You can add and manage workflow forms tailored to your company's operations.
You can set approval and reference approval lines for each form.
Only administrators with the [Workflow Form Management] permission can add new forms.
Creating a New Form
Click [Workflow] in the left menu → click [Form Management] in the upper right, then click [Create New Form].
Enter the form name. If a description is needed, click the description field and enter a description for the form.
Click [Add Field] to add document fields that flex provides by default.
Date Field: You can select a date using the date field. However, period settings are not available, so if you need to enter a period such as start date/end date, please create 2 date fields.
Reference Document: The drafter can use this to retrieve documents created through workflow.
If you want to share an external link, please add a text field and enter the link in that field!
Click the added field and enter the field name in [Enter label].
Click the [Required Input] button to ensure that members fill in the document content without omissions.
When adding [Member Information Integration] & [HR Information Integration Field], you can set it so that the information of the member who wrote the document is automatically entered.
The content input area can be activated by clicking the [Content] button at the bottom and selecting 'Not Used', 'Used', or 'Optional'.
Click the [Attachments] button at the bottom to select whether file usage is required, optional, or not used. To allow file attachments when writing documents, you must select either the required or optional option.
Click [Reference Files] → [Add File] button to separately attach & share files needed for document writing.
Setting Approval Stages per Form
Click [Document Form Management] in the upper right of the [Workflow] menu, then click the document for which you want to set form approval.
You can set approval stages on the right side of the form.
Requester-specific Approval: You can set different approval and reference settings depending on the requester (member). For details on requester-specific approval settings, please click the link on the right. Understanding the flex Approval Structure
Allow Changes: You can choose whether to allow the requester (member) to change approval stages. If you want to restrict editing, be sure to turn off the [Allow Changes] option.
After adding recipients, you can change the label for each approval stage. For example, when submitting a meal expense report, after the 1st-level organization head's 1st approval, you can change the approval label from the Finance team's approval to [Confirmation].
For details on label settings, please click the guide on the right. Custom Approval Labels
While you can add approval stages and reference recipients for each form as shown above, you can also click the [Template] button in the upper right to load and apply approval templates configured in Approval Template Management.
Once you have finished setting up the approval line, click the [Save Form] button at the bottom to save the form you created.
FAQ
How do I set the 1st-level, 2nd-level, and 3rd-level organization heads?
How do I set the 1st-level, 2nd-level, and 3rd-level organization heads?
The 1st, 2nd, and 3rd-level organization heads follow the hierarchy of the writer's primary organization. For detailed information, please refer to the guide on the right. (Understanding the flex Approval Structure)
How are notifications sent to approval and reference recipients?
How are notifications sent to approval and reference recipients?
Notifications are sent via email, new notifications, etc. as shown below. However, for [Reference Recipients], emails are sent when approval or agreement is 'completed', and while in progress, they can check via 'Notifications' on the flex web or app.
When should I use the [Auto-Proceed] feature?
When should I use the [Auto-Proceed] feature?
If an administrator who has difficulty approving due to field work or business trips is included in the approval line, the auto-proceed feature is useful when you want approvals to be automatically processed while keeping the history.
Can I add forms that were previously used?
Can I add forms that were previously used?
You cannot upload previously used forms. Please create & add forms separately through Create Form.
Can I tell if an organization or member with requester-specific approval settings is using a different approval line from the default?
Can I tell if an organization or member with requester-specific approval settings is using a different approval line from the default?
Members cannot view approval lines other than the one set by the administrator.
Can I duplicate a form?
Can I duplicate a form?
In Document Form Management, you can duplicate a form by clicking the three-dot button to the right of the form.
Where can I check the record if a member edited the approval line?
Where can I check the record if a member edited the approval line?
If the form has an approval line like the one below and a member 'added' an approver or agreement reviewer within the document, it will be displayed in the activity history as shown in the second image. If you want to minimize members editing the approval line, be sure to turn off the [Allow Changes] option!
If the approval label is changed to agreement or cooperation, how does it appear to the agreement and cooperation reviewers?
If the approval label is changed to agreement or cooperation, how does it appear to the agreement and cooperation reviewers?
For members added as agreement reviewers, it will be displayed as [Agreement Required] and [Agree] buttons as shown in the image.
Can members write documents [anonymously] using the workflow feature?
Can members write documents [anonymously] using the workflow feature?
The [Anonymous Setting] feature is not currently implemented in workflows.
However, regular members without company document management permissions can only access documents they wrote, documents with approval requests sent to them, documents where they are referenced, or documents shared with them.
Therefore, when creating forms that need to be written anonymously, you can either leave the approval line empty, or set only the HR team or select administrators as approvers, and inform members that documents written with this form can only be viewed by the HR team or approvers, and that the content will not be shared with organization heads (assuming organization heads have not been granted company document management permissions).
Can't I add yen or dollar fields to workflow forms?
Can't I add yen or dollar fields to workflow forms?
If you have document form management permissions, you can add Amount (Dollar) or Amount (Yen) fields in addition to the Amount (Won) field in forms. If dollar or yen fields are not visible in the workflow form, you need to contact an administrator with in-house document form management permissions.
Can I add a checkbox field to workflow forms?
Can I add a checkbox field to workflow forms?
You cannot add a checkbox field that members can directly check in workflow forms. This field is not currently supported.