Help /approval/online_help section Here you will find the online help for Visma.net Approval. Choose the area you want to learn more about. 2024-08-16T13:19:39+02:00 # Help Here you will find the online help for Visma.net Approval. Choose the area you want to learn more about. What's new? /approval/online_help/whats_new section This is where you can learn everything new about Approval. 2025-04-23T11:11:20+03:00 # What's new? This is where you can learn everything new about Approval. ## April 2025 ### Draft Comments are now saved automatically You can now add a draft comment, and it will be saved automatically once you finish typing. #### How to use this? In the Comment input field on an active task (from the task details view), you can start typing your draft. Once you stop typing, your draft will be saved automatically. You can also create a draft comment from: - **Process Overview** (active processes) - **My history** (active processes) - **Document Overview** (active or blocked documents) If you navigate away from the task or screen and then return to the task where you started the draft, the draft comment will still be visible in the **Comment** input field. #### Important Notes - Draft comments can only be created on **active tasks** or **blocked documents**. - Drafts are **only visible to you** and can be **edited at any time** before being sent. - To post your draft as a comment, click the **Send Comment** button. - The draft will also be **automatically posted** if you approve the task or take another action on it. - Once you click on **Send comment button**, it will be visible in the Comments module and in the Workflow history and it **cannot be changed**. - If you have the **comment window enabled during approval**, you'll still be able to **add another comment** while approving the task. ## March 2025 ### Accounting line approval available for Document Center tasks You can now approve your tasks with accounting lines all at once. How to use this? Approving from My tasks: - Select one or multiple tasks with accounting lines. - Click "**Approve selected tasks.**" - To perform a different action, open the menu and choose an option. Approving from task details: - Open a task and choose an action (**Approve**, **Reject**, or **Other**) When approving a task with accounting lines, a confirmation message will appear: "**You are approving one or more tasks that might have unapproved lines assigned to you. Approving these tasks will automatically approve those lines.**" - Click OK to approve all lines. - Click Cancel to review and manually approve or reject lines. ## February 2025 ### Cancel Blocked documents You can now cancel a blocked document in addition to the existing actions: Approve directly and Reject directly. #### Who Can Use This To use this functionality, you must have both System Administrator and Approver roles for the specific document type. #### How to Use It Select the blocked document. Click Cancel directly. The document status will change to Cancelled, and it will be sent back to the originating service. No additional approvers will be involved. #### Where to Find Cancelled Documents Document Overview → Cancelled In Workflow Details, you will see the status "Cancelled" near the "Approval Initiated" step. A message will indicate that the document was blocked before being cancelled and that no workflow was associated with it. ## October 2024 ### New 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. We are introducing a new feature that 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. ## September 2024 ### Improvements to comments We have introduced several improvements to how comments and actions are displayed across various scenarios in the Workflow History and Comments sections. These updates provide greater clarity on what is visible in each section based on specific user actions, particularly for document approvals and task-related activities where no actions are involved. Comments can be added in the task details, as well as other screens such as My History (for active processes, for user with approver role), Process Overview (for active processes and users with system administrator role) and Document Overview (for blocked documents and active documents for users with system administrator role). The **Workflow History** displays both actions and comments (if a comment is added). The **Comments Section** displays only comments. Actions without comments are not shown here. #### How to add comments If you have an approver role, inside the Comments section you can start typing the comment and press send comment to save the comment. The comment will be visible in Comments section and in the Workflow History. If you have a system administrator role you can add a comment in Process overview (active processes) and in Document overview (blocked documents or documents in progress). #### Character limit for Comments There is a character limit of 500 characters, if a comment exceeds this limit a warning will appear: "*Character limit reached*." For comments between 450 and 499 characters, the system will notify users of the remaining characters. #### Order of Comments Older comments will appear at the top, while the most recent ones will be displayed closer to the input field. ## A new user interface aiming to simplify your experience when working with tasks in Visma.net Approval The new user interface improves the process for users to efficiently approve or reject tasks. The features included in the user interface are unchanged compared to the old user interface, but the way they are presented has changed. ### How to use it? Login to Visma.net Approval, go to My tasks and open a task. Main actions as Approve, Reject, and Other have been moved at the top right, together with the Task navigation arrows. They have the same functionality as before. All the tabs (Task details, Document editor) and the headlines (Comment & data and Workflow) from the old view are now displayed in one