Workflow
Administrator's Manual

2017/4/3

2023/04/13

rakumo inc
Copyright © rakumo inc. All Rights Reserved.

rakumo Workflow Administrator's Manual

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Table of Contents
1. About This Manual ............................................................................................................................................. 5
2. Access the Workflow Admin Console .............................................................................................................. 6
2.1.
2.2.

Register users that can access the Workflow Admin Console (workflow Admin) ······················· 6
Access the Workflow Admin Console ············································································· 9

3. Overview of the Workflow Admin Console ................................................................................................... 10
4. Process of Setting an Application Form......................................................................................................... 12
5. Manage Application Categories ..................................................................................................................... 13
5.1. Create a New Application Category ············································································· 13
5.2. Add Nested Application Category ··············································································· 14
5.3. Edit Application Category ·························································································· 15
5.4. Delete an Application Category··················································································· 16
5.5. Register Users That Can/Cannot Access Application Categories ········································· 17
5.6. Setting Up the Operators for an Application Category ····················································· 19
5.7. Export the list of route steps associated with the template under the Application Category ····· 22
5.7.1. Outline of the structure table ···················································································· 22
5.7.2. How to export the structure table of application category ··············································· 23
6. Manage Application Forms ............................................................................................................................. 27
6.1.
6.2.
6.3.

Set a Format for Common Application Numbers····························································· 27
Set the Corresponding Year for an Application Number ··················································· 29
Create an Application Form ························································································ 30
6.3.1 Setting up "Use application number for each forms" ........................................................................ 32

6.4.

Register Application Form Items ·················································································· 34
1. Text Input ...................................................................................................................................................... 36
2. Multiple Rows Text ...................................................................................................................................... 38
3. Pulldown ....................................................................................................................................................... 40
4. Radio ............................................................................................................................................................. 42
5. Checkbox ...................................................................................................................................................... 44
6. Number Field ............................................................................................................................................... 47
7. Calculation .................................................................................................................................................... 49
8. Date ............................................................................................................................................................... 52
9. Email Address Input Field ........................................................................................................................... 56
10. File Attachments * ..................................................................................................................................... 58
11. Drive File Attachments .............................................................................................................................. 61
12. Master Integration ..................................................................................................................................... 63

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13. Lookup ........................................................................................................................................................ 66
14. Separator .................................................................................................................................................... 69
15. Heading ...................................................................................................................................................... 70

6.5. Setting a shared route in the application form································································ 71
6.6. Reset the Application Route ······················································································· 73
6.7. Set Branches for Application Routes ············································································· 74
6.7.1. Add branch settings ································································································ 74
6.7.2. Changing the priority of branch settings······································································ 79
6.7.3. Example of branch settings ······················································································· 81
6.8. Entering/editing items of application Forms··································································· 86
6.9. Set the post-step action ···························································································· 88
6.9.1. Enable the "Post Step Actions Feature" ········································································ 88
6.9.2. Add post-step actions ····························································································· 90
6.10. Check the created application template and application route ··········································· 97
6.10.1. Preview the application screen of the created application form ······································· 98
6.10.2. Test the application screen and application route of the created application form ·············· 101
6.11. Enable/disable an application form you created ···························································· 105
6.12. Obtain the application screen URL ·············································································· 107
6.13. Export an Application Form as a Template ···································································· 109
6.14. Set associated application ························································································· 110
6.15. Copy an Application Form························································································· 116
6.16. Change an Application Form Category ········································································ 117
6.17. Reset an application number ····················································································· 118
7. Set an Application Route ............................................................................................................................... 119
7.1.
7.2.
7.3.
7.4.
7.5.
7.6.
7.7.

Application route type ····························································································· 119
Types of steps that can be set in the application route ···················································· 120
Create a shared route······························································································· 121
Delete, copy shared routes ························································································ 136
Check the application form that uses the shared route ···················································· 137
Create a dedicated route ·························································································· 138
Setting a Superior to Be Displayed in an Application Route ·············································· 155
7.7.1 Outline of Superior Display ................................................................................................................. 155
7.7.2 Add Job Title ......................................................................................................................................... 162
7.7.3 Assigning a User to a Job Title ........................................................................................................... 164
7.7.4 Assigning a Job Title Group to an Application Route ...................................................................... 167
7.7.5 Enabling Superior Settings .................................................................................................................. 170
7.6.6 Superior's Decision Where the Applicant is a Member of Multiple Google Groups ................... 174

8. Manage Applications Forms.......................................................................................................................... 179
8.1.
8.2.

Check Application Data ···························································································· 179
Cancel and Delete an Application ··············································································· 182
8.2.1 Cancel an Application .......................................................................................................................... 182

rakumo Workflow Administrator's Manual3

8.2.2 Deleting an Application ....................................................................................................................... 182

8.3.
8.4.

Approving (Reviewing) an Application as a Proxy ··························································· 184
Checking Application Data Submitted with Deleted Application Forms ······························· 186

9. CSV Export of Applications............................................................................................................................ 187
9.1.
9.2.

How to Download Application Data as a CSV File··························································· 187
How to Download Application Data as a ZIP File ···························································· 189

10.

Manege Deputy ...................................................................................................................................... 191

10.1. Register a deputy Approver/Proxy Applicant for a User ··················································· 191
10.1.1 Assign a deputy Approver ................................................................................................................. 192
10.1.2 Assign a deputy Applicant ................................................................................................................ 193

10.2. Bulk Register deputy in CSV File ················································································· 195
10.3. Exporting deputies information as CSV File··································································· 197
10.4. Enabling / disabling agent notifications ······································································· 200
11.

Management of Master Data ................................................................................................................ 202

11.1.
11.2.
11.3.
11.4.

Configure the Initial Settings of Master Data ································································· 202
Create Master Data in a Google Drive Spreadsheet ························································ 202
Register the master data of the spreadsheet you created ················································· 202
Set the Foreign Key to the Registered Master Data ························································· 202

12.

Management of Lookup Datasource ................................................................................................... 204

12.1. Create a Google spreadsheet for lookup datasource ······················································· 204
12.2. Create Master Data in a Google Drive Spreadsheet ························································ 205
12.3. Update the contents of the registered lookup data ························································ 208
13.

Check the Log of the Operation Performed on the Admin Console ............................................... 210

13.1. Check the Log of the Operation Performed on the Admin Console ···································· 210
13.2. output the work log of the Admin Console ··································································· 212
14.

Allow application notifications to be received in Slack ..................................................................... 215

15.

Send a reminder email about unapproved, unoperated applications ............................................. 219

16.

Set Default Print Type............................................................................................................................. 220

17.

Set Default Follow Status ....................................................................................................................... 221

18.

Set Gadgets ............................................................................................................................................. 223

19.

Set the file viewing method when using the local file attachment function .................................. 224

20.

CloudSign Integration ............................................................................................................................ 227

20.1. Overview of CloudSign Integration ············································································· 227
20.2. Preparations on the CloudSign side ············································································ 229
20.3. Preparations on the rakumo workflow side ··································································· 231

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20.3.1. Set the application form ························································································ 231
20.3.2. Set the application route ······················································································· 232
20.3.3. Add CloudSign Integration action············································································ 234
20.3.4. Link the workflow account with the client ID of the CloudSign ······································· 242
20.4. Test in a sandbox environment ··················································································· 243
20.5. Switch to production environment and go live ······························································ 244
21.

Set the Webhook Action ........................................................................................................................ 249

21.1. Webhook Action Overview ························································································ 249
21.2. Basic specifications for webhook action ······································································· 250
21.3. Set the webhook action ···························································································· 253
21.3.1. Enable action features and edit domain allow list ························································ 253
21.3.2. Add a webhook action ·························································································· 255
22.

Frequently asked questions ................................................................................................................... 258

Appendix 1: Registering detailed user data .................................................................................................... 260
Appendix 2: Editing registered detailed user data ......................................................................................... 264
Appendix 3 The format of the CSV file to set up user data in rakumo........................................................ 268
Appendix 4: Request Regarding Automated Notification Emails from Workflow...................................... 272
Appendix 5 A quick reference to what a user with administrative privileges can do ................................ 273

rakumo Workflow Administrator's Manual5

1. About This ManualThis manual is intended for "Google Workspace special administrators" , “rakumo Admin”and "rakumo
workflow managers" and provides information on how to configure the administrative settings for the
rakumo Workflow.

Before configuring the administrative settings for the rakumo Workflow, configure
the general settings for the rakumo Admin Console. For how to configure thegeneral settings, see the "Administrator's Manual [rakumo General]."6

rakumo Workflow Administrator's Manual

2. Access the Workflow Admin Console
This chapter provides information on the following:⚫ Registering users that can access the workflow Admin Console⚫ Access the Workflow Admin Console

2.1. Register users that can access the Workflow Admin Console (workflow Admin)First, access the rakumo Admin Console.
https://a-rakumo.appspot.com/admin
On the rakumo Admin Console at the above URL, register users that can access the Workflow Admin
Console (Workflow Admin). Only Google Workspace's special administrators or rakumo
administrators can log in to the rakumo Admin Console.
The settings are shared across the domain and you are redirected to the rakumo Admin Console which is
specific to the domain no matter which administrator in the domain you log in as.

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From [Home], go to [Manage Roles] > [Workflow Admin].

▼On this page, register users that can access the Workflow Admin Console (Workflow Admin). The
Workflow managers registered on this page can access the Workflow Admin Console and manage theWorkflow settings (such as application route and application form settings).

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Add Members
Enter the e-mail address of the user or group in CSV format (comma, with a line break), and click"Add".
* Google Workspace special administrators also need to be registered on this page to be Workflow
managers.
* In addition to the above settings, a workflow license must be assigned to the user accessing theWorkflow Admin Console. For how to assign licenses, refer to the chapter “8.3. Assigning licenses”
in “rakumo Common Administrator Manual”.

rakumo Workflow Administrator's Manual

92.2. Access the Workflow Admin Console
To access the Workflow Admin Console, click Workflow Admin Console.

Or,

you can directly access the Workflow Admin Console at the following URL:

https://a-rakumo.appspot.com/workflow/admin
In addition, you can access it by clicking [User name] > Workflow Admin Console at the top right of theworkflow user screen.

* It will not be displayed except for users who have set the role of "rakumo administrator" or "workflow
administrator" and "Operators" who are in charge of operations in the application category.

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3. Overview of the Workflow Admin Console[Settings configured on the Workflow Admin Console]⚫

Modify general settings of Workflow.

⚫

Create, edit, and delete the application categories⚫

Change the order of application categories displayed⚫

Set users that can access application categories⚫

Assign operators to application categories⚫

Export the category structure table⚫

Create, edit, and delete application forms⚫

Activate application forms⚫

Import and export application forms

rakumo Workflow Administrator's Manual⚫

Get the application screen URL⚫

Copy application forms⚫

Change the category of application forms⚫

Integrate with application routes(Shared route)⚫

Create, edit, and delete the application routes(dedicated route)⚫

Set branches for application routes⚫

Enter/edit items in application forms⚫

Create, edit, and delete the application routes（shared route）⚫

Confirmation of application form using application route (shared route)⚫

Check, cancel, and delete the submitted application forms⚫

Download application form data in a CSV file⚫

Set proxy approvers⚫

Set proxy applicants⚫

Set master data⚫

Manage Lookup Datasource used in application form items.

⚫

Check the operation logs on the Workflow Admin Console

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4. Process of Setting an Application Form
The settings required to enable users to submit applications are as follows:

Step1 Create an application category.
The application category is a folder (eg, accounting department) for storing and managing
each created application form (eg, equipment purchase application). You control who canuse the application template with the folder.
→ Refer to 5. Manage Application Categories.

Step2 Create an application Form.
An application form is an input form used when submitting a user application.
Create based on current approval and procedural documents.
→ Refer to 6. Manage Application Forms.

Step3 Create and set the application route.
The application route is the route of the approval / confirm through which the application
passes.
Based on the procedures of the current approval process, create a shared route to be used in
the workflow and link it to the application form. If the route is different from the application
form, you can set a dedicated route for the application form. After setting the route on theapplication form, you can perform additional settings such as branching the route according
to the input items.
→ Refer to 7. Managing Application Routes.
→ Refer to 6.6. Branching Application Route.

Step4 Accept the application using the application template.
By setting the route to the application template and accepting the application, users will beable to submit an application using the application template on the user screen.
→ Refer to 6.10. Use / Disable of the created application template.

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5. Manage Application Categories
5.1. Create a New Application Category
Create an application category. An application category is a folder to store application forms.
Workflow Admin Console > Home > Manage Categories
Click [+Add Application Category].

Add application category[Application Category Name] * RequiredEnter a name for an application category (e.g. accounting application, General affairs application).

14

rakumo Workflow Administrator's Manual[Application Category Code] * RequiredEnter an application category code. You can enter any character strings to distinguish the application
category from other application categories (e.g. expense application - YYYY/MM/DD).
[Notes]Enter notes for administrators.
Finally, click [+Add Application Category].
Check that a new application category has successfully been added.

5.2. Add Nested Application Category
You can add a nested application category under an application category you created.
Manage Categories > Select an application category > click [+Add Application Category]Enter in the Required fields and click [+Add Application Category]
Check that a nested application category has successfully been added

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5.3. Edit Application Category
You can edit the application categories you created.
Manage Categories > Select the application category > click [Edit Application Category]

After editing the details of the application category on the Edit Application Category page, click [SaveChanges]16

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5.4. Delete an Application Category
You can delete the application categories you created.
Manage Categories > Select the application category > click [Edit Application Category]

After editing the details of the application category on the Edit Application Category page, click [Delete
this application category]rakumo Workflow Administrator's Manual

175.5. Register Users That Can/Cannot Access Application Categories
When registered as a user that can/cannot access an application category, the user cannot submit
applications using an application form in the application category. There are no restrictions by default.
Example use: Only the users in the HR department can submit applications that fall under the application
category "Human Resources." Users other than those specified above cannot apply
To set access permissions on an application category, select an application category and click [Set Access
Permissions].

Set Access Permissions
You can select either [Specify users who CAN access the application category] or [Specify users who CAN
NOT access the application category]. You can configure the settings on a user, organization, Job Title
basis.

When you are finished selecting users, click [Save Changes].

18

rakumo Workflow Administrator's Manual<Points to Note When Setting access permissions on an application category>
When a group is specified, the scope of granting access rights is for the immediate user and all users in thesubordinate group. (*)
Access rights are also granted to users who belong to child and grandchild groups.
（Example）
When the Sales Department group includes the Sales Manager and Sales Department Section 1 and Sales
Department Section 2

If you specify the sales department group and grant access rights, the access rights will be reflected in"Sales department manager user", "Users belonging to the Sales Department Section 1 group", "Users
belonging to the Sales Department Section 2 group".
If you do not want to set access rights for users belonging to the Sales Division 1 group or Sales Division 2
group, please specify the sales manager user directly.
* For customers using rakumo before August 26, 2019,the old "assign only to users directly under thegroup" specification will continue until you activate the new specification above. Please be assured thatyour current operation will not be affected unless you explicitly change the setting.
If you wish to enable the above new specifications, please make the following settings.
rakumo Workflow Admin Console > General Settings > Check the “Enable” check box for the Category
Access Permissions and Operators, and click “Save Settings” at the bottom of the screen.

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195.6. Setting Up the Operators for an Application Category
In addition to the Workflow Admins registered at 2.1 Register Users Who Can Access the Workflow
Admin Console (Workflow Admin), you can assign users with administrative privileges (operators) only
to the application categories specified.

Click [Assign Operators] and move on to the Set Operators page.

The users registered as operators for the application category are operators only in this application
category. They can create forms and nested categories within the category. You can also set organizations,posts, and charges as operators in addition to users.

After selecting operators, click [Assign Operators].

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When an operator for the application category logs in to the Workflow Admin Console, the following
screen is displayed.

Operations staff can do:
・ Add, edit, and delete application categories under the application category
・ Add, edit, and delete application templates under the application category
・ Creation, editing, and deletion of dedicated routes under the application category
・ Changing the shared route linked to the application template under the application category
・ Assigning access rights for application categories
・ Add, delete operation personnel for application category
・ Manage applications under the application category, and download applications data
・ Export the category structure table
etc…

rakumo Workflow Administrator's Manual

21<Points to Note When setting the Operators>
If a group is specified, the scope of granting operator authority is for the immediate users and all users insubordinate groups. (*)
Operator rights are also granted to users who belong to child and grandchild groups.

（Example）
When the Sales Department group includes the Sales Manager and Sales Department Section 1 and Sales
Department Section 2

If you specify a sales department group and grant operator authority, the operator authority will bereflected in "Sales department manager user", "Users belonging to sales department section 1 group","Users belonging to sales department section 2 group".
If you do not want to assign users belonging to the sales department section 1 group or sales department
section 1 group of the child group to the operator, specify the sales manager user directly.
* For customers using rakumo before August 26, 2019,the old "assign only to users directly under thegroup" specification will continue until you activate the new specification above. Please be assured thatyour current operation will not be affected unless you explicitly change the setting.
If you wish to enable the above new specifications, please make the following settings.
rakumo Workflow Admin Console > General Settings > Check the “Enable” check box for the Category
Access Permissions and Operators, and click “Save Settings” at the bottom of the screen.

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5.7. Export the list of route steps associated with the template under the Application
Category
You can output the composition table of the application category and list the existing application template
and the route step information set in the application template.

5.7.1. Outline of the structure table⚫

What is the “structure table”

The "Application Categories", "Application Templates", and "Application Route Steps" information for aparticular application category is linked and combined into a single table.
The structure table is output in Google Spreadsheet format.
Export example:⚫

Please use it in such a scene

・ When you want to understand the whole workflow when the application category is deep orwhen many application templates are in operation.
・ When you want to identify the part that needs to be changed in the workflow applicationroute when there is a personnel change or organizational change.
・ When it is necessary to explain the operational status of the workflow in a periodic audit, etc.,
and you want a document that outputs the current configuration together.
⚫

A user who can export the structure table
・ Users with "workflow administrator" privileges
・ Users who are assigned the "operator in charge of application category" authority (*)(*)Only the application category with the authority of the operator and the application category
under it can be export.

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5.7.2. How to export the structure table of application category
Advance preparation⚫

Create a folder on Google Drive before export. It is used to save the export structure table.
Please refer to the following Google Workspace Learning Center page for how to create a folder.
https://support.google.com/a/users/answer/9310154?hl=en#2.1

Export procedure⚫
1.

Open the rakumo Workflow Admin Console > Manage Categories.
https://a-rakumo.appspot.com/workflow/admin/category/2.

Select the application category for which you want to export the structure table.

Example: If you want to export the structure table of all application categories, select the application
category at the top. If you want to export the structure table under a specific application category,select the application category.

3.

Click the 「Export the structure table of this category」.

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4.

After confirming the Selected application category (*), click "Export".

* If you specify the application category at the top, the selected application category will be
displayed as "Root".
5.

(Only when using Google Drive for the first time on rakumo) A pop-up will appear asking for login
verification and access request for your Google account.
After logging in, click "Allow" on the access request.

6.

Select the save destination (folder on Google Drive) and click "Select".

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25

7.

Export will start. After a while, click "→ Reload".

8.

When the export is completed, the export result will be displayed in the "Recently exported tables"
column.

9.

⚫

Click "Open the spreadsheet" to see the structure table.

Reference information
・ The time required for Export depends on the number of application templates under the selected
application category. If you select the top section (root), it may take about 5 to 10 minutes. If you
are in a hurry, please consider specifying an application category other than the root and Exporting
it in multiple times.

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rakumo Workflow Administrator's Manual・ The structure table does not contain information about the following : the type of application route(shared route / dedicated route), application form input items, application route branching, anditem input / edit settings.
・ The export range of the structure table cannot be limited to "only the application template directly
under the selected application category". The information of the application form template
belonging to all the application categories under the application category selected at the time ofexport is export.
・ The export range of the structure table cannot be narrowed down according to the valid / invalid
status of the application template. Information on the application form template for all states isexport.
・ If a route is not set for the application template to be export, the application route field will be
export blank.
・ In "Recently exported tables", only the structure table that you output within the last 7 days isdisplayed. The Export history that has passed the number of days will not be displayed, but theexport file will remain on Google Drive.
・ This function is a function to export a list of the current settings, and there is no import function.
Please note that editing the export structure table data does not affect the workflow settings anddoes not change them.

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6. Manage Application Forms
You can create new application forms and edit, import, export, and delete application form templates

6.1.

Set a Format for Common Application Numbers

You can set a format for application numbers printed in applications using common application numbers
or on an application form basis.
Here you set a format for common application numbers.
*For how to set a format for application numbers on an application format basis, see section "6.3.1
Setting up [Use application number for each forms]".

Go to General Settings.

[Format for Common Application Numbers]
You can set a format for serial application numbers that are common to application forms. When no
application number format is specified, a serial number is automatically assigned to the application
form.

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rakumo Workflow Administrator's Manual%SN%: Assign application numbers in ascending order from 1.
%00000/SN%: Sequence numbers (fills with 0's up to the digit for 0)%YYYY%: 4-digit year. The year you set is displayed (for how to set a year, see 6.2 Set theCorresponding Year for an Application Number)%YY%: last two digits of the year
%MM%: 2-digit month%DD%: 2-digit day
For instance, when the application number is "%YYYY%-%MM%-%DD%:%000/SN%," the application
numbers are issued in the following manner: 2014-05-16:001; 2014-05-16:002; 2014-05-16:003...

* To complete the settings, click [Save Changes] at the bottom of the page.
[Initial Value for Common Application Numbers]
When using sequence numbers (%SN% or %00000/SN%) for a format for common application form
numbers (or when no format is specified for application numbers), you can set an initial value forsequence application numbers.

Enter a number for an initial value and select Apply this initial value immediately

When you click [Save Changes] at the bottom of the page, the start value of the specified application
number will be applied.
After this operation, the serial number part of the application number of the newly created application willbe numbered from an "Initial Value".
The serial number part of the application number of the application submitted before this operation will
not be affected by this operation and will be retained.

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6.2. Set the Corresponding Year for an Application Number
When setting the year in an application number format used for applications, the year is in a fiscal year
format and you can set a fiscal year start date.
* When not specified, January 1 is considered as the start date of the fiscal year.
Go to General Settings.

Start with the Fiscal Year start date.

Reset common Appl. number
By selecting [Reset annually] , you can configure the settings so that the application number is
automatically reset every fiscal year start date.
The serial number part of the application number of the application form newly created after the reset willbe numbered from an "Initial Value". Application numbers for applications that have already been
submitted will not be affected by the reset and will remain on hold.

Click [Save Changes] at the bottom of the page at the end when you are finished with settings.

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6.3. Create an Application FormManage Forms > Select the application category > click [Add application form]

Move to the Add Application Form page

rakumo Workflow Administrator's Manual

31[Application Form Name] *RequiredEnter a name for the form.
The information you enter will be subject to keyword searches when selecting an application form.

[Code] *RequiredEnter the code. You can enter any character strings to distinguish the application form from otherapplication forms.

[Description]
Enter a description of the application form. The description entered is displayed on the Application
form page.
The description entered will appear on the application form and will also be subject to keyword
searches when selecting an application form. For this reason, it is recommended that the description beenhanced to make it easier for users to reach the desired application when they search for it.
It supports the input of line break and the display of links to input URLs.

[Notes for Administrators]
Enter notes for administrators.

[Appl. Number Type]You can select an application number format from the pulldown menu.
[Use common application number]-> Assigns a serial application number that is common for application forms.
[Use application number for each forms]-> Assigns an application number that is specific to the application form. By selecting this, you canset up [Use an application number for each forms]. (*See next page)[Not use application number]-> No application number is assigned to the application form.

