You can organize forms by category. Through form categories, you can grant usage and editing permissions only to specific employees or organizations.
Alternatively, forms that you are not using right now but have prepared in advance, or forms that are awkward to delete, can be hidden using [Visible to Authorized Users Only].
Form categories and form management can only be configured by administrators with the [Workflow Form Management] permission!
Adding a Form Category
Click [Workflow] in the left menu → click [Document Form Management] in the upper right → click [Edit Categories] at the top.
Click the [Add Category] button at the bottom to add a form category.
Set the form usage permission and editing permission for the category.
[Form Usage Permission]: This refers to the permission to fill out the form. Only forms with usage permission are displayed in [Create Document].
[Form Editing Permission]: This refers to the permission to add, modify, or delete the form. Even without the overall form management permission, you can edit the applicable form.
Once editing is complete, save your changes by clicking [Finish Editing Categories].
Through this setting, you can create forms that are only available to specific employees or organizations.
However, employees with the Workflow Form Management permission can edit all forms regardless of the usage group.
Changing a Form Category
In [Document Form Management], click the three-dot (···) button on the right side of the form you want to change to modify its category.
Specific employees (organizations) added to the usage group can click [Form Management] or [Create Document] in the upper right to view the accessible category names and forms by category.
Deleting a Form Category
You can delete a category by removing the document form category. When a form category is deleted, all associated permissions are also reset.
Please note that a deleted category cannot be restored.
Changing Form Category Order
You can easily change the order of the category list by clicking and dragging. After editing categories, click [Finish Editing Categories] on the right to save the changes.
Visible to Authorized Users Only Setting
Go to [Document Form Management] → click the three-dot (···) button on the right of a form → enable the [Visible to Authorized Users Only] toggle. Only administrators with the [Manage All Forms] permission will be able to see that form.
If there is a form you are not currently using but it would be awkward to delete, use the Visible to Authorized Users Only setting to hide it.
Editing and Deleting Forms
Editing a form
Click [Document Form Management] in the upper right of the workflow, then click the form you want to edit. After editing, click the [Save Form] button at the bottom to save the changes.
Deleting a form
Go to the [Form Management] tab → click the three-dot (···) button on the right of the form → click [Delete]. Deleted forms cannot be restored, so please delete with care.
Duplicating a Form
Click [Workflow] in the left menu → [Form Management], click the three-dot button on the right of the form tab you want to duplicate, then click
[Duplicate Form].
The duplicated form can be found under the name [Original Form Name - Copy].
The original form's field values, default approval line, and requester-specific approval settings are copied as-is.
Changing Form Order
Click [Workflow] in the left menu → [Document Form Management]. When you hover over a form whose order you want to change, a six-dot button will appear on the left. Click and drag that button to change the order.
FAQ
Do I need to individually set the form usage/editing groups for users with the Company Document Management permission?
Do I need to individually set the form usage/editing groups for users with the Company Document Management permission?
If you have the Company Document Management permission, you can view all company documents regardless of usage/editing permissions.
What is the difference between the Workflow - Workflow Form Management permission and the Document Form Edit/Modify permission?
What is the difference between the Workflow - Workflow Form Management permission and the Document Form Edit/Modify permission?
[Workflow Form Management] is a permission that allows you to use/edit all forms regardless of category. The form category usage/editing group only has permission for specific forms.
Can I delete or hide a workflow form?
Can I delete or hide a workflow form?
Click the three-dot button on the right side of a workflow form to delete it, or use [Visible to Authorized Users Only] to prevent it from being shared with general employees. However, if you delete a form, it absolutely cannot be restored, so please make sure to verify before deleting!
