Workflow

To Display Requested Applications (Basic Screen)

Applications which you are in a workflow step are displayed.

Applications are categorized as follows.

• "Unapproved" : Applications being approved by you are categorized.
• "Approved" : Applications approved by you are categorized.
• "To Be Approved" : Applications to be approved by you are categorized.
• "Complete" : Applications approved by you and completed are categorized.
• "Sent (Applying)" : Applications sent by you and incomplete are categorized.
• "Sent (Complete)" : Applications sent by you and completed are categorized.
• "Draft" : Applications saved by you as draft.

- Unapproved Applications

• Create an application.
• Mark applications as unread.
  Select applications you want to mark as unread and press this button. You can select more than one application.
  
  * Unread applications are displayed in bold.
• Cancel the application.
  No more approval is processed to an application which is remanded.
  Select applications you want to cancel and press this button to cancel them. You can select more than one application.
  * Only applicant can cancel applications.
• Display applications that match the condition (Narrow down)
  Only applications that match the condition you selected are displayed.
• The list of applications is displayed.
  You can check with/without attachment file, Priority, Status.
  When you press a link of Title, Details of Application screen is displayed.

To Check Details of Application

When you press a link of Title in the list of unapproved applications, the details of application screen is displayed.
You can check the content and approval status.

• Copy the application displaying and display Create Application screen.
• Create new circulation/report is displayed in a new window.
  The following contents will be the default value:
  
  • "Application" of the circulation/report will be added to "Title(Form)".
  • Attached files in the application and a HTML format of the application ("application name".html) will be added to "Attachment Files".
  Please refer to the explanation of Circulation/Report for more details.
  
• When you press Cabinet button, you can copy the information to a file in Cabinet.
  A circulation/report will be added to Cabinet with the following contents:
  
  • "Application" of the circulation/report will be added to "Title".
  • Contents of the circulation/report will be added.
  • Attached files in the circulation/report will be added to "Attachment Files".
  Please refer to the explanation of Cabinet for more details.
  
• When you press Print button, a printable view selection menu is displayed.
  You can choose either printable view with or without approval history.
  When you choose a view, a printable view is displayed in a new window.
• Display next or previous application.
  
  * The buttons are displayed if number of application which you are in a workflow step is more than one.
• Application information is displayed.
  A sequence No. is displayed if it is set.
  A Sequence No. (A number selected when creating the application or number set in the application form. ) is numbered and formatted when applying is displayed.
• An approval result in each step are displayed.
  If a workflow step consists of several users, the latest approval result is displayed.
  A display name is displayed on the top of each approval column.
  A stamp image of a type of approval is displayed.
• The detail of the application is displayed.
  
• Approve the application.
  Please refer to To Approve Application for more details.
• Approval history is displayed.
  Approval status and comment of each workflow step are displayed.
  In Authorize filed, wording is changed according to the type of approval (Authorizer, Approver, Verifier).
  
  * If an application is approved automatically in a workflow step, (Approved Automatically) is displayed.

To Approve Application

When you are the current approver, buttons and comment field are displayed in the details of an application screen.

• Enter a comment and approve the application.
  The application you approved will be forwarded to the next step.
  
  * If a workflow step consists of several users (groups, roles, approval groups, belonging group hierarchy), the application is approved by the approval conditions.
  * The name of button is changed according to the type of approval.
  * You cannot approve the application if there is no user in the next step (the user is suspended or has been deleted).
  * A warning message appears if you are the last approver and have approved an application which is supposed to be stored in the applicant's particular folder of Document Management but failed to save the application.
  
• Choose a screen after approving the application.
  Choose either Display List of Applications or Display Next Application.
  * If there is no application, only "Display List of Applications" is available.
• Choose a user when you disapprove the application.
  Choose either "Applicant" or "Previous User".
  * If there is no previous user, only "Applicant" is available.
  * If a workflow step consists of several users (groups, roles, approval groups, belonging group hierarchy), the application is sent back according to the sending back upon disapproving.
• Enter a comment and disapprove the application.
  When you press "Disapprove" button, a confirmation window to confirm disapproving is displayed.
  The application is sent back to the workflow step you selected or specified by the sending back upon disapproving.
  

To Display Applications You Created

If you choose "Sent" from display selection, applications you created are displayed.

