Configuration

Configuration /approval/online_help/configuration section Under Configuration, you define and manage the settings that apply to the company chosen in the company selector. These settings impact all users for this company. 2024-07-10T16:25:27+02:00 # Configuration Under Configuration, you define and manage the settings that apply to the company chosen in the company selector. These settings impact all users for this company. For user-level settings, such as your preferences or notifications, go to [Settings](/approval/online_help/settings/). 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. About substitutes /approval/online_help/configuration/about_substitutes section You can define another user as your temporary substitute to take over your tasks during your absence. System administrators can assign substitutes for all users. New incoming tasks and existing tasks are automatically sent to your assigned substitute. 2024-07-10T16:25:27+02:00 # About substitutes You can define another user as your temporary substitute to take over your tasks during your absence. System administrators can assign substitutes for all users. New incoming tasks and existing tasks are automatically sent to your assigned substitute. ## Substitute rules The following rules apply when assigning a substitute: - You cannot register as a substitute for yourself. - Two users cannot be substitute for each other during the same period of time. - Two or more substitutes with the same name can be identified based on their email address. - If the substitute does not have sufficient rights to handle all of your tasks, you will receive a warning. - If the substitute is away, information about the unavailability is shown, in order to avoid selecting this person as a replacement. - When a substitute becomes active, both you and your substitute can work on the tasks originally assigned to you. - When a substitute becomes active, all tasks in your task list become visible in the substitute's task list as: **Task name [on behalf of the original assignee (you)].** - All approval decisions made by the substitute are registered as **on behalf of the original assignee (you)** in the graphical workflow. - In the graphical workflow, the substitute's name is displayed on top of your name (original approver). - When a substitute becomes inactive, all of your tasks disappear from the substitute's task list. Assign substitutes /approval/online_help/configuration/assign_substitutes section You can choose to select a substitute to take over your tasks for a period of time. You can add the substitute for yourself and the system administrator can assign substitutes for all approvers in the company. 2024-07-10T16:25:27+02:00 # Assign substitutes You can choose to select a substitute to take over your tasks for a period of time. You can add the substitute for yourself and the system administrator can assign substitutes for all approvers in the company. ## Activate and deactivate a substitute for yourself (Approver) 1. Go to **Settings - Substitute**. 1. Under **My substitute (for all document types**), enter the name of the substitute. 1. Define when the substitute is active: - **Inactive**: Deactivate the substitute which is currently active. - **Active now**: The substitute becomes active immediately until you manually change the status to Inactive. - **Active in period**: Select the from and to date in which the substitute is active. 1. Click **Save**. The substitute is registered and activated. All new and existing tasks are automatically sent to your substitute. As soon as the substitution period ends, all your tasks are unavailable for the substitute. New tasks are only sent to you. ## Activate substitutes for other users (System Administrator) 1. Go to **Configuration - Substitutes**.

This window is only available for system administrators.

1. Click **New substitution**. 1. In the **For this approver** field, start typing the name of the approver that you want to assign a substitute for. A list of possible names is shown. 1. Select the approver. 1. In the **use this substitute** field, start typing the name of the substitute. If the approver have had a substitute from before, the system will suggest the last used substitute automatically.

If you choose a substitute who already has a substitute for an overlapping period of time, an error message will be displayed.

