What is Workspace?

Workspace is a service that optimizes content management in the visual production flow. By using this service, you can manage the status of production content and proofing history in one stop. It also allows for data sharing and deployment to those involved in the project. We provide a safe and efficient environment for project Management, produce progress management and quality control.

Application is required to use this service. If you would like to use this service, please contact the following for further information. A sales representative will contact you shortly.
shelf-info@amana.jp

Workspace Permissions

Availability of some functions within workspace is restricted by user permissions in library, as well as by settings in workspace.

■ Functions available for workspace users
・Browse/search content
・Enter/view proofs
・Add comments/remarks
・Proofing request
・Proof comparison
・Print to PDF with proofing history
・Share page link
・Contents comparison
・Register to Favorites

■ Functions available for workspace administrators/site administrators for library.
・Edite workspace
・Setting to hide folders

■ Functions available for users with permissions set in the library’s user settings.
・Create workspace (permission to create workspace required)
・Add/edit/move folders (permission to create folders required)
・Register/move/copy content (permission to register content required)
・Download (permission to download required)
・Send (permission to send required)
・Create PDF (permission to create PDF required)
・Share favorites (permission to share favorites required)

To check user permissions in library, please see the following instructions.

1. In the upper right corner on the Library page, click [User Menu] > [Admin Menu] > [Manage Users], in sequence.
2. Click on the row of the user for whom you want to check the permissions in the user list on Manage Users page.
3. Check [Role] setting on User Details page.
4. Then, select [Manage Role] and check the permissions set for the roles you have identified in step 3.

*Available to Site Managers only.
*Administrator menu is available in Japanese and English only. If you select another language site, please log in again to the Japanese or English site.

Basic Main Screen

1. Click the “Workspace” tab on the content menu pege.

2. A list of Workspace will appear and you can click on the workspace you want to use.
   The workspace list can be selected to show “On Access Period”, “End” or both options.  

1. *Basically, workspace that has been closed for less than a month will be visible as “End” , and that which has been closed for more than a month will be automatically deleted. However, you can save them according to the setting. For details, see Delete Workspace on Create/Edit/Delete Workspace.

You can also click [Detailed Search] to search by title, access period, comments, or user name.

* For multilingual sites, the search text for title and user name will be in Japanese/English as set when registering.

*The list shows only the workspaces in which you are registered as a member.However, site administrator can see and operate all workspaces.
*Click [Edit] to change workspace information. Only site administrator and workspace administrator can see the edit button. For other members, the button is changed to [View] and they can only check the information.

*If you access workspace details directly from the content menu page, click the edit button in the center of the page. Only site administrators and workspace administrators are allowed.

3. Workspace opens up.
   *Workspace can be created three levels of folders, and the top level folder can have five different colored icons.
   *For details on folders, please refer to Add/Edit/Delete Folder.

4. You can register your comments on the content menu page. Enter your comment in the comment box at the bottom of the menu and click on [Send] icon. Click on [Refresh] icon to check the new comments (It will not automatically update while you are logged in).
   To delete a comment, click the [Trash] icon in each comment field.

*You can only delete comments that you have registered by yourself.

5. When you register a comment, a notification email will be sent to members of the workspace.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Create] button at the bottom of window.

6. Click on the thumbnail of the content in the content menu page to open the content’s information page.
   On the content’s information page, you can use the buttons on the right side of the preview to proof, request proof, compare proofs, generate PDF, download, send, and issue share link. Please note that these buttons shown will vary depending on the user’s authorization.You can move to the content’s information page of the contents that were listed back and forth in the content menu page by clicking the page feed button on the upper right.Click on [Refresh] icon to check the new comments (It will not automatically update while you are logged in).

Also, mouse over the screen control panel operate it and you can change the display zoom size.

【Edit/View Authorization for workspace】
On the right side of the workspace window that appears in step 2 above, you will see the permissions set for each workspace (“Edit” or “View”).

• Edit : You are registered as a workspace administrator and can edit the settings.
• View : You are registered as a member. You can check your registration information, but you cannot edit it. Members can also add folders and register content.

*Depending on the user permissions registered in Library, operations such as adding folders and registering contents may not be possible.