• "Sent (Applying)" : Applications sent by you and incomplete are categorized.
• "Sent (Complete)" : Applications sent by you and completed are categorized.

• Create an application.
• Cancel the application.
  No more approval is processed to an application which is remanded.
  Select applications you want to cancel and press this button to cancel them. You can select more than one application.
  * Only applicant can cancel applications.
• Delete the application.
  Select applications from the list and press this button to delete them. You can select more than one setting.
  
• Display applications that match the condition (Narrow down)
  Only applications that match the condition you selected are displayed.
• The list of applications you created is displayed.
  You can check with/without attachment file, Priority, Status.
  When you press a link of Title, Details of Application screen is displayed.

To Create Application

When you press "Create Application" button, Create Application screen is displayed.

• You can attach files. When you press the button, file selection window is displayed. Choose files you want to attach.
  
• Enter a title of the application.
  When you press ▼, you can choose any one of application forms you and your application form administrators created.
  If you want to enter a title individually, enter the title in the input field.
  
  * If no application form you can select, no choices displayed when you press ▼.
• Choose a priority.
• Choose a sequence No.
  If a sequence No. is set to the form you selected, the sequence No. is displayed.
  * You can select only sequence numbers you are allowed to use.
• Choose whether to send a notification email when all approvals complete.
  If you choose "Send", a notification email is sent when all approvals complete.
  
  * The email address in "Sender's Email Address" field in "Setup" - "Mail Server Settings" is set to the sender of a notification email.
  If "Sender's Workplace Email Address" is selected in "Sender's Email Address", the sender is set as follows.
  

  • If all approvers approve the application, the company email address of the last approver is set to the sender.
  • If the application is canceled, the company email address of a user who cancel the application is set to the sender.
• Choose an applicant's group.
  If you are belonging to more than one group, from which group you apply the application.
  
  * If the belonging group hierarchy is set in the workflow steps, the workflow steps are determined by the group you selected.
  * The selection is displayed only if you are belonging more than one group.
• The application form is displayed.
  Enter the form.
  If no form is selected, choose a form or press "Edit Content" button to edit the form.
• Display workflow steps.
  If no workflow steps are selected, choose workflow steps or press "Edit Content" button to edit the workflow steps.
• Edit the form, workflow steps.
  When you press the button, a screen to edit form/workflow steps is displayed.
  
  * If an application form you selected does not allow users to edit form and workflow steps, the button is not displayed.
  

After all entries are completed, when you press "Confirm Created Content" button, Confirm Application screen is displayed.
When you press "Save as Draft", the questionnaire is saved as a draft (the application will not be applied to approvers). (the application will not be applied to approvers).
You can choose an application you saved in Draft to edit.

To Create Form and Workflow Step

When you press "Edit Content" button, a screen to edit the form and workflow steps.

• Switch between Application Form and Workflow Steps view.
  
  * If an application form you selected does not allow users to edit form, Edit Form tab is not displayed.
  * If an application form you selected does not allow users to edit workflow steps, Workflow Steps tab is not displayed.
  
• Edit the form.
  If you select a form, the form is displayed.
  You can edit the form using any combination of controls such as text, check boxes, and radio buttons.
  (Please refer to the explanation of Form Settings for more details)
  
  * If an application form you selected does not allow users to edit form, you cannot edit the form.

- Edit Workflow Step View

• Choose workflow steps to copy the settings.
  When you press "Select" button, Select Steps window is displayed.
• Set workflow steps.
  If you select a form, the workflow steps of the form is displayed
  Workflow steps can be combination of users, groups, roles, approval groups, belonging group hierarchies.
  Please refer to To Create Workflow Step in the user's manual for creating workflow steps.
  

When you press "OK" button, the form and workflow steps are applied to the application.

To Confirm Application

When you press "Confirm Created Content" button, Confirm Application screen is displayed.

• The information about the application is displayed.
  
• The workflow steps of the application is displayed.
  
• The content of application is displayed.
  When you press a link of a file, you can download the file.

After all entries are completed, when you press "Create" button, the application is created.

To Check Details of Created Application

When you press a link of Title, the details of application screen is displayed.
You can check the content and approval status.

• Copy the application displaying and display Create Application screen.
• Display the re-apply screen.
  "Reapply" button is displayed when an application is disapproved and returned to the applicant.
• Cancel the application.
  No more approval is processed to an application which is remanded.
• Delete the application.
  