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6.3.1 Setting up "Use application number for each forms"[Appl. Number Format]
When you select [Use application number for each forms] at [Appl. Number Type], you can set anapplication number format. When no application number format is specified, a serial number is
automatically assigned to the application form.
%SN%: Assign application numbers in ascending order from 1.
%00000/SN%: Sequence numbers (fills with 0's up to the digit for 0)%YYYY%: 4-digit year. The year you set is displayed (for how to set a year, see 7.2 Set theCorresponding Year for an Application Number)%YY%: last two digits of the year
%MM%: 2-digit month%DD%: 2-digit day
For instance, when the application number is "%YYYY%-%MM%-%DD%:%000/SN%," the application

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33

numbers are issued in the following manner: 2014-05-16:001; 2014-05-16:002; 2014-05-16:003...

[Initial Value]
When using sequence numbers (%SN% or %00000/SN%) for a format for application form numbers (orwhen no format is specified for application numbers), you can set an initial value for sequence application
numbers.
[Apply this initial value immediately]
When you click [Save Changes] at the bottom of the page, the start value of the specified application
number will be applied.
After this operation, the serial number part of the application number of the newly created application willbe numbered from an "Initial Value".
The serial number part of the application number of the application submitted before this operation will
not be affected by this operation and will be retained.
[Reset the application number of this form annually]
Selecting this resets the application number automatically every fiscal year start date.
The serial number part of the application number of the application form newly created after the reset willbe numbered from the "Initial Value". Application numbers for applications that have already been
submitted will not be affected by the reset and will remain on hold.

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6.4. Register Application Form Items
Set items in an application form for users to enter when submitting an application.
Manage Forms > Select the application category > from the list of application forms, click [Name] for theapplication form

List of Items of Application Form
Click [Add Item].

An item is registered by default. You can edit this item, but you cannot delete it.

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Select an Item type to Add* Select application form items from the [Select item type to add] pull-down menu and configure theadvanced settings. The available settings vary depending on the application form item you select.
* When you add an item, you can add items continuously by selecting [Continue adding item].

1. Text Input
2. Multiple Rows Text
3. Pulldown
4. Radio
5. Checkbox
6. Number Field
7. Calculation
8. Date
9. Email Address Input Field
10.File Attachments* You can attach a local file. These features are optional. You need to apply to use themseparately.
11. Drive File Attachments
12. Master Integration* You need to configure the initial settings when using it. See section "10. Master Integration"
first.
13. Lookup
14. Separator
15. Heading

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1. Text Input① [Item Name]: Enter a name for the item *Required② [Width]: Specify the width of the textbox by number. 20 characters by default.
③ [Max Length]: Specify the maximum number of characters that can be entered in the textbox.
④ [Min length]: Specify the minimum number of characters that can be entered in the textbox.

rakumo Workflow Administrator's Manual

37⑤ [Limitation]: You can specify whether to limit the input characters. You can choose from "Nolimitation", "Only full-width", and "Only half-width".
⑥ [Required]: You can require input in the text box.
⑦ [Default Value]◆

Direct Input: You can set default numbers, symbols, and characters in the textbox.

◆

User Information: You can set applicant information as the default value in the textbox.
⚫

Name: (Set the applicant's name as the default value)⚫

Pronunciation: (Set the pronunciation of the applicant's name as the default value*)⚫

Email: (Set the applicant's email address as the default value)⚫

Job Title: (Set the applicant's Job Title as the default value*)⚫

Employee Number: (Set the applicant's employee number as the default value*)* To display it as the default value, you need to register it in the CSV file separately. For how to register
a CSV file, see appendixes 1 to 3 of this manual.

⑧ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.
⑨ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox.
You can select [Nothing], [Prepend], or [Append].
⑩ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.
Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item on the left)

Tips⚫

You can also limit or fix the number of input characters by combining the "maximum number of input
characters" and the "minimum number of input characters".

Example1: Specify "Maximum number of input characters" 10 and "Minimum number of input" 22→ You can limit the number of input characters to 10 to 22 characters.
Example2: Specify "Maximum number of input characters" 8 and "Minimum number of input" 8→ Fix the number of input characters to 8 characters.
If you enter less than 8 characters, you will be prompted to enter 8 characters.

⚫

By specifying the [Min length] and making the input optional (clear the [Required] check box),
You can ask for "blank" or "input more than the minimum number of characters".

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2. Multiple Rows Text

① [Item Name]: Enter a name for an item. * Required② [Width]: Specify the width of the textbox by number. 40 characters by default.

rakumo Workflow Administrator's Manual

39③ [Rows in the input field]: Specify the number of rows in the item field. 3 rows by default.
④ [Required]: You can make it required to enter the textbox.
⑤ [Default value]: You can set default numbers, symbols, and characters in the field.
⑥ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.

⑦ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox.You can select [Nothing], [Prepend], or [Append].
⑧ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.
Characters displayed between the textbox and the previous item (You can display characters between
the textbox and the previous item on the left)

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3. Pulldown②[Item Name]: Enter a name for an item. *Required② [Pulldown Options]: Register pull-down items. *Required⚫

[Enter input row] (enter one item on a line)[Default Choice] (set items that are selected at the beginning by default. When not set, thefirst item entered directly is selectedrakumo Workflow Administrator's Manual⚫

41[Org Unit] Use to display the applicant's organization in the pull-down. When the applicant is amember of multiple organizations, the prioritized organization is selected first. A prioritizedorganization is an organization whose Primary is set to "1" when importing the user details③ [Required]: Select to make the field required.
④ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.
⑤ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox. You can select [Nothing], [Prepend], or [Append].
⑥ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.
Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item on the left)

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4. Radio① [Item Name]: Enter a name for an item. *Required② [Radio Items]: Set radio button items. Enter one item on a line.

[Default Choice]: Set items that are selected with a radio button by default.
③ [Layout]: Sets whether radio button items are laid out horizontally or vertically.

④ [Required]: Select to make the field required.

rakumo Workflow Administrator's Manual43⑤ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.

⑥ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox. You can select [Nothing], [Prepend], or [Append].

⑦ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.

Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item)[Input screen in workflow]▼ When "Line up horizontally" is specified▼ When "Line up vertically" is specified

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5. Checkbox① [Item name]: Enter a name for an item. *Required② [Check by ddefault]: Set to have items selected by default.
③ [Required]: Set to have items always selected.

④ [Description]: Displayed as a description below the textbox. Line break and URL links aresupported.

⑤ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox. You can select [Nothing], [Prepend], or [Append].

⑥ [Put on the right side of the previous item]: You can place the textbox on the right side of therakumo Workflow Administrator's Manual

45

previous item.

Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item)* When display check boxes in a horizontal line
Enter "type of leave" for [Item Name]. Enter "paid leave" for [Prepend or append string to the item] andselect [Append]. Click [Add Item].

Create new check box items next
Enter "type of leave" for [Item Name] from the check box [Create a form]. Enter "summer holidays" for[Prepend or append string to the item] and select [Append]. Select [Put on the right side of theprevious item]. Finally, click [Add Item].

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Create "child care leave" and "nursing care leave" in the same manner as "summer holidays."* In addition, we do not recommend setting [Required] when multiple checkbooks are arranged
horizontally.

* [Required] is suitable when a user has items recognized by selecting the items.

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6. Number Field① [Item Name]: Enter a name for an item. * Required② [Width]: Specify the width of the textbox by number. 20 characters by default.
③ [Limitation]: Set to put restrictions to numbers that can be entered.
⚫

[No Limitation] (select not to set any restrictions)

47

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rakumo Workflow Administrator's Manual⚫

[Enable Limitation] (You can set maximum and minimum values for single-byte numbers.
The maximum and minimum values are required when you select [Enable Limitation]. )④ [Required]: Select to make the field required.
⑤ [Default value]: You can set default numbers in the field. You cannot set character strings orsymbols as default values.
⑥ [Effective Digit]: You can set up to 2 decimal places.
⑦ [Minus Value Format]: Set How to display negative values in the Workflow when entering a negativevalue. Negative values are expressed with one of the following 3 symbols: "-," "△," and "▲. "⑧ [How to display]: Select to use thousand separator.
⑨ [Description]: Displayed as a description below the textbox. Line break and URL links aresupported.
⑩ [Prepend or append string to the item]: You can configure characters to be displayed outside of
the textbox. You can select [Nothing], [Prepend], or [Append].
⑪ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.
Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item)

rakumo Workflow Administrator's Manual49

7. Calculation① [Item Name]: Enter a name for an item. * Required② [width]: You can set the width.
③ [Effective Digit]: You can set up to 2 decimal places.
④ [Minus Value Format]: Set How to display negative values in the Workflow when entering a negative

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value.
Negative values are expressed with one of the following 3 symbols: "-," "△," and "▲."
⑤ [Calculation] *Required⚫

Basic arithmetic operations (you can set the basic arithmetic operations using constants,
the numbers entered for the items created at "6. Number Field" and the calculation result
entered for the items created at "7. Calculation")⚫

Total (the items you created at "6. Number Field" or "7. Calculation" are displayed on
the right.
Select the items whose total you wish to display and click [Add]. The total will be displayedon the left. To deactivate the items to total, select the items on the left and click [Delete])⑥ [Hide from the applications]: Select if you do not want to display this calculation item on theapplications.
(Example: When using the calculation result as an intermediate formula when calculating 3 or moreterms)⑦ [How to display]:⚫

Show Thousand Separator (Select to use thousand separator. )⚫

Format as percentages (Select this if you want to display the numbers as percentages.
("%" Is also included in the value displayed after calculation.) )⑧ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.
⑨ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox. You can select [Nothing], [Prepend], or [Append].
⑩ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.

Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item)
Attention⚫

When "Format as percentages" is specified in [How to Display], the following screens and files support
display / output in percentage format.

User screen
・ Application screen (preview) ・ Application form edit screen
・ Detailed screen of application form

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・ Application print screen (timeline type / classic type)rakumo Workflow Admin Console
・ Detailed screen of application form・ Test screen of application route・ Download application form (ZIP download only)

Please note that the result of downloading the CSV format applications from the rakumo Workflow
admin console cannot be converted to the percentage format.

⚫

When "Format as percentages" is specified in [How to Display], the setting of the number ofsignificant digits after the decimal point is applied after conversion to percentage format.

Example: When the calculation result is 0.45213 and the number of significant digits is "second
decimal place"・ For normal format: 0.45
・ For percentage format: 45.21%⚫

The screens where the items are hidden when [Hide from the applications] are checked are as follows.
User screen
・ Application screen (preview) ・ Application form edit screen
・ Detailed screen of application form
・ Application print screen (timeline type / classic type)rakumo Workflow Admin Console
・ Application preview screen・ Test screen of application route
Please note that the following screens and files on the management screen will always be output even
if the item is set to "Hide from the applications".
・ Detailed screen of application form・ Download application form (ZIP format / CSV format) Application screen

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8. Date① [Item Name]: Enter a name for an item. * Required② [Default Value]⚫

[Current Date] (displays the current date when entering in an application form)⚫

[Specific Date] (displays a specific date when entering in an application form)⚫

[Not Specified] (displays the current date field as blank when entering in an application form)③ [Date range to accept]:
If you want to limit the date range, check "Set" and specify the start and end points of the range.
The left side is the start point of the range and the right side is the end point of the range. You can set

rakumo Workflow Administrator's Manual53

both the start point and end point, or you can set only one of them.
Specify the start point and end point of the range by combining the following contents.
Dates that can be used when specifying a range

Specify number of days

Application date○ days before / ○ days after

Same day as application date-{other date field name}○ days before / ○ days after

Same day as {other date field name}-

Detailed information on this setting is provided on pages 53-55. Please refer to it when setting.
④ [Required]: Select to make the field required.
⑤ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.
⑥ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox. You can select [Nothing], [Prepend], or [Append].
⑦ [Put on the right side of the previous item]: You can place the textbox on the right side of theprevious item.
Characters displayed between the textbox and the previous item (You can display characters between
the textbox and the previous item)● About "Date range to accept"
・Precautions when specifying the range of dates that can be entered- When setting both the start point and end point, set the start point to be on the same date as the end
point or earlier. If you set a date later than the end point for the start point, you will not be able tocomplete the date entry when entering the application form.
- Rules with absolute dates (e.g. Dec 31, 2022) cannot be set.
- The date input range is checked using the rakumo time zone setting of the user who enters/edits theapplication form. For this reason, if you have a workflow in which applicants and approvers belonging todifferent time zones edit date items, depending on the combination of input range rules and time zones,
the input range may change when the approver edits. check may result in an error.
Especially if there is a possibility that the date may go back in time between steps in the workflow, test
thoroughly beforehand.

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・The behavior of the input screen after setting
For example, if you set a date item that can be entered within the range [From the day of the other dateitem "Desired delivery date" to 30 days later], you will not be able to select a date outside the range whenentering the application form.
Also, if you manually enter a date that is out of range, the message "This value is out of range." will be
displayed and you will not be able to apply until you correct the value.
Also, if you manually enter a date that is out of range, the message "This value is out of range." will be
displayed. The application cannot be submitted until the value is corrected to be within the range.

● When creating an item that specifies a date period
When you create an item for departure date, select [Continue adding item], click the [Add Item] buttonand create a scheduled return date.

rakumo Workflow Administrator's Manual55

For [Item Name], [Default Value], and [Required], enter the same as for departure date. Enter the "expected
date to return to the office" for [Prepend or append string to the item] and select [Prepend]. Select [Puton the right side of the previous item] and enter "-" for words to be displayed after the previous item.

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9. Email Address Input Field
You can determine if the item's input meets the email address format.

① [Item Name]: Enter a name for the item *Required② [Width]: Specify the width of the textbox by number. 20 characters by default.
③ [Max Length]: Specify the maximum number of characters that can be entered in the textbox.
④ [Required]: You can require input in the text box.
⑤ [Default Value]◆

Direct Input: You can set default numbers, symbols, and characters in the textbox.

◆

User Information(E-mail): Set the applicant's E-mail address as the default value in the text box.

⑥ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.
⑦ [Prepend or append string to the item]: You can configure characters to be displayed outside of the
textbox.
You can select [Nothing], [Prepend], or [Append].
⑧ [Put on the right side of the previous item]: You can place the textbox on the right side of therakumo Workflow Administrator's Manual

57

previous item.
Characters displayed between the textbox and the previous item (You can display characters
between the textbox and the previous item on the left)

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10. File Attachments *You can specify a file (local file) on your device and attach it directly to the application.
* Enables you to attach local files. This is an optional feature. You need to apply for it separately if
you desire.

⚫

Differences from “Drive File Attachments”

In the "Drive File Attachments", the file link on Google Drive is attached to the application,
In the "file attachments", you can directly attach files on your device to the application.
Since files directly attached to the application cannot be changed or deleted individually, it is possible toprevent files from being changed or deleted by mistake after the application.

Comparison content

File Attachments

Drive File Attachments

File storage location

private area

Google Drive

download
How to view attachmentsorView on Google Drive

View on Google Drive

who can view the file

Users who can view theUsers with view permissions

application *1

for the file in Google Drive

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File editing after application

Impossible *2
Files cannot be deleted

Whether the file can be deleted

59

individually *3

possible

Files can be deleted individually

Maximum size of one file

32 MB

Comply with Google Drive limits

Organization-wide file storage limit

50 GB *4

Comply with Google Drive limits*1 Applicant, user on the application route, workflow Admin, and category operator*2 If editing is allowed for users on the application route in [Input and Editing Settings], users on theapplication route can replace files.
*3 Files can be deleted when editing is allowed for users on the application route in [Item input/edit
settings]. After processing is completed in all route steps, the attached file can be deleted only bydeleting the attached application.
*4 Additional storage capacity can be added with an additional contract.

⚫

Item settings

60

rakumo Workflow Administrator's Manual① [Item Name]: Enter a name for an item. * Required② [Required]: Select to make file attachment required.
③ [Limit the file types that can be attached]: Check this to limit the file formats that can be attached.
④ [File types that can be attached] *: Check the file formats that you want to allow attachments.
You can choose from Word (doc, docx), Excel (xls, xlsx), PowerPoint (ppt, pptx), PDF, JPG, and PNG formats.
The file formats that you are allowed to attach are displayed below the item.
(* Used only when "Restrict the types of files that can be attached" is checked in ③.)⑤ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.

Separately, you can set the viewing method of the file attached to this item.
For details, refer to 19. Setting the file viewing method when using the local file attachment
function.

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11. Drive File Attachments
You can specify a file on Google Drive and attach a link to the Google Drive file to the application form.

<Initial settings>
Before using this feature, select [Allow] for the Google Drive file attachment on the General settings
page.
Go to General Settings, select [Allow] and click [Save Changes].

Go back to the Add Item page and configure the settings.

① [Item Name]: Enter a name for an item. * Required② [Required]: Select to make file attachment required.
③ [Limit the file types that can be attached]: Check this to limit the file formats that can be attached.
④ [File types that can be attached] *: Check the file formats that you want to allow attachments.
You can choose from Google Docs, Google Sheets, Google Slides, PDF, JPG and PNG formats.
The file formats that you are allowed to attach are displayed below the item.
(* Used only when "Restrict the types of files that can be attached" is checked in ③.)

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rakumo Workflow Administrator's Manual⑤ [Description]: Displayed as a description below the textbox. Line break and URL links are supported.

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12. Master Integration
Here you see information on how to link master data in the rakumo Workflow.
When you set link master data, you can display the data registered on Google spreadsheets on application
forms.
* To use the master integration, you need to configure the master data first. See section 11. Manage
Master Data page.
If you want to easily create an input item with hierarchical choices, it is convenient to use the"Lookup" item.
For the difference in what you can do, refer to the "Differences from Master Integration" section in
the "Lookup" section.

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rakumo Workflow Administrator's Manual① [Item Name]: Enter a name for an item. * Required② [Set Items]: To add a linked item, click [+Add item].
③ [Select master data]: Select a column name on the Google Drive spreadsheets.
Select a spreadsheet for the master data from Select master data.
Next, select a column to display on the application form.
For other pull-down, select an external key to the master data that you additionally set.

④ [Preview]: Displays a preview of the linked master data that you set.

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65⑤ [Columns to Add to Results]: Among the master data of linked items set at the end, Select thecolumns that you wish to additionally display in the application, if any.
⑥ [Required]: Select to make the field required.
⑦ [Description]: Displayed as a description below the textbox. Line break and URL links aresupported.

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13. Lookup
Here you see information on how to lookup in the rakumo Workflow.
If you set a lookup, you can display the data registered in the spreadsheet of Google Drive on theapplication form.
* When using lookup, set the lookup datasource first. See the 12. Manage Lookup Data page.

⚫

Differences from “Master Integration”"Lookup" is an item similar to "Master Integration", but the settings have been greatly simplified andconvenience has been improved.
Please refer to the table below for a comparison of what can be achieved with each item.
what you can do

LookupMaster Integration○○

Follow the hierarchical choices and enter the values○○

Keep only selected choices as values○

×※1

You can search for choices

○

×

○

×

×

○

×

○

×

○

Choose a value from the choices listed in Google
SheetsWhen you select an option, refer to (look up) thevalue in another column in the same row as theoption on Google Sheets and reflect it in other input
items of the application template.

Used as a branch condition in the Branch Settings

Concatenate multiple master data with a primary key
and a foreign key, handle data that spans multiple
spreadsheets in one item, or handle data thatexceeds 10 columns.

Refer to the second and subsequent sheets of therakumo Workflow Administrator's Manual67

spreadsheet file

Operate the reflection of spreadsheet data updates
from the API○○※1In the "Master Integration" item, in addition to the value of the choice itself, the hierarchicalinformation and column name of the spreadsheet are included in the input value. (Example: If you select"Transportation" in the "Account" column, the value "Account:> Account: Transportation" is saved.)⚫

Item settings① [Item Name]: Enter a name for an item. * Required② [Required]: Select to make the field required.
③ [Description]: Displayed as a description below the Lookup. Line break and URL links aresupported.
④ [Select Lookup Datasource]: Displays a preview of the linked master data that you set.
⑤ [Application Items to reflect the value]: Specifies whether to automatically insert the value
corresponding to the value selected in "lookup" into other items (which column value of the lookup
datasource is reflected in which other item).
There are five types of application form items that can be set as reflection destinations: "Text Input",

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rakumo Workflow Administrator's Manual"Multiple Rows Text", "Pulldown", "Radio", and "Number Field".
Example: When automatically inserting the value in the "Category ID" column corresponding to theselected value into "Product Category ID (Text Input)"⚫

Reference information: Specifications when reflecting values in other input items
・Only one item can be reflected for each column of lookup data.
・When you select a lookup item, unlike the calculation item, it will be reflected immediately on thescreen after selection. Input check is also executed immediately.
・If there is a default value or an entered value for the item to be reflected, it will be overwritten at thetime of reflection.
・If you return the lookup item to the unselected state, the reflected item will also be cleared.
・If the target item is "pull-down"(or "radio button") and there is no option that matches the reference
value, the value cannot be reflected.
・If "Input and Editing Settings" is set and the reflection destination item cannot be edited at the timeof inputting the lookup item, the value will not be reflected. It is recommended to match theeditability of the lookup item and the reflection destination item.
・Since the reflection of the value is positioned as "input on behalf of the user", it is not possible torestrict "the value reflected in other items cannot be edited directly by the user".

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14. Separator

Set to insert a separator between items. Click [Add Item] when you are finished.

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15. Heading

Set this item to add a heading to the items entered in the application form. Click [Add Item] when you arefinished.

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6.5. Setting a shared route in the application form
Link the application route created at 7.2 Create a shared route with an application form.
Manage Forms > Select the application category > from the list of application forms, click [Name] for theapplication form.

Click [Use Shared Route] on the Application Route Details page.

Set an application route for the form on the Route Settings page.

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The [Summary of Appl. Route] and [Appl. Route Steps] you select are displayed.

Click [Set as Route]. The form and shared route are linked.

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6.6. Reset the Application Routeyou can return the application template to the status that has not been set route.
* After resetting, the settings cannot be restored.

Manage Forms > Select the application category > from the list of application forms, click [Name] for theapplication form.

Click [Reset Route] on the Application Route Details page.

If you select "OK" in the displayed confirmation dialog, the route of the application form will be reset.
* If you reset the application form route, the application form will be invalidated and you will not be able
to apply until you set the route and start accepting again.

⚫

About reset operation behavior

What you reset depends on the type of application route that is configured.
・ If the application template has a dedicated route, the dedicated route will be deleted.
・ If the shared route has been set, the link between the application form and the shared route is canceled.
(The shared route itself is not deleted.)

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6.7. Set Branches for Application Routes
In the branch settings, it is possible to control which steps are displayed in the actual application routebased on the input contents of the application form at the time of application.
Example use:
・Control the range of authorizers who need approval depending on the amount entered in theapplication
・When the applicant is a manager, skip the approval step on the route that requires the applicant's own
approval・Create an application that allows applicants to add steps to the route as neededetc

6.7.1. Add branch settings<Preparation>
For branch setting, use the application form items and the route information setted to the application
form.
・Before setting the route branch, set the application route (*) to the application form.
→ For details on how to link shared routes, refer to 6.5 Setting a shared route in the applicationform.
→ For details on how to set up a dedicated route, see 7.4 Creating a dedicated route.
(*) In the route branch setting, set which step in one application route is to be displayed. For this reason,
all steps that appear after you apply a branch condition must be added to the route used for the branch
configuration in advance.
・Referring to [Application Form Items] of the application form used for branch setting, check that theitem used for the condition is created and the item type can be used for branch setting.
For items that can be used as branch conditions and conditions that can be set, refer to Items that canbe branched and the conditions at the end of this chapter (P. 60).
<Setting procedure>
1. From rakumo Workflow Admin Console > Manage Forms, open the application Form details screen.
Manage Forms URL: https://a-rakumo.appspot.com/workflow/admin/appform/
2. Click [Set Appl. Route Branch] in the branch settings.

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3. When the branch settings screen is displayed, click “Add branch setting”.

4. The add branch setting screen is displayed. Set one branch setting on this screen.
Specify Branch Name, Branch condition, and Route of this Branch.

① Branch Name * RequiredEnter a branch name. It is convenient to input in a form that understands the branch conditions.