Create/Edit/Delete Workspace

【Create Workspace】

1. Click the “Workspace” tab on the content menu page.

2. When the Workspace window appears, click the “Create Workspace” button at the bottom.

3. Set workspace.

1. • Title/Open Period/Comments
     The title and open period are required, and entering a comment is optional.
   • Eｍail Sending Settings/Notification of New Workspace Creation
     If checked, notification email will be automatically sent to the members. This setting can only be applied to each workspace you create and cannot be applied to individual users.
     *There are two types of notification for comment registration: 1. Notification of Comment Registration (Menu page) is notified when a comment is registered in the comment field in the lower left corner of the list screen, and 2. Notification of Comment Registration (Content Information Page) is notified when a comment is registered in the comment field on the right side of the detailed screen that opens by clicking on the content.
   • Proofing Request
     Enter the maximum number of days to set the maximum proofing period for the proofing request. Please refer to [Proofing Request to Non-shelf Users] for the details about the proofing request.
   • Data Management Setting
     If you check the “Keep all data after the end of access period.” checkbox in Data Management Setting, you will be able to access workspace even after one month from the end of the access period. The icon will be shown only for the content that is currently being requested for proofing, and will disappear when the request period ends.
     If you do not check this box, workspace will be automatically deleted after one month from the end of the access period. For more details, please refer to [Delete Workspace].

* For multilingual sites, Japanese/English setting fields are displayed for Title, and settings for two languages can be available.

If you log in to non-Japanese language sites, those set to [English] will be displayed. If you use the automatic translation function, a [Translation] button will appear, and clicking it will display the translated text. You can also modify the text.

4. Select a member and click the Create button to create a workspace. You can search for the members you want to register in Workspace with [Search shared members].
   Select a company name or enter a name, and then click [Search users] to see the users who can use Workspace.
   Tick Member/Administrator checkbox on the right side of the search result list. Select one according to the access permission you want to give to each member.
   Click [Create] button, and then a workspace will be created.

*Workspace members can be selected from among the users who are initially registered in shelf and are allowed to use workspace. If the user you want to add does not display, please check [Library and Workspace Setting] under User Details in Manage Users.
* For multilingual sites, the search text will be in Japanese/English as set when registering as a user.

*[person icon] in the “Open” column is displayed to the workspace creator.

*Regardless of the User permission in the shelf, any member who checks the box for Administrator can make changes to their workspace information.

5. When a new workspace is created, a notification email will be sent to users who have registered as members.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Create] button at the bottom of window.

【Edite Workspace】

1. Click the “Workspace” tab on the content menu page.

2. When the Workspace window appears, click the “Edit” button at the bottom.

If you have already selected workspace and opened the content list, click [Workspace Details] on the left side of the screen, and then click the [Edit] button in the center of the page.

3. When the “Create/Edit Workspace” window is opened, change the items you want to edit.
   • Adding member
     Select the members you want to add in [Search shared members].
   • Deleting member
     Uncheck the access permission (Member/Administrator) on the right side of the registered members list.
     *You can also change a member’s access permissions here.
     *The workspace creator cannot be changed his/her access permission.
   • Extending open period of the workspace
     If you want to extend the workspace open period, please change the end date. Only the end date of the access period can be edited until one month after the access period. below.
   • “Keep all data after the end of access period”
     *If “Keep all data after the end of access period” is checked, the data can be still available for browsing after one month has passed from the access period end. The system administrator or Site Manager can also change the access period end.

4. Click [Save] when you have completed your entry.

5. If a new member is registered, a notification email will be sent to the newly added member.
   If the registered member is deleted, a notification email will be sent to the deleted member.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Save] button at the bottom of window.

【Delete Workspace】
The workspace cannot be deleted by operation.

A notice mail will be sent to the workspace admin and the creator both 14 days and 1 day before the end of open period.

You can access workspace until one month after the end of access period. After this period, the data management conditions will differ depending on workspace settings.

1. Checked “Keep all data after the end of access period”

If you check “Keep all data after the end of access period.” checkbox in Data Management Setting, workspace will be saved and accessible even after one month from the end of the access period indefinitely.

However, after one month from the end of the access period, only the system administrator or site administrator can edit the workspace information. Members who do not have editing permission can only reference the workspace information. 

