed in the search result. The basic search is beneficial in that you do not have to specify the detailed search condition.

You can use the basic search in the following way:

1. Enter the search word in the search window at the upper right corner of the task.

   A search word must be 2 characters or more and 64 characters or less.

2. Click the Search icon ( )

Detailed Search

You can search reports using the detailed search conditions such as the document title, search period, creator, etc. The detailed search is described as follows:

1. Click the Arrow ( ) next to the basic search window.

2. Enter and specify each item in the detailed search popup window.

3. Click Search.