• Create new circulation/report is displayed in a new window.
  The following contents will be the default value:
  
  • "Application" of the circulation/report will be added to "Title(Form)".
  • Attached files in the application and a HTML format of the application ("application name".html) will be added to "Attachment Files".
  Please refer to the explanation of Circulation/Report for more details.
  
• When you press Cabinet button, you can copy the information to a file in Cabinet.
  A circulation/report will be added to Cabinet with the following contents:
  
  • "Application" of the circulation/report will be added to "Title".
  • Contents of the circulation/report will be added.
  • Attached files in the circulation/report will be added to "Attachment Files".
  Please refer to the explanation of Cabinet for more details.
  
• When you press Print button, a printable view selection menu is displayed.
  You can choose either printable view with or without approval history.
  When you choose a view, a printable view is displayed in a new window.
• Application information is displayed.
  A sequence No. is displayed if it is set.
  A Sequence No. (A number selected when creating the application or number set in the application form. ) is numbered and formatted when applying is displayed.
• An approval result in each step are displayed.
  If a workflow step consists of several users, the latest approval result is displayed.
  A display name is displayed on the top of each approval column.
  A stamp image of a type of approval is displayed.
• Detail of the application is displayed.
  If attachment files are attached, links are displayed.
• History of search is displayed.
  Approval status and comment of each workflow step are displayed.
  The applicant information at the beginning and approval status of each workflow step after that are displayed
  In Authorize filed, wording is changed according to the type of approval (Authorizer, Approver, Verifier).
  

- Re-applied Application

A link to the past application is displayed.

To Reapply

When an application is disapproved and returned to the applicant, "Reapply" button in the details of application screen is displayed.
When you press "Reapply" button, Edit Application is displayed.
Edit the application for necessary changes and reapply.



You can change the priority, complete notification email option, content, and attachment files.

When you press "Confirm Created Content" button, Confirm Application screen is displayed.

To Delete Applications

When you press "Delete" button on the list of applications or Details of Application screen, a confirmation window is displayed.
When you press "Yes" button, the applications are deleted. The applications are permanently deleted and cannot be recovered. Please take note.

To Search Applications

When you open the menu on the left side of screen, the application search function appears.
You can find applications by entering various conditions, such as Title, Status, Keyword, Applicant, Priority, and Date Created.

• Choose a title.
  The search function searches applications that the title you selected is set.
  
• Choose a status.
  The search function searches applications that the status you selected is set.
• Enter keywords.
  The search function searches in "Title", "Details of Application", "Title, Value, Unit of Control" by the keywords.
  
  * If you want to specify more than one keyword, use space to separate keywords.
• Enter a name of an applicant.
• The search function searches applications file(s) attached.
• Choose a priority.
  The search function searches applications that the priority you selected is set.
• Specify the date created period to be searched.
  When you click an entry field, a calendar will be displayed.
  * Enter a date in MM/dd/yyyy format, numeric.
• When you press "Search" button, applications that match the search conditions are displayed in the list screen.
• When you press "" button, all search conditions are cleared.

To Create Workflow Step

You can create workflow steps which are used when creating an application.
When you press Edit Content button in Create Application screen, Edit Form/Workflow Steps screen is displayed.
When you press "Workflow Steps" tab, the creating workflow steps screen is displayed.

• Choose workflow steps to copy the settings.
  When you press "Select" button, Select Steps window is displayed.
  
• Set workflow steps.
  Workflow steps can be combination of users, groups, roles, approval groups, belonging group hierarchies.
  When you press and hold down the mouse button over the grip of a step, and move it to the center space and release the mouse button, the step is added.
  
  * You can choose branch conditions in Workflow Steps Settings of Application Form Management.

- Adding Step

• Add a step of user.
  
• Add a step of group.
  
• Add a step of role.
  
• Add a step of approval group.
  
• Add a step of belonging group hierarchy.
  
• Add a step of branch condition.
  
  * The branch condition can be selected only in Workflow Steps Settings of Application Form Management.

- Adding Step from List of Steps


When you press and hold down the mouse button over the grip on the left side of a step, and move it to the center space, gray border is displayed where you can add the step.
When you release the mouse button, the step is inserted.

To Set User in Workflow Steps

When you add a user, you can set the approver and title.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step is displayed.
  