Only “Register to Favorites” and “Contents Comparison” are available for data operations. You cannot proceed with the following operations:

– Content Registration
– Enter/edit comment on the content menu page.
– Enter/edit proofing.
– Enter/edit comment in the proofing window.
– Delete Record
– Update Remarks
– Downloading
– Sending
‐‐Proofing Request

2. Unchecked “Keep all data after the end of access period”

If you do not check “Keep all data after the end of access period.” checkbox, workspace will be automatically deleted after one month from the end of the access period.
Please refer to [Create Workspace] for more details about data management setting.

<Extension and editing after the access period ends>

To extend the access period, change the end date on Create/Edit Workspace window. Only the extension of the end date can be edited even after the access period ends before it is deleted. Also, if you want to change other items after the access period is expired, you can edit them by setting the end date to a date in the future and changing the workspace to the active status at once.  Please refer to [Edit Workspace] for details on how to edit.

*If “Keep all data after the end of access period” is checked, the system administrator or site administrator can edit the access period end date even after one month has passed from the access period end.

Add/Edit/Delete Folders

【Add Folders】

1. Click [Gear Icon] to the right of the “Library/Workspace” tab in the upper left of the screen.

2. Click icon to the right of the workspace name, and click [Add].

* When you click icon next to the folder name and select [Add], a folder of the lower level will be created in the folder.

3. Set Set folder name, label, and display availability.
   • Folder Name
     For multilingual sites, input fields are created according to the number of languages, and an error will occur if you do not input all of the fields.
     If you use the automatic translation function, a [Translation] button will appear, and clicking it will display the translated text. You can also modify the text.
   • Label
     If entered, it will appear at the beginning of the folder name and on the thumbnail (only the top level folder can be set).
     You can also set the color from “Color” pull-down menu.
     See Label View for details.
   • Display/Hide
     The “Display” and “Hide” radio buttons are displayed only to the administrator. Folders with [Hide] checked are only visible administrators, and icon will appear on the right side of the folder name.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

【Edit Folders】

1. Click [Gear Icon] to the right of the “Library/Workspace” tab in the upper left of the screen.

2. Click icon to the right of the workspace name that you want to edit, and click [Edit].

3. Set Set folder name, label, and display availability.
   • Folder Name
     For multilingual sites, input fields are created according to the number of languages, and an error will occur if you do not input all of the fields.
     If you use the automatic translation function, a [Translation] button will appear, and clicking it will display the translated text. You can also modify the text.
   • Label
     If entered, it will appear at the beginning of the folder name and on the thumbnail (only the top level folder can be set).
     You can also set the color from “Color” pull-down menu.
     See Label View for details.
   • Display/Hide
     The “Display” and “Hide” radio buttons are displayed only to the administrator. Folders with [Hide] checked are only visible administrators, and icon will appear on the right side of the folder name.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

【Delete Folders】

3. Click [Gear Icon] to the right of the “Library/Workspace” tab in the upper left of the screen.

2. Click icon to the right of the workspace name that you want to delete, and click [delete].

3. Delete folder will be opened. Confirm and click [Delete].

*Please note that it is not possible to restore a folder once it has been deleted.
*Folders that contain content cannot be deleted.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Label View

【Label (icon)】

You can change the display content of the label at the beginning of the line and in the thumbnails of the folder names. The followings can be changed.

• Name of Label
• Color (Black/Blue/Yellow/Green/Purple)

Please refer to Step 3 of “Edit Folders” in Add/Edit/Delete Folders to change the icon view.
*Labels can only be added to the top level folders.
*Labels must be within 8 characters.

If you do not want to display the labels , you can register only the “folder name” in the procedure of editing the folder, leaving the label name blank and not selecting the color.

* For multilingual sites, input fields are created according to the number of languages. However, if you input a label for only one language and execute it, the same label will appear in the other languages site. Then, if you change the label for another of any language, only that language will be switched.

【NEW Icon】

When new content is registered, it will be automatically flagged as new content and [NEW icon] will be displayed. It will be displayed for the same period set by the site administrator in Library.

Please refer to Viewing Site Settings for the details.

Content Registration and Deletion

【Content registration】

1. 1. Select the folder to register the content, and click the [Register Content] icon in the header.

