Table of Contents. Visma Software International Contents

Transcription

1 User Guide

2 Visma Software International Contents Table of Contents Visma Approval Center... 3 Visma On Demand initialisation... 3 Visma On Demand provisioning interface... 3 User groups...3 Users... 6 Roles... 9 Sign on Visma Approval Center...12 Logging in Visma Approval Center from an notification Logging in Visma Approval Center from Visma On Demand...12 Visma Approval Center user interface The Task List My History Window...20 The Settings window The System Overview window...24 Task Overview Window...26 Help Window...27 About workflow tasks...28 Types of workflow tasks notifications...28 Operations on a task Due date on tasks...29 Working with tasks...29 Approving a document task...30 Editing and approving a document task Rejecting a document task...30 Sending a document task on review Forwarding a document task...31 Approving a line task...31 Editing and approving a line task Rejecting a line task...32 Adding new information on a document About substitutes Working with substitutes Adding a new substitute Activating a substitute Deactivating a substitute...34 Managing substitutes Working with system overview...35 Managing active processes Managing completed processes Best Practices

3 Visma Software International Visma Approval Center Visma Approval Center Visma Approval Center gathers workflow tasks (approval tasks) for several Visma applications in one interface. Visma Approval Center is a self-service solution designed for users to approve tasks assigned to them. Visma Approval Center will normally be used in conjunction with another Visma application responsible for providing workflow tasks. This will make it easier for you to complete your work tasks at any time and in any place with Internet access. Visma Approval Center consists of: a list of tasks that can be sorted and ordered a flow for each task comments on each step in the flow operations for each task (approve, reject, review and forward) a viewer showing the content of the task (for example, an invoice) Visma On Demand initialisation Existing on-premises customers must do some administrative set-up in order to be able to use Visma Approval Center. In the Visma On Demand provisioning interface you can manage user, user groups and assign roles to users. Customers must have an on demand account in order to be able to access Visma Approval Center. The customer administrator logs on and creates users and grants them access to Visma Approval Center. The customer administrator can optionally group users in various user groups depending on their role in the company or the tasks they have to perform. Visma On Demand provisioning interface The Visma On Demand provisioning interface gives access to a number of settings for the end user and the customer administrator. As an end user you have access to the following settings: Edit your personal details such as name, address and language Change your address Change your password As a customer administrator you have access to the following settings: Create new users and invoke/revoke roles for existing users Create new groups, edit or delete existing ones Add new users or remove users from an existing user group User groups Group of users who are authorized to use certain Visma On Demand applications. User groups are owned by the customers. Customer administrator is responsible for creating and managing user groups. Users and User groups are the only object types that can have Roles in Visma On Demand. View user groups All user groups for the selected customer context are listed on the view grid. The user can view the user groups that have roles in the selected context. User group screens will only be available under the context of either CustomerOfVisma or Company. 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 3. Select customer context. If the user only has access to only one customer this step should be skipped: 3

4 4 Visma Software International Visma Approval Center 4. Click Settings tab. 5. Click User groups. All user groups having roles in the selected context are listed in a grid. Create user group User groups are created through the OnDemand portal, and allow permissions and access rights for similar users to be set collectively. User group screens will only be available under CustomerOfVisma and Company context. 1. Log on to Visma On Demand portal. 2. Select customer context. If the user only has access to one customer this step should be skipped: Click Settings tab. Click User groups Click New group In the Group name field enter a group name which uniquely describes the group. Select Active In the Until field, enter the date until which the group will be active. Find the user and select the roles to be assigned to the user: a) Search/Select user(s).

5 Visma Software International Visma Approval Center a) Enter the user address in search bar. a) Click Magnifier glass. a) Select the User(s) option. a) Click Add Users a) Select the role(s) option. 10. Click Create. A user group with the defined settings will be created. Users can now be added to the created user group(s). Edit user group Settings of a User group can be edited when needed. User group screens will only be available under the context of either CustomerOfVisma or Company. 1. Log on to Visma On Demand portal. 2. Select customer context. If the user only has access to only one customer this step should be skipped:. 3. Click Settings tab. 4. Click User groups. 5. Search/Select a user group and click the appropriate user group name under Group. The user group opens in edit mode. 6. Edit the user group details as required. You can change the group name, add/remove users, invoke/revoke roles: 7. To change the name of a user group: a) Enter a new name in Group name 8. To add one or more users to a user group: a) Click Add users a) Search/Select user Enter the user's address. a) Click Add b) Click Done User will be added to the user group 9. To remove user(s) from a user group: a) Check User(s). a) Click Remove user 10. To invoke role(s) a) Click the role(s) option. 11. To revoke role(s) a) Clear the role(s) option. 5

