When you want to view approval documents all at once or need them as evidence, try bulk downloading them. Both in-progress and completed documents can be downloaded. When bulk downloading files, a notification and download link will be sent to the requesting email address and flex account once the download is complete.
Only admins granted Company Document Box Management permission can download approval documents.
Excel and Attachment Downloads
Select documents in My Document Box or Company Document Box, or click the checkbox at the top to bulk select documents to download.
After selecting documents, click the [Download] button at the bottom and select what to download (documents / attachments).
When an Excel download is requested, Excel file creation begins, and once complete, the download link is delivered via the notification in the left menu and by email.
In the downloaded Excel file, you can check the document progress status, title, document number, author, approvers, and CC recipients, and more.
You can view the content written by the drafter and whether attachments are included. The comment column shows comment content and document history.
Starting from column M, you can view the field names added to the form and their entered values, separated by columns.
Attachments can be downloaded as a compressed file with folders automatically created by document number and document name.
PDF Download and Print
In [My Document Box] or [Company Document Box], click the document you want to download as PDF, click the three-dot button in the upper right, then click [PDF Print].
When you click the PDF Print button, you can select what information to include in the print.
If the document history, comments, or attachment list options are disabled, that information will not appear in the PDF print.
In the print preview screen, you can save as PDF or select a printer to print.
Click [Filter] → [Form] on the right, select only the forms you want to download, and download the Excel file and attachments.
Bulk PDF Download
In the [In Progress] or [Completed] tab, select the documents to download → click the [Download] button to bulk download documents in PDF format as shown below.
Click the [Request Download] button, and a download link will be sent to the flex account (email) that made the request!
The download is available for 3 days.
If you are using Saved Views, you can quickly load those documents and proceed with downloading documents and attachments just as quickly.
FAQ
How can I use the downloaded Excel file?
How can I use the downloaded Excel file?
You can use it to review all content written by members via workflow in bulk and when Excel data processing is needed.
If you sent a survey to members, you can calculate the average of the survey responses, or when settling expenses, you can calculate how each department spent their budget, along with average, minimum, and maximum values.
How long does the download take?
How long does the download take?
100 or fewer documents take about 2 minutes, and 600 documents take about 7 minutes. Depending on the number of documents, it may take anywhere from a few minutes to a few hours, but once the download link is generated, you can check it in your flex notifications and email!
I requested a bulk Excel and PDF download for workflow documents and it's been a while, but I haven't received a notification.
I requested a bulk Excel and PDF download for workflow documents and it's been a while, but I haven't received a notification.
100 or fewer documents take about 2 minutes, and 600 documents take about 7 minutes. Depending on the number of documents, it may take anywhere from a few minutes to a few hours, but once the download link is generated, you can check it in your flex notifications and email.
If there are many documents or attachments to download, it may take a long time. If needed, use the [Created Date] or [Updated Date] filter to split the period into 1-month intervals and download accordingly.