screen, in their own modules with icons and tool tips with their names. The new layout has been added also in My history, Process overview and Document overview. Some of the modules have new names: - Process details is renamed to **Document details** - Comments & data is renamed to **Comments** - Document Preview is renamed to **Document** You can hide the modules by clicking the corresponding icon on the sidebar. When you hide a module, the icon will be highlighted in blue. The layout will be saved, allowing you to keep the same modules in view, when clicking the arrows on the top right and navigating to the next task. ### Workflow Details Module In this module is displayed the graph with the workflow configuration steps. When you hover over the text containing the user name, a tool tip appears. The tool tip displays the name, email address, and profile picture of the user. Below the step's name are displayed the names of the approvers. Under the Approval initiated step, you see the source system from which the task originates. Expand the Current workflow step to see the details: the name of the current workflow step, current approver(s), and the reason are going to be visible. Expand the Workflow history to see a table with the step, action, comment, date (which can be sorted chronologically), and the user name (plus a tool tip with the email address which can be copied to the clipboard). ### Comments Module How to add a comment or a draft: - Open the task and in the Comment input field you can start typing your draft. - Once you stop typing, your draft will be saved automatically. - It will be visible only for the user who has created the draft. - You can change or delete your draft until it will be send as a comment. - If you press Send comment, your draft will be added as a comment and it will be visible in the Comments module and Workflow history module. Draft or comments can be created from: - **Task details** (active task) - **My history** (active processes) - **Process Overview** (active processes) - **Document Overview** (active or blocked documents) ### Document Viewer Module In the document module you can see the document that needs to be approved. The number of documents is displayed on the header of the module, and there are two ways to navigate through documents: - By clicking on the arrows Page up or Page down; - By using the vertical scroll bar. In the toolbar below the headline you can see the number of the pages inside the document, and you have thepossibility to zoom out and zoom in, download, rotate, and print the document. The document rotates 90 degrees each time you click the Rotate right icon. If you want to print the document, a new tab with the document in print preview is opened. ### External Editor (Accounting grid) module The External editor (or Accounting grid) module is displayed at the bottom of the screen for smaller resolution (1440 - 800 px; 1680 - 480 px (two columns view) and 1280 - 640 px (one column view), below all the modules (Workflow details, Notes and comments, Document details and Document module). The External editor module has a resize mechanism, allowing you to resize it from full width placed at the bottom of the screen to half width placed on the left bottom of the screen. Once you make an active choice between "bottom" and "left-bottom", the layout is saved when using the arrows to navigate to the next task and when logging in via the same browser, after closing down the application. It is not saved when choosing another browser and it is not saved when opening a new task from My tasks. For higher resolutions (1920 - 725 px), you see a three columns view with the External editor module placed at the left bottom of the screen, under the three modules (Workflow details, Notes and comments, Document details), having the Document viewer module on the right side. You can resize the External editor or the Accounting grid module to have full width and placed at the bottom of the screen. The layout will be saved only when using the arrows to navigate to the next task and logging back into the same browser. Settings /approval/online_help/settings section Under Settings, you define and manage the settings that apply to you as a user. These settings do not impact any other users of the service. 2024-07-10T16:25:27+02:00 # Settings Under Settings, you define and manage the settings that apply to you as a user. These settings do not impact any other users of the service. For information on setting up the company, go to [Configuration](/approval/online_help/configuration/). 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. Notifications /approval/online_help/settings/notifications section In the Notifications window you can set your preferences for email notifications. Visma.net Approval uses email notifications and reminders to inform you about pending tasks. 2024-07-10T16:25:27+02:00 # Notifications In the Notifications window you can set your preferences for email notifications. Visma.net Approval uses email notifications and reminders to inform you about pending tasks. You can choose which kind of email notifications you wish to receive. > Depending on your role, some notifications will not be available. If you have both the Approver and the System Administrator role you can use all notifications mentioned below. ## Email notifications for the Approver role ### A notification as soon as - **There is a new approval task for me**: An email each time an approval task is assigned to you. - **I am appointed as someone's substitute**: An email to indicate you are appointed as someone's substitute and will receive tasks assigned to that person. See: [About Substitutes](/approval/online_help/configuration/about_substitutes/) ### A daily reminder of - **Soon overdue tasks**: An email with tasks that are soon overdue or already overdue. You can choose how many days before the due date you want to receive this reminder in the [Preferences](/approval/online_help/settings/preferences/) window. ### A