6 6 Visma Software International Visma Approval Center 12. Click Update group. This will save the edited settings of the user group. Delete user group When user groups are no longer required, they can be deleted from the system. User group screens will only be available under the context of either CustomerOfVisma or Company. 1. Log on to Visma On Demand portal. 2. Select customer context. If the user only has access to one customer this step should be skipped:. Click Settings tab. Click User groups. Search/Select a User group. Click Delete Group. Verify the delete operation. This will delete the user group from OnDemand portal Users Users will be given access to Visma Approval Center when a customer has bought a license. Users and User groups are the only object types that can have Roles in Visma On Demand. Users are registered with credentials (user names and passwords). Credentials are information that can be used to authenticate users (i.e. verify the user's identity). The customer administrator is responsible for creating users for one or more companies for the given on demand customer. Each user is created with a user name, an existing address (which must be valid) and a password. Each user must also be given at minimum a role that defines the access rights within Visma Approval Center. The following roles can be given to a user: Approver System Operator At least two users must have the System Operator role at any time. If there is no user with System Operator role in Approval Center, workflows will not be uploaded from Visma Document Center to Approval Center. Each user can be added to one or more user groups, if it has been previously created by the customer administrator. Viewing User(s) Customer administrators can search and view Users and their roles in the selected context. User can view the Users as well as which roles they have in the selected context. 6

7 Visma Software International Visma Approval Center 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 3. Select context object. Context object can be Visma, Distributor, Customer, Company and Partner. 4. Click Settings tab. 5. Click Users. All users having roles in the selected context are listed in a grid. Creating User Everyone using Visma On Demand platform must have a user and a role defined for that user. Administrator(s) can create user accounts and grant them roles to use Visma OnDemand and Visma OnDemand applications. 1. Log on to Visma On Demand portal. 2. Select context. Context object can be Visma, Distributor, and Customer or Partner. 3. Click Settings tab. 7

8 8 Visma Software International Visma Approval Center 4. Click Users. 5. Click Create user. 6. Enter user name, address and other necessary details. All the mandatory fields have sign on them. An activation mail will be sent on that address, so ensure that the address is valid. 7. In the Roles panel, select all the roles appropriate for the user. The user will only see the roles activated for the selected context object. For Visma Approval Center there are two roles: Approver and System Operator. 8. ClickCreate. Selected roles are invoked for the user, and an activation will be sent to the given address.. Users must follow the activation instructions in the activation link to set a password and activate their accounts. Batch user registeration Customer administrators can create set of users all together at once provided a file. This procedure can be followed to create number of user at a time. It can be useful for accounting solutions. The file format can be found under help on the portal. Log on to Visma On Demand portal. Click Settings tab. Select Customer context Click Users Click Create user Click Import a) Click Browse b) Click Upload User file format should be according to the format specified in Help file. 7. Click Process The User file will be processed. If the system finds any errors in the file format, the error will be highlighted on the next screen, and the user will be asked to correct them. 8. Click Submit All users specified in the file will be created, and user activation mails will be sent to the users. Editing personal details Users can edit their own personal details through the Edit my details feature. 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 3. Select context object. Context object can be Visma, Distributor, CustomerOfVisma, Partner or Company. 8

9 Visma Software International Visma Approval Center 4. Click Edit my details The Edit Details window opens up. 5. Click Change to change your address. 6. Click Change Password to reset your password. 7. Edit any additional information among the following: Options Description First Name User's first name Middle Name User's middle name Last Name User's last name Country User's country Language User's language Display Name Name as displayed when logged in Title Job title Web Page Mobile Number User's mobile number State Province User's address information City User's address information Street Address User's address information Zip Code User's address information 8. Click Update my details when finished. You will get a confirmation that your user details have been updated. Roles Roles describe which operations can and cannot be performed in the system. Roles are created for various job functions. Members of staff (or other system users) are granted particular roles, and through those roles acquire the permissions to perform particular system functions. Users are not assigned access rights directly in Visma On Demand, but only acquire them through their role (or roles). Management of individual user rights becomes a matter of simply assigning the appropriate role(s) to the user. Upon installation, standard set of a roles are added for the corresponding application. But it is also possible to create custom roles in Visma On Demand. 9

