/approval/online_help/actions_for_approvers/my_tasks section You can access and handle all your pending tasks (for all companies for which you are an approver) from the My tasks window. 2024-07-10T16:25:27+02:00 # My tasks You can access and handle all your pending tasks (for all companies for which you are an approver) from the My tasks window. > **Important**: > > This functionality is only accessible for approvers. If you have installed [Visma Mobile Manager](/approval/online_help/actions_for_approvers/visma_mobile_manager/) on your phone, you can also access and approve or reject your tasks on your phone. Please note that not all functions are available from within Visma Mobile Manager. The **My tasks** window contains an overview of all tasks assigned to you with basic information such as the supplier or requester, the description, the company, due date of the task and the amount. You can also see an icon if a task is assigned to you because you are a substitute, and/or because it was forwarded to you, you are requested to review it or it was reassigned from another approver by the system administrator. Click on a task to see more details. ## Payment bundle If you have set up pre-approval of payments for invoices using Visma.net AutoPay, then when you click **Approve and pay** on a task, the invoice will be bundled for payment and shown on top of the task list. From here, you can either click **Pay** to open the two factor authentication window and pay the invoice(s) in the bundle, or you can click **Cancel approval** to dissolve the bundle. Read more about pre-approval for [Visma.net AutoPay](/approval/getting_started/integrating_with_other_services/visma.net_autopay/) ## Search options - **Search**: Enter a text in the search field to show only tasks containing that text. - **Date**: Select from the **Date** drop-down list which type of date you want to filter on. - **All companies/Current company**: Select whether you want to show tasks for all companies you are an approver for, or to only see the tasks for the company that is currently selected in the company selector. - **Sort**: Click on any of the table headers to sort the tasks to sort the task list on that information. Clicking on the header again will change between ascending and descending sorting. ## Options in My tasks - **Open single task**: Click on a task to open it and see all details about the task. - **Open multiple tasks**: Select several or all tasks and click **Open**. The first task in the list opens and you can navigate through the tasks with the arrows on top. Click **Close** to return back to the task list. - **Approve or reject a single task**: Click the **Approve** or **Reject** button in the task row. - **Approve multiple tasks**: Select all tasks you want to approve and click **Approve selected**. 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. - **Postpone one or more tasks**: Postpone a task so you will not be reminded of it until the new task due date. To postpone a task reminder, select one or more tasks and click on the split button  and choose **Postpone**. Then enter when you want to be reminded about the task, add a comment and click **OK**. Please note that postponing your task has no impact on other approvers (in the same step or in sequential steps) or on the due date of the document. If you postpone your task until after the document is due, other approvers will immediately receive an overdue notification once their task is activated. - **Forward a task**: Select a task and click on the split button  and choose **Forward** to hand over the task to another person who will make the approve decision. - **Review a task**: If you are asked to review a task, you can either click on the review icon in the task, or select the task and click on the split button  and choose **Review**. You will be asked to enter a comment before the review is completed. - **Request review on a task**: Select a task and click on the split button  and choose **Request review** to send the document to another person for review. Once the document is reviewed, it is returned to you. - **Email a task**: Select a task and click on the split button  and choose **Email** to 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. /approval/online_help/actions_for_approvers/my_tasks/task_details section When you open a task from the My tasks window, you see more information about the document you have been requested to approve. When you open a document from My history or the Process overview you will see the same window in read-only mode. 2025-04-23T11:11:20+03:00 # Task details When you open a task from the My tasks window, you see more information about the document you have been requested to approve. When you open a document from My history or the Process overview you will see the same window in read-only mode. If you receive a task for a document that you have acted on before (approved, rejected, forwarded, or requested review), then you will see an information icon next to the **Approve** button. Keep your mouse over the icon to see the reason why you have received this task for approval again. The **Task details** tab displays the contents of the document. The document attached to a task is shown in the document viewer pane. ### Options in the document viewer | Icon | Description | | --- | --- | |  | Opens information about attachments uploaded by approvers via the split button and **Add attachment**. | |  | Downloads the attachment(s) and allows you to save the file locally or print it. | |  | Downloads the attachment(s) to a zip-file. | |  | Rotates the document in anticlockwise or clockwise direction. | |  | Zooms in and out. | |  | Changes the page layout to your choice (with or without thumbnails). | ## Actions ### The Workflow panel The **Workflow panel** shows an overview of the document sent for approval. It displays the past, current and, if known, the future approvers of a document. The workflow panel has a history section where you can see the approval history of a document. Information in the workflow panel Top section: An overview of the planned workflow for a document including the sender of the document, date and time. It also includes names of the workflow configuration steps as well as some colors to indicate where in the approval process the document currently is. Middle section: The approvers of the active step of the workflow, including the name of the current and passed approver of this step, the status, the date and time and in case of forwarding or requesting review or substitute, the name of the approver who forwarded or requested the review, and the names of the approvers who received the task. Bottom section: Workflow history displays all touch points where a document has been during the approval process. It displays users who interacted with the document and at what time the document was sent to approval or returned to the originating application. It is possible to send an email to users who have been involved in