This is a function to manage internally shared rules or manuals.
20.1Docs Home
A list of documents on standby for registration or to be approved including the recently viewed documents is displayed.
20.2Register Document
Click button to move to document registration page.
Location - Select the location of a folder to which to register document.
Title - Enter document title.
Retention - Designate storage period of document. A value set by admin is designated by default. It can also be changed by the person that registers document.
Attachment - Register an attachment to be included in the document.
Doc. No. - Enter and designate a document number.
Enter Text - Enter text using editor.
Register - When document input is finished, click Register. If approval procedure is applied, registration is completed when approval from the respective folder admin is given.
Temporary - This function is used to temporarily save document. Temporarily saved documents are listed in Waiting for Registration.
Documents are not automatically deleted after the retention period.
Input field is displayed only when option is set by admin
20.3Recently Viewed
50 of the recently viewed documents are displayed in the order of the time of viewing.
20.4Recently Updated
A list of documents is displayed in the order of the date of registration (or update).
20.5Waiting for Approval
This list is displayed for an admin of a folder that contains documents to be approved and when documents are registered to the folder.
You can select several documents from the list for bulk approval.
In document details screen, you can approve (or reject) documents. When rejecting a document, the reasons for rejection must be entered.
Even if there are a multiple number of folder administrators, a document is registered when it is approved by one admin.
20.6Waiting for Registration
You can check a list of documents that have not been registered.
The list of documents waiting for approval, which have been registered in a folder requiring approval and are waiting for approval, documents rejected by admin and documents temporarily saved in the course of preparation are displayed together with status information.
20.7Folder
This is a folder that has been created directly by admin reference/registration settings can vary by folder.
Folder
A list of documents included in the selected folder is displayed.
Submit
When Permission to Register is available, this button is displayed. Click button to automatically designate the current folder location.
Delete
When Permission to Delete is available, this button is displayed. Select a document list and click button to delete the document.
Move
When Permission to Delete is available, this button is displayed. Select a document from the document list, click this button and designate a folder to which the document is to be moved. Then, the selected document is deleted from the current folder and moved to the designated folder.
When a document is moved, it is deleted from the current folder. Therefore, document moving requires deletion permission. In addition, only a person who has the permission of document registration in the new designated folder can move the document.
In case the new designated folder is applied with approval function, only an admin of the folder can access document moving function.
Download List
Download document list information in an Excel file (.xlsx).
Only the information of title and registering person displayed in the list is saved. The data in the document are not saved.
20.8Document Details
Select a document from the document list and move to a screen that shows details of the document.
Update
When it is necessary to modify a document, click this button to start edit mode. This button is activated only when you have permission for registration in the current folder.
Reasons for Change
This item is displayed for document update only. You can manage document versions effectively by entering document update details.
Delete
When Permission to Delete is available, this button is displayed. Select a document list and click button to delete the document.
Move
When Permission to Deleteis available, this button is displayed. Select a document from the document list, click this button and designate a folder to which the document is to be moved. Then, the selected document is deleted from the current folder and moved to the designated folder.
When a document is moved, it is deleted from the current folder. Therefore, document moving requires deletion permission. In addition, only a person who has permission of document registration in the new designated folder can move the document.
In case the new designated folder is applied with approval function, only an admin of the folder can access document moving function.
20.9Search
As for document search, basic search function, which is to run a search by entering a search keyword in the search window at the top-right, and advanced search function, which is to run a search by designating various search conditions and entering a search keyword, are available.
Basic Search
If there is a document of which the title and content match the search keyword, the search result is displayed. Using basic search, you don’t need to designate detailed search conditions.
The method of using basic search function is as follows:
Enter a search keyword in the search window at the top-right of Doc.
The length of search word must be longer than two and less than 64 characters.
Click search icon (
).
Advanced Search
Run a search by setting detailed search conditions, such as document title, search period and registering person. Advanced search method is as follows:
Click an arrow next to the default search window (
).
When advanced search window opens, designate and enter each information.