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
• Choose an approver.
  When you press "Select" button, Select User window is displayed. Select users.
  (Please refer to the explanation of the user selection in the user's manual for the user selection window.)
  
• Enter a title.
  When you press the link, the type of workflow steps window is displayed.
  Choose or enter a display name and a type of authorization (stamp image).
  Please refer to To Set Type of Workflow Step for more details.
• Select an applicant's condition in a workflow step.
  • Do not change
  • Exclude
  • Approve Automatically
  Click the link to open an applicant's condition selection window.
  (Please refer To Exclude Applicant in Workflow Step for more details.)

To Set Group in Workflow Steps

When you add a group, you can set the approver (group), approver, approval condition, and title.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step is displayed.
  
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
• Choose an approver (group).
  When you press "Select" button, Select Group window is displayed. Choose a group.
  (Please refer to the explanation of the sure/group/role selection in the user's manual for the group selection window.)
  
• Choose an approver.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Set the approval condition.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Enter a title.
  When you press the link, the type of workflow steps window is displayed.
  Choose or enter a display name and a type of authorization (stamp image).
  Please refer to To Set Type of Workflow Step for more details.
• Select an applicant's condition in a workflow step.
  • Do not change
  • Exclude
  • Approve Automatically
  Click the link to open an applicant's condition selection window.
  (Please refer To Exclude Applicant in Workflow Step for more details.)

To Set Role in Workflow Steps

When you add a role, you can set the approval rule, approval condition, and title.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step is displayed.
  
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
• Choose a role.
  When you press "Select" button, Select Role window is displayed. Choose a role.
  (Please refer to the explanation of the sure/group/role selection in the user's manual for the group selection window.)
  
• Set the approval condition.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Enter a title.
  When you press the link, the type of workflow steps window is displayed.
  Choose or enter a display name and a type of authorization (stamp image).
  Please refer to To Set Type of Workflow Step for more details.
• Select an applicant's condition in a workflow step.
  • Do not change
  • Exclude
  • Approve Automatically
  Click the link to open an applicant's condition selection window.
  (Please refer To Exclude Applicant in Workflow Step for more details.)

To Set Approval Group in Workflow Steps

When you add a approval group, you can set the approvers group name, approvers, approval condition, and title.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step is displayed.
  
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
• Enter a name of approvers group.
  When you press the link, a windows to enter a name is displayed.
• Choose approvers.
  When you press "Select" button, Select User window is displayed. Select users.
  (Please refer to the explanation of the user selection in the user's manual for the user selection window.)
  
• Set the approval condition.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Enter a title.
  When you press the link, the type of workflow steps window is displayed.
  Choose or enter a display name and a type of authorization (stamp image).
  Please refer to To Set Type of Workflow Step for more details.
• Select an applicant's condition in a workflow step.
  • Do not change
  • Exclude
  • Approve Automatically
  Click the link to open an applicant's condition selection window.
  (Please refer To Exclude Applicant in Workflow Step for more details.)

To Set Belonging Group Hierarchy in Workflow Steps

When you add a belonging group hierarchy, you can set the group hierarchy, approver, approval condition, and title.

Using Belonging group hierarchy enables group selection automatically based on an applicant's belonging group.
For example, if an applicant belongs the following hierarchy of groups:

Sales Department

Sale I Group (The applicant belongs this group)
Sale II Group
Sale III Group

If belonging group hierarchy which 1st hierarchy is set in workflow steps, "Sales Department" is set as a workflow step.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step and group hierarchy are displayed.
  When you press the link of group hierarchy, group hierarchy selection window is displayed.
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
  
• Set the approver.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Set the approval condition.
  When you press the link, Approval Condition window is displayed.
  Please refer to Set Approval Condition for more details.
  
• Enter a title.
  When you press the link, the type of workflow steps window is displayed.
  Choose or enter a display name and a type of authorization (stamp image).
  Please refer to To Set Type of Workflow Step for more details.
• Select an applicant's condition in a workflow step.
  • Do not change
  • Exclude
  • Approve Automatically
  Click the link to open an applicant's condition selection window.
  (Please refer To Exclude Applicant in Workflow Step for more details.)

To Set Branch Condition in Workflow Steps

When you add a branch condition, you can set branch conditions in the setting window.
Set branch conditions by using fields of a form.