2. Either drag and drop or copy and paste the content you want to register into the registration area which appears. Alternatively, you can select the content by clicking [Select File and Upload] button at the bottom of the registration area.

3. The file name will be displayed in the contents registration area. If you want to change the file name of the data to be registered, click on the file name and rename it.
   *Registration from “Select File and Upload” does not support renaming.
   *In Windows, if the file name is too long or contains forbidden characters, it may cause an error when downloading. Please refer here for details.

4. After selecting the content, click [Register].
   A progress bar showing % complete will appear for each item of content. If Cancel Registration is clicked during this process, only files which have 100% completed uploading will be registered to the site.

5. Once the content has been registered, [Close] button will be displayed, and click [close] to complete registration.
   When the content is registered, a notification email will be sent to members of the workspace.
   *For folders set to be hidden, only site administrator and workspace administrator can be notified.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Save] button at the bottom of window.

6. Click the thumbnail of the registered content on the content menu page to open the content’s information page. In the content’s information page, you can use the buttons on the right side of the preview to perform operations.You can move to the content’s information page of the contents that were listed back and forth in the content menu page by clicking the page feed button on the upper right.Click on [Refresh] icon to check the new comments (It will not automatically update while you are logged in).

*The registered video contents can be previewed for up to 30 minutes.
* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

【Content Deletion】

1. Click the thumbnail of the content you want to delete on the content menu page.

2. When the content’s information page opens, click [Delete Record] at the bottom right of the window to delete the content.
   *Please note that it is not possible to restore a content once it has been deleted.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

*The content that is currently being requested for proofing cannot be deleted. If you need to delete the content, cancel the proofing request first and then delete the content. Click here for details about the proofing request.

Content Registration Requests

Content Registration Request is the same operation as Library.
For more details, please refer to Registering Content by Non-Shelf Users.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Copy and Move Content

There are two methods to copy content as follows:

• Dragging and Dropping
• Using the checkboxes

*You can only copy between workspace and Library folder. It cannot be moved.
Also, if you are not the site administrator, only workspaces in which you are registered as a member will be shown as the copy destination.

*Contents cannot be moved or copied to another workspace.
You can only move or copy content if the source and destination workspaces are the same.
In the case of hidden workspace folders, only the site administrator and the workspace administrator can find them.

*If you copy video content from Workspace to Library, you can preview the video in Library for up to 10 minutes (Up to 30 minutes video preview in workspace). Also, if the video content is copied from library to workspace, it will be re-converted to a preview of up to 30 minutes.

【Dragging and Dropping】

1. Either grab the content thumbnail that you want to move/copy, or drag to select multiple content items, and drop to <<move/copy>> icon or menu area’s menu/folder title.

*The first level menu will be colored.

2. The contents move/copy window will be opened. Then, click [Move] or [Copy] to execute.

*By dragging and dropping the content thumbnail, you can copy content to the folder in Library.

【Using the checkboxes】

1. Select the checkbox underneath the item’s thumbnail and click icon.

2. Move/Copy window will be opens. Select the folder to move/copy and click [Move] or [Copy] to execute it.

* The first level menu will be colored.
* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Proofing

This function allows you to write correction instructions directly to images on the detail screen of each content registered in workspace.
It can be used for both still images and videos.
You can also do proofing document file as well as images. Check here for file formats that support still image/video/document files.

*The proofing of Workspace is not available on mobile. Please access to the PC version when using the proofing function.
*The content that users post in the Remarks and Proofing History/Comment sections of the detail screen are not covered by the multilingual and automatic translation.

1. Click the thumbnail of the content you want to write correction instruction from the content menu page.

2. The content’s information page will open. Please refer to the following for proofing registration.

【Still image】
To register the correction instruction in the still image, click Proofing icon in the upper right of the screen.

【Video】
To register the correction instruction in the video, check the contents of the video by clicking [Play] button. Click the [Stop] button at the point where you want to add the correction instruction, and then click Proofing icon.

*The video will show a screen capture with playback stopped.  For captures, those with the same duration up to 0.1 seconds are considered to be the same frame and can be overlaid in the proofing history in the same way as still images.
*Even if you click Proofing icon during playback, you cannot save the proofing history to the capture at that timing.
*The registered video contents can be previewed for up to 30 minutes.