1. Enter the **From** and **To** dates. Clicking the date fields will open up a calendar window for picking a date. If you do not have an end date, you can select the **No end date** check box, and the **To date** will change to **Indefinitely**. 1. Click **OK**. The new substitute is registered and activated. All new and existing tasks are automatically sent to the substitute. As soon as the substitution period ends, all tasks are unavailable for the substitute and new tasks are only sent to the user. ## Deactivate substitutes for other users (System Administrator) There are two ways of deactivating a substitute: ### Use the action Delete 1. Go to **Configuration - Substitutes**. 1. Hover on the row you want to deactivate. Two actions will display at the end of the row. 1. Click the **Delete** icon. A dialog box will appear and you have to confirm the action. 1. Click **OK**. ### Use the action Edit 1. Go to **Configuration - Substitutes**. 1. Hover on the row you want to deactivate. Two actions will display at the end of the row. 1. Click the **Edit** icon. 1. Click **Stop now**. This will delete the row without any confirmation. Substitutes assigned for approvers /approval/online_help/configuration/substitutes_assigned_for_approvers section In the Substitutes assigned for approvers window you can view a list of substitutions and create new ones. 2024-07-10T16:25:27+02:00 # Substitutes assigned for approvers In the Substitutes assigned for approvers window you can view a list of substitutions and create new ones. ## Field explanations ### The top part | Element | Description| | -----| -----| | Search field | If you have a long list of substitutes, you can use the search field to filter on a specific user. The search field will use both the **Approver** and the **Substitute** column when performing the search.| | All (tab) | Lists all substitutes, both current and upcoming. | | Current (tab) | Lists only current substitutes. | | Upcoming (tab) | Lists only upcoming substitutes | | New substitution (button) | Click here to create a new substitute for an approver. You can use the **From** and **To** dates to set up a period, or you can select the **No end date** check box. The **To** date will then be set to **Indefinitely**. | ### The table | Element | Description| | -----| -----| | Approver | The name and email address of the approver. | | Substitute | The name and email address of the substitute. | | From date | The start date of the substitution period. | | To date | The end date of the substitution period. If you have selected the **No end date** check box, this field will display **Indefinitely**. | | Status | Displays the status of the substitution: Current, Upcoming | | Action | If you hover on a row, two actions will display at the end of the row: Edit: Click here to change the approver, substitute, or the dates. You can also click Stop now, if you want to remove this substitution. Note! No confirmation message will appear. Delete: Click here to delete the row. A dialog box will appear and you have to confirm the deletion. | Due settings /approval/online_help/configuration/due_settings section In the Due settings window, you define the settings on which the due dates of documents and tasks are based, if these are not supplied by the other service. 2024-07-10T16:25:27+02:00 # Due settings In the Due settings window, you define the settings on which the due dates of documents and tasks are based, if these are not supplied by the other service. > **Important:** > > This functionality is only accessible for system administrators. This window is not available if you only use Visma Document Center, as the due settings are determined from within Visma Document Center. ## Days to complete the task This defines how many working days each approver has to complete a task. Every approver is given the same number of days and the number of days used by a previous approver has no impact for the next approver. If an approver does not complete the task on time, the task will be marked overdue in [My tasks](/approval/online_help/actions_for_approvers/my_tasks/). The task is also included in the soon overdue email. The approver can define if and when to receive these emails in the [Notifications](/approval/online_help/settings/notifications/) window. ## Warning days before the document is overdue The due date of the document is either given by the service the document is sent from, or is set here. You use this setting to specify how many working days before the document is overdue, the document must be marked as soon overdue. When a document is soon overdue, the date is marked red in the notification email. ## Document becomes overdue Here you specify when you want a document to become overdue, if this is not given by the service the document is sent from. There are two different ways of defining when the document becomes overdue: - **On this monthly deadline date** - Use this option if you always want documents to become overdue on the same day ofthe month. For example, documents are always marked overdue on the 14th. If you always wish to use the last day of the month, you set it to the 31st. In months which do not have 31 days, the last day of the month is automatically used. - **After this number of days after receipt** - You can also choose a specific number of days until a document becomes overdue. For example, you can define that each document becomes overdue after 3 weeks (21 days). Managers /approval/online_help/configuration/managers section If you use one of our Visma services where you register your employees with their managers, you can choose to assign approvers based on the nearest manager of the employee. 