Configuring initial settings for Workflow

Initial Settings <Basic Information Settings>.

This section introduces the flow of initial settings for starting to use SmartFrow.

There are some settings that are necessary before using SmartFrow.

By performing the basic information settings described on this page in order, you will be able to perform everything from applying for a request for approval to approving it.

For details on the settings, please refer to each setting method.

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Table of Contents

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1.Registering the Affiliation

2.Registering Job Titles

3.Registering Users

4.Registering Application Forms

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Before using SmartFlow, you need to register the following four items.

Affiliation Registration
Position Registration
User Registration
Application Form Registration

Once you have completed all registration, you will be able to use "SmartFlow".

You can use SmartFlow without setting the affiliation and position, but it will be more convenient for you to set the approval route.

Affiliation Registration

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　First of all, you need to register your affiliation.

"Belonging" means "an organizational unit divided in a company", such as a department or a team.

　By registering the "affiliation", you can set which affiliation the user belongs to and how the user is associated with the application form.

1. Click "Affiliation" in the "Administration" page.

　 Administration screen

2. register a new "Affiliation" according to your company's organization and save it

　Click on the plus sign

3.Register the affiliation information.

　 To register each department individually, please enter the department information and register it.

　You can add a hierarchy to the affiliation by setting the parent department.

Job Title Registration

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　The next step is to register the position.

A "position" is a "position within an organization" in a company.

　By registering a "Position", you can restrict the forms that can be used depending on the position, or add a specific position to the approval path.

1. Click "Position" in the "System administration" page.

2. register the required "Position" and save it.

3.register the position information

　 Enter the position information and register.

User registration

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　The next step is to register as a user.　

"A "user" is a person who uses SmartFlow, such as an employee, worker, or staff member of a company.
　"When you register a user, that user can log in and make applications and approvals.

1. Click "User Management" in the "Administration" page.

2.Register the necessary users and save them. 

3.

Register the user information.

　 Enter the user information to register.

　The "Affiliation" and "Position" you registered earlier will be linked to the user here.

　You can set the "Permissions" to determine the scope of use.

　SuperAdmin Allows you to apply, approve, operate the administration screen, and change plans.

　SuperAdmin Can apply, approve, and operate the administration screen. Normal User

　Normal User Allows application and approval.

　When you click the "Register" button, an invitation e-mail will be sent to the e-mail address of the registered user.

　When you click the "Register" button, an invitation email will be sent to your registered email address.

Please fill in the necessary information and click the "Register" button.

Application form registration

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　The last step is to register the application form.

"An "application form" is a template for an application form.
　The title and contents of the "application form" can be customized to create a unique form for your company.
　The title and contents of the "Application Form" can be customized to create a unique form for your company. By registering an "Application Form", users can actually use the form to start the application process.

1. Click "Application form" in the "System administration" page.

2.

Register a new form according to the application you need in your company, and save it.

　This time, we will use a new application form.

　 Click "New application form".

　 You can also create a new form by editing the template.

3.

Register a name for the application form

　Enter the required information and click the Next button.

　If you register the categories in advance, you can link each category.

　If there is a pre-defined approval route, you can skip creating the approval route.

4. create form 

Change the section name.

　Click on the section name to change it.

After entering the section name, click the Register button.

5.Add an item

　Drag and drop the tab you want to add from the list of items on the left.

6.

edit the added item

　Click the memo mark to edit the item name.

You can also create a separate section for each input content.

You can set the permissions for each section.

The "Employee ID", "Employee Name", "Position", and "Affiliation" tabs are used to automatically enter the user information for the application.

You can use these tabs to save the time and effort of entering user information.

7.

Set the approval route and authority.

After creating a form in the application form, move to the "Create approval route" section.

(If you want to check the saved approval route from the administration screen, please check "Approval route".

From the "Create approval route" item, you can create an approval route according to the application form.

You can create an approval route according to the application form from the "Create approval route" item.

1. approver

2. circulator
In the approval route, you can create an approval route according to the application. (Although it is a circulator, the application will not proceed to the next step unless the confirmation button is clicked.
3. conditional branch
(This is a function to split the approval route based on the contents of the application (amount, position, etc.))
The following three functions can be set up.

Approvers
The approver can be specified.
You can specify the approver directly by title and affiliation.
You can set the approver directly by specifying the position and affiliation.
There are three ways to set approvers.

The following three methods are available.

If you set the step name in the step name editor, you can specify the return address when the application form is returned.

　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　

2. circulators
When setting the circulators, click the pen mark to set the circulators with their by-name and position affiliation.
There is also a "Confirm" button to indicate that you have confirmed each of the circulators.

Please note that if you do not confirm, the application may not proceed to the next approver or may not be completed.

3. Please see here for conditional branching.

When you have completed all the settings, please publish (save) the application form to complete it. 8.

8. publish (save)

Click the "Publish" button after setting the approval due date and sharers.

　This is the setting for the alert e-mail that is sent when the application has not been approved by the day before the approval deadline.

Share with: Allows you to share the application with users who are not in the approval route.

　The sharer can only view the application. You will also receive email notifications for sharing, but you can configure the email settings from the company settings.

This is the initial setup process to start using "SmartFlow".

That's all for now.
Thank you for reading to the end.

Related keywords 👀
SmartFlow, initial setup, how to setup

If you have any questions about the setup, please contact us at [e-mail].