10 10 Visma Software International Visma Approval Center View Roles Customer administrators can view all activated roles for the selected context. 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 3. Select context object. Context object can be Visma, Distributor, Customer and Partner. 4. Click Settings tab. 5. Click Roles. All the roles activated for the selected context are listed. Edit/Change Role Setting Settings of roles can be edited by customer administrators when needed 1. Log on to Visma On Demand portal. 2. Select context object. Context object can be Visma, Distributor, Customer and Partner. 3. Click Settings tab. 4. Click Roles. 10

11 Visma Software International Visma Approval Center 5. Search/Select a Role. The role screen opens in edit mode. 6. To add users to a role, click Add users: a) Enter user address. b) Click magnifier glass. c) Select user. d) Click Add. Repeat these steps to add several users. 7. To remove user(s) for a role: a) Select user(s). b) Click Remove users. 8. Click Done. 9. To add user group(s) to a role, click Add user groups: a) Enter user group name b) Click magnifier glass c) Select user group d) Click Add Repeat these steps to add several user groups to the same role. 10. Click Done 11. To remove user(s): a) Select user(s). b) Click Remove users. 12. To remove user group(s): a) Select user group(s). b) Click Remove user groups. Users and user groups will be added/removed to the selected role. Update user (invoke/revoke roles for selected user) When a user changes roles, the roles will be either invoked (added) or revoked (deleted) from the user. Only active roles in the selected context can be invoked/revoked for the user. 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 3. Select context object. Context object can be Visma, Distributor, Customer and Partner. 4. Click Settings tab. 5. Click Users. 11

12 12 Visma Software International Visma Approval Center 6. Click user . The user screen opens in edit mode. 7. Select User role(s). Role(s) will be invoked. 8. Clear role(s). Role(s) will be revoked. 9. Click Update. Roles will be invoked/revoked for the selected user Sign on Visma Approval Center There are two methods to log in Visma Approval Center. If you do not have any tasks assigned the following start page will be shown upon logging. Logging in Visma Approval Center from an notification The user can log in Visma Approval Center directly from an . You need to have a valid user name ( address) and password. 1. From your mail inbox, open the Notification from Approval Center Click Visma OnDemand Home link within the body. The sign on window appears. 3. Enter your address in the Username field and your password in the Password field. 4. Press Enter. The Welcome page opens up. 5. From the list of companies, choose the company for which to handle tasks. 6. Click Visma Approval Center tab The Visma Approval Center application opens up. Logging in Visma Approval Center from Visma On Demand The user can log in Visma Approval Center directly from Visma On Demand portal. You need to have a valid user name ( address) and password. 12

13 Visma Software International Visma Approval Center 1. Browse to the logon page at: 2. Logon using the username and password 3. Select context object. Context object is Company. 4. From the list of companies, choose the company for which to handle tasks. 5. Click the Visma Approval Center tab The Visma Approval Center application opens up. Visma Approval Center user interface The user interface of Visma Approval Center consists of four sections allowing access to tasks, settings and status information. There are four main sections: The Task List window; where the user reviews and handles pending tasks through: An overview pane with all pending tasks grouped by document type A document viewer pane to show the content of the document A textual flow pane that lists the flow history and future recipients A graphical flow pane that shows a graphical representation of the textual flow A comment pane to add comments on a task and look at previous comments An accounting grid to review and make changes to the document's information, e.g. accounting details Figure 1: Visma Approval Center's Task List window 13

14 14 Visma Software International Visma Approval Center 14 The My History window, where the user gets an overview of the status of all the processes of the user through Active Processes and Completed processes. Active Processes pane with all ongoing processes active for the user. Complete processes pane with all processes completed by the user.