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rakumo Workflow Administrator's Manual② Branch condition
Select the item and specify the content that will be the condition for branching the route. In theitem selection pull-down, only the "item name" of the items that can be used as branch
conditions among the items set in the application form are displayed.
For items that can be used as branch conditions and conditions that can be set, refer to Items
and branch conditions that can be set at the end of this chapter (P.60).
③ Route of this Branch
Check the steps to be displayed in the route when the conditions are met.
5. After completing the input, click “Add”.
6. On the branch setting screen, check that the created branch setting has been added.
7. Repeat steps 3 to 6 to create multiple branch settings.

This is the end of adding branch settings.
If you create multiple branch settings, make sure they have the appropriate priority.
For details, see 6.6.2 Changing the priority of branch settings.
Also, 6.6.3 Example of branch settings introduces the branch setting procedure with a specific example.
Please refer together.
Added branch will be displayed in Branch Settings.

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Items that can be branched and the conditions
Condition symbols=

Types of form items displayed inapplications

Equal to*1≠
Not equal
to*2

≥

≤

Or moreOr less><

Greater

Less

than

than

Application department *3

○

○

-

-

-

-

Text Input *4

○

○

-

-

-

-

Pulldown *5

○

○

-

-

-

-

Radio

○

○

-

-

-

-

Number Field

○

○

○

○

○

○

Calculation

○

○

○

○

○

○

Master integration *6

○

○

-

-

-

-

*1 You can specify more than one condition by delimiting them with a comma. In such cases, the condition"equal to either one of them" is applied.
*2 You can specify more than one condition by delimiting them with a comma. In such cases, the condition"not equal to either one of them" is applied.
*3 You can specify either a group name or a group ID as a condition. To use an application department asa condition, go to the General Settings and select [Enable] for Application Department. When you deselect[Enable] for Application Department after setting an application department as a condition, the condition
is disabled. You can only delete this condition.
*4 You can also set [title] as branch conditions.
*5 Can be used as a branch condition even when [Org Unit] of which one is a member are set to be
displayed, but cannot display the superiors in accordance with the organizations of which one is amember.
*6 When the data is in a hierarchical structure, you can configure the settings with the items on the lowest
level as conditions. The [Columns to Add to Results] you set at the Edit Master Integration page aredisplayed as items to select from.
[Application form items to which branch settings cannot be applied]
Multiple Rows text, checkbox, Date, Drive File attachments, File attachments, Lookpu, Separator,
Heading, and priority[Points to note regarding branch conditions]⚫

In application routes that are not applied to any branch settings, all the route steps set are displayed,
as no branches are carried out.

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Branches are applied only when an application is submitted (includes when an application is
re-submitted). No branches are carried out when an approver has modified the branch conditions in
the application form.

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6.7.2. Changing the priority of branch settings
When multiple branch settings are set for one application form, it is possible to specify which branchsetting is used for judgment.

⚫

Branch condition judgment and order

When multiple branch settings exist, judgment is performed in order from the branch setting with thehighest priority (smaller number). When a branch setting that matches the conditions is found, thejudgment ends, and the branch setting is applied. Judgment is not performed for branches with lower
precedence.
When the branch settings are saved, the priority of "Number of branch settings existing at the time ofcreation + 1" is automatically assigned as the initial value.
If you have set multiple branch settings, check the priority and change the priority so that the priority of
branch settings with more restrictive conditions is higher.

<Setting procedure>
1. From rakumo Workflow Admin Console > Manage Forms, open the application Form details screen.
Manage Forms URL: https://a-rakumo.appspot.com/workflow/admin/appform/

2. Click [Set Appl. Route Branch] in the branch settings.

3. Check the current order on the branch setting screen.

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4. If you need to change it, click “Change the order” to open the branch setting order change screen.
5. Select the branch setting you want to change the priority of, and click "Top", "Up", "Down", or"Bottom" to change the display position.

Those that appear at the top of the list have higher priority, and those that appear at the bottom of thelist have lower priority.
6. To change the order, click "Change order" on the branch setting screen.
7. On the branch setting screen, confirm that the order has been changed.
That's all for changing the priority.

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6.7.3. Example of branch settings
This chapter introduces the setting flow and the specific setting contents when actually performing thebranch setting.

⚫

Behavior you want to achieve

In the “Expense Reimbursement Application”,(1) Regarding entertainment expenses with a total amount of less than 100,000 yen, approval by theofficer is not required.
([Approval by section manager → Approval by department manager → Approval by purchaser →Accounting circulation] is displayed in the application route)(2) All expenses related to expenses exceeding 100,000 yen and other expenses require the approval of
officers.
([Approval by section manager → Approval by department manager → Approval by officer →Approval by purchaser → Accounting circulation] is displayed in the application route)

Step 1 Prepare the application route for branch setting
Before performing the branch setting, The Details of “Expense Reimbursement Application” > Appl. RouteSteps to check whether the application route linked to the application form template includes all the steps
that you want to display after applying the branch condition.
In this setting, an application route that has the following five steps is required.
[Approval by section manager] → [Approval by department manager] → [Approval by officer] →[Approval by purchaser] → [Accounting circulation]
If the application route does not include all the steps you want to display after applying the branchsettings, access the application route details screen from the [Details for Appl. Route] and add the step, or
create a new application route for branch settings from [Manege Routes] and link it to the application
form.
Step 2 Set branch settings
After completing the preparation of the application route, let's set the branch.

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In this setting, add the branch setting [Do not display the “Approval by officer” step when “Entertainment
expenses” is selected in the item “expense item” and the total amount is less than 100,000 yen).
The Details of “Expense Reimbursement Application” > Click [Set Appl. Route Branch] on the Branch
Settings ,and move to the Branch Settings page, click [Add Branch Setting].The [Add Branch Setting]page is displayed.

1. Enter the branch name.
Here, enter “Transportation costs and less than 100,000 yen” so that you can understand thebranching conditions.

2. Configure [Branch condition].
In this setting, two items are set as branching conditions: the value of the item “expense item” isequal to “accounting expense” and “total amount is less than 100,000 yen”.
First, set the first condition "Item" Expense item "is equal to" accounting expense "".
（1）From the left pull-down, select the item “Expense Item” to be used for the condition.

（2）Select the condition symbol “=” (equal to condition value) from the center pull-down, and enter
the condition value “accounting expense” in the input field on the right.

Next, set the second condition "Total amount is less than 100,000 yen".
（1）Click [Add more branch conditions].

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83（2）Select the item [Total Amount] on which you set branch conditions and enter "< (Less thancondition value)" for a sign and type "100000" in the text box.

3. Configure [Route of this Branch].
In this setting, check the four checkboxes “Approval by section manager”, “Approval by department
manager”, “Approval by purchaser”, and “Accounting circulation”, which are the steps you want todisplay when “Transportation and less than 100,000 yen” is satisfied.

4. Click the [Add] button to save the branch settings.

5. Check that the branch setting has been added on the branch setting screen.

6. Check that the branch setting has been added on the branch setting screen.

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The branch setting has been added. Finally, check the behavior of the actual application route.

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Step 3 Check on the user screen whether the behavior is as intended
Check whether the actual application route behavior has been changed to [Achieved Behavior] by adding
the branch setting.
In this setting, verify the following: (1) If the contents of the application form match the conditions of the
branch setting, the “Approval by officer” step is skipped. (2) If the contents of the application form does
not meet the conditions of the branch setting, all step routes of the application Is displayed.
Click the application screen URL displayed in [Open this form] on the application form template details
screen to display the application screen for the “Expense settlement application form”(1) If the contents of the application form match the conditions of the branch setting, the “Approval by
officer” step is skipped.
Operation: On the application screen, select “accounting expense“ for “expense item”, enter “99999” for“Total amount”, and press the “Confirm” button.
Confirmation contents: It is OK if you can confirm that the following four steps are displayed in theapplication route on the confirmation screen: [Approval by section manager → Approval by department
manager →Approval by purchaser → Accounting circulation](2) If the contents of the application form does not meet the conditions of the branch setting, all steproutes of the application Is displayed.
Operation: Click “Back to input screen” to return to the application screen, change the value of “Totalamount” to “100000”, and press the “Confirm” button.
Confirmation contents: It is OK if you can confirm that the following five steps are displayed in theapplication route on the confirmation screen: [Approval by section manager → Approval by department
manager → Approval by officer → Approval by purchaser → Accounting circulation]
The setting is now complete.

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6.8. Entering/editing items of application Forms
You can set whether you permit an approver of an application route linked to an applicant and application
form to enter/edit items for an application form.
Example use:
- Entry of specific items at the time of application if you want to permit entry only at the time of approval,such as [Accounting department section] and [Approver comment section].
- Set to prevent entered values in items taken over from an association source at the time of associatedapplication and guarantee that the details at the time of approval are the same as those of the associatedapplication form.
- Combining with [Default value], prevent [Automatically set values such as names] at the time of
application from changing.
- In case there is such a minor mistake as not requiring the application to be returned to the applicant, an
approver can correct it and give approvaletc.

This setting is displayed when the settings have been configured to link the application form andapplication route.
Settings of entering/editing items
By default, "Application" steps are set to [Inputable] and steps on application routes are set to [Not
Editable].

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You can set whether or not each item in an application form can be entered/edited on a step basis.
■ For an application step... When you click [Inputable], [Not Enterable] is displayed instead.
■ For a step on an application route... When you click [Not Editable], [Inputable] is displayed instead.

* When you set [Not Enterable] for an application step, set [Not Enterable] for the application stepafter selecting [Editable] on an application form for which entry is permitted first.
Click [Save Changes]. The settings are saved.

[Points to note regarding settings of entering/editing items]- This setting is valid for application forms that are submitted after it has been configured. Note that thissetting is not valid for application forms saved as drafts and application forms that are submitted
before they have been configured.

- If [Required] has been specified in the settings for items of an application form, entry becomes required
for the first time at the time when the items can be entered or edited.
Example: When you set [Not Enterable] at the time of application, Step 1 [Not Editable] and Step 2[Inputable] for an item-> Entry in Step 2 is required. The approver of Step 2 cannot perform approval processing until theapplication form is edited and values for the items are entered.

- You cannot configure settings that cannot be entered in all steps on application routes and at thetime of application. Thank you for your understanding.

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6.9. Set the post-step action
You can set it to run any process (Action) related to the application.
The processing of the action occurs when the application moves from one step in the application route to
the next.
There are two types of post-step actions that can be currently set:・ Cloudsign Integration:
You can send documents such as contracts using Cloudsign.
* For details, refer to the chapter "20. CloudSign Integration".

・ Notification Action:
You can send a notification email to any destination (up to 10).

・ Webhook Action:
You can automatically send a webhook to an external system.
* For details, refer to the chapter "21. Setting Webhook Actions".
There are two check methods for rakumo workflow.
Please select the check method according to the range you want to check.

6.9.1. Enable the "Post Step Actions Feature"
In the initial state, actions feature is in the "disabled" state.
Please enable it as a Google Workspace privileged administrator or rakumo administrator before making
the settings.
<Screen to operate>
rakumo Admin Console > Workflow Settings
https://a-rakumo.appspot.com/admin/settings/workflow<How to enable actions feature>1.

Go to rakumo Admin Console > Workflow Settings.

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2.

Check Enable in the Post Step Actions Feature section.

3.

Check the action you want to enable and leave the check for the action you want to disable blank.
Example: When only "Notification Action" is enabled.

4.

Click "Save".

This completes the activation of actions feature.
Then set the action.

⚫

Reference information

If the action was enabled before the update on May 23, 2022, both "Notification Action" and "CloudSign
Integration Action" will be treated as enabled after the update.
Please be assured that the settings before the update will be inherited and the existing settings will not beaffected.

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6.9.2. Add post-step actions
We will specify "which action is to be executed in which route step" on the detail screen of the application
form.
<Preparation>
Before setting the action, please set the application route in the application form.
(For details, please refer to [7. Set an Application Route].)<Screen to operate>
rakumo Workflow Admin Console > Manage Forms
https://a-rakumo.appspot.com/workflow/admin/appform/<Action setting method-Overall flow->1.

Access "rakumo Workflow Admin Console > Manage Forms" and open the details screen of theapplication form for setting the action.

2.

Click "Add Post Step Action" in the "Details for Appl. Route" section.

3.

In the pull-down menu in the Select Action Type section, select the action you want to configure andset the execution settings details. (* For the setting contents, refer to the "Setting items for eachaction" section below.)rakumo Workflow Administrator's Manual

↓

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Finally, click Add Action.

This completes the action settings.
When the settings are complete, the set actions will be displayed in "Details for Appl. Rout" on the details
screen of the application form.

⚫

When the action to be set cannot be selected from the pull-down menu in step 3.

Check if the action function enable setting is set correctly. (→ 6.9.1. Enable the "Post Step Actions
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93<Setting items for each action>
1. CloudSign Integration
We will guide you through the flow of settings when using the service, including settings other thanactions, in the chapter "20. CloudSign Integration". Sorry to trouble you, but please refer to the above
chapter.
The action execution setting items are introduced in the chapter "20.3.3. Add CloudSign Integration
action to route step".

2. Notification Action

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rakumo Workflow Administrator's Manual① [Action Name]: Enter a name for an action. * Required② [When to Execute an Action]: Select the step to perform the action after passing. (* 2,3)
③ [Email Addresses]: Specify the recipient of the notification email.
You can set multiple addresses separated by commas. (Up to 10 / * 4)
④ [Email Subject]: Set the subject of the notification email. (Up to 100 characters / * 5)
The following substitution characters can be used.

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95・%TITLE% …… Application Name
・%FORM% …… Application Form Name
・%NUMBER% …… Application Number⑤ [Email Body (Fixed Text 1)]: You can specify a fixed text to be included at the beginning of theemail body.
You can also enter line breaks in the text. (Up to 1,000 characters / * 6)

⑥ [Email Body (Fixed Text 2)]: You can specify a fixed text to be included at the end of the email
body.
You can also enter line breaks in the text. (Up to 1,000 characters / * 6)

⑦ [Email Language]: You can select the language that describes the non-customizable part (* 6) otherthan the one specified in "Email body (fixed text 1, 2)".
You can choose from Japanese, English, and Chinese.

*1 "Action name" is displayed at the execution position on the route.

*2 For candidates, the steps of the application route linked to the application form are displayed in a list.
For details of each step, see "Steps of Appl. Route" at the bottom of the page.
*3 After the processing in the step selected in "When to Execute an Action" is completed, the action is
automatically executed just before the application form advances to the next step. Therefore, no action will
be taken if the application is rejected or remanded.
*4 You can also register an email address other than the domain used in Google Workspace as therecipient's email address. Please be careful not to specify the wrong address.
*5 This limit is the maximum number of characters that can be entered at the time of setting.

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Notifications can be sent even if the subject of the actual notification email exceeds 100 characters as aresult of entering a value for the replacement character.
*6 Please refer to the image below for the insertion part of "Email body (fixed Text 1)" and "Mail body(fixed Text 2)" and the part that cannot be customized.

⚫

Reference information:
・"Notifications@rakumo.com" is used as the sender email address when executing the action.
・Email is the only notification method available for the Notification Action. Notifications by Slackare not supported. Please note.
・To view the contents of the application form from the URL provided in the notification email, you
still need to log in as a user who has access to the application form in the rakumo workflow.

3. Webhook Action
The "Webhook action" settings require some settings in addition to the action settings.
The flow of settings at the time of use, including settings other than actions, is explained in the chapter "21.
Setting Webhook Actions". Sorry to trouble you, but please refer to the above chapter. The action
execution setting items are introduced in the chapter "21.3.2. Adding a Webhook action".

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6.10. Check the created application template and application route
You can check how the created application template and application route are actually displayed.

There are two check methods for rakumo workflow.
Please select the check method according to the range you want to check.

· Preview the Form
The application screen using the application form can be displayed in a pseudo manner.
In the preview, you can check the layout of the application screen and how the contents set for items suchas initial values and required items are displayed.
Since only the preview of the application screen is targeted, you can use the preview function even in theapplication form where the application route is not set.
→For details, refer to 6.10.1. Preview the application screen of the created application form

· Test the application
By specifying an arbitrary user, you can check the display contents of the application screen and theapplication route when the specified user applies.It can be used only with the application template withthe application route set.
Since it is possible to confirm including whether the application route is displayed as intended,this isconvenient for checking when you have made complicated application route settings (such as setting thesuperior or branching the route according to the input contents).

→For details, refer to 6.10.2. Test the application screen and application route of the createdapplication form

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6.10.1. Preview the application screen of the created application form
You can check how the application screen of the created application form is displayed.
There are two ways to check the application screen of the created application form: “Preview this Form”
and “Open”.

◇ Confirm application screen from preview
You can check how the application screen layout, contents set in the initial value, required items, etc. aredisplayed. You can check the preview regardless of whether you have accepted an application that uses
the application form.
A. Preview from application forms list
1.Manage Forms > Select the application category > from the list of application forms, click [Preview]for the application form.

2. Another tab will open and a preview of the application will be displayed.
B. Preview from application form details screen
1.Manage Forms > Select the application category > from the list of application forms, click [Name]for the application form

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2.Click [Preview this Form] on the details screen of the application form.

3. Another tab will open and a preview of the application will be displayed.

◇ Confirm application screen from OpenThe actual user screen can be displayed to check how the application screen and application route aredisplayed. This is useful when you want to grasp the flow of screen transitions at the time of application, or
if you want to check whether the intended route is displayed at the time of application.

A. Open from application forms list
1.Manage Forms > Select the application category > from the list of application forms, click [Open] forthe application form.

2. Another tab opens and moves to the user screen, and the actual application input screen is displayed.
B. Open from application form details screen

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1.Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form

2. Click the application screen URL on the details screen of the application form.

3. Another tab will open and a preview of the application will be displayed.

Notes on checking the application screen from "Open"
Only when both of the following two points are met, you can check the actual application screen from"Open".
- Applications using the application form are accepted ("Enabled" column in the list is Enabled)- The user who performs the operation has access authority to the application category that includes
the application form.
If an error is displayed when you try to display the actual application screen from "Open", please check theabove points and consider changing the settings.
If you want to know more about accepting applications using application forms,please refer to 6.10.
Enable/disable an application form you created.
If you want to know more about the access authority to the application category, please refer to 5.5.
Register Users That Can/Cannot Access Application Categories.

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6.10.2. Test the application screen and application route of the created applicationform
By specifying any user, you can check the display contents of the application screen and the applicationroute when the specified user applies.
<Preparation>
This function can only be used with the application form with the application route set.
Before performing the test, set the application route in the application form to be set.
→ For details on how to link shared routes, refer to 6.5 Setting a shared route in the application form.
→ For details on how to set up a dedicated route, see 7.4 Creating a dedicated route.

<Operation procedure>
1.Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form.

2.Click [Test this Form] on the details screen of the application form.

3. The application test screen will be displayed on another tab of the browser.
Click "Select the applicant …".

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4. Select the applicant you want to test and click “Test with Selected User”.

5. The application screen seen from the selected user is displayed.

6. Enter the required input items and click “Confirm”.

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7. The details of the application and the application route are displayed.
In the application route, the processing user when the specified user applies with the displayed contents
is displayed.

8. If you want to test multiple users, you can click the "Re-select the applicant" button to change theapplicants and start the test again.

What should I do in this situation?
・The application route is not displayed as intended.
Please check whether the selections and input contents at the time of application test match the contents
you want to test.
If there is no problem in the content at the time of application test, please check if the route is set properly.

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The following support page describes some common symptoms when application root display is not
successful. This page is only in Japanese, but please read this page if you like.
https://help.rakumo.com/r/article?site=SH1NFEJ2&id=1093

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6.11. Enable/disable an application form you created
Before setting an application form to Enable, assign an application route to the application form.
• Shared route → Refer to 6.5. Setting a shared route in the application form.
• Dedicated route → Refer to 7.4. Creating Dedicated Route.
Manage Forms > Select the application category > on the list of application forms, click [Name] on theright of an application form.

Click [Open this Form] at Open this Form.

By performing the above operations, the application form will be displayed on the user screen, and users
will be able to apply using this application form.
To disable an application form, click [Close this Form].

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By performing the above operation, the application form will not be displayed on the user screen, andusers will not be able to apply using this application form.
In addition to the application form details screen, you can also check the application acceptance status ofeach application form from the “Enabled” column in the Manage Forms > Application form list.
If the application is accepted, it will be displayed as “Enabled”, and if the application has not been
accepted, it will be displayed as “Disabled” (and the line is grayed out).

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6.12. Obtain the application screen URL
You can get the application screen URL of the created application form.
This is useful when you want to set up a link to the application form in the company portal, or when you
want to manage a list of application form names and URLs.
There are two ways to obtain the application form application screen URL from the rakumo Workflow
Admin Console.
◇ Obtain from the application form details page
1.Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form.

2. Click “Copy URL” on the application form details screen.

3. The URL is copied to the clipboard.
◇ Obtain from application forms list
1.Manage Forms > Select the application category > from the list of application forms, check the[Show Application Screen URLs] check box.

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2. The screen display changes, and application form names and application screen URLs are displayed
separated by commas.

3. Select the range you want to copy and copy it to the clipboard.

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6.13. Export an Application Form as a Template
There are 2 ways to export an application form as follows:
1.

Manage Forms > Select the application category > on the list of application forms, click [Export] on
the application form you wish to export

Or,
2.

Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form

Click [Export] on Export the Form as a Template.

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6.14. Set associated application
Use associated application to associate an application form submitted in the past with an application form
to be submitted.
Example use:⚫

Submit a "temporary payment request" for a business trip. Make an associated application from a"temporary payment request" to an "expenses adjustment request" after returning from a business
trip.

⚫

User A submits a "work contract request" for system support > IT system support staff gives
approval. After completing the work, IT system support staff makes an associated application from a"work contract request" to a "work completion report" > user A gives approval

Configure the settings to associate the preferred delivery date for the IT product purchase request withthe expected start date to use the user registration application.

1.

Manage Forms > Select the application category > on the list of application forms, click [Name] forthe application form.
Be sure to associate the application form on the detail screen of the application form of the "takeover
destination".
Here, click Application Form Name, User Registration Application.

2.

Click [Set Inheritance Source Appl. Form] at Associate Applications.

3.

Select the application form you wish to associate.

Here, set IT product purchase request as an associated application of User Registration Application.

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Set the order of applications.
The following three types of application order can be specified.
・Do not limit：
We have not set the conditions required for application. You can apply from the application
details screen of the transfer source, or you can apply as a single application from the application
template list.
・Accept the application only if the application form of the inheritance source exists：
As a prerequisite for application, it is necessary that "the application form of the transfer source(front side) has been applied".
If you select this setting, you will be able to apply for the transfer destination application only
from the application details page of the transfer source (preceding side). Therefore, you cannot
apply as a single application from the list of application templates.
This is a speed advantage as it allows multiple application processes to run in parallel.
・Accept the application only if the application form of the inheritance source is approved：
As a prerequisite for the application, it is necessary that the status of the application form of thetransfer source (preceding side) is approved.
If you select this setting, you can apply for the forwarding application from the forwarding details
page only if the status of the forwarding (front) application is "Approved" or "Completed".
In addition to not being able to apply as a single application from the list of application
templates, you cannot apply even if the source (front) application is not approved.

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rakumo Workflow Administrator's ManualThis is recommended if you want to strictly order and manipulate your applications.

Here, proceed with the setting while leaving " Do not limit.".

5.

Click [Save Changes].

6.

The application form has successfully been associated.

7.

Next, set the association between the items in the application form.
The item association settings are also made from the detail screen of the "inherit to" application form,
as with the application form association.
Here, in the detailed screen of the application form for User Registration Application, Click[Expected Use Start Date] in [Item Name].

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Check that a Preferred Delivery Date for the IT product purchase request is selected at[Associated Application's Item] and click [Save Changes].
Under Default Value, under [Associated Application's Item], select Preferred Delivery Date (of theIT product purchase request item), and then click [Save Changes].

