Actions for system administrators /approval/online_help/actions_for_system_administrators section In this section you can find all information about managing the tasks for the companies for which you are a system administrator. 2024-07-10T16:25:27+02:00 # Actions for system administrators In this section you can find all information about managing the tasks for the companies for which you are a system administrator. Click the links below to learn more about a topic you are interested in. Use the breadcrumb links in the upper left corner to see your location, navigate backwards or go to the starting point. Task overview /approval/online_help/actions_for_system_administrators/task_overview section The Task overview gives you access to all the tasks in a company. The tasks are displayed by status. The following statuses are available 2024-07-10T16:25:27+02:00 # Task overview The Task overview gives you access to all the tasks in a company. The tasks are displayed by status. The following statuses are available > **Important**: > > This functionality is only accessible for system administrators. - **Blocked**: Tasks that are assigned to unknown users or users with no approver rights.

Blocked tasks are caused by lost approver rights for a user. You can fix this by either reassigning the task or assigning approval rights for the document type to the user.

- **Overdue**: Tasks that are past the due date but still awaiting approval. - **Active**: Tasks that are assigned to a user and awaiting approval. Active tasks also include blocked tasks and overdue tasks. - **Planned**: Tasks that will start when the approval action on an active task is completed. - **Completed**: Tasks on which approval actions have already been taken. - **All**: All tasks (blocked, overdue, active, planned and completed) for a company are shown in this view. Tasks are only shown for documents that are currently waiting for approval. Once the process is completed (and the document is approved, rejected or cancelled), then all tasks are removed from this overview. ## How to reassign tasks You can reassign active tasks as long as their status is blocked, overdue or active. 1. Go to **Task overview - Blocked, Overdue** or **Active**. 1. Select the task(s) that you want to reassign. 1. Click **Reassign**. 1. In the **Reassign task** window, enter the name of the new approver. 1. Enter a **comment**. 1. Click **OK**. Process overview /approval/online_help/actions_for_system_administrators/process_overview section The Process overview gives you access to all active and completed workflow processes. 2024-07-10T16:25:27+02:00 # Process overview The Process overview gives you access to all active and completed workflow processes. > **Important**: > > This functionality is only accessible for system administrators. ## Active processes In this window you can view information about all active processes for the company. Active processes are documents that are waiting for approval. You can filter these based on a number of criteria, such as the document type, document ID and who the document is from. Click a line to open the **Process details** tab and click **Back to list** to go back to the **Process overview**, or use the arrows to the right to directly access the next document. ## Completed processes The **Completed processes** window shows all the documents that are completed in Visma.net Approval for this company. You can filter these in the same way as the active processes. The completed processes contains extra columns with the status of the approval request and whether the application/service that the document was sent from has received and acknowledged the status. Please note that the **Acknowledged** column is only relevant for documents coming from Visma Document Center. Click a line to open the **Process details** tab and click **Back to list** to go back to the **Process overview**, or use the arrows to the right to directly access the next document. ## Advanced search If you receive documents from Visma Document Center, you can use the advanced search to search for cost units and general ledger accounts which are used in the accounting grid. This functionality is available for both active and completed processes. Please note that only cost units and general ledger accounts that are used in documents sent to Visma.net Approval are shown. Document Overview /approval/online_help/actions_for_system_administrators/document_overview section The Document overview window gives you access to all the documents in the company. The documents are displayed by status. The following statuses are available 2025-03-13T09:53:22+02:00 # Document Overview The Document overview window gives you access to all the documents in the company. The documents are displayed by status. The following statuses are available > **Important**: > > This functionality is only accessible for system administrators. - **Blocked**: Documents for which no workflow can be generated or that are assigned to an approver that does not exist. - **In progress**: Documents that are waiting for an approval decision by one or more approvers. - **Approved**: Documents that are approved by all approvers in the workflow and are sent back to the other service. - **Rejected**: Documents that are rejected by an approver and are sent back to the other service. - **Cancelled**: Documents that are cancelled by the other service. ## Actions for blocked documents A blocked document always requires an action from you or another system administrator. There are several possible actions to take: ### Cancel directly Select the document and click Cancel directly. This changes the status of the document to Cancelled. The document is sent back to the other service. No other approvers will be involved in the process. You can find the document in Document overview - Cancelled. In the Workflow details you will see near "Approval initiated" step the status "Cancelled" and we will inform you that this document was blocked before being canceled and it no workflow was associtated with it. Note that this feature requires that you also have the approver role for the given document type. ### Approve or Reject directly Select the document(s) and click either **Approve directly** or **Reject directly**. This changes the status of the document to either **Approved** or **Rejected**, and the document is sent back to the other service. No other approvers will be involved in the process. > Note that this feature requires that you also have the approver role for the given document type. ### Send for Approval A document becomes blocked because the workflow is not set up correctly or because the assigned approver does not exist. Select the blocked document and click **Send for approval**. You will receive an error message that gives you insight as to where the mistake is. To prevent documents from becoming unresolved at a later stage, you can change the [Cost units](/approval/online_help/configuration/cost_units/) or [About Workflows](/approval/online_help/configuration/workflows/). Once you have corrected the set up, you can click **Send for approval** and the correct workflow appears. Click **OK** and the document will be sent to the first approver(s). If you do not manually resend the document for approval, it will be automatically resent at night if the set up is correct. ### Email There is also a possibility to email a blocked document outside the system, by using the **Email** button in the bottom right corner. Select the document, click on **Email**, fill in the required fields, and send the email. ## Common reasons for blocked documents There are several reasons why a document is being blocked. Here are some of the most common reasons: - Cost unit has no approver assigned to it - Expense claims only: the requester is also the approver - All steps have amount limits and no step is invoked because of that - There is no active workflow for the document type - The workflow is set up to resolve on, for example cost units, but no cost units are defined in the documents ## Edit document If available, you can edit the document so that an approver can be found, for example, by changing the cost units on the document. To do so, open the blocked document and click the **Edit** button. Perform the changes, save and then click **Send for approval** to see if the document can be sent to an approver. See also: [Editing the document](/approval/online_help/actions_for_approvers/my_tasks/editing_the_document/).