Personal Information Transfer Process

/ Workflow Apps / Google Sheets API v4, Google Workspace, Information Control

Personal Information Transfer Process 20220420
This workflow is for authorizing permission for personal information to be taken out of the system. Authorization is automatically recorded in the control ledger (G sheet). When a return check is performed, the work result is automatically updated.
Worker (#of Swimlane: 3)
  • Employee
  • Group Leader
  • General Affairs Department
Business Flow (Complexity of Workflow: 15)
  • 11. Application
    • An employee applies to take out personal information.
  • 14 1x. Resubmission
  • 22. Approval
    • The applicant’s department head will approve the application.
  • 53. Return report
    • The applicant reports the return of their personal information.
  • 74. Return confirmation
    • A staff member from the General Affairs Department will record the confirmation of the return of the personal information.
  • 13x0. Set Title
    • The workflow platform will set the subject.
  • 10x1. Status: Transfering
    • The workflow platform updates the status of the extracted information.
  • 4x2. Transfer record
    • The workflow platform records the application details in a Google sheet.
  • 11x3. Status: Returning
    • The workflow platform updates the status of the extracted information.
  • 15x4. Return record
    • The workflow platform records the return status in a Google sheet.
  • 12x5. Status: Returned
    • The workflow platform updates the status of the extracted information.
  • 8x6. Return record
    • The workflow platform records the return confirmation results in a Google sheet.
Workflow Diagram (click to open)
Business Process Variables (#of Data Item: 16)
  • ◆ Application Contents 13
  • Document Nameq_document_name0
    • The document name of the personal information to be taken out is stored.
  • Transferring Staffq_take_out_staff2*
    • This stores the person who has provided personal information.
    • ${processInstance.initQuserId}
  • Transfer Dateq_take_out_date1*
    • The date on which personal information was taken out is stored.
    • processInstanceStartDatetime
  • Scheduled Return Dateq_scheduled_return_date4*
    • The expected return date of the personal information taken out is stored.
  • ◆ Spacer（1/2） 14
  • Reason for Taking Outq_take_out_reason7
    • The reason for withdrawal is stored.
  • Remarksq_note8
    • This stores important points to note when taking out or returning items.
  • ◆ Return Record 15
  • Return Dateq_return_date5*
    • The return date of the personal information taken out is stored.
  • Return Confirmation Date q_return_check_date 11 *
  • Communicationq_communication10
    • The communication results at the time of application and approval are stored.
  • Approverq_authorizer3
    • The staff member who approves the take-out is stored.
  • Return Confirmation Staffq_checker6
    • The staff member who will confirm the return is stored.
  • Statusq_status9
    • The status from transfer to return is stored.
  • Record Line Number (G Sheet)q_row_number12
    • The row number of the Google sheet where the application was recorded is stored.

Field Name, num, Initial Value

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Notes

  • You need to associate the Swimlane settings according to your organizational structure upon import
  • Retention due to “Scheduled Return Date” (Timer Intermediate Event)
    • The “3. Return report” Step will not proceed until the “Scheduled Return Date” specified in the “1. Application” Step.
  • “x2. Transfer record”
    • Add a row to the Google Sheet and store the application information (including the status).
  • “x4. Return record” and “x6. Return record” automatic processing steps
    • Updates the “Status” column (column I) of the Google Sheet
      • “x4. Return record”: “Returning”, “x6. Return record”: “Returned”

Capture

See also

Google スプレッドシート: 行追加
Google スプレッドシート: 行更新

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