2024-07-10T16:25:27+02:00 # Managers If you use one of our Visma services where you register your employees with their managers, you can choose to assign approvers based on the nearest manager of the employee. > Important: > > This functionality is only accessible for system administrators and if you use a service where you register the nearest manager on the employees. To do so, you need to assign managers to the employees in the other service first. This information is automatically sent to Visma.net Approval. The Managers window in Visma.net Approval is read-only; any changes must be made in the other service. ## Information in this window | Element | Description | |------|------| | Search field | Search on any name (employee or manager) and all occurrences will be shown. | | Manager by employee (tab) | Sorts the list by employee (the left side shows employees in alphabetical order). | | Employee by manager (tab) | Sorts the list by manager (the left side shows managers in alphabetical order). | | Employee/Manager table | Shows the names and email addresses of all employees and their managers. | Departments /approval/online_help/configuration/departments section You can create the departments in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can assign one or more approvers to the departments. 2024-08-07T11:22:23+03:00 # Departments You can create the departments in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can assign one or more approvers to the departments. > **Important**: > > This functionality is only accessible for system administrators. It is also only available if the service you are sending documents from uses departments. ## Search You can search for departments or department approvers. The table below only shows the search results. Clear the search to see all departments and department approvers. ## Show deleted departments If you delete departments in the other service, you can choose to still show these within Visma.net Approval. This way, you can, for example, see for which departments specific department approvers have approved for in the past. ## Departments Shows the department name and department ID as created in the other service. These are automatically transferred to Visma.net Approval. It is not possible to create, change, or delete departments here, this must be done in the service they were created in. ## Department approver(s) Here you can assign the approvers for the specific departments. You can assign several approvers to one department and one approver can approve several departments. To assign an approver, click in the **Department approver(s)** column and enter (a part of) the name. You can then select the approver from the list. You can delete department approvers at any time. Please note that if a task is already assigned to a department approver, this can still be approved by this department approver. The change affects only new tasks. Roles /approval/online_help/configuration/roles section An approver can be assigned a role. Visma.net Approval comes pre-configured with a role named Approver (default) and you can add more roles as you wish. These roles are used to determine the right approver in each step of the workflow. 2024-07-10T16:25:27+02:00 # Roles An approver can be assigned a role. Visma.net Approval comes pre-configured with a role named Approver (default) and you can add more roles as you wish. These roles are used to determine the right approver in each step of the workflow. > **Important**: > > This functionality is only accessible for system administrators. ## How to add a new role 1. Go to **Configuration - Roles**. 1. Click the **Add** icon. 1. Enter a new, unused role name. 1. Click **Save**. ## How to edit a role names 1. Go to **Configuration - Roles**. 1. Click on an existing role. 1. Click the **Edit** icon. 1. Change the role name. 1. Click **Save**. The role name is automatically updated in the approval hierarchy. Existing role assignments are also updated. ## How to delete a role 1. Go to **Configuration - Roles**. 1. Click on an existing role. 1. Click the **Delete** icon. 1. If the role is already assigned to a user, you will receive a warning message. Click **Yes** if you are sure that you want to delete the roles and associated assignments and rules. Click **No** to cancel the role deletion. The role is deleted and the associated assignments are also deleted. Projects /approval/online_help/configuration/projects section You can create the project unit types and project units in the other service and these are automatically sent to Visma.net Approval. 2024-07-10T16:25:27+02:00 # Projects You can create the project unit types and project units in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can assign one or more approvers to the project unit combinations. The table consists of four sections, described below. ## Project units The project units shown are retrieved from the service you are sending documents from. The column headers show the project unit types. Via the drop-down menu below each project unit type, you can select the project unit you wish to assign an approver to. If you have multiple project unit types, you can create combinations of project units to assign an approver to. You can also choose to select **any** as a project unit. This means that the approver can approve all documents for the project unit type. ## Approver role The approver role is used to determine the correct approver in each step of the workflow. This way you can create a workflow with several steps for the same project unit combination. It is the approver role that you select in the workflow window. To add new approver roles, go to **Configuration - Roles**. Read more about adding, editing and deleting approver roles in [Roles](/approval/online_help/configuration/roles/). ## Approver Assign approvers for the specific project unit and approver role combination. You can assign several approvers to one project unit and approver role combination, and one approver can approve for several combinations. To assign an approver, click the **Edit** icon under the **Actions** column and enter (a part of) the name in the **Approver** field. You can then select the approver from the list. You can delete the approvers at any time. Please note that if a task is already assigned to an approver, it can still be approved by this approver. The change affects only new tasks. ## Actions When you create a new row for project units, approver roles, and approvers, you