Handling a task

Important:

This functionality is only accessible for approvers. The availability of specific functionalities may vary based on the services used for the company. You may therefore not have access to all options mentioned below.

You will receive an email notification when a new task is assigned to you or when you have (soon) overdue tasks waiting for your approval, if you choose to receive these email notifications in Notifications.

If you have installed Visma Mobile Manager on your phone, you will also receive a notification on your phone. You can then directly approve or reject the document on your phone. Please note that not all functions are available from within Visma Mobile Manager.

Possible actions on a task

• Approve: You agree with the content of the document. The document continues in the workflow and is sent to the next approver. If you are the last approver in the workflow, the document is sent back to the other service.
• Approve and pay: You agree with the content of the document and wish to pay the invoice from within Visma.net Approval. Requires the integration with Visma.net AutoPay to be set up.
• Reject: You disagree with the content of the document. The process stops immediately and the document is sent back to the other service.
• Edit: If available, you can edit basic information of the document and then approve or submit it.
• Postpone: Postpone a task so you will not be reminded of it until the new task due date.
• Forward: You hand over the task to another person for the decision.
• Review: Is only shown when you are requested to review a document. You are asked to enter a comment before the document is sent back to the approver for the decision. It is not possible to approve or reject a document that you are asked to review.
• Request review: You send the task to another person for review or an opinion. Once this person has reviewed the document, the task is returned to you for the decision.
• Email: Send the task by email. If you choose to include the document, it will be sent as a zip file. This will not reassign the task; you are still responsible for making the approve decision.
• Open: Takes you to Task details, where you see more information about the document.

How to approve or reject a task

There are several ways to approve or reject a task. It is also possible to approve several tasks at once, but you can only reject one task at a time.

Approve or reject from within the task

When you want to see all information related to a task, such as the attachment and lines, you need to follow this procedure.

1. Go to My tasks and click on the task to handle.
2. Review the information in the available tabs.
3. If available, you can view and edit the lines of the document. The availability depends on the integration you are receiving the document from and whether the system administrator has enabled line approval and editing. Read more about viewing and editing lines in Editing the document.
   1. For most documents, you can view and edit the lines using the Edit button or the tab called Editor. A separate window or tab opens with the lines of the document.
   2. For invoices from Visma Document Center you can view and edit the lines in the Accounting lines panel. If you are asked to approve the lines of the invoice, you must click Approve or Reject on each line you are responsible for.
4. Optionally, add a comment to the task. You can add the comment in the Task details tab.
5. Click Approve or Reject. If you reject the document, you must add a comment in the Reject the document window. If you already entered a comment, this text is shown and you can edit it.

Approve or reject from My tasks

If the basic information provided in the task list is enough for you to make your decision, you can approve or reject tasks directly in My tasks.

• Approve or reject a task directly on the line in My tasks Use the inline approve or reject button to directly approve or reject the task. When rejecting, you must provide a comment in the pop-up. When approving, the comment pop-up only shows if you have selected the option Open the comment window when I approve in the Preferences.
• Select one or more tasks and approve via the Approve selected button. This way, you can approve a batch of tasks at the same time. If you select multiple tasks that have a monetary value of the same currency, you can see the full amount of the documents in the Approve button. Please note that it is not possible to reject tasks this way.

How to forward a task

This process describes how to forward a task. You can forward from within a task, or directly from My tasks.

If the forward option is not available, then the task cannot be forwarded because the task for example is a review task.

Forward from within the task

1. Go to My tasks and click on the task to handle.
2. Click Other in the Task details or Workflow details tab.
3. Click Forward.
4. Enter the approver name and select the approver from the list. If a substitute is set for this user, indicating that the user is away, you can see this in the list. See About Substitutes.
5. Enter a comment.
6. Click OK.

Forward from My tasks

You can also forward a task directly from My tasks.

1. Go to My tasks.
2. Select the task that you wish to forward. Please note that it is not possible to forward multiple tasks at once.
3. Click the split button and choose Forward.
4. Enter the approver name and select the approver from the list. If a substitute is set for this user, indicating that the user is away, you can see this in the list. See About Substitutes.
5. Enter a comment.
6. Click OK.

How to request review on a task

This process describes how to request a review on a task. You can request the review from within a task, or directly from My tasks.

If the request review option is not available, then the task cannot be reviewed because the task itself is a review task.

Request review from within the task

1. Go to My tasks and click on the task to handle.
2. Click Other in the Task details or Workflow details tab.
3. Click Request review.
4. Enter the approver name and select the approver from the list. If a substitute is set for this user, indicating that the user is away, you can see this in the list. See About Substitutes.
5. Enter a comment.
6. Click OK.

Request review from My tasks

You can also request review for a task directly from My tasks.

1. Go to My tasks.
2. Select the task that you wish to request a review on. Please note that it is not possible to request review for multiple tasks at once.
3. Click the split button and choose Request review. Enter the approver name and select the approver from the list. If a substitute is set for this user, indicating that the user is away, you can see this in the list. See About Substitutes.
4. Enter a comment.
5. Click OK.