The settings have successfully been configured to associate the items in the associated application.
Configure the settings in the same manner if you wish to associate other items.
You can configure the settings to associate multiple items with an application form. Also, it is also possible
to associate application forms alone without associating any items (in such cases, the settings arecomplete at Step 3 above).
Points to note regarding associated application settings•

Multiple Application forms [Appl. Form to Inherit To] can be set to each application form. Only one
Application form [Appl. Form to Inherit From] can be set to each application form. Thank you for yourunderstanding.

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See the table of the items and corresponding passing and receiving information of application
forms for items on the next page for which an associated application can be set.

•

The mobile version screen does not support "Associate Applications", so if you limit the application
order, you will not be able to apply for inheritance destination from the mobile version screen.

•

When the application order is restricted and the application form of the inheritance source is"Remanded", "Rejected" or "Canceled", the application form of the inheritance destination cannot be
submitted.

•

When the application order is restricted, you cannot apply for a copy of inheritance destination.

•

If you want to add or change the application order setting for an application that has already been
associated, cancel the association and then re-associate.

•

You can create multiple inherited applications from one inheritance source application.

•

You cannot limit the number of applications that can be applied for as an inheritance destination fromthe application that is the inheritance source to one.

•

If you use the setting "Accept the application only if the application form of the inheritance source
exists", you can submit the application form of the inheritance destination without waiting for theapproval of the application form of the inheritance source. However, the application forms of theinheritance source and the inheritance destination are processed in parallel. Therefore, depending on
the progress of both applications, you are liable to encounter a situation where the inheritancedestination has been approved, but the inheritance source has been remanded, rejected, or canceled.

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Table of the items and corresponding passing and receiving information of application forms for
items
Items for receiving information
Title

Items for passing information
Title/Text Input/Multiple Rows Text
/Pulldown/Radio/Checkbox/Number Field/Calculation Result/Date

Text Input

Title/Text Input/Multiple Rows Text
/Pulldown/Radio/Checkbox/Number Field/Calculation/Date

Multiple Rows Text

Title/Text Input/Multiple Rows Text
/Pulldown/Radio/Checkbox/Number Field/Calculation/Date

Number Field

Number Field/Calculation

Date

Date

* Items not described in the corresponding table do not support an associated application.
[Points to note]
When the checkbox is selected, one-byte "1" is displayed in the "Inherit" item. On the contrary, one-byte"0" is displayed if the checkbox is not selected.
Avoid making any trouble about entry restrictions on items for receiving and passing information(restrictions on entry of one- and two-byte characters, maximum and minimum values). If you set Items forpassing information: Text Input (Restricted: One-byte) => Items for receiving information: Text Input(Restricted: Two-byte), you cannot perform associated application with received information.

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6.15. Copy an Application Form
You can copy application forms that you have created. You can also copy application routes, conditioned
branches, and edit settings in approval steps together with the application form items you set.

1.

Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form

2.

Click [Open Copy Dialog] on the Copy Form page.

3.

The Copy Form dialog box opens. Select the application category to copy to.

Check the data in the Edit application form to copy page and click [Done].
* Make sure to change the code.

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6.16. Change an Application Form Category
You can change the application categories in which application forms are stored.
1.

Manage Forms > Select the application category > from the list of application forms, click [Name] forthe application form

2.

Click [Open Change Dialog] on the Change Category of Form page.

3.

Click the target application category on the Change category page.

When the confirmation pop-up is displayed and you have click [OK], changing of the application
category is completed.

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6.17. Reset an application number
You can reset application numbers.
*Whether common application numbers or application numbers assigned on an application formbasis, you cannot restore application numbers once reset.
1. Reset a Common Application Number
Go to General Settings.
Reset common Appl. number > click -> Reset common Application number

The current application number and a reset application number are displayed.
After checking the details, click [Reset Application Number]

The common application number has successfully been reset.

2. Reset an Application Number Assigned on an Application Form BasisManage Forms > Select the application category > on the list of application forms, click the [Name] of theapplication form whose the application number you wish to reset
The page of the details of the application form > The Details of the application form > click [Edit
Application Form]

Click >> Reset Appl. Number of this form now

The current application number and a reset application number are displayed.
After checking the details, click [Reset Application Number]

The common application number has successfully been reset.

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7. Set an Application Route7.1. Application route type
In rakumo workflow, you can create two types of application routes: “shared route” and “dedicated route”.
Consider the type of application route to be used according to the operation method of the company.

Shared route (*1)

Overview

Dedicated route

A route that can be used with

A route can only be used with a specificmultiple application forms.

application form.

Maintenance work in case of

It can also be used for management

organization change or personnel

transfer in large organizations. (*3)

change can be performed easily. (*2)
Operational level

Who can create

For advanced users

Beginners

Recommended for those who want to

Recommended for those who want tobuild firmly

make quickly and easily

・rakumo Admin
・Workflow Admin

Relationship between
route and application
form
Use from multiple
application forms

・rakumo Admin
・Workflow Admin
・Operators of category（*4）

Separation(Used for link with the application

Built-in(Integrated with the application form)

form)○ Possible

× Impossible

Route settings such as"step type", "input
control of items", and○ Possible"branch"* 1 This is the conventional method that has existed before February 18, 2020. The name has beenchanged to differentiate it from the dedicated route. There are no functional changes.
* 2 Modifying one application route will affect all application forms that use that application route.
Therefore, maintenance work is reduced.
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operators of categories.* 4 In addition to creating a dedicated route, it is also possible to link a shared route.

7.2. Types of steps that can be set in the application route
In the rakumo workflow, you can set the application route by combining three types of steps: "Approval
Step", "Operation Step", and "Circular Step".
You can set multiple steps for each type. You don't have to add every step. You can set up an applicationroute with only approval steps or an application route with only circular steps.
Please set the application route according to the operation method of the company.

Approval Step

Overview

Operation Step

Circular Step

Steps to approve theSteps to report that work

Steps to circulate theapplication

related to an approved

contents of theapplication has been

application form andcompleted

related work status torelated parties"Approval""Confirmation" (* 1)
Possible
processing"Reject""Remand"

Conditions forreaching the next
step

Step display
position"Done""Confirmation" (* 1)"Confirmation" only

"Remand""Everyone" approves
Or (* 2)"One person" is done.

"Everyone" confirms"One person" approves

Display at the beginning

Display after "Approval
Step"

Display after "Operation
Step"* 1 Occurs only in steps where the condition for reaching the next step is "one person". If one person
performed an "approve" or "work" process within a "one person" step, other "approvers" or "workers" areasked to "confirm" that another user has finished processing instead of the original process.

rakumo Workflow Administrator's Manual121* 2 By selecting "Type" when creating / editing a step, you can control the conditions for reaching the nextstep.
If you have multiple approval steps, you can control the "type" of each step.
* 3 You cannot insert an "operational step" or "circular step" between multiple approval steps. Also, routes
cannot be created in the order of "operation step ⇒ approval step" or "circular step ⇒ approval step".
If there are two or more steps of the same type, the application arrives at the next type of step when theprocessing is completed in the final step of each type. (Example: Approval step 1 → Approval step 2 →Operation Step → Circulatr step)

7.3. Create a shared route
Workflow Admin Console > Home > Manage Routes(1) Click [+Add Route].

By clicking [Change the Order], you can change the order of the routes displayed on the list ofregistered application routes (changes made to the order of the routes displayed are reflected only on
the Manage Routes page. Not reflected in the actual Workflow).

(2) Enter the required items on the Add Application Route page.

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rakumo Workflow Administrator's Manual① [Route Name] *RequiredEnter a name for the route (e.g. Change of address notification)② [Route Code] *RequiredEnter a character string to distinguish the application route from other application routes (e.g. for the
XX department; XX XX revision version).

③ [Description]
Enter a description for the route.

④ [Notes for Administrators]
Enter notes for administrators. (Optional)

Click [Add Application Route] when you have entered in all fields.

The Application Route Details page of the created application route is displayed.

Tips: You can access the Application Route Details page from the Manage Routes page.
When clicking a route name in the list of registered application routes, the [Application Route Details]
page is displayed.

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123(4) The Application Route Details pageThe information you registered on the (2) Add Application Route page is displayed in the Summaryof Appl. Route.
You can modify the information of the application route with the [Edit Route] button.

(5) Add Approval and Operation and Circular steps
Add the required steps to the route you created.
For the types of steps that can be created, refer to 7.2. Types of steps that can be set in the applicationroute.
<Add Approval Step>[+Add Step] > page to add step

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rakumo Workflow Administrator's Manual① Route Step Setting[Step Name] *Required[Type]⚫

Approval (everyone)
Applications cannot go to the next step unless all the users registered with the step approve.

⚫

Approval (anyone)
Applications can go to the next step when any one of the users in the step approves. When one
person approves, the other approvers in the same step are changed to reviewers, and only
"confirm" processing can be performed to confirm that the application has progressed to thenext step. ** You can skip this "confirm" process by enabling the "Skip the confirmation if approved" checkbox.

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Selecting this, applicants can remove, change, and add approvers by clicking the [Change theroute] button when applying.
□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.
□ Allow approvers to edit the route on approve
Selecting this, the approver of this step can be changed when the approver of the previous step
approves. To change the approver, click the [Change the route] button You can "remove","change", and "add" approvers for this step.

□ Allow approvers to skip the route on approve
Selecting this, when one person approves in this step, the "confirmation" process of theremaining approvers is unnecessary. On the rest of the approver's screen, the request
moves directly from 'Inbox - Approved' to the 'Approval - Approved' tray.
* This setting can be used only when the type "Approval(anyone)" is selected.

□ Skip the confirmation if approved
Selecting this, the approver of this step can be changed when the approver of the previous step
approves. To change the approver, click the [Change the route] button You can "remove","change", and "add" approvers for this step.
* This setting can be used only when the type "Approval(anyone)" is selected.

Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.7 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.

□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant

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The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant
The route is omitted for the job title / charge in the same position.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.

② Approver Setting
You can select users, groups and job levels as approvers by clicking the [+] button on the [Org.], [JobTitles] and [Applicant] tabs. Check that the organization or user is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover settings after checking the current approver settings.
■ Approvers that can be selected on the [Org.] tab•

User: Corresponding users become approvers•

Group: Users directly belonging to a group become approvers. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Approvers that can be selected on the [Job Titles] tabUsers belonging to a group of [Job Titles] become approvers. You can create [Job Titles] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Titles] is used when setting a superior, see "7.7. Setting a Superior to Be Displayed in an
Application Route".
■ Approvers that can be selected on the [Applicant] tab•(Applicant): Users that have applied become approvers. When agents apply, their clients become
approvers.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Department] become approvers when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department

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when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become approvers.
•(Members of Application department and its lower departments): "Users within a group selectedin [Application Department] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Department]" become approvers.
Meanwhile, when [Enable] is not selected with [Application Department], "users within thepriority organization of an applicant (excluding approvers)" and "users within groups in lower
layers under the priority organization of the applicant" become approvers.

③ Add Step
Click [+Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.
Check that an approval step has successfully been added.

* You can also add an empty step without any approvers. To create an empty step, make sure to selecteither [Allow applicants to edit the route on apply] or [Allow approvers to edit the route on
approve]. Unless either is selected, users cannot apply. Also, when setting an empty step as the first
application route, make sure to select [Allow applicants to edit the route on apply].

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rakumo Workflow Administrator's Manual<Add Operation Step>[+Add Step] > page to add step

① Route Step Setting[Step Name] *Required[Type] Operation

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129□ Allow applicants to edit the route on apply
Selecting this, applicants can remove, change, and add operators by clicking the [Change theroute] button when applying.

□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.
□ Allow approvers to edit the route on approve
Selecting this, the operator of this step can be changed when the approver of the previous step
approves or when the operator of the previous step is done. To change the operator, click the[Change the route] button You can "remove", "change", and "add" operator for this step.
□ Allow approvers to skip the route on approve
Selecting this, this step can be skipped when the approver of the previous step approves orwhen the operator of the previous step is done..
To skip this step, click the [Change the route] button and click the [Skip this step] button.
If skipped, the skip will be canceled only when it is returned to the applicant.
□ Skip the confirmation if approved
Selecting this, when one person operators in this step, the "confirmation" process of theremaining operators is unnecessary. On the rest of the operator's screen, the request moves
directly from 'Inbox - Approved' to the 'Approval - Approved' tray.
* This setting can be used only when the type "Operation(anyone)" is selected.
Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.7 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.

□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant

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The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant
The route is omitted for the job title / charge in the same position.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.

② Approver Setting
You can select users, groups and job levels as approvers by clicking the [+] button on the [Org.], [JobTitles] and [Applicant] tabs. Check that the organization or user is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover settings after checking the current approver settings.

■ Operators that can be selected on the [Org.] tab•

User: Corresponding users become operators•

Group: Users directly belonging to a group become operators. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Operators that can be selected on the [Job Titles] tabUsers belonging to a group of [Job Titles] become operators. You can create [Job Titles] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Titles] is used when setting a superior, see "7.7. Setting a Superior to Be Displayed in an
Application Route".
■ Operators that can be selected on the [Applicant] tab•(Applicant): Users that have applied become operators. When agents apply, their clients become
operators.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Department] become operators when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department
when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become operators.

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131(Members of Application department and its lower departments): "Users within a group selectedin [Application Department] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Department]" become operators.
Meanwhile, when [Enable] is not selected with [Application Department], "users within thepriority organization of an applicant (excluding approvers)" and "users within groups in lower
layers under the priority organization of the applicant" become operators.

③ Add Step
Click [+Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.
Check that an operation step has successfully been added.
* You can also add an empty step without any operators. To create an empty step, make sure to selecteither [Allow applicants to edit the route on apply] or [Allow approvers to edit the route on
approve]. Unless either is selected, users cannot apply. Also, when setting an empty step as the first
application route, make sure to select [Allow applicants to edit the route on apply].

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rakumo Workflow Administrator's Manual<Add Circular Step>[+Add Step] > page to Add Step

① Route Step Setting[Step Name] *Requiredrakumo Workflow Administrator's Manual

133[Type] Circulation□ Allow applicants to edit the route on apply
Selecting this, applicants can remove, change, and add circulators.
□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.
□ Allow approvers to edit the route on approve
Selecting this, the circulator of this step can be changed when the approver of the previous step
approves or when the operator of the previous step is done. To change the circulator, click the[Change the route] button You can "remove", "change", and "add" circulator for this step.

□ Allow approvers to skip the route on approve
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. Steps are cancelled only when steps are skipped or sent back to applicants.
Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.7 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.

□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant
The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant
The route is omitted for the job title / charge in the same position.

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Check On: Automatically perform skip processing when no approver found in the step.

② Approver Setting
After clicking the [+] button to the right of an organization or user, check that the organization or user
is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover/reviewer settings after checking the current approver/reviewer settings.
■ Reviewers that can be selected on the [Org.] tab•

User: Corresponding users become reviewers•

Group: Users directly belonging to a group become reviewers. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Reviewers that can be selected on the [Job Title] tabUsers belonging to a group of [Job Title] become approvers. You can create [Job Title] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Title] is used when setting a superior, see "7.7. Setting a Superior to Be Displayed in an
Application Route".

■ Reviewers that can be selected on the [Applicant, Application Department] tab•(Applicant): Users that have applied become reviewers. When agents apply, their clients become
reviewers.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Departments] become reviewers when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department
when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become reviewers.

・ (Members of Application department and its lower departments):"Users within a group selectedin [Application Departments] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Departments]" become reviewers.
Meanwhile, when [Enable] is not selected with [Select application department when applying],"users within the priority organization of an applicant (excluding approvers)" and "users withinrakumo Workflow Administrator's Manual

135

groups in lower layers under the priority organization of the applicant" become reviewers.
③ Add Step
Click [+ Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.

Check that a Circular step has successfully been added. Creating a shared route is complete.

The shared route is used in connection with the application form.
Refer to “6.5 Setting a shared route in the application form.” for the method of linking to theapplication form.

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7.4. Delete, copy shared routes

When copying an shared route, click［Copy］.
When deleting an shared route, click［Delete］.
The attention when deleting ・・・When deleting an application route is set as an application form, theapplication form will be “Disabled” (The user can't use this application form.). After replacing ananother application route with an application form, please delete an application route.

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7.5. Check the application form that uses the shared route
You can check which application form the shared route is used in.
Before you edit the shared route, you can identify the affected application forms.

(1) Workflow Admin Console > Home > Manage Forms
Access the details screen of the shared route for which you want to check the application form used.

(2) Details of the application route > Click "Check the Target Forms" of Application Forms using thisRoute.

(3) A list of application forms that use this shared route will be displayed.

Click on the application model name to move to the application form details screen.

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7.6. Create a dedicated route
Workflow Admin Console > Home > Manage Forms
Access the detail screen of the application form to create a dedicated route.

(1) Click [Create Dedicated Route] of “Details for Appl. Route”.

* If you create a dedicated route for an application template for which a route has already been set, youneed to reset the application route. Refer to "6.6 Reset the Application Route" for details.

(2) On the screen for creating a dedicated route, add approval steps and Operation step and circulation
steps.
For the types of steps that can be created, refer to “7.2. Types of steps that can be set in the applicationroute”.

In addition to creating a new route, you can also create a route based on a duplicate of an existing route.
For details, refer to <Copy from existing route> on page 146.

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139<Add Approval Step>[+Add Step] > page to add step

① Route Step Setting[Step Name] *Required[Type]⚫

Approval (everyone)
Applications cannot go to the next step unless all the users registered with the step approve.

⚫

Approval (anyone)
Applications can go to the next step when any one of the users in the step approves. When one
user approves, the status of the other approvers changes to reviewers.

□ Allow applicants to edit the route on apply
Selecting this, applicants can remove, change, and add approvers by clicking the [Change the140rakumo Workflow Administrator's Manualroute] button when applying.
□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.

□ Allow approvers to edit the route on approve
Selecting this, the approvers of this step can be changed when the approver of the previous
step approves. To change the approver, click the [Change the route] button. You can "remove","change", and "add" approvers for this step.
□ Allow approvers to skip the route on approve
Selecting this, Approvers can remove or change approvers in the subsequent steps byclicking the [Change the route] button when applying. Steps are cancelled only when steps
are skipped or sent back to applicants.
□ Skip the confirmation if approved
Selecting this, when one person approvers in this step, the "confirmation" process of theremaining approvers is unnecessary. On the rest of the approver's screen, the request moves
directly from 'Inbox - Approved' to the 'Approval - Approved' tray.
* This setting can be used only when the type "Approval(anyone)" is selected.
Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.7 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.

□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant
The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant

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The route is omitted for the job title / charge in the same position.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.

② Approver Setting
You can select users, groups and job levels as approvers by clicking the [+] button on the [Org.], [JobTitles] and [Applicant] tabs. Check that the organization or user is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover settings after checking the current approver settings.
■ Approvers that can be selected on the [Org.] tab•

User: Corresponding users become approvers•

Group: Users directly belonging to a group become approvers. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Approvers that can be selected on the [Job Titles] tabUsers belonging to a group of [Job Titles] become approvers. You can create [Job Titles] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Titles] is used when setting a superior, see "5.3. Setting a Superior to Be Displayed in an
Application Route".
■ Approvers that can be selected on the [Applicant] tab•(Applicant): Users that have applied become approvers. When agents apply, their clients become
approvers.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Department] become approvers when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department
when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become approvers.

•(Members of Application department and its lower departments): "Users within a group selected

142

rakumo Workflow Administrator's Manualin [Application Department] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Department]" become approvers.
Meanwhile, when [Enable] is not selected with [Application Department], "users within thepriority organization of an applicant (excluding approvers)" and "users within groups in lower
layers under the priority organization of the applicant" become approvers.

③ Add Step
Click [+Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.
Check that an approval step has successfully been added.

* You can also add an empty step without any approvers. To create an empty step, make sure to selecteither [Allow applicants to edit the route on apply] or [Allow approvers to edit the route on
approve]. Unless either is selected, users cannot apply. Also, when setting an empty step as the first
application route, make sure to select [Allow applicants to edit the route on apply].

rakumo Workflow Administrator's Manual<Add Operation Step>[+Add Step] > page to add step

① Route Step Setting[Step Name] *Required[Type] Operation□ Allow applicants to edit the route on apply

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Selecting this, applicants can remove, change, and add operators by clicking the [Change theroute] button when applying.
□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.
□ Allow approvers to edit the route on approve
Selecting this, the operator of this step can be changed when the approver of the previous step
approves or when the operator of the previous step is done. To change the operator, click the[Change the route] button You can "remove", "change", and "add" operator for this step.

□ Allow approvers to skip the route on approve
Selecting this, this step can be skipped when the approver of the previous step approves orwhen the operator of the previous step is done..
To skip this step, click the [Change the route] button and click the [Skip this step] button.
If skipped, the skip will be canceled only when it is returned to the applicant.

□ Skip the confirmation if approved
Selecting this, when one person operators in this step, the "confirmation" process of theremaining operators is unnecessary. On the rest of the operator's screen, the request moves
directly from 'Inbox - Approved' to the 'Approval - Approved' tray.
* This setting can be used only when the type "Operation(anyone)" is selected.

Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.7 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.
□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant
The route of the post / charge in the same position is not omitted.

rakumo Workflow Administrator's Manual

145□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant
The route is omitted for the job title / charge in the same position.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.
② Approver Setting
You can select users, groups and job levels as approvers by clicking the [+] button on the [Org.], [JobTitles] and [Applicant] tabs. Check that the organization or user is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover settings after checking the current approver settings.
■ Operators that can be selected on the [Org.] tab•

User: Corresponding users become operators•

Group: Users directly belonging to a group become operators. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Operators that can be selected on the [Job Titles] tabUsers belonging to a group of [Job Titles] become operators. You can create [Job Titles] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Titles] is used when setting a superior, see "7.7. Setting a Superior to Be Displayed in an
Application Route".
■ Operators that can be selected on the [Applicant] tab•(Applicant): Users that have applied become operators. When agents apply, their clients become
operators.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Department] become operators when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department
when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become operators.

•(Members of Application department and its lower departments): "Users within a group selected

146

rakumo Workflow Administrator's Manualin [Application Department] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Department]" become operators.
Meanwhile, when [Enable] is not selected with [Application Department], "users within thepriority organization of an applicant (excluding approvers)" and "users within groups in lower
layers under the priority organization of the applicant" become operators.

③ Add Step
Click [+Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.
Check that an operation step has successfully been added.

* You can also add an empty step without any operators. To create an empty step, make sure to selecteither [Allow applicants to edit the route on apply] or [Allow approvers to edit the route on
approve]. Unless either is selected, users cannot apply. Also, when setting an empty step as the first
application route, make sure to select [Allow applicants to edit the route on apply].

rakumo Workflow Administrator's Manual<Add Circular Step>[+Add Step] > page to Add Step

① Route Step Setting[Step Name] *Required[Type] Circulation

147

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rakumo Workflow Administrator's Manual□ Allow applicants to edit the route on apply
Selecting this, applicants can remove, change, and add approvers.

□ Allow applicants to skip the route on apply
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. However, all application routes cannot be skipped. Steps are cancelled only whensteps are skipped or sent back to applicants.
□ Allow approvers to edit the route on approve
Selecting this, approvers can remove, change, and add approvers in the subsequent steps.
□ Allow approvers to skip the route on approve
Selecting this, applicants can skip steps by clicking the [Change the route] button when
applying. Steps are cancelled only when steps are skipped or sent back to applicants.

Superior User Settings
The following setting items are applied only when the superior user setting is enabled.
Refer to "7.6 Setting a Superior to Be Displayed in an Application Route" for details of the superioruser setting.
□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of
the applicant
The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to
the rank of the applicant
The route is omitted for the job title / charge in the same position.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.
② Approver Setting
After clicking the [+] button to the right of an organization or user, check that the organization or user

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is displayed in the pane on the right.
* When changes have been made to Google Workspace users or in Google groups, change theapprover/reviewer settings after checking the current approver/reviewer settings.
■ Reviewers that can be selected on the [Org.] tab•

User: Corresponding users become reviewers•

Group: Users directly belonging to a group become reviewers. Groups on the tab are ones
displayed on the rakumo Admin Console.

