Assign approvers

Important:

This functionality is only accessible for system administrators. It is also only available if the service you are sending documents from uses cost units.

The cost unit combinations are hierarchical, meaning that the order of the cost unit types in the first step of the wizard dictates the order of the cost unit combination. When creating the combinations, you can use the Any option instead of a cost unit when you want the approver to approve any of the cost units that has not been specified.

Example

• You have two cost unit types: Department and Business unit.
• You have two departments: R&D and Marketing.
• You have three business units: Alpha, Beta, and Charlie.

You make the following cost unit combinations with approver:

Step 1: Department manager approves

You send a document with cost units R&D - Charlie. It will go to Henry. But if you send a document with cost units R&D - Beta, it will go to Alice. In other words, Henry approves anything under R&D that is not Beta.

Step 2: Unit manager approves

You send a document regardless of the department and with cost unit Alpha. It will go to Susan.

How to add a cost unit combination

1. Go to Configuration - Cost units - Assign approvers.

   You can also add a cost unit combination by clicking next to an existing cost unit combination. The values of the existing combination will then be prefilled.

2. Click Add cost unit combination.

   Note: (unspecified) means that no cost unit types underneath will be valid. Let us use the example above with Departments and Business units, and that you have a 3rd cost unit type called Project. If you set up the combination R&D - (unspecified), you cannot choose a business unit.

3. Select cost units under each cost unit type.
4. Click OK.

How to assign an approver to a cost unit combination

1. Select the combination.
2. Click **Assign approver.

   You can also assign an approver by clicking the person icon next to an existing approver. This will copy that row so you can easily add an approver with the same role.

3. From the drop-down list, select a role.
4. Select an approver.
5. Optional: If you are using branches in Visma.net ERP, you can select a specific branch to assign an approver to. If you want the approver to receive documents regardless of the branch used in the document, then you can use the “Any” branch.
6. Optional: Select the Deputy check box if the approver only receives documents that cannot be approved by the other approver(s). This function is used to avoid approvers having to approve their own documents.
7. Click Save.

How to change the approver to a cost unit combination

1. Select the combination.
2. Click the Edit icon next to an approver.
3. You can change all the fields (Approver role, Approver, Branch, Deputy).
4. Click Save.

How to delete the approver from a cost unit combination

1. Select the combination.
2. Click the Delete icon next to an approver.

The approver is now removed from the cost unit combination.