reminder with approval tasks on An overview of all pending tasks regardless of when they are due. Choose the day and time you wish to receive this email. ## Email notifications for the System Administrator role ### A notification as soon as - **A task becomes blocked for a user**: An email is sent each time a task becomes blocked. This is a type of task that is assigned to an unknown user or a user with no approver rights. For more information about reassigning blocked tasks, see: [Task overview](/approval/online_help/actions_for_system_administrators/task_overview/). - **A document is blocked**: Documents for which no workflow can be generated, or documents that are assigned to an approver that does not exist. For more information about common reasons for blocked comments and how to fix them, see: [Document overview](/approval/online_help/actions_for_system_administrators/document_overview/). ### An overview of blocked tasks and documents on An overview of all blocked tasks and blocked documents that need your attention. Choose the day and time you wish to receive this email. Preferences /approval/online_help/settings/preferences section In the Preferences window you define the user-specific settings. These settings only affect your own user account and not the other users of the service. 2024-08-07T11:22:23+03:00 # Preferences In the Preferences window you define the user-specific settings. These settings only affect your own user account and not the other users of the service. ## Amount of working days before a task is soon overdue Each task you receive has a task due date defined by the system administrator in the [Due settings](/approval/online_help/configuration/due_settings/). You can define how many days before the task due date you want to mark the task as 'soon overdue'. When you have a task which is soon overdue, you will be notified of this in several ways: - The task has an orange marker in [My tasks](/approval/online_help/actions_for_approvers/my_tasks/). - The task is included in the soon overdue email. - The task is marked as soon overdue in the overview email. You can define if and when you want to receive the soon overdue email and the overview email in the [Notifications](/approval/online_help/settings/notifications/) window. ## Open the comment window when I approve Activate this setting to automatically open up the comment pop-up window when you approve a document. This way you can directly enter a comment which is shown to everyone in the workflow. If you do not want to enter a comment for a specific document, you can leave the comment field empty. If this setting is not activated, you can still enter a comment in the comment panel and this will also be shown to everyone in the workflow. ## After handling a task You can define what is going to happen after you have handled a task in the **Task details** tab. There are two options you can choose from: | Radio button | Description | |--------------|-------------| | Open the next task | After you have handled a task, the next task in the list will open automatically. | | Return to the task list | After you have handled a task, the system will take you back to the task list. | 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. Actions for approvers /approval/online_help/actions_for_approvers section In this section you can find all information about handling the tasks that you are asked to approve. 2024-07-10T16:25:27+02:00 # Actions for approvers In this section you can find all information about handling the tasks that you are asked to approve. Handling a task /approval/online_help/actions_for_approvers/handling_a_task section As an approver you can handle tasks in various ways in Visma.net Approval. The way you handle your tasks is dependent on the type of task and the action you want to take. 2024-08-07T11:22:23+03:00 # Handling a task As an approver you can handle tasks in various ways in Visma.net Approval. The way you handle your tasks is dependent on the type of task and the action you want to take. > **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](/approval/online_help/settings/notifications/). If you have installed [Visma Mobile Manager](/approval/online_help/actions_for_approvers/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](/approval/getting_started/integrating_with_other_services/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](/approval/online_help/actions_for_approvers/my_tasks/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. 1. Review the information in the available tabs. 1. 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/). 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. 1. 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. 1. Optionally, add a **comment** to the task. You can add the comment in the **Task details** tab. 1. 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](/approval/online_help/settings/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. 1. Click **Other** in the **Task details** or **Workflow details** tab. 1. Click **Forward**. 1. 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](../../../online_help/configuration/about_substitutes/). 1. Enter a **comment**. 1. Click **OK**. #### Forward from My tasks You can also forward a task directly from **My tasks**. 1. Go to **My tasks**. 1. Select the task that you wish to forward. Please note that it is not possible to forward multiple tasks at once. 1. Click the split button ![](image.png) and choose **Forward**. 1. 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](../../../online_help/configuration/about_substitutes/). 1. Enter a **comment**. 1. 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. 1. Click **Other** in the **Task details** or **Workflow details** tab. 1. Click **Request review**. 1. 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](../../../online_help/configuration/about_substitutes/). 1. Enter a **comment**. 