must enter information in all fields before the **Save** button becomes available. Organisation chart /approval/online_help/configuration/organisation_chart section If you use one of our Visma services where you register your employees in an Organisation chart, you can choose to assign approvers based on the organisation unit the requester is in. 2024-07-10T16:25:27+02:00 # Organisation chart If you use one of our Visma services where you register your employees in an Organisation chart, you can choose to assign approvers based on the organisation unit the requester is in. To do so, you need to build the organisation chart and assign approvers based on the organisation units in the other service first. This information is automatically sent to Visma.net Approval. The Organisation chart in Visma.net Approval is read-only; any changes must be made in the other service. ## Information in this window | Element | Description | |---|---| | Inspect the organisation chart and roles as of | By default today's date, but you can also choose to see the organisation chart as it was on a specific date. | | Organisation units | On the left side, you can click through the different organisation units. The right side shows the users assigned to the selected unit. | | Role | Shows which role is given to the user for the chosen organisation unit. | | Holder | The user who holds the role for the chosen organisation unit. | | Deputy | If selected, this user only approves documents that otherwise would have to be approved by the requester. | Cost units /approval/online_help/configuration/cost_units section Setting up the cost units is the first step in setting up the workflow to determine who will approve the incoming documents. This window contains some steps that help you determine who the approvers for the different cost units are. 2024-07-10T16:25:27+02:00 # Cost units Setting up the cost units is the first step in setting up the workflow to determine who will approve the incoming documents. This window contains some steps that help you determine who the approvers for the different cost units are. > 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. ## Setting up the cost units Follow the numbered steps in the workflow below. Click on one of the numbered bullets to get more information about each step. 1. **Select cost unit types** - Specify which cost unit types are used to determine who can approve a document. 1. **Assign approvers** - Specify valid combinations of cost units in the approval hierarchy and assign user specific roles to the selected cost unit combination. 1. **Define exceptions** - Set up alternative approvers with specific roles for certain employees. The **Define exceptions** tab is only available if you send the following document types: expense claims, timesheets, leave requests, and purchase orders. Select cost unit types /approval/online_help/configuration/cost_units/select_cost_unit_types section You can create cost unit types in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can select the cost unit types that are used to determine who can approve a document. 2024-07-10T16:25:27+02:00 # Select cost unit types You can create cost unit types in the other service and these are automatically sent to Visma.net Approval. As a system administrator in Visma.net Approval, you can select the cost unit types that are used to determine who can approve a document. > **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. ## How to select relevant cost unit types 1. Go to **Configuration - Cost units**. 1. In the **Available cost unit types**, click the cost unit type you want to use and it will automatically be moved to the **Selected cost unit types**. 1. Click **Save**. The selected cost unit types are available in the approval hierarchy. ## How to remove selected cost unit types If a cost unit type is no longer relevant for the selection of approvers, it can be removed from the approval hierarchy. This also automatically removes any approvers assigned to the cost unit. 1. Go to **Configuration - Cost units**. 1. In the **Selected cost unit types**, click the arrow in front of a cost unit type to move it back to **Available cost unit types**. 1. Click **Save**. 1. If any users are assigned as approver for the cost unit type, you will receive a warning message. Click **Yes** if you are certain that the approvers with roles on the removed cost unit type should be removed. Click **No** to cancel the removal process. ## How to change the position of the cost unit type in the hierarchy If you decide to reconfigure the approval hierarchy so that one cost unit type takes a higher precedence than previously, this can be done as described below. 1. Go to **Configuration - Cost units**. 1. Click-and-drag the cost unit type to its new position. 1. Click **Save**. 1. If you have already created an approval hierarchy, you will receive a warning message. Click **Yes** if you are sure that you wish to rearrange the order of the cost unit types. Click **No** to cancel the reordering. The cost unit types will be intelligently re-sequenced and approvers with roles will remain present. The re-sequenced roles can be viewed in the **Assign approvers** window. Assign approvers /approval/online_help/configuration/cost_units/assign_approvers section The Assign approvers tab within the Cost units window allows you to specify valid combinations of cost units and assign approvers to these combinations. 2024-08-07T11:22:23+03:00 # Assign approvers The Assign approvers tab within the Cost units window allows you to specify valid combinations of cost units and assign approvers to these combinations. > **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: | Cost unit type 1 | Cost unit type 2 | | | |-----|-----|------|------| | **Department** | **Business unit** | **Approver** | **Role** | | R&D | Beta | Alice | Department manager | | R&D | Any | Henry | Department manager | | Marketing | Charlie | Odin | Department manager | | Any | Alpha | Susan | Unit manager | ### 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.