• Change the order of the step.
  Press and hold down the mouse button over the grip and move the mouse upwards or downwards and release the mouse button on desired place to change the order.
  
• The type of step is displayed.
  
• Remove the step.
  When you press "X" button, a window to confirm the removal is displayed.
• Set branch conditions.
  When you press the link, a window to set branch conditions is displayed. Set branch conditions.
  
• Set the step when the branch condition is fulfilled.
  You can choose a step from the step list on the right as choosing an ordinal step.
  
  * You cannot add another branch condition in a branch condition.

- Branch Condition Window


You can set the branch condition with using input fields of the form.
Conditions you can set are varies depending the type of field.

• "Text Box (Multi Line)"
  Set the condition and keyword to the field.
  
  
  
• "Text Box (Single Line)"
  Set the condition and keyword to the field.
  
  
  
• "Check Box"
  Choose " is selected" or "is not selected" to the field.
  
  
  
• "Radio Button"
  Choose the condition and selection value to the field.
  
  
  
• "Pull Down"
  Choose the condition and selection value to the field.
  
  
  
• "List Box"
  Choose the condition and selection value to the field.
  
  
  
• "Number" and "Auto Calculation"
  Choose the condition and enter value to the field.
  

Click "OK" button to complete the settings.

To Set Type of Workflow Step

When you press the link of Title, Type of Workflow Steps window is displayed.
Choose or enter a display name and stamp image.

• Choose or enter a display name.
  If you want to set a name other than the names displaying, enter a name.
• Choose a stamp image for each authorization.
  
  * The image is displayed upper right corner of an application details screen.

Click "OK" button to complete the settings.

To Set Approval Condition

You can set Approver, Approval Condition, and Sending Back upon Disapproving in Approval Condition screen.

- Approval Condition of Workflow Step (Group) Window

• Set the approver.
  
  • Users Belonging to Group Approve
    Users belonging to the approver group of the workflow step (group) approve the application.
    When you press "Select" button, Select User window is displayed. Select users who approve.
    
    * Select users from the group you selected in the approver group of the workflow step (group).
    * If check "All Users", all the users in the approval group are selected.
  • Users Belonging to Group in Role Approve
    Users belonging to the approver group of the workflow step (group) and the role you selected approve the application.
    
  • Workflow Administrators in Selected Group Approves
    The workflow administrators in the approver group of the workflow step (group) approve the application.
  • Group Internal Approvers Approve
    The group internal approvers in the approver group of the workflow step (group) approve the application.
    (Please refer to Workflow > To Set Group Internal Approvers Settings in the user's manual for group internal approvers)
    
• Set the approval condition.
  
• Set the disapproval condition.
  
  * This field appears only when "All Approvers" is selected in "Approval Condition".
• Set the sending back upon disapproving.
  

- Approval Condition of Workflow Step (Role, Approver Group) Window

• Set the approval condition.
  
• Set the disapproval condition.
  
  * This field appears only when "All Approvers" is selected in "Approval Condition".
• Set the sending back upon disapproving.
  

- Approval Condition of Workflow Step (Belonging Group Hierarchy) Window

• Set the approver.
  
  • Users Belonging to Group in Role Approve
    Users belonging to the role you selected and the group determined when applying.
    
  • Workflow Administrators in Selected Group Approves
    The workflow administrators in the group determined when applying.
    
  • Group Internal Approvers Approve
    The group internal approvers in the group determined when applying.
    (Please refer to Workflow > To Set Group Internal Approvers Settings in the user's manual for group internal approvers)
    
  • All Users Belonging to Group Approve
    All users belonging to the group determined when applying.
    
• Set the approval condition.
  
• Set the disapproval condition.
  
  * This field appears only when "All Approvers" is selected in "Approval Condition".
• Set the sending back upon disapproving.
  

Click "OK" button to complete the settings.

To Exclude Applicant in Workflow Step

The link opens a setting window to change the state.
Determine whether to exclude the applicant as an approver in the workflow step.

• Excluding an applicant in a workflow step.
  • Select "Do not change" to include an applicant to a workflow step.
  • Select "Exclude" to exclude an applicant from a workflow step.
  • Select "Approve Automatically" to include an applicant to a workflow step.
    If the next step of a workflow is an applicant, the step will be confirmed automatically.

Click "OK" button to complete the settings.