15 Visma Software International Visma Approval Center The Settings window; where the user enters a substitute in order to route the user's tasks when the user is absent (i.e.vacation, other absence) through: A My substitute pane with the name of the substitute for the user and an option to activate/de-activate it. Figure 2: Visma Approval Center's Settings window 15

16 16 Visma Software International Visma Approval Center TheOverview window; where the user gets an overview of the status of processes in Visma Approval Center through two main panes: An Active Processes pane with all ongoing processes A Complete Processes pane with all processes that are been either approved,rejected, forwarded or processed Figure 3: Visma Approval Center's Overview window The Task List You access and handle your pending tasks in the Task List window. The Task List window gives you access to the following work areas: an Overview pane (A) where user's pending tasks are listed a work flow pane to represent a work flow task as both a textual flow and as a graphical flow (B) a document viewer pane (C) a comment pane (D) a fullscreen mode (E) operations available for a task (F) operations for attachment of documents (G) an edit document pane (H) Figure 4: The Task List window 16

17 Visma Software International Visma Approval Center Document tasks overview The Overview pane list all pending tasks grouped by document type. Figure 5: Overview navigation bar Document types can be invoices (from Visma Document Center), travel expenses (from Visma Travel Expense) or timesheets (from Visma Employee Portal). Documents in the list are sorted ascending on the task's due date. Document viewer You view the document attached to a task in the document viewer pane. Documents can be of different formats such as png, jpeg, tiff, pdf and xml. Figure 6: Document viewer pane 17

18 18 Visma Software International Visma Approval Center You manage the content of a document by means of various operations: Edit the document by using the right mouse button (right-click) to access to document's available operations such as print or save. Magnify detailed information in the document by use of the magnifier button:. Press and move the mouse around the document to magnify details of the document. Send the document by to an external person to ask for additional details about the document. Press Zoom in and out in the document by use of the zoom out and zoom in buttons: ;. Browse a document with several pages with the previous and next buttons: ;. Rotate a document in clockwise and anticlockwise directions Textual flow The textual flow pane list all recipients assigned to a task. The icon shows all recipients assigned to the selected task. Figure 7: Textual flow pane for a task For each recipient the following information is displayed: Event date Name Status Activation date Due date The active user(s) on the task is highlighted in blue. Recipients are listed in the same order as defined in the Visma source application. If a recipient has entered a comment on a task this appears as an icon besides the Event date field. The comment added by the active user is, by default, shown the Last Messagepanel at the bottom of the textual flow pane. To read comments added by other recipients on the task, the user has to click on this icon besides the recipient that added the comment. Graphical flow The graphical flow pane shows in a graph all recipients assigned to a task, either in a sequential or parallel manner. The icon shows each recipient assigned to the selected task with its name and status in the workflow. Figure 8: Graphical flow pane for a task The active user(s) on the task is highlighted in blue. Recipients are shown in the same order as defined in the Visma source application. If a recipient has entered a comment about the document, this is shown when you move the mouse over the recipient. The comment text is shown in the Last Message panel at the bottom of the graphical flow pane. Edit document The edit document pane shows information about the document attached to a task. The grid shows information about the document. It can be, for example, accounting information for an invoice such as supplier name, amount, currency and due date. Figure 9: Edit document pane for a document approval task In the edit document pane the user is able to control and review the information from the document. All fields shown here come from the Visma source application responsible for sending workflow tasks. 18

19 Visma Software International Visma Approval Center For example, for a supplier invoice sent by Visma Document Center, the following information is shown: Text, free text that can be edited if needed. Debit, both the name of the supplier and the supplier account Credit, credit supplier account information Amount, document's amount in the original currency Currency, document's currency code Voucher date, document's voucher date Due date, document's due date. Note: This date is not to be confused with the task's due date in Visma Document Center. Department, as one possible cost unit Project, as one possible cost unit Campaign, as one possible cost unit Note: The number and types of cost unit shown in Visma Approval Center is set in the Visma source application. Line Approval - Edit Pane Figure 10: Edit document pane for a line approval task For a line approval task, the user is able to control and review the information from the document about each line assigned. All fields shown here come from the source application responsible for sending workflow tasks. For example, for a supplier invoice with line approvals sent by Visma Document Center, the following information is shown: Line Approver, name of the approver who is responsible for taking a decision on the line Debit, both the name of the supplier and the supplier account Credit, credit supplier account information Amount, document's amount in the original currency Currency, document's currency code Voucher date, document's voucher date Due date, document's due date Department, as one possible cost unit Status, decision that has been taken on the line. There can be three statuses: Approved, Rejected or Not Evaluated. Decision, decision buttons for the line approver to take action. The decision buttons are highlighted only for the line owner. The line owner can either approve the line the approve and reject buttons are grayed out. or reject the line. For all other approvers in the workflow Note: The information icon shows the approval history for the line. On pressing the information icon it gives the following information: Approver names, Status, In Process since and Approved on. Comment The comment pane allows a user to add any relevant comment on a given task. The icon task. shows both historical comments from previous recipients and comments from the actual recipient on the Figure 11: Comment pane for a task In the comment pane the user can add any comment text that is relevant for the chosen document (from the Overview pane) for the next recipient(s) receiving the document in flow. Comments added are automatically saved upon writing. Changes to the text can be done at any time as long as the document stays in the recipient's document list. It is the latest comment that will be sent to the next recipient in the flow once the task is handled by the recipient. Comments from previous recipients on the task are shown in the message panel beneath at the bottom of the comment pane. Each comment shows the name of the recipient, the text and the date the comment was added to the document. 19