1. 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.

1. Select cost units under each cost unit type. 1. Click **OK**. ## How to assign an approver to a cost unit combination 1. Select the combination. 1. 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.

1. From the drop-down list, select a [role](../../../../online_help/configuration/roles/). 1. Select an approver. 1. 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. 1. 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. 1. Click **Save**. ## How to change the approver to a cost unit combination 1. Select the combination. 1. Click the **Edit** icon next to an approver. 1. You can change all the fields (**Approver role, Approver, Branch, Deputy**). 1. Click **Save**. ## How to delete the approver from a cost unit combination 1. Select the combination. 1. Click the **Delete** icon next to an approver. The approver is now removed from the cost unit combination. Define exceptions /approval/online_help/configuration/cost_units/define_exceptions section In the Assign approvers tab you can create cost unit combinations and assign one or more approvers to each cost unit combination. In this Define exceptions tab you can assign one or more approvers to a specific employee. The exception will overwrite the assigned approver defined in the previous tab. 2024-07-10T16:25:27+02:00 # Define exceptions In the Assign approvers tab you can create cost unit combinations and assign one or more approvers to each cost unit combination. In this Define exceptions tab you can assign one or more approvers to a specific employee. The exception will overwrite the assigned approver defined in the previous tab. > **Important**: > > This functionality is only accessible for system administrators. It is also only available if you send the following document types: expense claims, timesheets, leave requests, and purchase orders. ## How to add an exception for an employee 1. Go to **Configuration - Cost units** tab **Define exceptions**. 1. Click **Add new exception**. 1. In the **Requester** field, select the employee for whom you want to create an exception. 1. Select with which role the approvers will approve. 1. Add the approver(s). 1. Click **Add exception**.

Once saved, you can add or remove approvers for the employee by clicking the Edit icon. You can also delete the entire exception by clicking the Delete icon.