【Document file】
The page feed will enable you to browse the content. Click proofing icon to display the page where you need to register the correction instruction.

3. When the Proofing Screen appears, you can use the Proofing Function Tool to register the correction instruction. Please click [Register] when the input is completed. To register memo, fill in the memo field at the bottom of the window and click [Register]. Please refer to the following for the detailed explanation of each tool.

【Tool Description】
Pencil Tool:  Draw a path as the mouse moves

Pen Tool:  Create an anchor point and draw a straight line/curve

Text Tool:  Enter characters

Straight Line Tool:  Draw a straight line

Rectangle Tool:  Draw a rectangle

Oval Tool:  Draw a circle or ellipse

Polygon Tool:  Create an anchor point and draw a polygon

Selection Tool:  Move the drawing of the selected area with a rectangle

Eraser Tool:  Erase the depiction as the mouse moves

Eraser Tool  (All erase):  Erase all drawings

• Click [Cancel] to exit the Proofing Screen without saving the input contents. Then, a confirmation window will appear and click [Back] to return to the content’s information page.

• If proofs are already entered, you can preview the proofs entered by using the pen tool as you click each proof in the Proofing History/Comment panel on the right side of the windows.
  If you select multiple proofs, each post will be displayed at the same time.
  If you want to hide them, click each proof in the Proofing History/Comment panel again.

• If you check the “Combine with proofing on site display” checkbox when entering correction instruction, you can add the correction instruction to the image with the displayed proofing history.

• Filling in the memo fields and click “Register” to display the registration information in the Proofing Panel.

4. When a proofing is registered, a notification email will be sent to members of the workspace.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Create] button at the bottom of window.

5. The registered proofing will be displayed on the right panel of the content’s information page. In the case of a still image, the background of the each field will show an image. In the case of video, it will show the corresponding frame you entered the proofing for. The comments you entered will be displayed on a white background. The document file will show a image of the page where you enter the proofing in the background.
   The checkboxes in the “Proofing/Comments” fields will enable you to show or hide the information.

【Still image】
The registered proofing is displayed in the order in which it was registered (in descending order). When you open the Proofing window, it is automatically scrolled to the bottom and the newly registered proofing history is automatically displayed.

【Video】
If you have selected “Proofing” only in the checkbox, the proofing history will be displayed in order of the playback time. If you have selected both “Proofing” and “Comments” or “Comments” only, it will be displayed in order of registration.

【Document file】
For document file proofing, if you have selected “Proofing” only in the checkbox, the proofing history will be displayed in page order, as well as video. If you have selected both “Proofing” and “Comments” or “Comments” only, it will be displayed in order of registration.

6. When a comment is registered in the comment field in the lower right corner of the window, it will be reflected in the “Proofing/Comments” panel and a notification email will be sent to the members of the workspace at the same time.

*The sending of notification emails can be set to turned on or off. By default, it is set to send ON.
If you do not want the notification email, uncheck the checkbox on the right side of [Create/Edit Workspace] window and click [Create] button at the bottom of window.

7. In content’s information page, you can register a comment in the note field.  Please fill in the note field and click the [Register] button.  The information registered in the note field will be displayed in the “Remarks” section below the thumbnails on the content menu page.  If you want to edit or delete the entered information, please click the [Register] button after deleting the information and leaving the note field blank.

8. If you want to display the proofing history registered on the content’s information page, click the corresponding history in the proofing history area on the right side of the screen.

*When you click on ” Proofing ” or ” Comments “, the orange frame will be highlighted, which indicates that it is registered by non-shelf users. Please refer to Proofing Registration by non-shelf users for more details.

9. To delete the registered proofing history/memo, click the [trash icon] in the corresponding history in the proofing history area on the right side of the screen. When the Verify Deletion window appears, click “Delete” to delete your proofing history and memo.
   *Workspace administrators and site administrators can delete all proofing history/comments.
   Other members can delete only the proofings/comments they themselves have registered.

*You can only delete the proofing/memo registered by yourself.