1. Click **OK**. #### Request review from My tasks You can also request review for a task directly from **My tasks**. 1. Go to **My tasks**. 1. 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. 1. Click the split button ![](image-1.png) 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](../../../online_help/configuration/about_substitutes/). 1. Enter a **comment**. 1. Click **OK**. Visma Mobile Manager /approval/online_help/actions_for_approvers/visma_mobile_manager section Visma Mobile Manager makes it possible to approve documents on-the-go, when and where it suits you. 2024-08-07T11:22:23+03:00 # Visma Mobile Manager Visma Mobile Manager makes it possible to approve documents on-the-go, when and where it suits you. As an existing licensed Visma.net Approval customer, Visma Mobile Manager gives you quick and easy access to your tasks. You can effectively handle incoming documents and enjoy increased control via a full mobile overview of all tasks that need to be approved. ## How to get Visma Mobile Manager To download and get more information about the app, visit the respective app store. For iOS devices: [Get it on the App Store](https://apps.apple.com/no/app/visma-manager/id850373588?amp%3Buo=4) . For Android devices: [Get it on Google Play](https://play.google.com/store/apps/details?id=com.visma.vmm&pli=1) . My tasks /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 ![](image.png) 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 ![](image-1.png) 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 ![](image-2.png) 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 ![](image-3.png) 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 ![](image-4.png) 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. Task details /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 | | --- | --- | | ![](image.png) | Opens information about attachments uploaded by approvers via the split button and **Add attachment**. | | ![](image-1.png) | Downloads the attachment(s) and allows you to save the file locally or print it. | | ![](image-2.png) | Downloads the attachment(s) to a zip-file. | | ![](image-3.png) | Rotates the document in anticlockwise or clockwise direction. | | ![](image-4.png) | Zooms in and out. | | ![](image-5.png) | 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 ![](image-6.png) of the line, the status (**Approved, Rejected**, or **Not evaluated**). For your line, you can either approve ![](image-8.png) or reject ![](image-9.png) 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. Detaching of the Document Viewer /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. Editing the document /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 - ![](image-1.png) - **Save** the changes. This is required before you can approve or reject the lines. - ![](image-2.png) - **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. My history /approval/online_help/actions_for_approvers/my_history section My history gives you access to all active and completed workflow processes that you have received a task for. A workflow process is an approval request. A single document may have several workflow processes, if it was rejected or cancelled, and then resubmitted. 2024-08-07T11:22:23+03:00 # My history My history gives you access to all active and completed workflow processes that you have received a task for. A workflow process is an approval request. A single document may have several workflow processes, if it was rejected or cancelled, and then resubmitted. > **Important**: > > This functionality is only accessible for approvers. The system administrator has access to the same information via the [Process overview](/approval/online_help/actions_for_system_administrators/process_overview/). ## Active processes In this window you can view information about the documents you are asked to approve where the approval process is not yet completed. It is possible that you see a process here for which you have already completed your task. It is then awaiting approval of another approver. You can see the details of a process by clicking the line. You can filter the processes based on a number of criteria, such as the document type, document ID and who the document is from. ## Completed processes The completed processes show the documents that you have approved or rejected and where the approval process is completed. You can filter these in the same way as the active processes. The completed processes contains an extra column with the status of the approval request. ## Advanced search If you receive documents from Visma Document Center, you can use the advanced search to search cost units and general ledger accounts which are used in the accounting grid. This functionality is available for both the 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. Keyboard shortcuts for tasks /approval/online_help/actions_for_approvers/keyboard_shortcuts_for_tasks section When you have a task open, you can use different shortcuts to quickly process your tasks. 2024-07-10T16:25:27+02:00 # Keyboard shortcuts for tasks When you have a task open, you can use different shortcuts to quickly process your tasks. Please note that not all of the shortcut keys function in the beta version as yet. We will add these as soon as possible. | Key | Action | |---|---| | N | Go to the **Next task** from the list | | P | Go to the **Previous task** from the list | | C | Show or hide the **Comments** panel | | W | Go to the **Workflow details** tab | | T | Go to the **Task details** tab | | L | Show or hide the **Accounting lines** for documents from Visma Document Center | | F | Open the dialogue to **Forward** the task to someone else | | R | Open the dialogue to **Reject** the task | | A | Open the dialogue to **Approve** the task (press Enter to confirm that you want to approve the task) | | V | Open the dialogue to send the task for **Review** | | E | Send a copy of the task by **Email** | 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/).