■ Reviewers that can be selected on the [Job Title] tabUsers belonging to a group of [Job Title] become approvers. You can create [Job Title] in[Manage Job Titles] on the rakumo Admin Console.
As [Job Title] is used when setting a superior, see "5.3. Setting a Superior to Be Displayed in an
Application Route".
■ Reviewers that can be selected on the [Applicant, Application Department] tab•(Applicant): Users that have applied become reviewers. When agents apply, their clients become
reviewers.

•(Members of Application department): Users (excluding the applicant) in a group selected in[Application Departments] become reviewers when applying. With [Application Department], anapplicant who belongs to multiple departments can select an "Application Department" by
selecting [Enable] from the rakumo Workflow Admin Console > [General Settings] > [Application
Department].
Meanwhile, as the priority organization of an applicant becomes an application department
when [Enable] is not selected with [Application Department], users within the priority
organization of the applicant (excluding the applicant) become reviewers.

・ (Members of Application department and its lower departments):"Users within a group selectedin [Application Departments] when applying (excluding the applicant)" and "users within groups
in lower layers under [Application Departments]" become reviewers.
Meanwhile, when [Enable] is not selected with [Select application department when applying],"users within the priority organization of an applicant (excluding approvers)" and "users withingroups in lower layers under the priority organization of the applicant" become reviewers.
③ Add Step
Click [+ Add Step]. As the [Add Route Step] page is displayed again when you select [Continue addingitem] and click [+Add Step], you can register the next step.

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Check that a Circular step has successfully been added. Creating a dedicated route is complete.

rakumo Workflow Administrator's Manual

151<Copy from existing route>
If there is one or more existing shared routes or dedicated routes, you can create a dedicated route basedon the existing routes.
To create a dedicated route by copying an existing route, follow the procedure below.

● Operating procedure
1.

Click "Select the copy source".

2.

Select the copy source.
・For "Copy from shared route":
Select one registered shared route.

・For "Copy from application forms":
Click [Copy from application forms], select an application category, and then application
form.

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Click "Save Changes".

4.

A dedicated route will be created based on the selected route.

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5.

153

If you want to make additional changes, add / edit / delete steps. (Optional)● Reference information
・If you select "Copy from application forms", you can copy the route linked to another application form.
When copying, it doesn't matter what type of route is linked. You can copy the step contents of the route
regardless of whether the shared route or the dedicated route is linked.
・When "Copy from application forms" is selected and the application form linked to the shared route is
selected, the copy operation is the same as when the same shared route is selected in "Copy from sharedroute".
・The range of application forms that can be selected when "Copy from application forms" is selected is thesame as the range that can be operated with the administrator privileges of the operating user. (Example:
The operator in the "Expense settlement related" category can select only the application template in the"Expense settlement related" category as the copy source. Templates in other application categories
cannot be selected.)

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rakumo Workflow Administrator's Manual・After copying an existing route to create a dedicated route, the original route and the dedicated routecreated by copying exist independently and do not interfere with each other. (Example: Even if the original
route is changed, the changed contents are not reflected in the dedicated route created by copying. Even
if the dedicated route created by copying is changed, the changed contents are not reflected in theoriginal route.)

・After copying an existing route to create a dedicated route, if you want to change both the original routeand the dedicated route created by copying, you need to edit and change each route.

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7.7. Setting a Superior to Be Displayed in an Application Route7.7.1 Outline of Superior Display
In the rakumo Workflow, applicants can display only their “superiors” as approvers when submitting anapplication.
For instance, when a user in the Sales department section2 submits an application for "fixtures purchase,"
only the user's "superiors" in the Sales Department section2 are automatically displayed as approvers.
When a user in the General Affairs Department section2 submits an application for "fixtures purchase,"
only the user's "superiors" in the General Affairs department section2 are automatically displayed as
approvers.

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Mechanism of superior judgment
Starting from the applicant's application department, while tracing the organizational hierarchy(organization chart) to a higher hierarchy, search for a user who has been assigned a job title. When thematch is found, the search ends and the match is displayed as the approver.
* Organizational hierarchies that exist in parallel are not subject to search.

Setting information used for superior judgment
The following information is used in the judgment to display the superior in the application route.
(1) Google group: Refers to the organization hierarchy (organization chart) and who is the user belonging
to the organization.
(2) Job title group: Determine who is which job title on the organizational hierarchy. (Created on rakumo)(3) Application route step: Controls which position and range of users are displayed in the route step.
(4) "Application department" information on the application form: If you belong to multiple
organizations, determine whether to make a superior judgment starting from the organizational hierarchy.
* If there is no "Application Department" item in the application template, the organization to which theapplicant belongs, which is set as the priority organization, will be treated as the application department.
For details, please refer to 7.7.6 Superior's Decision Where the Applicant is a Member of Multiple Google
Groups.

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Basic Operation of the Superior Display Feature 1.
When the applicant and the applicant's superior are in the same Google group

Prerequisite settings for Basic Operation of the Superior Display Feature 1.
■ Google Group settings
Create a "Sales Department Section 2" group in the Google group and add the users of Sales Department
Section 2 as members.

■ Job title settings
Create a job title group "Manager" on the rakumo Admin Console and assign a section Manager user foreach section.

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rakumo Workflow Administrator's Manual■ Setting of application route steps
On the rakumo Workflow Admin Console, specify the approver of the step of the application route as ""Manager "and One Nearest Superior User".

Route judgment behavior at the time of application
When User C of "Sales Department Section 2" raises an application, rakumo's system searches for the user
assigned the position group "Manager" from the same "Sales Department Section 2" as User C, and finds
User A.

When User C of "Sales Department Section 2" raises an application, rakumo's system searches for the user
assigned the position group "Manager" from the same "Sales Department Section 2" as User C, and finds
User A.

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Basic Operation of the Superior Display Feature 2.
When the Google group of which the applicant is a member and the group of which the user's
superior is a member are not on the same level.

Prerequisite settings for Basic Operation of the Superior Display Feature 2.
■ Google Group settings
Create groups "General Affairs Department Section 1" and "General Affairs Department Section 2", andregister the section managers and members of each section as members.
After that, create a "General Affairs Department" in the Google group, and add the manager user and thegroups "General Affairs Department Section 1" and "General Affairs Department Section 2" as members.

■ Job title settings
Create a job title group "Director" on the rakumo Admin Console and assign a section Manager user foreach section.

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rakumo Workflow Administrator's Manual■ Setting of application route steps
On the rakumo Workflow Admin Console, specify the approver of the step of the application route as ""Director "and One Nearest Superior User".

Route judgment behavior at the time of application
When User J of "General Affairs Department Section 2" submits an application, rakumo's system searches
for a user who is assigned the job title group "Director" from within the same "General Affairs Department
Section 2" as User J. (① below)
Since the corresponding user cannot be found, search for the user to whom the job title group "Director"
is assigned in the upper hierarchy group "General Affairs Department", and find user K. (② below)* The target to be searched is only the groups existing in the upper hierarchy. Groups that exist in parallelrakumo Workflow Administrator's Manual161with groups that include applicants, such as General Affairs Department Section 1, and groups under theSales Department that exist as separate levels are not eligible.
As a result of the judgment, only user K from the manager group is automatically displayed as an approverin the application route of user J.

From the next page, we will guide you through the detailed procedure of the settings used when
determining the superior.

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7.7.2 Add Job Title
You can go to the [Add Job Title] page from either of the following.
⚫

rakumo Admin Console > Manage Job Titles⚫

rakumo Admin Console > Workflow Settings > Manage Job Titles

Click the [+ Add Job Title] button.

[Add Job Title] page

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163

Specify a unique code of 20 characters or fewer for the whole organization.

② Job Title Name * RequiredEnter a name of 60 characters or fewer for a Job Title (post, title).

③ Job Title Rank
Enter an integer greater than 0 as a Job Title in your organization. The Job Title depends on the magnitudeof a number. Bigger number means higher position.

④ Description
Enter 200 characters or fewer for it.

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7.7.3 Assigning a User to a Job Title
When assigning users to a Job Title, you can do that in any of the following ways.
1.

Assigning on the page2.

Assigning with a CSV file3.

Assign with Google Sync using custom attributes (*for advanced users)

1. Information is provided on how to assign users on the page.
Click User Assignments.

Enter your user ID (email address) first. Then, select a group from your group ID (email address)
pull-down.
It is also possible to select by directly entering the group ID. Finally, click the [Add] button.

2. Information is provided on how to assign users with a CSV file.
Add the [Job Title Code] column to a CSV file. Enter the Job Title Code of the Job Title created on the[Manage Job Titles] page in the [Job Title Code] column. After entry, upload it onto the Manage Users
page on the rakumo Admin Console.

rakumo Workflow Administrator's Manual165* See Appendix 1-3 of this manual for how to set a CSV file.
< Points to note>* Assign a user to the created Job Title with a CSV file. However, you cannot edit a Job Title and specify a
Job Title Rank.
* When entering and uploading an unregistered Job Title Code onto a CSV file, a Job Title with no nameset is created.
* When adding the [Job Title Code] column to a CSV file and uploading it, all the status of user assignment
to the Job Title are overwritten. If leaving the "Job Title Code" of the user allocated to the Job Title blankand uploading the CSV file, the status of the user is overwritten, so the user is excluded from the Job Title.
* When uploading a CSV file to which the [Job Title Code] column has not been added, no changes are
made in user assignment of the Job Title under settings.

3. Information is provided on how to assign it with Google Sync using Custom Attributes.
Register the attribute for rakumo in the "custom attributes" of the Google user profile. And enable the useof "Custom Attributes" in the Google Sync runtime settings.
After performing the above settings, by executing Google Sync, the rakumo user settings set in the custom
attribute can be reflected in rakumo.
This setup method requires knowledge of Google's user profile custom attributes and Directory API. Also
the use of tools used to register user profiles and custom attributes in Google Workspace and the use of
the Directory API are out of the scope of rakmo's standard support.
For this reason, we do not recommend using it unless you are familiar with Google's user profile custom
attributes and the Directory API.
For more information, please refer to "rakumo Common Administrator Manual" Appendix 6:
Registering User Information Using "Custom Attributes" in Google User Profiles.

[Examples of using job titles]*1 When a user with a Job Title as an approver is also a member of his/her department
When a user with a Job Title as an approver is also a member of his/her department, he/she is assigned toa Job Title accordingly.
For instance, when User A concurrently serves as a general manager in both "Tokyo Sales Department"and "Sales Headquarters Department", assign "User A of Tokyo Sales Department" and "User A of Sales
Headquarters Department" to [General Manager Group].
As a result, an approver for an applicant belonging to "Tokyo Sales Department" is "User A, General

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manager of Tokyo Sales Department". Meanwhile, an approver for an applicant belonging to "Sales
Headquarters Department" is "User A, General Manager of Sales Headquarters Department".
Also, when User B concurrently serves as a manager in both "General Affairs Department" and"Management Division, General Affairs Department," assign "User B of General Affairs Department" to[General Manager Group] and "User B of Management Division, General Affairs Department" to [Manager
Group].
As a result, an approver for an applicant belonging to "General Affairs Department" is "User B, General
Manager of General Affairs Department". Meanwhile, an approver for an applicant belonging to"Management Division, General Affairs Department" is "User B, Manager of Management Division, General
Affairs Department".

*2 Example of " Job Title Rank"
When a user in a Job Title group with an integer of 1 or higher entered in the Job Title Rank submits anapplication, a user in the Job Title group with a Job Title Rank equaling or surpassing the applicant's isautomatically displayed as an approver.

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7.7.4 Assigning a Job Title Group to an Application Route
Go to Workflow Admin Console > Manage Routes > list of registered application routes and click thename of the route you want to set.

Click [+ Add Step].

Approver Setting > select the [Job Titles] tab > select a Job Title group > [Add Step]

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Superior User Settings□ Omit this step by the approvers' job title
When the check is turned on, select the omission behavior from the following.
□ Omit this step when all approvers are Job Title and their rank are lower than the rank of theapplicant
The route of the post / charge in the same position is not omitted.
□ Omit this step when all approvers are Job Title and their rank are lower than or equal to therank of the applicant
The route is omitted for the job title / charge in the same position.

Selecting this, steps are automatically omitted under the following conditions.
⚫

All approvers and reviewers in a step have been set with a Job Title group⚫

A superior has been set (Job Title and Superior User or Job Title and One Nearest Superior
User)

⚫

A value of 1 or higher has been set to the Job Title Rank of the Job Title group of approvers
and reviews⚫

A value of 1 or higher has been set to the Title Rank of the application department of an
applicant⚫

The application department of an applicant is higher than the Job Title of an approver instatus.

<Setting example and omitted behavior>This section introduces the behavior when [Omit this step by the approvers' job title] is set in thefollowing step.

For instance,
Step 1: Approval by assistant manager... Job Title group "Assistant manager", Job Title Rank (10),Superior setting enabled
Step 2: Approval by manager... Job Title group "Manager", Job Title Rank (20), Superior setting
enabledStep 3: Approval by general manager... Job Title group "General manager", Job Title Rank (30),Superior setting enabled
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When a user with a Job Title Rank (10 or lower) submits an application, the approvers in Steps 1, 2
and 3 are displayed.
When a user with a Job Title Rank (greater than 10 and less than or equal to 20) submits anapplication, the approvers in Steps 2 and 3 are displayed.
When a user with a Job Title Rank (greater than 20 and less than or equal to 30) submits anapplication, the approvers in Step 3 are displayed.

If you select " Omit this step when all approvers are Job Title and their rank are lower than orequal to the rank of the applicant"When a user with a Job Title Rank (less than 10) submits an application, the approvers in Steps 1, 2,
and 3 are displayed.
When a user with a Job Title Rank (10 or more and less than 20) submits an application, the approvers
in Steps 2 and 3 are displayed.
When a user with a Job Title Rank (20 or more and less than 30) submits an application, the approvers
in Step 3 are displayed.

However, when all steps are omitted, no one can submit an application.
□ Skip automatically when no approver found
Check On: Automatically perform skip processing when no approver found in the step.
When selected, steps under the following conditions will be automatically skipped when vacant:⚫

All approvers and reviewers in a step have been set with a Job Title group⚫

A superior has been set (Job Title and Superior User or Job Title and One Nearest Superior User)<Example>
Example 1: Automatically skip steps when the Job Title of "assistant manager" is set in the "assistantmanager" step, and there is no processor in the "assistant manager"stepbecause of the manager

applied.
Example 2: When appling an application from a department without "Assistant Manager" or "Deputy
Director" via an application route such as "Approval of Assistant Manager → Approval of Deputy Director→ Approval of Department", steps there is no processor is automatically skipped.
* However, all steps on the route will be subject to automatic skip processing, and if the route change by
the applicant is prohibited, you will not be able to apply.

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7.7.5 Enabling Superior Settings
Configure the advanced settings of the post/charge group assigned to the application route.

□ Exclude Applicant

When the applicant is among the approvers, users other than the applicant are displayed as approvers.

When user I, who is registered with the manager group, submits an application, users I and L are displayed
as approvers usually. When [Exclude Applicant] is selected, user I, who is the applicant and an approver, is
not displayed in the application route as an approver, and only user L is displayed as an approver.

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[All “Job Titles”]-> All the users registered with the Job Title group are displayed as approvers/reviewers.
Because of this, [All Job Titles] is not a function to automatically display only superiors as
approvers.
Job Title: The manager group (users B, D, F, and G)

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Job Title and Superior User-> Among the users registered with the Job Title group, only the applicant's superior is displayed
as an approver/reviewer. Multiple users can be displayed as approvers/reviewers.
Job Title: General Manager group (users B, D, and H)
When user A submits an application, user B, who is the head of the General Affairs Department, ofwhich user A is a member, and user H, who is the head of a department on the level above theGeneral Affairs Department, are displayed in the application route as approvers.

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Job Title and One Nearest Superior User-> Among the users registered with the Job Title group, only one immediate superior of theapplicant is displayed as an approver.
Job Title: General Manager group (users B, D, and H)
When User A submits an application, only User B, who is the head of the Accounting Department, towhich User A also belongs, is displayed as approver in the application route. User H, who is the
manager of the upper hierarchy, is not displayed as an approver.

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7.6.6 Superior's Decision Where the Applicant is a Member of Multiple Google Groups
When an applicant is a member of multiple Google groups, you need to select either of the following two
patterns about the superior's decision.
[1] The user can submit an application as a member of one specified organization. Only users higher
than the level of the organization are subject to approvers as superiors.
[2] The user selects either of the two organizations whenever he/she submits an application. Users
higher than the selected organization are subject to approvers as superiors.
Details of the patterns and settings are described below.
[1] The user can submit an application as a member of one specified organization. Only users higher
than the level of the organization are subject to approvers as superiors.
When User A belongs to Sales Department Section 2 and General Affairs Department Section 1 (Onespecified organization is General Affairs Department Section 1), the user can submit an application only asa member of General Affairs Department Section 1. The user cannot submit an application as a member ofSales Department Section 2.
As to the superior's decision, users within General Affairs Department Section 1 and ones higher than
General Affairs Department Section 1 are subject to approvers.

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Necessary setting 1
Go to General Settings, deselect [Enable] in Application Department and click [Save Changes].

Necessary setting 2
You need to specify one organization (Primary group) for each user.
In the previous example, you need to specify General Affairs Department Section 1 as one specified
organization (Primary group) for User A. When you set a priority organization, an approver is displayed inaccordance with the priority organization (higher than the General Affairs Department Section 1).
Please specify the priority organization for each user from "Parent groups of [User name]" on the rakmo
Admin Console > Manage Users(Display Settings) > User Details.

When specifying all at once, in the CSV file you downloaded from rakumo Admin Console, register "1" withthe "Primary" item in the row where the primary group is displayed. Register "0" for organizations otherthan that. Use only "1" and "0" to register items in column "Primary". Also, you can set only one priority
organization per user.

* For how to register a CSV file, see the appendixes 1 to 3 of this manual.

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rakumo Workflow Administrator's Manual[2] The user selects either of the two organizations whenever he/she submits an application. Users
higher than the selected organization are subject to approvers as superiors.
When User A belongs to Sales Department Section 2 and General Affairs Department Section 1, the user
can select either Sales Department Section 2 or General Affairs Department Section 1. As to superior's
decision, users within Sales Department Section 2 and ones higher than the section are subject toapprovers when Sales Department Section 2 is selected. Users within General Affairs Department Section 1
and ones higher than that section are subject to approvers when General Affairs Department Section 1 isselected.

Necessary setting
Go to General Settings, select [Enable] in Application Department and click [Save Changes].

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Difference on the User page when [Enable] in Application Department is selected
When [Enable] in Select Application Department is selected on rakumo Admin Console, the pull-downmenu of application departments is displayed on the Create Application Form page. You can select yourorganization from the pull-down menu of application departments to submit an application. You canselect an organization that meets the following two conditions from the pull-down menu.
⚫

Organization an applicant belongs to⚫

Organization displayed on rakumo Admin Console

To add information of the application department displayed when Select Application Department isenabled to a CSV file, select [Add Application Department to CSV] and click [Save Changes].
* If [Add Application Department to CSV] is not selected, information of the application department is not
output in the CSV file to be downloaded from rakumo Workflow Admin Console>Download Application
Form.

When you select [Add Application Department to CSV], the following items are added to the CSV file.
⚫

Application department name⚫

Application department (group mail address)

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rakumo Workflow Administrator's Manual[N.B] When users in the parent group of an applicant are not displayed as superior approvers
Information is provided for countermeasures when users in the parent group of an applicant are notdisplayed as superior approvers (or, when other approvers are displayed).
For instance, the following organizational hierarchies are provided.
Sales Headquarters Department (Parent)-Sales Department Section 1 (Child)⚫

Applicant: User A who belongs to Sales Department Section 1⚫

Superior approver: User B of General Manager who belongs to the Sales Headquarters Department

When User A submits an application, User B is not displayed as an approver (or other approvers are
displayed)

Check the following when the above situation occurs.

⚫

Whether the superior approver has been registered to the Job Title, You can check a Job Title in[Manage Job Titles].

⚫

Whether the superior approver has been registered in the Job Title including your group. For instance,
User B has to be registered as the General Manager belonging to the Sales Headquarters Department.

⚫

Whether it has been hierarchized as a parent and a child among groups⚫

Whether a group to which the users to be displayed as superior approvers is the top from a childgroup view when a child group belongs to several parent groups, You can check the [Parent Group
List] of the [Child Group] from rakumo Admin Console>Manage Groups>Details on Subordinate
Organization page. Superior approvers have to belong to groups topping this list. The order of the list
is the order of ASCII codes on the header of group addresses.

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8. Manage Applications Forms
8.1. Check Application Data
You can display application data submitted in the past in a list format.
Workflow Admin Console > Home > Manage Applications > Select the application category > select anapplication form
A list of applications using application forms is displayed at the bottom of the page.

List of applications using the application form [Appl. Form Name]

By default, the latest 100 items are displayed.
You can search by entering keywords or narrow down by conditions.
[keywords]
You can search for an application by entering keywords.
⚫

Search with partial match. You can perform an AND search by entering multiple words separated by
spaces.

⚫

Perform a keyword search from the selected application form. You cannot search across multiple
application forms.

⚫

When performing a keyword search, the base date is fixed at “Appl. Date”. Keyword search is notpossible with the "Final Decision Date" standard. Thank you in advance for your understanding.

The target items for keyword search are as follows.
・ Appl. Category(Form Name)
・ Appl. Number

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rakumo Workflow Administrator's Manual・ Name of Appl. Dept（*1）
・ Email address of Appl. Dept（part before @）・ Title・ Applicant's name / email address
・ Comments at the time of re-application
・ Comments at the time of approval or operation or circulation
・ Value entered in [Item:Text Input]
・ Value entered in [Item:Multiple Rows Text]（*2）
・ Value selected in [Item:Pulldown]
・ Value selected in [Item:Radio]
・ File name attached to [Item:File Attachments]
・ File name attached to [Item:Google Drive File Attachments]
・ The value selected in [Item:Master Integration] and the value to be displayed in the result（*3）
・ Value selected in [Item:Lookup]* 1 Applicable only for applications updated after February 19, 2020
* 2 Searching across line breaks is not supported.
* 3 For the value selected in the master data and the value displayed in the result, check the image below.

[Narrow down]
You can select one of the following: [All status], [Approved, Completed], [In Progress], [Approval],[Rejected], [Returned], [Completed], and [Cancelled].

[Approval]: Approval has been completed in all approval steps, but operation steps and circulation steps
remain in the subsequent route and are incomplete.
[Completed]: The application has gone through all the steps including the Approval step, Operation step,
Circular step.
[Approved, Complete]: Extracts applications that meet either one of the conditions "The application has
passed the approval step, but has not yet passed the circular or operation step and is not complete." and"the application has gone through all the steps including the Approval step, and Circular step."rakumo Workflow Administrator's Manual

181[Base Date][Appl. Date]: Select to set the day the applicant submitted the application as the base date.
[Final Decision Date]: Select to set the day the final approval step is completed as the base date.
[Specify the period by day, month, and year]
Enter a single-byte day, month, and year to specify the period.

Click [Narrow down].
You can check the details of an application form by clicking its [Details].

[Application Details] page
You can check applied application form data using the already deleted application form from >> Deleted
Application Forms. See 8.4 Checking Applied Application Data with Deleted Application Form.

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8.2. Cancel and Delete an Application
8.2.1 Cancel an Application
You can cancel applications on the Workflow Admin Console regardless of the current application status.

Workflow Admin Console > Home > Manage Applications > Select the application category > select anapplication form
A list of applications using application forms is displayed at the bottom of the page.

Click [Details] of the application form you want to use.

Enter a comment as needed in [Cancel Application] on the [Application Details] page and click [Cancel
this Application].
The approvers of the application cannot approve or reject, but can only review.

