Approval seals, document links, document reading and the audit log

Created: 2026-10-26Updated: 2026-10-26

Pressing an approval action records you and the time, and the exported document shows your seal in that cell. Document links lists the case's documents stage by stage and bundles them into one PDF. Ingest and Read document show the AI's candidates for you to check before saving. Every output is recorded in the File Log app in your kintone.

Approving puts your seal on the document

When you press an approval action (Manager approval, for example) on the record detail screen, you are written into the approver field and the current time into the approval time field, and the record is saved. The exported document shows the seal your administrator registered for you in that step’s seal cell. If you have no seal image, a date stamp (a round mark with approved, date, time and name) is used. Unapproved steps stay empty.

• Only the action button on the detail screen is recorded. Bulk status updates from the list screen and approvals on mobile are not.
• Depending on your administrator’s setting, a return clears the records of the steps that will be approved again.

Document links: the whole case on one screen

In apps that form stages (plan, quote, approval, contract, order, delivery, invoice, payment), the PRING buttons on the record detail screen include Document links. It shows:

• Top: case number, title, billed total, paid total and unpaid total
• Documents per stage: number, file name, version, approver, date, status, amount, check result and a link to the record. The current record is highlighted
• Gaps: the upstream number is empty, upstream number R-12 does not exist, or no documents in this stage. Circular links are reported too
• Check: each attachment’s SHA-256 is compared with the File Log app and shown as match, mismatch, not logged or cannot check

The buttons at the bottom:

Reading a supplier’s document

In apps where the administrator set up Document reading, the list screen shows Ingest document and the detail screen of a record with an attached original shows Read document.

1. Choose the file (PDF or image), how it was received (scanned or electronic) and the received date
2. The AI’s candidates (counterparty, document number, transaction date, amounts, line items) appear on the confirmation screen. Low-confidence items are coloured and marked Check, so compare them with the original and correct them. Line items can be added and removed
3. Transaction date, amount and counterparty must be filled in (enter 0 for a quote without an amount)
4. If the order number finds an order record it is filled in automatically, and quantities, unit prices or amounts that differ from the order or delivery are flagged. A warning also appears when the input deadline is near
5. The record is written to kintone only when you press Create record (ingest) or Save to record (detail). Items you corrected are recorded as corrections

If a scanned image does not meet the resolution and other requirements it is rejected with the reason shown.

Every output goes into the audit log

Once your administrator has created the File Log app, every export, attachment to a record, replacement, deletion and download adds one row with time, version, file name, SHA-256 and document ID. You work as usual; there is nothing extra to do.

• If a PDF carries a document ID and SHA-256 in its footer or metadata, searching the File Log app for that document ID tells you when, by whom and which version was produced
• Nobody can edit or delete rows in the File Log app (view and add only)

When something goes wrong

Note the request ID shown in the output result and the failure type (kintone, PRING or network) and paste them to your administrator or contact us. See “When an error appears” for details.