20 20 Visma Software International Visma Approval Center Upload attachments The upload icon allows the user to attach documents for an active task. The icon allows the user to upload additional documents or invoices to support his approval decision. The document format currently supported is PNG. Multiple documents can be uploaded within a total size limit of 3MB. An attachment can be added in Visma Approval Center only for an active task. On pressing the upload icon an upload window is opened. The user has to provide the following information for each upload: Title of the document Description for the document Once the attachment has been added, an information icon and delete icon becomes enabled for the document. All the approvers in the workflow can view information about the attached document on clicking the information icon on the bottom task bar. The delete functionality is available only for the user who uploads the document. When the invoice is send on flow, other approvers can view the attachment by browsing to the right page in the document viewer and view the information about the document through the info icon but cannot delete the document. Full Screen Mode The full screen mode displays the task in full screen. Users can both expand and collapse the working area by using: for having a Full Screen view and for restoring the Normal view. My History Window My History Window gives access to all active and completed workflow processes for an user. Concept definition.the System Overview navigation bar gives the user access to the following links: Active Processes: You can access the Active processes pane by navigating to My history > System overview > Processes Overview.The user is able to view information about all ongoing processes and to search these based on a number of criteria such as document type (Group), Visma host application (Application Name), Document ID (From the host application), Description (Document name), by the number of days on flow (Status) or the last changed by user. Complete Processes: The Complete processes pane list all workflow processes that have been completed in Visma Approval Center. You access the Complete processes pane by navigating to My history > System overview > Processes Overview. The Complete Process shows information such as document type, Visma host application, the number of attachments that have been added for each completed tasks(attachments), and the workflow status - if it has been acknowledged by the host application(acknowledged). The user is able to view and search for information based on the criterias such as Document type (Group), Visma host application (Application Name), Document ID (From the host application), Description (Document name), by the number of days on flow (Received, Last Changed), Status or the last changed by user. Figure 12: My History Window 20

21 Visma Software International Visma Approval Center The Settings window You manage substitutes for users of Visma Approval Center in the Settings window. A substitute handles the tasks on behalf of the user when the person is away. If you have the Approver role, the Settings window gives access to the My settings menu and My substitute pane to activate/de-activate your substitute for a specific period of time. If you have the System operator role, the Settings window gives access to the System settings menu and the Manage substitutes pane where the system operator is able to both search and manage substitutes on behalf of users of Visma Approval Center Figure 13: The Settings window 21

22 22 Visma Software International Visma Approval Center My substitute The My substitute pane shows details about your substitute. Figure 14: My substitute pane 22

23 Visma Software International Visma Approval Center You activate or deactivate your substitute and edit the period of time the substitution will last. The system operator is able to override the substitute's information entered here in the Manage substitutes pane. My mail settings The my mail settings shows details about the users notification preferences. Figure 15: My mail settings My mail settings provides the user with option of setting the notification preferences from Approval Center. There are three options defined for the user to select from: I want to receive notifications from Approval Center when I receive a new task - Choosing this gives the user the option of receiving s as soon as the user gets a new task. Specify when mail should be sent - This allows the user to define the specific time at which he would like to receive summary s. Do not send me any notifications - The user can select this option if he does not want to receive any notifications. Manage substitutes The Manage substitutes pane list all existing substitutes, both active and inactive for any user. The user must have the System operator role in order to have access to this feature. Figure 16: Manage substitutes pane 23