8.2.2 Deleting an Application
You can delete applications on the Workflow Admin Console regardless of the current application status.
* Note that applications cannot be restored once deleted. Also, administrators with all the
Workflow Admin Console permissions and operators for the relevant application category are theonly users that can delete applications.

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Workflow Admin Console > Home > Manage Applications > Select the application category > Select anapplication form. A list of applications using application forms is displayed at the bottom of the page.
Click [Details] of the application form you want to use.

Click [Delete this Application] after selecting this [Delete this Application] on the [Application Details]
page.
Note that you cannot restore deleted application forms once you have performed this operation.

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8.3. Approving (Reviewing) an Application as a ProxyOn the Workflow Admin Console, administrators can approve, review, done, reject, and return application
forms as proxies for an approver in the application route.
Example use:
⚫ When the application process is not in progress because approver A in the application route is absent
for a long time
⚫ When the application process is not in progress because Approver B in the application route has
resigned, and their account is already deleted.
Workflow Admin Console > Home > Manage Applications > Select the application category > Select anapplication form
A list of applications using application forms is displayed at the bottom of the page.
Click [Details] of the application to be used.

In [Proxy] of the [Application Details] page, select [Approve/Check], enter a comment and click any of[Remand] or [Reject] and [Approve/Check].
* For operation steps, read "Approval / Circulator" as the "Operator" and "Approve / Confirm" as"Complete".
* To perform [Remand], select a recipient at [Return to] and click [Remand].

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When you approve of an application as a proxy on the Workflow Admin Console, the name of the
manager is recorded and displayed as a proxy approver in the same manner as regular proxy approvers.

You can also check the operations logs at [Operation Logs] on the Workflow Admin Console.
Workflow Admin Console > Operation Logs > Type :Applications* Proxy approval on the Workflow Admin Console does not have features such as adding approvers
to steps and editing application forms. Thank you for your understanding.

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8.4. Checking Application Data Submitted with Deleted Application Forms
You can check a list of application forms deleted after creating it and use already deleted application forms
to check submitted application form data.
Workflow Admin Console > Home > Manage Applications > click >> Deleted Application Forms
A list of deleted application forms is displayed.
The application forms displayed on the list in the deleted application forms are not displayed if they
have never been used by a user to make an application.

You can check application data from a list of application forms using the forms displayed on thebottom of the page.
* See 8.1 Check Application Data for filtering criteria.

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9. CSV Export of Applications
You can download application data in a CSV file.
Workflow Admin Console > Export Applications

9.1. How to Download Application Data as a CSV File
1. Filter by criteria.
[Narrow down]
You can select one of the following: [Approved, Completed], [In Progress], [Approval], [Rejected],[Returned], [Completed], and [Cancelled].

[Approval]: Approval has been completed in all approval steps, but operation steps and circulation steps
remain in the subsequent route and are incomplete.
[Completed]: The application has gone through all the steps including the Approval step, Operation step,
Circular step.
[Approved, Complete]: Extracts applications that meet either one of the conditions "The application has
passed the approval step, but has not yet passed the circular or operation step and is not complete." and"the application has gone through all the steps including the Approval step, and Circular step."

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rakumo Workflow Administrator's Manual[Base Date][Appl. Date]: Select to set the day the applicant submitted the application as the base date.
[Final Decision Date]: Select to set the day the final approval step is completed as the base date.
[Specify the period by day, month, and year]
Enter a single-byte day, month, and year to specify the period.
* Set the period to 3 months or less.

2. Select an application form.
Select an application category > select an application form (select the checkbox)
You can also select an application form regardless of the application category.

3. A list of application forms you selected is displayed at the bottom of the screen. After checking them,click the [Create CSV file] button.

4. A process starts to export a CSV file. Update the screen after a while.

5. Download application forms with the [Download] button.

CSV file names are downloaded in the following format.
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9.2. How to Download Application Data as a ZIP File
* These features are optional. You need to apply to use them separately.

You can download application data in a ZIP file.
Workflow Admin Console > Export Applications > ZIP Export① The remaining number of times of generating ZIP files is displayed.
② Narrow down
You can select one of the following: [Approved, Completed], [In Progress], [Approval], [Rejected],[Returned], [Completed], and [Cancelled].
[Approval]: Approval has been completed in all approval steps, but operation steps and circulation
steps remain in the subsequent route and are incomplete.
[Completed]: The application has gone through all the steps including the Approval step, Operation step,
Circular step.
[Approved, Complete]: Extracts applications that meet either one of the conditions "The application has
passed the approval step, but has not yet passed the circular or operation step and is not complete." and"the application has gone through all the steps including the Approval step, and Circular step."③ Base date
[Appl. Date]: Select to set the day the applicant submitted the application as the base date.
[Final Decision Date]: Select to set the day the final approval step is completed as the base date.
④ Period of narrowing downEnter a single-byte day, month, and year to specify the period.
* Set the period to 3 months or less.

⑤ Select the application category.
⑥ Select an application form.
Select an application form to be downloaded.
⑦ The application form selected in 6 is displayed.

⑧ Click the [Create ZIP] button.

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After clicking [Create ZIP], a ZIP file is generated. Update the page after a while.

When [Create ZIP] is completed, the [Download] button is displayed for each of the specified application
forms. Click the [Download] button to download the ZIP files.
Application forms within the specified period are collected for each application form and downloaded into
the ZIP file. Download application forms within 24 hours after generation. After 24 hours, you need toperform specified operation again.

Errors on creating file
This is displayed when there are no application forms that meet the criteria for narrowing down within thespecified period.
[How to count generated ZIP files]
the number of ZIP file generation is counted at per application form one zip file.
The number of times of generating ZIP files is counted when the [Download] button is displayed,
not when a ZIP file is downloaded. When all the specified application forms are displayed in theErrors on creating file, the number of ZIP file generation is not counted.
For instance, when one of five specified application forms are displayed in the Errors on creating
file while the [Download] button is displayed for the remaining four, the number of generation iscounted by four.
<Downloaded ZIP file>
The name of a downloaded ZIP file is in the following format.
{Application form code}_{Narrowing down start date}_{Narrowing down end date}. zip
Example: Application for purchase (office supply)_20141001_20141031.zip<Content of ZIP file>
Folders ({Application date or final decision date}_{Application number}) for application forms within thespecified period are created in the ZIP file for each application form.
File included in the Application Form folder•

PDF file for an application form•

Local file attached to an application form

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Text file containing the list of Google Drive files attached to an application form

10. Manege Deputy
You can register a deputy approver and proxy applicant for users.
* You can register only one deputy approver and one deputy applicant for one user. You cannot
register 2 or more deputy approvers or 2 or more deputy applicants for one user.

10.1. Register a deputy Approver/Proxy Applicant for a User
Workflow Admin Console > Home > Manage Deputy

Select a person represented by a deputy[Organization]
Select a person to whom you assign a deputy by organization. You can also select by [search].

[Selected User]
The users selected by "Organization" are displayed. Click the [Show Deputy] button if it is OK.

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10.1.1 Assign a deputy ApproverIn the above case, a user is assigned that can approve of applications on behalf of Mr. Hiroaki Tsuzuki.
Click the [Assign Deputy Approver] button.

After selecting a user in [Organization], check [Selected User] and click the [Save] button.

Mr. Takuya Rakumo can approve of applications on behalf of Mr. Taro Yoshizawa.
(*) The deputy approver cannot process the following application forms.
・ Viewing and approving application contents that have arrived at the agent before being set as a deputy
approver・ "Confirmation" and "Operation done" processing of application forms delivered to agents

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If for some reason it is necessary to perform "confirmation" or "Operation done" processing on behalf of
the user, please consider performing deputy processing by the administrator. For the proxy processing by
the administrator, please refer to 8.3. Approving (Reviewing) an Application as a Proxy.

10.1.2 Assign a deputy Applicant
In the above case, a user is assigned that can apply on behalf of Mr. Hiroaki Tsuzuki.
Click the [Assign Deputy Applicant] button.

After selecting a user in [Organization], check [Selected User] and click the [Save] button.

Mr. Keisuke Saito can apply on behalf of Mr. Taro Yoshizawa.

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・ Browsing the contents of applications created by delegates before being set as a deputy applicant
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10.2. Bulk Register deputy in CSV File
You can upload a CSV file and register deputies at once.
Create a CSV file to set deputy information as shown below.
<Preparation>
Please prepare a CSV file for batch registration of deputies.
It is also possible to edit and use the CSV file that outputs the deputies information.
* For the output method, refer to "10.3 Outputting deputies information as CSV".

<Screen to operate>
Workflow Admin Console > Manage Deputy
https://a-rakumo.appspot.com/workflow/admin/deputy<Setting procedure>
1. Click "ファイル選択（Select files）" in 「Bulk Registration of Deputy」 and select the CSV file.

2. Specify the character code, whether to skip the first line, and the batch registration method, and click"Upload".

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3. When the upload is complete, the import results will be displayed.

That is all.

<Format of the CSV file that sets proxy data in the rakumo Workflow>
To edit files, use Microsoft Office Excel and other spreadsheet software. The items required for the CSV file
are as follows:

Name of Item*
User ID to be set

Description

Remarks

Email addresses of the users registered with Google Workspace

RequiredfieldsProxy applicant's user ID

Email addresses of the users registered with Google Workspace

RequiredfieldsProxy approver's user ID

Email addresses of the users registered with Google Workspace

RequiredfieldsPoints to note
* You do not have to enter the name of the item in the CSV file. When importing the CSV file while
including the name of item, select [Skip] in the [Skip header] option.

* It is possible to set "deputy Applicant Only" and "deputy Approver Only", but make sure to set the CSV
file to import with 3 columns in such cases as well.

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10.3. Exporting deputies information as CSV File
You can export a list of currently registered deputies as a CSV file.
The CSV file is export in the same format as the file used in "Bulk Registration of Deputy".
You can modify the information in the export file and use it for "Bulk Registration of Deputy".
Please use it in the following cases.
・ When checking the setting status of deputies when changing personnel, changing organizations, or
responding to audits
・ When changing the registered contents of an deputy at once

<Screen to operate>
Workflow Admin Console > Manage Deputy
https://a-rakumo.appspot.com/workflow/admin/deputy<Setting procedure>
1. Select the character code in "Export deputy settings into CSV" and click "Export".

Check "Include users who cannot use workflow" if you want the output to include information about
users who have been deleted or whose workflow licenses have been disabled.
2. At the top of the screen, a message indicating that export has started is displayed.

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3. Click "→ Reload" in [Export deputy settings into CSV].

4. If the export is complete, you will see a download link.
Click [» Download the last exported CSV file.] to download the CSV file. The downloadable period is 24
hours after the output is completed.

That is all.

⚫

What to do in such a case?
・ The download link is not displayed even if I press "→ Reload"
Sorry to trouble you, but please try reloading the screen again after a while.
・The download link is not displayed.
The downloadable period will end 24 hours after the export is completed.
Perform the CSV file export operation again and download it.

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export deputy information CSV file format
Name of Item*

Description

User ID

Google Workspace Email address of the delegated user

Deputy Applicant

Google Workspace Email address of the user set as a deputy applicant

Deputy Approver

Google Workspace Email address of the user set as a deputy approver

Export example

Points to note
* You do not have to enter the name of the item in the CSV file. When importing the CSV file while
including the name of item, select [Skip] in the [Skip header] option.

* It is possible to set "deputy Applicant Only" and "deputy Approver Only", but make sure to set the CSV
file to import with 3 columns in such cases as well.

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10.4. Enabling / disabling agent notifications
You can set whether to send an email notifying the processing status of the application to the deputy
approver and deputy applicant.
<Screen for setting>rakumo Workflow Admin Console > General settings
https://a-rakumo.appspot.com/workflow/admin/general/<Setting procedure>◇ Enable notifications
If the notification is enabled, the application will be notified to the deputy applicant and deputy approverat the timing when the application is notified to the original applicant / approver.
To enable it, check “Notify deputies” in “Notifications to Deputy” and click “Save Settings” at the bottom of
the screen to save the changes.

◇ Disable notifications
If notification is disabled, application notifications are not sent to deputy applicants and deputy approvers.
Only the original applicant / approver is notified of the application. The deputy applicant and deputy
approver must log in to the user screen and check the processing status of the application.
If you want to disable it, uncheck “Notify deputies” in “Notifications to Deputy” and click “Save Settings”
at the bottom of the screen to save the changes.

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201<Image of notification email content>
In the subject and body of the e-mail addressed to the deputy applicant and deputy approver, a word will
be added that indicates that it is a deputy.
Example: Approval request email to deputy approver

Points to note regarding “Notifications to Deputy”
・Set a uniform value for each usage environment. It is not possible to control whether notifications aresent individually for each deputy. In addition, it is not possible to use only a deputy as the notification
destination. Please note.
・Even if the setting is enabled, some notifications are not sent to the deputy (e.g. confirmation request
email to the delegate, reminder email to the delegate).
・In the environment of the customer who started using the workflow after 12/17/2019, the valid state(notifying the deputy of the application form) is set as the initial value.
・In the environment of customers who have used workflows since 12/16/2019, the disabled status (doesnot notify the deputy of the application form) will be set until the administrator changes the setting toenabled. If you want to notify the deputy approver, please explicitly change the setting to “enabled”.

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11. Management of Master Data
11.1. Configure the Initial Settings of Master Data
Select [Allow] for Master Integration on the General Settings page
General Settings > Select [Allow] and click [Save Changes].

11.2. Create Master Data in a Google Drive Spreadsheet
Example: How to configure the settings to link Company Name with Manufacturer Product Number in themaster data
Register data in a Google Drive spreadsheet. Finally, link "Company Name" in the company name master
table with "Manufacturer Product Number" in the product master table.

11.3. Register the master data of the spreadsheet you created
Workflow Admin Console > Home > Master Integration > click [+Add Master Data]

Add Master Data (a list of spreadsheets in Google Drive) is displayed. Select the company name masterfrom it and click [Add Master Data].
Add product category master and product master spreadsheets to the master data likewise.

11.4. Set the Foreign Key to the Registered Master Data
Set foreign keys to the data in each master. Setting a foreign key enables you to link the master data linked
items in the application form with other master data when creating them.
Example: To link "Company Name" in the company name master with "Manufacturer Product
Number" in the product master,➢

you need to link "Company Name" in the company name master with "Company Name" inthe product category master and Category in the product category master with "Category" inthe product master.

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1.

Set a foreign key to "Company Name" in the company name master2.

Set a foreign key to "Company Name" and "Category" in the product category master3.

Set a foreign key to "Category" in the product masterSelect them and click [Set Foreign Key].

<Points to Note When Changing the Master Data in Google Drive Spreadsheets>

When making changes to the master data on a Google Drive spreadsheet, the master data registered on
rakumo is not automatically updated.
To reflect changes to the master data on the Google Drive spreadsheet, Click [Update] or [Update All]
displayed for each item to update the information of the sheet registered on rakumo.

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12. Management of Lookup Datasource
For lookup items, use the lookup datasource on rakumo created based on the contents of the spreadsheet
to enter the items.
Follow the steps in this chapter to create lookup datasource on rakumo for use with lookup items.

12.1. Create a Google spreadsheet for lookup datasource
Use Google Sheets to create a new spreadsheet with only one sheet.
Describe the following contents in one sheet.
・First column of sheet (far left): Value to choose from "Lookup" item * Required
・Second and subsequent columns of the sheet: Lookup datasource classification name (hierarchicalname when selecting options are hierarchized) * 1
・Second and subsequent columns of the sheet: Value corresponding to the optional lookup
datasource * 2* 1 Specify only when displaying the options in a hierarchical manner. The order of the hierarchy follows
the column order of the sheets.
* 2 Specify only when setting automatic input to other items.
* 3 The order of the columns * 1 and * 2 is arbitrary. The behavior is the same regardless of which one isregistered in the previous column.
* 4 Enter any column name in the first row of each column.
* 5 In the spreadsheet sharing settings, give the person who performs the operation to bring the lookup
datasource onto rakumo "viewer" or higher. The person who uses the application form does not have to
be authorized.
Creation example:
Follow the hierarchy of "Major classification"> "Middle classification"> "Minor classification" and select the"Product category" column as an item option.
In addition, lookup datasource when automatically entering a value for another item with the "category
ID" according to the choice.

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For information on how to work with Google Sheets, refer to the following Google Help page.
https://support.google.com/docs/answer/6000292/

We have introduced the creation method and precautions on our support site. Please refer together.
https://help.rakumo.com/r/article?site=SH1NFEJ2&category=23&id=472

12.2. Create Master Data in a Google Drive Spreadsheet
1. Access the "rakumo Workflow Admin Console" > "Lookup Datasource" and click "Add Lookup
Datasource".

2. On the "Add Lookup Datasource", click "Select Spreadsheet".

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3. On the "Select a file", select the file to be registered as lookup datasource from the Google
spreadsheet, and then click "Select".

4. Next, set the lookup datasource information.

・Name: By default, "{file name} / {sheet name}" is automatically set.

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The value set here is used when specifying the lookup datasource in the list on the "Lookup
Datasource" screen or in the lookup item. It can be changed to any value.
・Reference spreadsheet: Displays the Google Sheets name you selected earlier.
・Category column: Specify the columns to use for hierarchization only if you want to hierarchize thechoices.
5. Finally, click “Save Changes”.
6. When [Updated the Lookup Datasource "{Name}".] is displayed, the setting is complete.

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12.3. Update the contents of the registered lookup data
To modify the lookup datasource after registering the lookup datasource, follow the procedure below.
1. Add / modify values in Google Sheets

Precautions when editing: The following operations cannot be performed on the spreadsheet
after registering the lookup datasource.
・Delete and rename the spreadsheet body and sheet
・Reordering sheets in a spreadsheet
・Delete columns in the sheet and change the column order
2. Update the lookup datasource stored on rakumo to reflect the correctionsi.

Access the "rakumo Workflow Admin Console" > "Lookup Datasource".

ii.

From the "List of Lookup Datasource", click the lookup data name.

iii.

Click “Update” Reference spreadsheet.

iv.

The update will start. Please reload the screen after a while.

v.

When the update is complete, the date and time will be displayed again at the "Last
Refreshed".

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(Only if the choices are hierarchized) Hierarchical information is reset when the data is
updated.
Specify the classification column again and click "Save Chaneges".

This completes the modification of the lookup datasource.

⚫

Reference information
・If the lookup datasource options are not hierarchized, you can also perform the update operationfrom the list on the "Lookup Datasource".

・If you want to make the changes described in the notes when editing step 1 to the spreadsheet after
registering the lookup data, please consider following the steps below.
1) Delete the lookup datasource once registered.
2) Edit the spreadsheet.
3) Register the lookup datasource again.
4) Respecify the lookup datasource to be referenced in the application form item "Lookup".

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13. Check the Log of the Operation Performed on the Admin Console
You can display the logs or download of the work performed on the rakumo Workflow Admin Console.

You can check the following items.
➢

Type

➢

Date

➢

Operator➢Content

13.1. Check the Log of the Operation Performed on the Admin Console
As a work log, you can check the type, date, operator's email address, and operation details.

⚫

How to operate

Access the workflow management screen > Top > Operation Logs to check the logs.

When the page is opened, the logs of all operations are displayed.
If necessary, the logs can be narrowed down to display by type.

[Log Types]
All types: Display the logs of all work.
General Settings: Displays the logs of the work performed on the " General Settings" page.
Appl. Route: Displays the logs of the work performed on the "Manage Routes" page.

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Appl. Category: Displays the logs of the work performed on the "Manage Categories" page (except accessprivileges and operator).
Operators: Displays the work logs on the “Set Operators” page.
Permissions: Displays the work logs on the “Set Access Permissions” page.
Appl. Form: Displays the work logs on the "Manage Forms" page.
Applications: Displays the work logs of applications.
Deputy: Displays the work logs on the "Manage Deputy" page.
Master Integration: Displays the work logs on the "Master Integration" page.
rakumo Expence：Displays work logs related to application templates used in Expence integration.
Post Step Actions：Displays work logs related to post step actions.
Lookup Datasource Integration：Displays work logs related to lookup datasource.

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13.2. output the work log of the Admin Console
You can display the logs or download of the work performed on the rakumo Workflow Admin Console.

In addition to viewing the operation logs on the screen, you can also be exported to a CSV file.
This is useful when you want to output all the operation logs at once for auditing purposes or for
long-term storage.

⚫

How to operate

1. Check the Log of the Operation Performed on the Workflow Admin Console.

2. In the "Log Output" section, specify the character code and the period of time to be output, then click"Export".

3. You will be redirected to the log download page and the CSV file generation will begin.

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4. Reload the page.
If the generation is complete, a download button will appear.

5. Click "Download" to download the file.

6. Please open the downloaded file and check the log.

⚫

Reference Information

・Only the time period (start and end date) and character code can be specified for output. It is notpossible to narrow down the output target cannot be narrowed down by log type.
・The maximum period that can be specified in a single output is 3 months.
If you wish to output work logs for a longer period of time, please generate and download the file multiple
times.
・The contents of the output CSV file are identical to the contents of the operation log that can be viewed
on the screen.
・Generated CSV files can be downloaded within 24 hours of generation. If you have exceeded the 24-hour
period, please perform the file generation operation again to download the file.
・The language and time zone of the output CSV file depends on the personal settings on rakumo of theuser who outputs the file.

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14. Allow application notifications to be received in SlackYou can allow users to receive various notifications about your application in Slack messages.
rakumo Workflow Admin Console > General settings
Check "Use" of Slack integration and click "Save Changes" at the bottom of the screen.

When the Slack integration is enabled by the administrator, the "Add to Slack" button will appear in
Personal settings> Workflow settings on the rakumo user screen.

By clicking this "Add to Slack" button, the "rakumo workflow" Slack app will be installed in your Slackenvironment and cooperation will begin.
* You need to install the Slack app for each user.
* If the administrator of the Slack workspace restricts the installation of the Slack app, it is necessary to set
permission to use the app on the Slack side before the user performs the installation operation.
See the slack help page for details.
https://slack.com/help/articles/222386767-Manage-app-installation-settings-for-your-workspace

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rakumo Workflow Administrator's Manual● About the safety of the Slack app
The "rakumo workflow" Slack application is also listed on the "App directory" of the Slack application list
page operated by Slack. Since it has passed the Slack examination, you can use it with confidence.
● Conditions for using this function
In order to use Slack integration function, it is necessary to meet all of the following conditions.
・ You are using both rakumo workflow and Slack.
・ There is a one-to-one relationship between rakumo users and Slack users.
Multiple Slack users cannot be linked to one rakumo user. Also, it is not possible to link multiple
rakumo users to one Slack user.
・ All Slack users to be linked must belong to the same workspace.
Only one Slack workspace can be linked to one rakumo organization.
If you have a Slack Enterprise Grid plan, it may not be available company-wide.
For Slack integration, the Slack workspace of the user who first installed the Slack app is used, andeven if users of different Slack workspaces set up Slack integration on rakumo, it will fail with an error.
To use it, we recommend that the administrator first install the Slack app and control the workspaceused.

● Slack notification target and notification timing
The content and timing of the notification is the same as the previous email notification.

·Applicant:Application approval notification, processing completion notification, application return notification,
application rejection notification
・Authorizer:
Application approval application notification, notification that the application was returned from thenext process to the process including myself
・ Passer:
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The notification will be displayed as a message from the app.

● Check the status of integration with SlackIf the environment and Slack are linked, you can check the linked Slack workspace name and workspace ID,
and the number of linked users..

*You can check the Slack workspace name from the Slack subdomain ({workspace name}.slack.com) of theworkspace.
* You can check the Slack workspace ID from the URL when you opened the workspace in the web version
of Slack. (https://app.slack.com/client/{Workspace ID}/{Channel ID})
Workspace ID is a character string starting with T.

● Cancel Slack integration
You can unlink Slack workspaces that have already been linked, unlink Slack for all users at once, and218

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delete the Slack app.
To cancel, click "Unassociate all users" and click "OK" in the confirmation dialog.

