※Whether the approval flow is available or not depends on your plan. If you would like to use this feature, please contact our Sales/CS member in charge of your company.
1: Overview of the Approval Flow Feature
2: Approval Process (Actions by Applicant)
3: Approval Process (Actions by Approver)
5: Issuance of Approval Certificate
6:About Notification Settings
7: Restrictions on Editing and Deleting Applications
Using the Approval Workflow Feature on Mobile
8:How to Submit Custom Report Approval Requests on Mobile
9:Resubmitting a Custom Report on Mobile
10:Canceling a Custom Report Approval Request on Mobile
11: Approving applications with your smartphone
12: Return to the applicant via smartphone
13: Operation when approval conditions are met
14: Issuing a certificate of approval with a smartphone
1: Overview of the Approval Flow Feature
What is Approval Flow?
This feature allows you to obtain step-by-step approval from supervisors or stakeholders for documents and reports. The entire process, from application to approval, can be centrally managed within the system, helping to prevent missed confirmations.
Approval flow available features
・“Documents” in KANNA Project
・“Custom Report” in KANNA Report
2: Application Process (Actions by Applicant)
2-1: Submitting a Document for Approval
You can submit a document for approval from the following screen of "Documents".
2-2: Submitting a Report for Approval
You can submit a report for approval from the following screen of "Custom Report".
2-3: Entering Approval Application Information
To apply for approval, please fill out the following fields and submit them.
Application Name：
Enter a name that will be recognizable to the approver, such as the document or report name.
Approver：
Select the approver(s). The members of "Project Admin" are selected by default. Uncheck if not required.
Conditions( of Approval)：
Set the condition to proceed to the next approval step: either "All Approvers" or "One-person Approver".
Once this condition is met, you can either finalize the approval or select the next approver.
Approval Due Date:
You can set the date by which the approver must approve the application.
Comment：
You may enter a comment (optional).
2-4: Canceling an Application
Until the final approval is completed, the applicant can cancel the application. After final approval, only the final approver can perform the cancellation.
2-5: When an Application is Sent Back
If the application is sent back, you need to revise the document or report and re-submit.
3: Approval Process (Actions by Approver)
3-1: Approval List Screen
On the approval list screen, you can manage applications you submitted and those requiring your approval.
By checking [Applications Requiring Action], you can filter applications that you need to respond to.
3-2: Approving an Application
You can approve an application from the following screen. Review the content and press "Approve" button.
3-3: When Approval Conditions are met
When the specified condition ( "All Approvers" or "One-person Approver") is met, you can choose to either:
・Mark as Final Approval
If you press ”Mark as Final Approval”, the approval process is completed.
・Specify Next Approver
You can designate the next approver and set the approval conditions.
Approvers can also be selected from members other than the project manager.
Note: Limited to members belonging to the applicant’s company.
3-4: Sending Back an Application
If there are issues with the submitted application, you can send it back.
4: About Approval Statuses
Pending：
The applicant has requested approval, and final approval has not yet been granted.
Returned：
The application has been returned by an approver.
Approved (Final)：
The application has received final approval.
Canceled：
The application has been canceled by the applicant or approver.
Void：
The application has become invalid because the related project was deleted.
5: Issuance of Approval Certificate
Only "Documents" that have received final approval and are saved in PDF format can be issued as proof of approval. *"Custom Report" is not covered.
Open the PDF document that has received final approval and click either “Open Browser” or "Download.
A certificate of approval will be issued on the last page of the PDF file.
The same certificate will be issued regardless of whether you select “Open in Browser” or “Download”.
6: About Notification Settings
When the application is received.：
(Approver) A notification is sent when an application is assigned to you.
When the application is returned.：
(Applicant) A notification is sent when your application is sent back.
(Approver) All approvers except the one who sent it back will receive a notification.
When the application has received final approval.：
(Applicant) A notification is sent when your application receives final approval.
(Approver) All approvers except the one who gave the final approval will receive a notification.
7:Editing/Deleting Restrictions during Approval Process
While an application is in progress, the following actions are restricted:
・Editing a custom report
・Moving a custom report to a different folder
・Changing the version of a document
・Renaming the document, moving it to another folder, or editing comments
・Deleting the custom report or document
However, if the application is returned, the applicant can revise the report or update the document.
To delete a report or document, follow these steps:
How to delete reports/documents under application or already finally approved:
・If the application is in progress:
The applicant must cancel the application before deletion is allowed.
・If the application is finally approved:
The final approver must cancel the application before deletion is allowed.
Using the Approval Workflow Feature on Mobile
※As of June 1, 2025
Approval flow function is available in “Forms” of KANNA Report.
Approval requests for “Documents” are not supported. Please operate the application for documents on the web.
What you can do with your smartphone (applicant)
・Sending approval applications for forms
・Sending a reapplication when a form is returned by an approver.
・Cancel your own approval application
・Approval operation by an approver
・Rejecting a form by an approver
・Final approval application by an approver and designation of the next approver
8:How to Submit Custom Report Approval Requests on Mobile
To submit a custom report approval request on a smartphone, tap "Request Approval" from the "..." menu on the custom report screen.
On the submission screen, enter the following items and submit the request, just as you would on a PC.
Application Name：
Enter a name that will be recognizable to the approver, such as the document or report name.
Approver：
Select the approver(s). The members of Project Admin are selected by default. Uncheck if not required.
Conditions (of Approval)：
Set the condition to proceed to the next approval step: either "All Approvers" or "One-person Approval".
Once this condition is met, you can either finalize the approval or select the next approver.
Comment：
You may enter a comment (optional).
9:Resubmitting a Custom Report on Mobile
When a custom report is returned by an approver, the applicant can resubmit it from a smartphone.
Please review the comment, make the necessary revisions to the custom report, and then resubmit it.
To do so, open the approval request details from the custom report screen and tap the “Re-submit” button.
10:Canceling a Custom Report Approval Request on Mobile
You can cancel a custom report approval request from your smartphone (as long as the status is not Approved (Final)).
To cancel the request, open the approval request details screen and tap the “Cancel Application” button.
11: Approving applications with your smartphone
You can approve applications with your smartphone. When an application is submitted for approval by an applicant, a notification is sent to the approver, so please check the forms to be approved from the notification. The “Approve” button is only displayed to the approver who needs to respond to the approval. (The same applies to the “Send back” button.)
12: Return to the applicant via smartphone
You can return the form to the applicant via smartphone. You can send the application back to the applicant by pressing the “Send back” button. The “Revert” button is only displayed to the approver who needs to approve the application. (The same applies to the “Approve” button.)
13: Operation when approval conditions are met
As in the Web version, specify either “Make final approval” or "Specify the next approver
Set “Final Approval”
“Marl as Final Approval” button completes the approval of the application.
Specify the next approver
When you select the next approver and set the approval conditions, you can request a new approver to approve the application.
The approver can be selected from members other than the person in charge of the form.
(*Only members who belong to the company from which the form was created can be selected.
14: Issuing proof of approval on a smartphone
You can issue a proof of approval in the same way as the web version.
In PDF format, select the document that received the final approval.
Click either “Open Browser” or “Download.”
A proof of approval will be issued on the last page of the PDF file.
A certificate of approval will be issued.
The same certificate will be issued regardless of whether you select “Open in Browser” or “Download”.