You can test the exceptions in the workflow simulator. See: [Set up workflows](/approval/online_help/configuration/workflows/set_up_workflows/). Workflows /approval/online_help/configuration/workflows section The workflow determines if and how an incoming document is distributed to approvers. 2024-07-10T16:25:27+02:00 # Workflows The workflow determines if and how an incoming document is distributed to approvers. > **Important**: > > This functionality is only accessible for system administrators. Users who use Visma.net Approval in combination with **Visma Document Center** do not have access to this window as the workflow is determined in Visma Document Center. A workflow is only considered to be established if at least one approver can be identified for all steps which require an approver. If no approver is identified for a mandatory step – or if all steps are skipped based on the set up of the workflow – then the workflow cannot be established and the document is considered **blocked**. Blocked documents arrive in the [Document overview](/approval/online_help/actions_for_system_administrators/document_overview/) window in the blocked state. This can only be accessed by a system administrator. A workflow is composed of one or more steps. All approvers of one step receive the document at the same time. Once a step is completed, approvers of the next step receive the document. A step can be conditional depending on the value of the document – and steps can be skipped if a chosen value is not exceeded. When the last step is completed or when the document is rejected, the document is sent back to the other service with the updated status. Set up workflows /approval/online_help/configuration/workflows/set_up_workflows section You can create multiple workflows per document type, but you can only activate one workflow per document type. This means that instead of changing the active workflow, you can copy it or create a new one and do your changes there. Once you have completed your changes, you activate the new workflow. 2024-07-10T16:25:27+02:00 # Set up workflows You can create multiple workflows per document type, but you can only activate one workflow per document type. This means that instead of changing the active workflow, you can copy it or create a new one and do your changes there. Once you have completed your changes, you activate the new workflow. > **Important**: > > This functionality is only accessible for system administrators. Users who use Visma.net Approval in combination with Visma Document Center do not have access to this window as the approval flow is determined in Visma Document Center. 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. ## How to create a workflow 1. Go to **Configuration - Workflows**. 1. Click![](image.png) 1. To delete an existing workflow, go to the menu represented by the three dots on the right and click **Delete**. 1. To duplicate a workflow, go to the three dots menu and click **Duplicate**. ## How to configure or edit a workflow 1. Go to **Configuration - Workflows**. 1. Click **Edit** next to the three dots menu from the workflow which you want to edit 1. Optional: Change the **name** of the workflow. 1. Select or deselect **Active** to decide whether or not this workflow should be used for incoming documents. 1. If available: Select the check box **Allow editing by the initial approver (if given)** if you want the initial approver, defined when sending the document, to be allowed to edit. If you select this option but no initiator is provided, this will be skipped. 1. If available: Select the **4-eyes approval** check box if you want to ensure that the document is seen and approved by at least two different persons before it can be considered approved.

Selecting this option will add a fallback step at the end of the workflow, where you must define at least two people who will receive the task only if the document is approved by only one person. That one person will be excluded from this list. Only one of the remaining approvers needs to give their approval before the document is considered approved.

1. Define the steps. See **How to edit steps** below for more information. 1. Click **Save**. 1. Test the set up using the workflow simulator. 1. Describe your changes in the comment section. See **How to use the simulator** below for more information. ## How to edit steps The procedure below assumes that you are in the **Edit workflow** window. See **How to configure or edit a workflow** above for information on how to access this window. A workflow may consist of several steps which can have one or more approvers. You can skip a step under specific circumstances. For example, documents with a high amount may require approval by team leader, department manager and CEO, whereas documents with a small amount only require approval by team leader. If you have registered branches in Visma.net ERP, you can also assign specific approvers for a branch. 1. Go to the step you want to edit or click **Add new step**. 1. Optional: Change the **Step name**. 1. Define if the step is conditional. This means if the step can be skipped based on the amount of the document. To activate: 1. Select **Step condition**. 1. Select one of the following options: - Below the limit - Above the limit - Between the limits 1. Select the limit from the drop-down if it already exists. If not: 1. Click **Change the limits**. 1. Click ![](image-1.png) in the upper part of the pop-up window. 1. Enter a name for the limit and click **Save**. 1. Select the limit name. 1. Click ![](image-1.png) in the lower part of the pop-up window. 1. Select a currency. 1. Enter an amount. 1. Click **Save**. 1. Click **OK** to close the pop-up window. 1. Choose how the approvers are selected under **Approve Invoices by**.

You can create multiple rules by clicking . This way, in the same step, you can find approvers in different ways based on for example amount limits.

This list of approvers

Manual approval

Enter the name(s) of the approver(s) to determine the correct approver(s) for this step. If you enter multiple names, all the approvers will receive the task, only one needs to approve to complete the step.

Automatic approval

You can choose to automatically approve the document. Automatic approval is always done on behalf of one user with the correct approver role. However, this user will not receive an email notification, and does not need to handle a task.

Exceptions

Under Exceptions you can add an employee at the left side that should have different approver(s) than those specified under the general rule. At the right side, add the approver(s) for that employee.

Any approver with this cost unit role

Uses the set up of the Cost units to determine the approver(s).