Please use it when the user has linked with the Slack workspace that the administrator did not intend, orwhen you want to change the Slack workspace of the linked destination.
* Please note that all users who want to use Slack integration will need to re-install the Slack application
after canceling all the integration settings.

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15. Send a reminder email about unapproved, unoperated applications
You can set to automatically send a reminder email once a day to users who have unapproved orunoperated applications.
Workflow Admin Console > General Settings
Select [Enable] of the Reminders and select the Send Time. The sending time can be specified in units of
1 hour.

Then click [Save Settings] at the bottom of the screen to save the changes.
Tips
・ A reminder email will be automatically sent to the user only if there is an unapproved or
unworked application form. The reminder email will be sent at the specified “send time”. No
reminder emails are sent for unchecked application forms.
・ This setting applies to all users in the domain. Users who do not need Reminder Email can change
their settings so that they do not receive Reminder Email. To change the settings, go to User Screen>
Personal Settings> Workflow Settings.

For details, refer to "Workflow User Manual" ⑳ Setting the notification method.（Japanese notation only）

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16. Set Default Print TypeYou can change the print format when pressing the 'Print' button.
Workflow Admin Console > General Settings
Select Type of the Default Print Type > click [Save Changes].

The user can print a written application form on the user’s screen.
Applications will be printed in a type that has been set here, when you push the 'Print' button.
As well as a set either, you can choose both types from the side of 'Print' button.

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17. Set Default Follow Status
You can change the default follow status of the application form follow-up function at the time of
application/approval.
By changing the default values, you can reduce the number of notifications to applicants and increase thecontent of notifications to approvers..
To change the default value, perform the following operations.

rakumo Workflow Admin Console > General settings
Change the selection state of [Default follow status] and click "Save settings".

<Reference information>- The default settings are as follows.
・ Time of application : follow (checked on user screen)
・ Time of approve : Do not follow (not checked on the user screen)- Even with this setting, you cannot change the default follow status at the time of done, and confirmation.
The default follow status at the time of done, and confirmation remains Off (Do not follow).
- If you change the default value of "Time of approve" to ON, the number of notifications sent toapprovers will increase. If you have a large number of application forms to process, set this carefully.
- This setting is not a setting that disables the follow function itself. Even if the default value is changed to"Do not follow" in this setting, the user can follow any application form at the time of
application/approval.

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18. Set Gadgets
You can display rakumo Workflow gadgets on Google Sites.
rakumo Workflow Gadgets on Google Sites

rakumo Admin Console Homepage > Gadget Settings
Use the URL provided on rakumo Workflow for Google Sites.
For settings, >> download a manual from Download Manual (PDF) and configure the settings.

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19. Set the file viewing method when using the local file attachment
function
You can set the viewing method of the file attached to the "File attachment field" item (*).
* This item is an optional feature. To use it, you need to subscribe to the local file attachment option.
This setting applies to all application forms in the domain.
The viewing methods that can be set are the following three patterns.

◼

Download directly (Default) …………. When viewing a file, download it to your device and browse thefile.

- Click the file name to download the file to your device.

◼

Browse on Google Drive …………. You can use the features of Google Drive to browse the contents ofthe file without downloading the file itself.

- When a user uploads a local file when applying for a workflow, a temporary file is also created in the
Google Drive folder specified by the administrator.
- When the user clicks "Open in Google Drive" from the workflow application screen, this temporary
file is opened in a web browser instead of downloading the file. Only users who are included in theapplication route of the application form can see the temporary file.

rakumo Workflow Administrator's Manual225- If the temporary file does not exist at the time of viewing request, the temporary file is automaticallyrecreated. If you do not have permission to view the temporary file at the time of viewing request,
grant viewing permission.
- Temporary files are set to "Prohibit copying, printing, and downloading by anyone other than theowner."- Temporary files are automatically deleted 30 days after they are created or when the application
form is deleted, so no maintenance work is required.
◼

Both …………. Make both "Download directly" and "Browse on Google Drive" viewing methods
available.

<Setting method>* This setting can only be performed by Google Workspace super admin or rakumo admin.
Check the display method to be used in the file viewing method section of rakumo Admin Console >workflow settings >Local File Attachements.

If you set "Browse on Google Drive" or "Both" as the viewing method, you need to set the save destination
on Google Drive in addition to selecting the viewing method.
Click "Specify a folder", select the destination folder, and then click [Save].

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rakumo Workflow Administrator's Manual-The information of the user who specified the folder is automatically set in the "Administrator name" and"Administrator email address".
-To create or delete temporary files and grant file viewing authority, use the authority of the administrator
who specified the folder for the temporary file storage. The owner of the temporary file is also thisadministrator.For this reason, we recommend that you specify a folder owned by the user in charge ofsettings as the save destination.
Attention•

Depending on the file format, you may not be able to preview on Google Drive (the file format is notselected according to the support status of the preview function). We strongly recommend that you
test whether the file format you expect to attach can be previewed in Google Drive before deciding
how to open the file.

•

The PDF file of the expense report attached to the application form when linking with rakumo
Expense does not support this function. Always download PDF files regardless of settings. Please note.

•

Please be careful when changing the access right of the folder specified as the temporary file storage,
or when changing the authority of the administrator who set the save destination or deleting theaccount.

•

If the temporary file creation fails, no error message will be displayed.

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20. CloudSign Integration
You can link the rakumo workflow with the electronic contract service "CloudSign" operated by
Bengo4.com,Inc.

20.1. Overview of CloudSign Integration● What you can do with CloudSign Integration
By linking CloudSign and rakumo workflow, it is possible to attach a contract to the workflow applicationand send a contract confirmation request email to the specified address when the application approval iscompleted.
By using the CloudSign Integration, it is possible to attach a contract to the workflow application and senda contract confirmation request email to the specified address when the application approval iscompleted.
So, you can save the trouble of uploading the contract and posting the recipient information on the
CloudSign after the application is approved.

● Flow and cooperation image from application to contract conclusion and internal dissemination

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1. Apply using the rakumo workflow.
2. The final approver of the In-house approval step approves the application.
3. At the timing of 2, the digital contract will be sent by the CloudSign integration action.
4. An e-mail requesting consent to the digital contract will be sent to the other party from CloudSign.
5. the person in charge of the other party confirms the contract details on the Cloudsign page and agrees.
6. The contract conclusion will be notified by e-mail to the person in charge of contract operations and theperson in charge of the other party from CloudSign.
7. When you receive the agreement conclusion notification, click "Done" in the Operation step.
8. The application form will be sent to the in-house publicity step. Inform internal parties of the conclusionof the contract.

● What you need to use the CloudSign Integration
・ [Required] Rakumo workflow license (* 1)・ [Required] CloudSign usage contract (* 2)・[Required] CloudSign WebAPI Client ID (* 3)・ [Recommended] Cloud sign sandbox environment (* 4)* 1 An optional contract for rakumo workflow is not required to use the CloudSign Integration. It can beused only with the license fee.
* 2 The cloud sign linkage function uses the cloud sign WebAPI. Therefore, it is necessary to subscribe to aplan that can use the cloud sign API and apply for the API option (free of charge)..
* 3 The person in charge of the step that executes the linkage action (e.g. contract conclusion authority,contract clerk) must obtain the WebAPI client ID on the CloudSign side and set the linkage in the personalsettings of the workflow.
* 4 It is strongly recommended to use the CloudSign sandbox environment when testing the application to
avoid pay-as-you-go charges when testing the application.
From the next page, we will show you how to set up to use CloudSign Integration.

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20.2. Preparations on the CloudSign side
First, prepare to work with the rakumo workflow on the CloudSign side.
● preparation 1. Sign up for a plan that can use the cloud sign API
Since WebAPI is used for linkage, please subscribe to a plan that can use WebAPI.
If you have not subscribed to CloudSign, please refer to the CloudSign support site below and apply.
▼ 有料プランの申し込み方法 | クラウドサイン ヘルプセンター（Japanese notation only）
https://help.cloudsign.jp/ja/articles/385305● Preparation 2. Obtain a cloud sign sandbox environment● Preparation 3. Enable CloudSign WebAPI
Click the "?" Button at the bottom right of the management screen and apply for WebAPI activation fromchat.
It is possible to request the provision of a sandbox environment together with the application for WebAPI
activation.
For detailed information on the process of enabling WebAPI and the sandbox environment, refer to the
CloudSign support page below.
▼ クラウドサイン Web API 利用ガイド | クラウドサイン ヘルプセンター（Japanese notation only）
https://help.cloudsign.jp/ja/articles/2681259● Preparation 4. Add members who have the authority to conclude a contract and a user for
testing
Add members to both the production and sandbox environments.
Register the contract conclusion authority (generally the company president, etc.) in the production
environment and the test user in the sandbox environment.
Please refer to the CloudSign support page below for member addition operations.
▼ メンバーや管理者を追加/削除する | クラウドサイン ヘルプセンター（Japanese notation only）
https://help.cloudsign.jp/ja/articles/385226● preparation 5. Add clerical staff as members and grant document management authority
Please register with "Document Management Authority" set to "Yes" so that the clerical staff can receive
the agreement conclusion notification email from CloudSign and report the situation on the workflow.
Please refer to the CloudSign support page below for member addition operations.

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https://help.cloudsign.jp/ja/articles/385226

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20.3. Preparations on the rakumo workflow side
20.3.1. Set the application form
Prepare the following 5 input items required for sending an email with cloud sign in the application
template that uses cloud sign linkage.

● Document Title to Send➢

Select the item type "Text Input" to create.

● Item of Files to Send➢

Select "Drive File Attachments" or "File Attachments" as the item type to create.

➢

Check "Limit the file types that can be attached" and specify the type of files that can be
attached as "PDF".
<Example of creation in "Drive File Attachments">● Item of recipient (= Contractor of the other party) Email Address➢

Select the item type as "Email Address Input Field" and create it.

● Item of recipient (= Contractor of the other party) Name➢

Select the item type "Text Input" to create.

● Item of recipient Company Name➢

Select the item type "Text Input" to create.

For how to add items to the application template, refer to 6.4. Register Application Form Items.

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20.3.2. Set the application route
Next, set the approval / operation / circulator step in the application route.
For how to create an application route, refer to 7. Set an Application Route.
As a general rule, there is no problem if you create the application route according to the internal
operation.
However, please note the following points.

✓

We recommend that you create a route step that includes the account of the person who has thecontract conclusion authority so that the cloud sign linkage action can be executed by the account of
the person who has the contract conclusion authority.
If you specify multiple recipients and send in the order of "company's contract clerk → company's
contract conclusion authority → contract partner's contract conclusion authority", create a route stepthat includes your contract clerk's account.

✓

Create a route step that includes users with “document management privileges”(Users with"document management authority" in CloudSign) in CloudSign so that person in charge can report
the situation on the workflow.

<Route creation example>

・ Approval step: Approval of superior ・ Approval of president
・ Operation step: Execution of digital contract ・ Completion report of execution of digital contract→ The "Execution of digital contract" step includes the contracting authority (in the example, thepresident). Perform a CloudSign integration action after this step.
→ The "Completion report of execution of digital contract" step includes the clerical staff who set"Document management authority" in Preparation 5.
・ Circulation step: Circulate to the applicant

If you have created a "shared route", please link it to the application form after creating the route.

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Please refer to "6.5 Setting a shared route in the application form" for how to link to the application
template.

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20.3.3. Add CloudSign Integration action
After setting the application form and application route, add "action" to the route step.

● What is "action"?
It is a function that executes a fixed process when a certain step is passed.
After setting the application template and application route, select and set the action to be used.
● Preparation: Enable actions feature
In the initial state, actions feature is in the "disabled" state.
Please enable it as a Google Workspace privileged administrator or rakumo administrator before making
the settings.

<Screen to operate>
rakumo Admin Console > Workflow Settings
https://a-rakumo.appspot.com/admin/settings/workflow<How to enable actions feature>1.

Go to rakumo Admin Console > Workflow Settings.

2.

Check Enable in the Post Step Actions Feature section.

3.

Check "CloudSign Integration Action".

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4.

Click "Save".

This completes the activation of actions feature.
Then set the action.

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rakumo Workflow Administrator's Manual● Set CloudSign Integration action
Let's set the CloudSign Integration action on the detail screen of the application form.
We will specify "which item of the application form and which route step should be used to CloudSign
Integration.

<Screen to operate>
rakumo Workflow Admin Console > Manage Forms
https://a-rakumo.appspot.com/workflow/admin/appform/<How to enable actions feature>1.

Access rakumo Workflow Admin Console > Manage Forms and open the application form details
screen linked with CloudSign.

2.

Click Add Post Step Action in the Details for Appl. Route section.

3.

In the pull-down menu in the Select Action Type section, select CloudSign Integration.

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4.

At the bottom of the page, the "Exection Settings of "CloudSign Integration"" section is displayed.

5.

Enter Action Name. (* 1)

6.

In "When to Execute an Action", select which route step processing should be completed when theaction is executed. Specify the step according to the operation.(* 2,3)
For example, a step that includes a contract conclusion authority (when only one recipient is used) ora step that includes a user who is the sender of documents with a cloud sign (when using multiple
recipients and specifying a contract conclusion authority as the recipient) etc.

7.

In "Document Title to Send", select the item you want to use as the title of the document you sendwith CloudSign. (*5)

8.

In "Item of Files to Send", select the item to enter the document to be sent by CloudSign. (*6)

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Set the "Recipient". The recipient can be an application item or a fixed value.
After selecting the recipient specification method, enter the required information. (* 8, 9, 10)

A. When selecting “Application Form Items”・ In " Email Address", select the item to enter the e-mail address of the recipient (= the person who
has the authority to conclude the contract of the other party) to send the document with the
CloudSign. (*7)
・ In " Name", select the item to enter the name of the recipient (= the person who has the authority
to conclude the contract of the other party) to send the document with CloudSign. (*5)
・ In "Company Name:", select the field for entering the company name of the recipient to which
you want to send documents with CloudSign. (*5)

B. When selecting “Fixed Values”
・ Enter "Email Address", "Name", "Company Name".

<Setting example>
・ Recipient 1 = [Fixed Values] Company contractor
・ Recipient 2 = [Fixed Values] Representative director of the company (contract conclusion
authority)
・ Recipient 3 = [Application Form Items] Contractor who has the authority to conclude a contract

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10. In "Send Documents to Recipients", select the behavior when linking with CloudSign. (*11)
If you want to send directly to the other party when executing the action, check it.
If you want to save the draft on the CloudSign when executing the action, do not check it.

11. Finally, click "Add Action"

This completes the action settings.
When the settings are complete, the set actions will be displayed in "Details for Appl. Rout" on the details
screen of the application form.

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rakumo Workflow Administrator's Manual*1 "Action name" is displayed at the execution position on the route.

*2 For candidates, the steps of the application route linked to the application form are displayed in a list.
For details of each step, see "Steps of Appl. Route" at the bottom of the page.
*3 When the processing in the step selected in "When to Execute an Action" is completed, the action is
automatically executed. The sender email address when performing the action is the email address of theprocessor of the selected step.
*5 Of the application form items, only items whose item type is "Text Input" can be selected.
*6 Of the application template items, only items whose item type is "Drive File Attachments" or "FileAttachments" can be selected.
*7 Of the application template items, only items whose item type is "Email Address Input Field" can beselected.
*8 You can set up to 3 recipients. The recipient information of the "Cloud Sign Linkage" action set before
the update on March 14, 2022 will be treated as "Recipient 1" after the update on March 14, 2022. If you
do not need Recipient 2 or Recipient 3, select "Do not use" as the [Values to use]. In addition, please referto the following reference information for the delivery order and behavior at the time of delivery.
*9 Application form items and fixed values cannot be mixed and used for one recipient. (Example that

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cannot be set : fixed value for email address, refer to application form for name and company name)*10 When setting the recipient e-mail address with a fixed value, you cannot enter an e-mail address thathas already been set for another recipient. (Because of the specifications of the cloud sign, documents
cannot be sent if the recipient email address is duplicated)*11 If you uncheck "Send Documents to Recipients" and save the draft on the CloudSign, you can move tothe "draft" of the CloudSign from the link displayed in the execution position on the route and send it
manually.

⚫

Reference information: Sending order of recipients and behavior at the time of sending

・ The order of recipient 1 → recipient 2 → recipient 3 on the cloud sign linkage action setting screen
is the same as the order of document transmission on the cloud sign.
・ Recipients in which all the items (email address, name, company name) that make up the recipient areblank are skipped. If no recipient is valid, the action will fail.
・ If the email address is duplicated between the recipient who uses the application form item and therecipient set with a fixed value, the action will fail.

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20.3.4. Link the workflow account with the client ID of the CloudSign
By associating the account of the rakumo workflow of the person (contract conclusion authority) in chargeof the step that set the action with the WebAPI client ID of CloudSign, the set action can be executed.
<Screen to operate>
rakumo Workflow（User screen） > Personal Settings > Workflow Settings
https://a-rakumo.appspot.com/workflow<How to get and link client ID>
Please refer to the chapter " ㉑

Linking with CloudSign" in the "rakumo Workflow User

Manual".(Japanese notation only)⚫

Reference information

・Select whether to set the connection destination environment to the sandbox environment or the
production environment on the above screen.
・If you have a plan that can use the cloud sign API and you cannot find the API client ID, you may not haveapplied for the API option (free). Click the "?" Button at the bottom right of the CloudSign management
screen and apply from chat.
・Please note that the processer of the step for which the action is set cannot finish the process of the step
until this setting is made. (When executing the process, an error message indicating that the CloudSign
Web API client ID has not been set is displayed, and the approve / done / confirm operation is notcompleted.)・Since the account of the person(contract signing authority) in charge of the step that set the action uses
the CloudSign API, the applicant and other approvers do not need to register the CloudSign WebAPI clientID.

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20.4. Test in a sandbox environment
Let's test the application in cooperation with the CloudSign sandbox environment.
We strongly recommend that you use the sandbox environment when testing your application, as
CloudSign will charge you when you send the document to the contractor.

● Connect with sandbox environment
1. The contracting authority obtains the Web API client ID in the CloudSign sandbox environment.
2. Link from rakumo workflow user screen > personal settings of the person(contract conclusion
authority, etc.) in charge of the step for which the action is set.
・"Client ID"：Paste the Web API ID of the client sandbox environment obtained in 1.
・"Sandbox": Please check.
For a detailed operation image, refer to the chapter "㉑ Linking with Cloud Sign" in the "rakumo Workflow
User Manual".（Japanese notation only）● Test your application
In order to confirm the operation of cooperation, let's actually check the flow from application to
notification of agreement conclusion.

1.

First, try the flow from application to agreement conclusion notification with the setting to save thedraft (when the action "Send Documents to Recipients" is not checked).

2.

After that, change the setting to direct transmission (the action "Send Documents to Recipients" ischecked) and try the flow from application to agreement conclusion notification again.

As mentioned above, we recommend that you try both linked action actions before deciding which linked
action to use during production.

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20.5. Switch to production environment and go live
After testing the application, switch the connected environment to the production environment.
● Connect with the production environment
1. The contracting authority obtains the Web API client ID in the CloudSign production environment.
2. Link from rakumo workflow user screen > personal settings of the person(contract conclusion authority,etc.) in charge of the step for which the action is set.
・"Client ID"：Paste the Web API ID of the client production environment obtained in 1.
・"Sandbox": Please uncheck it.
● About billing timing
With CloudSign, you will be charged when you send the document to the contractor.
Therefore, the timing differs depending on whether or not "Send Documents to Recipients" is checked in
the action settings.
・ When set to "Direct transmission":→ An email will be sent to the contract partner at the same time as the action is executed, and you
will be charged.
・ When set to "Save as draft":When the action is executed, it is saved as a draft on the CloudSign side, so you will not be charged at
the time of executing the action.
→ After that, if you log in to the cloud sign screen and manually send the draft document, you will becharged.

● Precautions for use
・Please make sure that the contract is concluded with both authority signers included on the CloudSign.
➢

In order to satisfy the above, please execute the cloud sign linkage action with the accountof the person who has the contract conclusion authority, or set the recipient to include theperson who has the contract conclusion authority.
(Example) Set an action in the step of the president's approval and connect with
CloudSign with the president's client ID→ It will be sent to the other party in the name of the president via the CloudSign.

➢

Please note that if a clerical person who does not have the authority to conclude a contract
becomes the sender, the validity of the digital contract will be weakened.

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245

Even within the company of the other party, please transfer it to the person who has theauthority to conclude the contract and ask for consent.


Use the CloudSign forwarding function and avoid forwarding the email itself.

Forwarding the email directly will weaken the validity of the digital contract.

・When using this linkage function, unlike the default value (*) on the CloudSign side, it is set to allow
forwarding of consent requests.
➢

By using this linkage function, the sent documents can be transferred by the other party.


Even if the person in charge of the contract partner (a person who does not have theauthority to conclude a contract) receives it, you can conclude an electronic contract byhaving the person in charge of the contract partner transfer it to you.

➢(*) The permitted value of the cloud sign is "Do not transfer".

● Restrictions on use
Currently, with the CloudSign Integration function, it is not possible to use some functions on the cloudsign side or update workflow information in conjunction with the situation on the CloudSign side.
× Among the functions on the CloudSign side, those that cannot be used from rakumo workflow linkage
・ Template function
・ User-defined items
・ Send documents in languages other than Japanese (English, Chinese)➢

When linking, the language of the email sent from CloudSign to the specified destination willbe "Japanese". If you set the action when linking from the workflow to "Save as draft", you can
open the document saved as a draft on CloudSign, change the language, and send it.

・ Approval function (Enterprise plan)・ IP address restriction function (Enterprise plan)・Document information other than the title➢

Document information refers to additional information that can be saved along with the
document to be sent. Of the document information, the only items linked from the workflow
are "Title" and "Administrative title".
Please refer to the cloud sign help page for the details of the document information items.
▼ 書類情報を入力する | クラウドサイン ヘルプセンター（Japanese notation only）
https://help.cloudsign.jp/ja/articles/1436680

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rakumo Workflow Administrator's Manual× What you can't do on the rakumo workflow side・ When an agreement is reached on the cloud sign, the next step is automatically taken.
・ When a rejection occurs on the cloud sign, the workflow is remanded in conjunction.
・ Cancel the cloud sign document transmission in conjunction with the workflow remand・ After the agreement is reached, the documents with the digital signature and the agreement conclusion
certificate are obtained from the CloudSign and automatically imported into the rakumo workflow side.

rakumo Workflow Administrator's Manual247● Reference information
・If the action execution fails, you can process the step and execute the action again.
If the execution of the action fails, the Approval, Done, and Confirm of the step will fail, and the state
before Approval, Done, and Confirm will be restored.
・PDF files that can be sent using the CloudSign Integration are subject to the same restrictions as theformat, size, and number of files on the CloudSign side. Pay particular attention to size restrictions.







Format restrictions on the CloudSign side✓

PDF version 1.4-1.7✓

Not yet digitally signed✓

The contents of the file are not empty✓

No password is required

Size limit on the CloudSign side✓

Up to 10MB (= 10,485,760 Bytes) per file✓

Up to 50MB (= 52,428,800 Bytes) in total for all files

Limit on the number of files on the CloudSign side✓

Up to 100 files per document

・ The appearance of the action on the timeline display of the application form is as follows.

Before executing the action:

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After executing the action:

・ After the agreement is reached, the electronically signed documents and the agreement conclusion
certificate will be saved on the CloudSign side. Therefore, it can be downloaded from the CloudSign
management screen.

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21. Set the Webhook Action
21.1. Webhook Action Overview
When you go through a step, you can send a webhook from your rakumo workflow to an external system.

● What you can do with a Webhook Action
Send JSON-formatted data over the HTTPS protocol with the POST method.
For example, you can use it as follows.
· Trigger a webhook to send a message to any channel in Slack· Take a webhook as a trigger to run another system in the company● What is an action?
It is a function that executes a fixed process when a certain step is passed.
After setting the application template and application route, select and set the action to be used.