[Print to PDF with Proofing History]

PDF output is available for registered proofing history. Select the proofing histories you want to output from the content menu page and click on the PDF icon to open the PDF image in your browser. There are two types of PDF icons, horizontal and vertical, depending on the contents.
You can also print the output PDF using the print function of your computer. To save as data, select PDF output from the print function of your computer, then download and save the file.

*Comment history cannot be output in PDF format.

*Please note that the PDF image may not be displayed correctly depending on your browser. Recommended Browser: Google Chrome, Safari

Proof Comparison

It is a function that can compare any proof versions registered in Proofing function side by side. You can use this tool to compare and confirm the proof versions.

1. Click the thumbnail of the content you want to view from the content menu page.

2. When the content menu page appears, click icon.

3. Select the content you want to open from the Proofing History column on the right side of the window. Click icon in the Proofing History column to show the proof on the left side of the window, and click icon to show the proof on the right side of the windows. When clicking the icon, the color of the icon will change from gray to blue and the selected proofing history will be displayed in the proof comparison panel.

Mouse over the screen control panel operate it.To change the display zoom size, check the “Right” or “Left” checkbox on the screen control panel. If both “Right” and “Left” are checked, the zoom size can be changed at the same time.If you want the left and right scrolling to be linked, check the “Synchronous Scrolling” checkbox in the screen control panel.

4. Click [Back] to end the proof comparison.

*Only the proofing history is displayed in the Proofing History column (on the right side of the screen) in the proof comparison window. Even if comments are registered in the content, the comment history will not be displayed.
*If proofing history has not been registered for the content, nothing will be displayed in the Proofing History column.

Contents Comparison

The registered contents in Workspace can be compared side by side on the screen. This function can be useful for comparing before/after content modification.

1.  Select the two contents you want to compare and click on Content Comparison icon. There are two ways to select the content as below.
   Dragging and Dropping
   Using the checkboxes

*Select two contents; if you select only one or more than two contents, an error message will be shown and you will not be able to use the content comparison function.

2. The content comparison window will be opened.

Mouse over the screen control panel operate it.

To change the display zoom size, check the “Right” or “Left” checkbox on the screen control panel. If both “Right” and “Left” are checked, the zoom size can be changed at the same time.

If you want the left and right scrolling to be linked, check the “Synchronous Scrolling” checkbox in the screen control panel.

The proofing history registered for each content will be shown on the left and right side. If you do not need to see the proofing history, check the “Show only images” checkbox.

*Only the proofing history is available in the content comparison window. Comments are not shown even if the content has comments registered.

Proofing Request to Non-shelf Users

Through proofing requests, it is possible to allow non-Shelf third-party users to proof the content. Third-party users will only be able to view the proofing screen, and will not be able to see the contents of the site. Third-party users will only be able to view the content that is selected, will not be able to see any other content on the site.

You can select “Proofing Mode” in which the requested third party can enter comments and proofread, or “View Mode” in which you can only view.

【Request Proofing】

1. Check the content you want to request for proofing. Then, select the content by clicking  Proofing Request icon  in the header area or dragging and dropping the thumbnail to Proofing Request icon. You can also select the content by clicking [Proofing Request] icon in the content information page.

2. When the proofing request window opens, enter the required fields.
   • Select Mode
     Select the operation that can be performed by the recipient of proofing request.
     Proofing Mode: The proofing screen is shown. Both proofing and comments are possible.
     View Mode: Cannot proof or comment, can only view the contents.
   • Language
     Select language from Japanese/English. The notification containing the upload URL will be sent to the requestee in the selected language.
   • Requestee Email Address
     Enter the destination email address. If you want to enter multiple addresses, separate these with spaces or commas.
   • Subject, Text
     Text entered here will appear as is in the subject line and body of the email respectively.
   • Available Proofing Period
     Set the deadline for the proofing. You cannot set a date and time beyond the expiration date of workspace.
     *The maximum number of days that can be specified for the proofing/viewing request can be set. Please refer to Create Workspace for the details.
3.  Click Verify, then OK to send an email notification to the requestee.

4. Following this, the Send Password window will appear showing the password to be sent which will be required to access the registration page. Confirm the email addresses and the subjecy are correct, and click Verify, then OK to send this password to the recipient(s).

If you do not want to send a password notification e-mail, click [Cancel].