the approval process from the workflow panel by hovering a user from this panel, right-clicking to copy the email address into your own email service. ### Comments You can choose to hide or show the comments module by clicking the corresponding icon from the right sidebar menu. The number in the header indicates if there are any comments on the document at the moment. The module shows comments from the requester and previous approvers. If you want to add a draft, you can start typing in the Comments field, Once you stop typing, your draft will be saved automatically and it can be changed or deleted until you added it as a comment. Add a draft as a comment by pressing Send comment button. Saved comments are also shown in the other service, and the requester and any other users with access to the document can read them. If a document was rejected or cancelled and then resent for approval, the comments from that previous process are shown as well. In **Document data**, you see general information about the document. The information provided depends on the type of document. For documents coming from Document Center (version 11.01 or later, depending on which product you use together with Document Center), you can edit the invoice date and invoice due date by clicking the **Edit** icon. ### Other The **Other** menu allows you to perform the following actions: - **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. - **Add attachment**: Upload additional attachments to support the decision making. - **Remove attachment**: Remove an attachment that you uploaded using the **Add attachment** option. - **Next task**: Takes you to the next task in the list. - **Previous task**: Takes you to the previous task in the list. ### Accounting lines > Important: > > This window is only accessible if you have an integration with Visma Document Center. The **Accounting lines** panel shows the lines of the document. Here you can check and review the information from the document. All fields shown here come from Visma Document Center. You can change the amount of lines shown by clicking and dragging the top of the panel. **Show only my lines**: Hides lines not assigned to you, so you only see the lines you need to act on. If a document requires line approval, you can see all lines of the document. For each line, you can see who is responsible for that line, the approval history  of the line, the status (**Approved, Rejected**, or **Not evaluated**). For your line, you can either approve  or reject  the line. You can either approve or reject the lines manually or process all of them at once. **Manual Approval/Rejection:** Decide at the end of each individual line. Bulk Approval/Rejection: - Click **Approve** or **Reject** from the task details, or - Click **Approve selected tasks** from My Tasks. - Confirm by clicking **OK** in the dialogue message:*"You are approving one or more tasks that might have unapproved lines assigned to you. Approving these tasks will automatically approve those lines."* ### Edit 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](/approval/online_help/actions_for_approvers/my_tasks/editing_the_document/). For invoices from Visma Document Center you can view and edit the lines in the **Accounting lines** panel. ### Approve/Reject/Review - **Approve**: Approves the document and either opens **My tasks** or the next task in the list, dependent on how you accessed the task. If you in the [Preferences](/approval/online_help/settings/preferences/) chose to open the comment window when approving, this pop-up will show and allow you to enter a comment before approving. - **Approve and pay**: Approves the task and places the invoice in a bundle that you access in My tasks where the bundle can be paid. Only available if the integration with [Visma.net AutoPay](/approval/getting_started/integrating_with_other_services/visma.net_autopay/) is set up. - **Submit**: Only visible if you have edited the document and you are no longer allowed to approve it, for example because you have changed the cost unit of the document. - **Reject**: Opens a comment window where you can add the mandatory rejection comment. Click **OK** to save the comment and reject the document. - **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. /approval/online_help/actions_for_approvers/my_tasks/detach_document_viewer section The possibility to view the document in a separate window. 2025-01-15T19:34:46+02:00 # Detaching of the Document Viewer The possibility to view the document in a separate window. ### Document Preview Detachment Feature in Approval #### Important This functionality applies only to documents that include a Document Preview. It does not apply to Timesheet document types sent from Visma net. This feature allows users to detach the Document Preview module into a separate window, making it easier to manage document attachments independently from the main interface. #### How to Use It The "Detach document preview" icon is located on the right-hand side of the screen, outside the Document Preview module. It has a tooltip labeled "Detach document preview" to guide users. #### Auto-Hide on Detach Once the icon is clicked, the Document Preview is detached, and it automatically hides from the main interface. The icon changes to a crossed-eye symbol, indicating that the preview is hidden, and the document will now open in a new window. #### Reattaching the Document Preview A "Reattach document" button is available in the detached window, allowing users to bring the Document Preview back to the main interface. Alternatively, users can reattach the document using the reattach icon (downward arrow) in the sidebar. #### Document Preview Behavior Across Tasks When switching between tasks, the detached Document Preview will automatically update to display the document relevant to the selected task. If no task is selected, the detached window will show the message “Waiting for document…”. The detached window stays open while navigating between tasks, but it will close if all Approval browser tabs are closed or refreshed. When accessing a task that does not have a Document Preview, the detached window will display a message indicating that no preview is available. If the detached window is closed and you return to that task, the detach icon will be disabled. /approval/online_help/actions_for_approvers/my_tasks/editing_the_document section The possibility to edit a document is dependent on the integration, and also how the editing is done. There are two different ways of editing a document 2024-07-10T16:25:27+02:00 # Editing the document The possibility to edit a document is dependent on the integration, and also how the editing is done. There are two different ways of editing a document - Using the **Document editor** tab. - Using the account lines grid in the **Task details** tab (only applies to invoices from Visma Document Center). The editing area displays more information about the document and the lines. If you are requested to