● What is a webhook?
It is a mechanism to notify other systems that an event has occurred on one system (website).
A type of web API whose primary purpose is to notify events between systems.
It must be sent in the JSON format specified by the receiving service, and in principle coding is required.

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21.2. Basic specifications for webhook action
Send the following HTTPS (SSL) POST request to the preset destination URL.

⚫

▼ HTTP header▼ HTTP request body

* It is provided as a flat JSON format without a hierarchical structure.
The parameter specifications included in the HTTPS (SSL) POST request body are as follows.

⚫

Parameter namemeaning

remarks

appUser

ApplicantNot stated in notification emails, etc.

appUserEmail

Applicant email address

Not listed in the notification email,etc. (included at the end of the URL)

title

Subject of application

statusText

Status of application

nameApplication form nameappNumber

Application number

idApplication ID

link

Link to application form on rakumo

It is the same as the URL described inworkflow

the notification email etc.

rakumo Workflow Administrator's Manual251● Details of Webhook request transmission processing➢

Transmission mechanism--When the action is triggered, it will be sent sequentially by asynchronous processing.
・On the workflow, proceed to the next step without waiting for the webhook to be sent.

--Create a queue waiting to be sent, and send at a pace of "1 request / second" for rakumo as awhole.

-➢-Retry if the other party does not respond or returns a response other than the HTTP 200 series.

Retry mechanism-

Attempts to send up to a total of 5 times, including the first one.

-

The waiting time from the first time to the second time is 1 minute, and after that, the waitingtime is doubled each time.

-

If the 5th transmission fails, an error will occur and the error record will be displayed on theworkflow screen.

-⚫

There is no function to notify the occurrence of an error or to manually retry

Restrictions

Webhook actions do not allow you to:➢

Customize HTTP request headers・Adding signatures and tokens, overwriting User-Agent, etc.

➢

Customize the JSON format
・Increase / decrease items, change item names, etc.
= Cannot match the format requested by the receiver➢

Use methods other than POST➢

Recording the response to the webhook and performing some processing according to the
response➢

Sending a webhook to a BASIC-authenticated URL➢

HTTPS communication using your own SSL certificate

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Precautions for use➢

Please note that the function for authentication is not provided.

➢-

You cannot include tokens, signatures, etc. in the HTTP request header.

-

User-Agent strings cannot be changed.

-

Basic authentication is not supported.

We do not recommend using it for "problems if processing fails".
-

It is not a function whose integrity is guaranteed.

-We cannot guarantee that the notification will be implemented because it is provided on a best
effort basis.

➢If the request fails, you cannot manually retry.
-

If the request fails, it will automatically retry with a gradual increase in intervals, up to a maximumof 4 times.

-➢

If the failure continues, the process ends. You cannot manually retry.

Sending the webhook may be delayed slightly.
-

Since it is a mechanism to send sequentially by asynchronous processing, the sending of thewebhook may be delayed.

-

It is possible that the next step may be reached before the webhook has been sent.

-

If you have set the webhook action for multiple steps in the route, the order in which thewebhooks are sent may not be the same as the step order. (For example, when the request
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21.3. Set the webhook action
The setting flow when using the Webhook action is as follows.

⚫

Setting flow when using Webhook action
1. Pre-settings on the rakumo Admin Console
2. Add a webhook action
3. Actually apply and test the webhook action

21.3.1. Enable action features and edit domain allow list
Preconfigure with a Google Workspace privileged administrator or rakumo administrator account.
<Screen to operate>
rakumo Admin Console > Workflow Settings
https://a-rakumo.appspot.com/admin/settings/workflow<Setting procedure>
1. Enable the webhook action.
Check "Enable" and "Webhook action" of the Post Step Actions Feature, Set "Save".

2. Next, edit the domain permission list in "Domains of external systems to which rakumo is allowed tocommunicate".
Add the domain of the destination URL for the webhook. Please register the domain with an exact match.

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Wildcards with "*" (asterisk) cannot be specified.

This completes the preset settings.
Then set the action.

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21.3.2. Add a webhook action
Let's set the webhook action on the detail screen of the application form.
<Preparation>
Complete the application form and application route settings.
<Screen to operate>
rakumo Workflow Admin Console > Manage Forms
https://a-rakumo.appspot.com/workflow/admin/appform/<How to set the action>
1. Access rakumo Workflow Admin Console > Manage Forms and open the application form details screen
to which you want to add a webhook action.
2. Access rakumo Workflow Admin Console > Manage Forms and open the application form details screen
to which you want to add a webhook action.

3. Access rakumo Workflow Admin Console > Manage Forms and open the application form details screen
to which you want to add a webhook action.

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4. At the bottom of the page, you will see the Execution Settings section for Webhook Actions.
5. Enter an Action Name. (* 1)

6. In "When to Execute an Action", select which route step the action should be executed when theprocessing is completed. (* 2,3)

7. In "URL to send the POST request", specify the Webhook destination URL. (*4)

8. Finally, click Add Action.

This completes the action settings.
When the settings are complete, the set actions will be displayed in "Details of application route" on thedetails screen of the application template.

rakumo Workflow Administrator's Manual257* 1 "Action Name" is displayed at the action location on the route.
* 2 Candidates will see a list of steps in the application route associated with the application form. For
details of each step, see "Steps of Appl. Route" at the bottom of the page.
*3 When the processing in the step selected in "When to Execute an Action" is completed, the action is
automatically executed.
* 4 You cannot set URLs other than those registered in the domain that "Domains of external systems towhich rakumo is allowed to communicate" in rakumo Admin Console > Workflow Settings.
This completes the settings in the rakumo workflow.
Please apply and test the webhook action to use it.
The Japanese version of "rakumo Workflow Administrator Manual" introduces the flow of setting theworkflow builder of slack as an example of using the Webhook action.
We apologize for the inconvenience, but please refer to this as well.

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22. Frequently asked questions■ When you log in to the Workflow Admin Console, it says, "Privilege Error: You have no privileges
to view this page."Please tell us how to configure the settings to log in.
There are 2 types of users that can log in to the rakumo Workflow Admin Console(https://a-rakumo.appspot.com/workflow/admin).
1. Workflow Manager that can set all the features on the Workflow Admin Console.
For how to configure the settings, see "2.1. Registering users that can access the Workflow Admin Console(Workflow Manager)" in this manual.
2. Operator, who can set part of the features on the Workflow Admin Console (example use: Set to havethe employees in the accounting department manage only application forms related to accounting)
For how to set, see section "6.6 Setting Up the Operators for an Application Category" of this manual.
3. rakumo Admin, System admin. Users with this role can perform all operations in this console.(Someoperations require Google Workspace Administorator privileges.) For how to set, see section "9. Granting
administrative privileges to users and groups" of rakum General Settings Administorator’s manual.
■ Is it possible to delete an application form that a user has already submitted?

Yes. You can delete application forms that users have already submitted. Users that can delete application
forms are Workflow administrators and operators in the relevant application category. Note that regularusers cannot delete applications.
For how to delete, see [8.2.2 Delete applications] of this manual.
■ When I create a new application form, it says, "It is already registered."
The code you registered for an application form that you created before may be registered for a new
application form (includes forms that are already deleted).
Register newly created application forms with a new code.

rakumo Workflow Administrator's Manual259■ Does the order of the application route have to be from [Approval Step] to [Operation Step] to[Circular Step]? I would like to set it in the order from [Operation Step] to [Approval Step] or[Circular Step] to [Approval Step]
The order of the steps in the application route is "Approval" → "Operation " → "Circulation", and theorder cannot be changed. Thank you for your understanding.

■ Are there settings to publish approved application forms to users that are not in the route?
No. Only the users in the application route and administrators can check application forms that have been
submitted. There are no public viewing settings. We apologize for the inconvenience. Thank you for yourunderstanding.

■ Is it possible to delete the title of an application form and change it to another name?

At present, it is not possible to delete or change the [title] of application forms. Instead, you can configure
the settings for input character restrictions, input requirement settings, and pre-entered values.

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Appendix 1: Registering detailed user data
Register detailed information of the user to use in the rakumo workflow.
Registration of user's detailed information is performed using a CSV file.

<Preparation in advance>
Whether the user who wants to output to the CSV file satisfies the output conditions before performing
CSV file operations
Let's check it.
Only users who satisfy the following two points are output to the CSV file.

✓

The display status of the user is [Display]✓

Belongs to a group, and the display status of that group is [Display]

Users whose display status is [Not display], users who do not belong to a group, or Users who belong to agroup whose display status of group is [Not display] are not output to the CSV file.

→ You can check the group affiliation status of each user on the following screen.
rakumo Admin Console > Manage User > Display Settings > User Details→ You can set the display status of the user on the following screen.
rakumo Admin Console > Manage User > Display Settings
For details on how to set, see the Administrator's Manual [rakumo General] 6. Configuring the Display/Not
display settings for users.
→ You can configure the display settings of the group on the following screen.
rakumo Admin Console > Manage GroupFor setting method, see the Administrator's Manual [rakumo General] 7. Setting Group to Display/Not
display and Set the Priority of Group/User Display.

rakumo Workflow Administrator's Manual

261<Screen to operate>
rakumo Admin Console > Manage User > Detail Settings
https://a-rakumo.appspot.com/admin/users/-/profiles<Operation method>
1. In advance, execute Google Synchronization on the rakumo Admin Console > Google Sync.
https://a-rakumo.appspot.com/admin/gapps_sync※ Be sure to click［Synchronize］button by Google Workspace's special administrators of the Google
Workspace primary domain.
2. After completing the Google Sync, access the Manage User > Detail Settings.
https://a-rakumo.appspot.com/admin/users/-/profiles
3. Click the [Create CSV] button at the bottom of the screen.

4. The message "Started creating CSV. Please wait for a while until completion." Will be displayed.
- After waiting for a while, click → Reload.

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rakumo Workflow Administrator's Manual-When the creation process is complete, "Successfully created CSV file." is displayed.
5. Click » Download the recent created CSV file to download the CSV file.

6. Edit the content of the downloaded CSV file and save it.

※ If you use a CSV file to set the job title, manually add the Job Title Code column. (First time only)※ The latest setting status is output by downloading the CSV file after performing the "Create CSV"
operation.
In order to avoid unintended configuration changes, please be sure to download and edit the recent
created CSV after performing "Create CSV".
※ For the content of CSV file and input value of each column, please refer to Appendix 3: Setting of user

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information in rakumo, CSV file format.
7. Click [Choose file] under “Set User Detail Information” and select 6 CSV files.
8. Click the [Update] button.
※ If you click the "Update" button, the current registration will be overwritten.

9. The message "Saved user detail information temporarily. Please wait for a while until update
completion." is displayed.
Please wait a while and then click → Reload.

If the update is complete, "Completed importing CSV data." is displayed.

This completes registration of user's detailed information using a CSV file.

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Appendix 2: Editing registered detailed user data
We will show you how to edit the detailed information of the user used in the rakumo workflow.
The flow of operation is the same as the registration procedure.
<Screen to operate>
rakumo Admin Console > Manage User > Detail Settings
https://a-rakumo.appspot.com/admin/users/-/profiles<Operation method>
1. In advance, execute Google Synchronization on the rakumo Admin Console > Google Sync.
https://a-rakumo.appspot.com/admin/gapps_sync※ Be sure to click［Synchronize］button by Google Workspace's special administrators of the Google
Workspace primary domain.
2. After completing the Google Sync, access the Manage User > Detail Settings.
https://a-rakumo.appspot.com/admin/users/-/profiles
3. Click the [Create CSV] button at the bottom of the screen.

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4. The message "Started creating CSV. Please wait for a while until completion." Will be displayed.
- After waiting for a while, click → Reload.

-When the creation process is complete, "Successfully created CSV file." is displayed.

5. Click » Download the recent created CSV file to download the CSV file.

6. Edit the content of the downloaded CSV file and save it.

About Users Output to CSV File at Update
If you have uploaded a CSV file to rakumo even once, the newly created and downloaded CSV file from the"Create CSV" button contains the following data:

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rakumo Workflow Administrator's Manual(1) A user whose detailed information is registered in a CSV file (The same as the data contents that can be
downloaded from "» Download user detail information")(2) Users newly imported into rakumo and users newly added to the group(1) For users whose detailed information has already been registered in a CSV file, the A column "Update"in the CSV file is blank.
Even for the user corresponding to (1), "D" is output to the A column "Update" in the CSV file for thefollowing users.
Users deleted from affiliation group, Users who were already in a deleted group, Users who have alreadybeen deleted, Users who are not originally in rakumo(2) "A" is output in the "Update" column in the CSV file for users newly imported into rakumo or newly
added to a group by Google Sync.
Please update and edit this user's information on the CSV file. As "A" is a mark to the last, delete it and"Update"
The column should be blank.

[About the handling of the user line described as "D" in the "Update" column in the CSV file]
The data described as "D" in the "Update" column when uploading a CSV file is not imported into rakumo.
If you do not need user data in the "D" line, leave the user data in the "D" line on the CSV as it is, or delete
the user data in the "D" line and upload.
If you want to keep the user data of “Update” column “D” on CSV, leave “Update” column blank, add“Protected” column newly in CSV, enter “1” and upload please. The next time you create a CSV, the"Update" column will output blanks, not "D".
* The latest user display / non-display, priority organization, and license allocation status are output only
to the CSV file downloaded by performing the "Create CSV" operation. To avoid unintentional settingchanges, be sure to download the last CSV created after executing "Create CSV" and edit it.
* However, for the "Job Title Code" column, "Contents uploaded last time in CSV" is always output. The
latest job title setting information cannot be output to the "Job Title Code" column.
※ The latest setting status is output by downloading the CSV file after performing the "Create CSV"
operation.
In order to avoid unintended configuration changes, please be sure to download and edit the recent
created CSV after performing "Create CSV".
※ For the content of CSV file and input value of each column, please refer to Appendix 3: Setting of user

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information in rakumo, CSV file format.
7. Click [Choose file] under “Set User Detail Information” and select 6 CSV files.
8. Click the [Update] button.
※ If you click the "Update" button, the current registration will be overwritten.

9. The message " Saved user detail information temporarily. Please wait for a while until update
completion." is displayed.
Please wait a while and then click → Reload.

If the update is complete, "Completed importing CSV data." is displayed.

This completes updating user details using a CSV file.

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Appendix 3 The format of the CSV file to set up user data in rakumo
Use a CSV file for the data to import detailed user data settings into the rakumo Workflow. To edit files,
use Microsoft Office Excel and other spreadsheet software. The items required for the CSV file are as
follows:○ is used in the Workflow.
Item name(Maximum number ofcharacters that can be

Description

Workflowentered: 256)

UpdateStatus updated by the synchronization of Google Workspace*1

User ID[Required] The email addresses of the users registered with○

Google Workspace *2
Family Name

Last name○

Given NameFirst name○

Family Name Yomi

Pronunciation of last name (Hiragana, Katakana) *3○

Given Name Yomi

Pronunciation of first name (Hiragana, Katakana) *3○

Company

Company Name *4Company Yomi

Pronunciation of name of company (Hiragana, Katakana)

Department Email[Required] Department Email *2○

Department

Department○

Job Title

Job Title *3○

Birthday

Date of birth displayed in Contact

Business AddressCompany address displayed in Contact

Business Phone

Company Phone Number displayed in Contact

Business Phone Extension

Business Phone: Extension Number displayed in Contact

Business Fax

Business Fax Number displayed in Contact

Mobile Phone

Mobile Phone Number displayed in Contact

E-mail Address

Email address displayed in Contact

E-mail 2 Address

Email address displayed in Contact

E-mail 3 Address

Email address displayed in Contact

Employee Number

Employee Number *3○

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Primary

Settings for priority organization *4○

Display

Configuring the display/not display settings for users○

Calendar Enabled

Calendar license assignment *4

Contacts Enabled

Contact license assignment *4

Workflow Enabled

Workflow license assignment *4

TimeRecorder EnabledTime Recorder license assignment *4

Board Enabled

Board license assignment *4

Expense EnabledExpense license assignment *4

Attendance Enabled

Attendance license assignment

Protected

Set whether to keep user data of the row of "D" in "Update"○column in CSV. *4

Job Title Code

Post code of [Post, Position Settings] *6*1 A (Added): Users that are newly imported into rakumo and users that are newly added to groups
D (Deleted): Users deleted from their groups, users who were members of already deleted groups,
already deleted users, and users who have never existed in rakumo.
Blank: Users whose detailed data are already registered in the CSV file other than blank, A, and D
You can also upload files by deleting Column Update.
*2 Make sure to register the "User ID" column and the "Department Email" column in lower case letters.
*3 You can display this user data when setting the [Text Input] in the application form.
*4 For the settings, see the Administrator's Manual [rakumo General].
*5 To leave the user data in Row D, Column Update in the CSV file, enter "1."
You can also upload files by deleting Column Protected.
*6 See 7.7.3 Assigning a User to a Job Title. Please check the following notes when performing job title
operations using the "Job Title Code" column.
■ About the output of the "Job Title Code" column-The "Job Title Code" column does not exist in the CSV file in the initial state. This column is used bymanually adding when editing CSV when batch assignment of job titles is performed in a CSV file. (Theposition of the column at the time of addition does not matter. For the sake of clarity, we recommend that

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you add it to the end of the existing column.)-If you add the "Job Title Code" column, the "Job Title Code" column will be output when you create a CSV
file. However, if the "Job Title Code" column is deleted and uploaded, the "Job Title Code" column will not
be output when creating a CSV file.
-The value output in the "Job Title Code" column is always the "Job title code specified in the previously
uploaded CSV file".

■ What you can do in the "Job Title Code" column
In the "Job Title Code" column, you can perform two types of operations using the job title code.

A. Creating and assigning new job titles:
By entering a job title code that is not registered in "Manage Job Titles", you can "Create a new job title +Assign a new job title to the user who entered the job title code".
For newly created positions in the "Job Title Code" column, "Job title" and "Job title" are not set.
After uploading the CSV file, open the (untitled) job title edit screen from the "Job title and job title
settings" screen, and change the name and specify the job title.
B. Bulk assignment of existing job titles:
By entering the registered job title code in "Manage Job Titles", you can "Replace the existing job title
assignment status with the registered contents of the CSV file".
If you specify a registered job title code, all user assignments for that job title will be replaced by thedefinitions in the CSV.
(Example: If you upload a CSV file that specifies Mr. D and Mr. E as the "manager" when the assignment
status of the existing position "manager" is Mr. A, Mr. B, and Mr. C, the "manager" is Mr. D. Only Mr. E.)

If you upload a CSV that does not have the "Job Title Code" column, or if you upload a CSV that has all thevalues in the "Job Title Code" column blank, the user assignment of the job title will not change.

■ What you can't do in the "Job Title Code" column
The following operations cannot be performed in the "Job Title Code" column. Please note.

Output the job title setting status at the time of CSV file creation in the "Job Title Code" column.
When creating a CSV file, the "Job Title Code" column contains the "Job title code specified in the previous
CSV file".
It is output as a value. The latest setting status cannot be output.

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To prevent unintentional setting changes, please consider performing one of the following operations.
a) Job titles should be assigned using CSV files, and manual assignment should not be performed.
b) Please use it after confirming that the job title assignment status on the CSV file matches the current
job title setting status.
Leave all "Job Title Code" columns blank to reset the job title assignment status.
For positions where the position code does not appear in the CSV file, the position assignment status will
not be changed.
If you want to reset the assignment status of all job titles, please cancel the assignment manually from the
management screen.
Also, if there is a job title that is no longer needed, delete it from the management screen or cancel theuser assignment.

Create columns for all the items when creating a CSV file. Leave blank the fields for items that are
not required in the Workflow.
To assign a user to a post, add the "Job Title Code" column. See "7.7.3 Assigning a User to a Job
Title " for more details.

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Appendix 4: Request Regarding Automated Notification Emails fromWorkflowThe

senderemail

addressofautomated

notification

emailsfromrakumoWorkflow(notifications@rakumo.com) may change in the future. We request that you configure your email sorting
settings based not on the email address but on subject.

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Appendix 5 A quick reference to what a user with administrative privileges
can doIntroducing the operations that can be performed when any authority is assigned in Google Workspace orrakumo.
⚫

Whether you can perform the operations required to use rakumo with the Google Admin Console.

You need a Google Workspace Super Admin role (or a role that can perform each operation).
You cannot use or operate various setting menus on the Google Admin Console in each role set in"Administrator Settings" of rakumo.
◯:Possible,

×: Impossible
Super Admin

Groups Admin

User Management

Services Admin

rakumo Admin

Admin
Access the Google

◯

◯

◯

◯

×

◯

×

◯

×

×

◯

◯

×

×

×

◯

×

×

×

×

◯

×

×

◯

×

Admin Console
Create / update /delete users
Create / update /delete groups

API control

Creatingbuilding

resources⚫

The role of Google Workspace administrator who can set rakumo on the rakumo management screen

Only "Super Admin" can set rakumo on the rakumo management screen * 1,2

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The "Super Admin" can perform both the setting operations on the Google Admin Admin and theoperations on the rakumo administration screen, which are necessary to use rakumo.
We recommend that you assign the "Super Admin" role to the person in charge of managing rakumo.
* 1 Users who do not have the administrator role of "Super Admin" can also set rakumo except for some
operations by separately setting the role on rakumo in "Manage Roles" on the rakumo management
screen.
* 2 Even if you set the role on rakumo in "Manage Roles" on the rakumo management screen, there aresome settings that require Super Admin privileges for operation.

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Operations that can be performed for each role of the administrator on rakumo

The various setting menus of rakumo that can be used by Super Admin of Google Workspace and users
with each role set in "Manage Roles" of rakumo are as follows.
◯：Possible, △：Can be operated conditionally, ×：Impossible
GooglerakumoWorkflow

Operator of

Board

ExpenseAttendanceWorkspace

Admin

Admin

application

Admin

Admin

Admin

Super

category

Admin
Access the rakumo Admin

◯

◯

◯

×

◯

◯

◯

Google Sync

◯

×

×

×

×

×

×

Organization Name

◯

◯

×

×

×

×

×

Manage Licenses

◯

◯

×

×

×

×

×

Manage Users

◯

◯

×

×

×

×

×

Manage Groups

◯

◯

×

×

×

×

×

Manage Job Titles

◯

◯

×

×

×

×

×

Manage Roles

◯

◯

×

×

×

×

×

Display Settings

◯

◯

×

×

×

×

×

{Product name} settings * 1

◯

◯

◯

×

◯

◯

◯

Change calendar sharing settings

◯

×

×

×

×

×

×

Access the Workflow Admin

×

◯

◯

△*3

×

×

△ *4

Access the Expense Admin Page

◯

◯

×

×

×

◯

×

Displaying the Attendance

△*5

△*5

×

×

×

×

◯

◯

◯

×

×

×

×

×

ConsoleConsolemanagement menu
Gadgets

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rakumo Workflow Administrator's Manual* 1 Google Workspace Super Admin / rakumo admin can set all products under contract, and {productname} administrator can set only matching products. (Example: If you are a workflow administrator, you
can only set the workflow)* 2 To use the Workflow Admin Console, Google Privileged Administrator users must assign {productname} administrator privileges and a license for the target product. If you want to use the expense charge
screen or the Kintai management menu, you need to assign a license for the target product.
* 3 "Operator of application category" has management authority for the application category set as the
person in charge of operation.
On the Workflow Admin Console, you can operate only for the target application category.
* 4 The "Attendance Admin" has the authority of the person in charge of operations for the application
category "rakumo Attendance application".
On the Workflow Admin Console, you can only operate the application category "rakumo AttendanceApplication".
* 5 Only when one or more "Attendance Admin" is set, the Google Workspace Super Admin and rakumo
administrator can display the Attendance management menu.
* 6 This table summarizes whether or not the operation can be performed as of January 2022. Due tospecification changes, there is a possibility that the operations that can be performed by eachadministrator will increase. Please note.