First make sure that you have set up the Cost units with valid combinations of cost units in the approval hierarchy, and with the specific roles used to determine the right approver in each step of the workflow. Then select the approval role from the drop-down to select the correct approver(s) for this step.

The nearest manager

Uses the manager defined on the employee in an integrating service such as Visma Lønn. You can see this setup in the Managers window in Approval, but the set up must be done in the integrating service.

The department manager

Uses the approvers assigned to the department in the Departments window.

First make sure that you have entered the departments in the service you are sending documents from. Then assign approvers to the departments in the Departments window.

The project manager

Uses the project manager assigned to a project within Visma.net ERP. No additional set up within Visma.net Approval is required to select approvers using the project manager.

Any approver with this project unit role

Uses the set up of the projects to determine the approver(s).

First make sure that you have set up the projects with valid combinations of project units in the Projects window, and with the specific roles used to determine the correct approver in each step of the workflow. Then select the approval role from the drop-down list to select the correct approver(s) for this step.

Any approver with this role

Uses the approver as defined with the roles in an integrating service such as Agda PS.

Any approver with this organisation unit role

Uses the Organisation chart that you create in an integrating service such as Enterprise HRM to determine the approver based on the organisation unit and the role.

1. Select if **This rule depends on amount limit** if you want to skip this rule based on certain amounts. See the instructions under step 2 in this list for information on how to do this. 1. If available: choose whether you want to **Approve the lines**. If selected, documents with multiple lines can be approved by different approvers, based on the cost units entered on the lines. If not selected, approvers are assigned at document level. 1. Choose if you want to **Block the document when no approvers are found**. If selected, the document will become blocked if no approvers are found. If not selected, the step is skipped if no approvers are found. Please note that a document will always become blocked if there is no approver for any of the steps. 1. If available: choose if you want to **Allow editing and re-approve changes**. If selected, the approver can edit basic information of the document without having to reject the document. You need to decide whether or not changes must be re-approved by earlier approvers in the workflow. You can also choose to let the approver decide whether or not the changes should be re-approved. ### Other actions on steps - Click the **Delete** icon on a step to delete the step. The last step of a workflow configuration cannot be deleted. - Click the **Delete** icon on a rule (next to approve document type by) to delete only that rule. The last rule in a step cannot be deleted. - You can use the arrows on the right hand side to move steps vertically and change their order (drag and drop). - You can use the arrow on the left to expand/collapse the step. Collapsing steps make it easier to move them. ## How to use the simulator The procedure below assumes that you are in the **Edit workflow** window. See **How to configure or edit a workflow** for information on how to access this window. The simulator is used to test different scenarios before activating a new/changed workflow or to troubleshoot if documents arrive in a **blocked** state. All steps below are optional. You can choose which fields you want to use to test your scenarios. The following fields are available: - **Submitter/Requester**: Add the name of the user that submits the document. - If available, **Exclude the requester from the approvers**: When approving for example expense claims, the approver may not be the same as the person sending in the expense claim. - **Amount**: Enter the amount of the document. This is important if you skip steps or choose specific approvers based on the amount of the document. - If available, **Initial approvers**: Add one or more initial approvers that should approve the document before the actual workflow starts. - If available, **Branch**: Select a branch to verify that the correct approvers will receive the documents for that branch. - If available, **Cost units**: Enter different cost unit combinations to verify that the correct approvers receive the document for approval. - If available, **Departments**: Enter the department to verify that the correct department manager is set up. - If available, **Projects**: Enter different projects to verify that the correct approvers receive the document for approval. Click **Simulate workflow** to run the simulator and check the output. Click **Reset simulator** to empty all fields and start a new simulation. ## How to use the Workflow history You can access the **Workflow history** table the **Workflows** window, either by clicking the **Workflow History** button (for the history of all workflow configurations), or by clicking the three dots next to a workflow (to see the history of just that workflow configuration). The Workflow history is used to store all the changes done to the available workflow configurations, grouped per document type. You can choose to view all document types or choose between the available document types. Close the table when you want to go back to the **Workflows** window.