approve one or more lines, you are able to edit information on these lines prior to approving them. The availability of the editing functionality depends on the service the document was sent from and whether the system administrator has enabled editing. ### Comments & Document data You can choose to hide or show the comments panel by clicking the name. The number in the header indicates if there are any comments on the document at the moment. The panel remains open whilst you navigate through the different tabs and documents. You close the panel by clicking the name again. The panel shows comments from the requester and previous approvers. Add a comment by entering text in the field. The comment is automatically saved and you can change it, as long as the document is in your task list. All comments are public and all approvers in the workflow can read them, as well as the system administrator and the system viewer. Comments are also shown in the other service, and the requester and any other users with access to the document can read them. If a document was rejected or cancelled and then resent for approval, the comments from that previous process are shown as well. In **Document data**, you see general information about the document. The information provided depends on the type of document. For documents coming from Document Center (version 11.01 or later, depending on which product you use together with Document Center), you can edit the invoice date and invoice due date by clicking the **Edit** icon. ### Editing invoices from Visma.net ERP -  - **Save** the changes. This is required before you can approve or reject the lines. -  - **Undo** changes which are not yet saved. The upper part of the window shows general information about the document, such as the document type, reference number, date, and supplier. Furthermore it provides you with details about the total amount of the document, including the VAT information. The lower part of the window shows by default the lines that you are assigned to approve. If you are requested to approve the document on document level, you will not see any lines by default. To show all lines, deselect the option **Show only my lines**. However, you can only edit the lines that you are approving. If you want to change lines, you must **save** them within the editor before you can approve or reject the invoice. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the submitter to enter the correct information. On document line level, you can edit the following fields: - **Transaction description**: To edit the description, click in the field and make your changes. - **Account**: To edit the account, click the magnifying glass and select a new account form the pop-up window. - **Subaccount**: To edit the subaccounts, you can proceed in two different ways depending on the settings in the Supplier ledger preference window in Visma.net ERP. Either all sub account segments are shown and you can edit them from a drop-down list in each column, or only a single column is shown and you can edit the segment from a pop-up menu. - **Project** (if activated): To edit the project, click the magnifying glass and select a project form the pop-up window. - **Project task** (if activated): To edit the project task, click the magnifying glass and select a project task form the pop-up window. If any restrictions are set in Visma.net ERP, the Account, Subaccount, Project and Project tasks fields will take these into account. There are also dependencies between the fields account and projects – only accounts included in an account group can be associated with a project (other than non-project X). You can also split the cost of the line assigned to you. Select the line you want to split and click the **Split** button above the document lines. A new line will be created, and the details from the parent line except Ext. Cost (which will be zero), will be copied. You need to update these according to your needs. If you by accident split a line, click the **Undo** button next to the **Split** button to clear the split. When you change one or more lines, it is possible that you no longer have the rights to approve the line. In this case, the **Approve** button will change to a **Submit** button. Once you have submitted your changes, the task is automatically sent to the approver who now has the approval responsibility for that line. ### Editing timesheets from Visma.net ERP The upper part of the window shows general information about the timesheet, such as the employee, week, and total hours. The lower part of the window shows by default the lines that you are assigned to approve. To show all lines, deselect the option **Show only my lines**. However, you can only edit the lines that you are approving. If you do any changes to the lines, you must **Save** them within the editor before you can approve or reject the timesheet. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information. ### Editing expense claims from Visma.net ERP The upper part of the window shows general information about the document, such as the date, description, employee, amount, and the department. The lower part of the window shows by default the lines that you are assigned to approve. To show all lines, deselect the option **Show only my lines**. However, you can only edit the lines that you are approving. If you do any changes to the lines, you must **Save** them within the editor before you can approve or reject the expense claim. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information. ### Editing expense claims from Visma.net Expense In the edit window, you can see the different categories of the expense claim. You can click on the categories that have information in them, to see the details of that category. If a category cannot be opened, there is no information in it. If you do any changes to the expense claim, you must **Save** them within the editor before you can approve or reject it. Some fields may be locked for editing. If there is an error in these fields, you should reject the task and ask the employee to enter the correct information. When you do a change on one or more lines, it is possible that you no longer have the rights to approve the line. In this case, the **Approve** button will change to a **Submit** button. Once you have submitted your changes, the task is automatically sent to the approver who now has the approval responsibility for that line. ### Editing documents from Visma.net Calendar In the Document editor, you will see a calendar view of all the employees that you are approving for and that have sent a leave request. From here, you can either approve all leave requests from one employee by clicking the **Approve** button next to an employee. You can also click the **Approve all** button to approve all leave requests that are assigned to you. Or you can click the **Approve** or **Reject** button at the bottom right side to approve only the leave request you have clicked on from My tasks.