*Confirmation email sent to the operator will be in Japanese if the operator is logged in to a Japanese site, and in English if the operator is logged in to a site in another language.

【Proofing Registration/Viewing from Request Emails】

1. Clicking on the URL will take you to the password prompt page. Enter the password which was provided to log in, and the proofing request content list will be opened.

1. *The login will be disabled after the available proofing period is expired or the proofing/viewing request is removed.

2. Click [Details] or [View] button that you find below the thumbnail of the content to open the content page.

3.  In proofing mode, Click icon to register proofing on the content information page. Once the registration is completed, click [Register] button.  For more details about the proofing, refer to Proofing page.
   In the content information page, it also shows the proofs and comments registered by other users.

The remarks will be visible if it is noted. Click on “>” to expand it and see the full text. Also, mouse over the screen control panel operate it and you can change the display zoom size.

In viewing mode, you can only check the contents and remarks, not proof. Mouse over the screen control panel operate it and you can change the display zoom size.

4. Close the content details screen and click [Close] button in the Proofing Request Content List.

*Registration of proofing by non-shelf users is highlighted in an orange frame when you select any proofing history in the proofing history column. Also, an email address will be displayed in the registrant user name field.

【Proofing Request History】

The history of proofing/viewing requests can be managed in the proofing request list. On this page, you can cancel the proofing/viewing request that you are currently requesting, as well as check the history such as removed and expired. Only registered workspace users can view the proofing request list. The requested third party user cannot view it.

1. You can see the proofing request list in two different ways as below.

• To operate via Content Information Page

Click [Requesting] icon in the content information page, and then the proofing Request List will be displayed.

• To operate via Content Menu Page

Click [Workspace Details] from the left side of the content menu page, and the workspace details window will be opened. By clicking [Proofing Request List] button on the workspace details, the proofing request list will be displayed.

2. Click on the line that contains the request you want to see details, the proofing request details will be shown.

To cancel the proofing request, click [Cancel Request] in the proofing request details.

【Icon display for proofing request】

The content that has been requested for proofing will have a status icon displayed in the following two areas.

1. Content Menu Page
   icon will appear at the bottom right of the content thumbnail.  The icon will be shown only for the content that is currently being requested for proofing, and will disappear when the request period ends.
2. Content information page
   
   It will be displayed when there is any request that is currently within the available proofing period.
   
   When the available proofing period has ended or the request has been removed, it will be displayed.

*The icon will not be displayed for the content that has not been requested for proofing.

Downloading/Sending/Creating PDFs

Downloading, sending and creating PDFs are the same operation as Library.
For instructions on how to operate, please click on the links below.

1. • Downloading
   • Sending
   • Creating PDFs

When using workspace, the fields required for download/send/Create PDF are as follows.

<Download>
– Data Format Option
Master/Generate JPEG *Only for sites that have been set up.
<Send>
– Language Setting
– Destination Email Address
– Confirmation Email
– Subject
– Text
– Data Format Option
Master/Generate JPEG *Only for sites that have been set up.
<Create PDF>
– Order

It can also be downloaded,sent and create PDF from the content information page. Click the button to download/send the content.

* Users without the relevant permissions cannot perform this action. For more information please contact your site administrator.

Share Page Link

Issue a URL to view the content menu/information page of the selected content.

1. Click [Share Page Link] icon in the content menu/information page.

2. When a URL for sharing is shown, click [Copy].
   You can directly access the content menu/information page from the URL.

* If you are not registered as a member of workspace where the content is registered, it will not be available.
* For hidden folders, only site administrator and workspace administrator will be able to see the page from the URL.
*In case of using multilingual site If you were logged in before opening the shared link, the screen will be displayed in the language in which you are logged in. If you were not logged in, the login screen will be displayed in the language used when the shared link was created.

Manage Users

Workspace members can be selected from among the users who are initially registered in shelf and are allowed to use workspace.

The User permissions for workspace can be set in [Library and Workspace Setting] under User Details in Manage Users. Please refer to [Register New User] at Registering, Editing, and Deleting Users, and Bulk Registration for the details.

Manage Site Theme

If the site has been registered for Workspace, you can set site theme for each library and workspace.

Please refer to Changing Site Theme for the details.