24 24 Visma Software International Visma Approval Center The system operator has access to three different views: All showing all active and inactive substitutes Active showing only active substitutes Inactive showing previous substitutes now deactivated The System Overview window The System Overview window gives access to all ongoing and completed workflow processes. You must have the System operator or System Administrator role. The System Overview navigation bar gives the user access to the following links: Active Processes Complete Processes Active processes The Active processes pane lists all workflow processes that are still active in Visma Approval Center. You access the Active processes pane by navigating to Overview > System overview > Processes Overview. Figure 17: Active Processes pane 24

25 Visma Software International Visma Approval Center The system operator is able to view information about all ongoing processes in a quick and easy manner, and to filter these based on a number of criteria such as document type (Group), Visma host application (Application Name) or by the number of days on flow (Received, Last Changed) and by last changed by user. Complete processes The Complete processes pane list all workflow processes that have been completed in Visma Approval Center. You access the Complete processes pane by navigating to Overview > System overview > Processes Overview. Figure 18: Complete Processes pane The system operator is able to view information about all completed processes and to filter these based on a number of criteria such as document type (Group), Visma host application (Application Name), Document ID ( from the host application), Description, number of days on flow(received, Last Changed) 25

26 26 Visma Software International Visma Approval Center by the status of each process (Status). The date picker allows the user to search based on specific dates: Task Overview Window Task Overview Window gives access to all active and completed tasks for a company to the System Operator and System Administrator. The Task overview navigation bar is visible only if you have either of the above two roles: Blocked Tasks: Tasks that are assigned to unknown users or users with no approver rights. You can access the Blocked tasks pane by navigating to Task Overview > Status.The user is able to view information about all tasks for the company and to search these based on a number of criteria such as Document ID(From the host application), User Name, Description (Document name), Type of document, Recieved date, Task start date, Task due date or the role of the assignee(approver/substitute). Overdue Tasks:Tasks that are past the due date but still pending action. You can access the Overdue tasks pane by navigating to Task Overview > Status.The user is able to view information about all overdue tasks for the company and search for these based on a number of criteria such as Document ID(From the host application), User Name, Description (Document name), Type of document, Recieved date, Task start date, Task due date or the role of the assignee( Approver/Substitute). Started Tasks:Tasks that are assigned to a user and awaiting approvals. Started tasks also include blocked tasks and overdue tasks. You can access the Started tasks pane by navigating to Task Overview > Status.The user is able to view information about all tasks for the company and to search these based on a number of criteria such as Document ID(From the host application), User Name, Description (Document name), Type of document, Recieved date, Task start date, Task due date or the role of the assignee( Approver/Substitute). Planned Tasks:Tasks that will begin when approval action on a Started task is completed. You can access the Planned tasks pane by navigating to Task Overview > Status.The user is able to view information about all tasks for the company and to search these based on a number of criteria such as Document ID(From the host application), User Name, Description (Document name), Type of document, Recieved date, Task start date or Task due date. Completed Tasks:Tasks on which approval actions have already been taken. You can access the Completed tasks pane by navigating to Task Overview > Status.The user is able to view information about all tasks for the company and to search these based on a number of criteria such as Document ID(From the host application), User Name, Description (Document name), Type of document, Recieved date, Task start date, Task due date or the role of the assignee( Approver/Substitute). All Statuses: All the tasks for a company are shown in this view. It includes Started tasks, planned tasks and completed tasks. 26

27 Visma Software International Visma Approval Center Handling Blocked and Overdue Tasks Blocked tasks and overdue tasks can be handled by the Customer Administrator, System Operator and System Administrator in the following ways: Customer Administrator, System Operator and System Administartor will be notified by about blocked tasks. System Operator and System Administrator will be notified by about overdue tasks. The Customer Administrator can take the following actions on blocked tasks: Can create and assign roles to the unknown users on Visma On Demand Portal. Can assign roles to user with "no approver" role. When an unknown user or user with "no approver" role is assigned the "approver" role, the user can login to Approval Center and approve his assigned tasks. The tasks then get unblocked. The System Operator and System Administrator can take the following actions on blocked tasks and overdue tasks: Reassign blocked or overdue tasks to other users. Help Window Help Window gives access to documentation for Visma Approval Center. Users can now access all documentation from the Help Window like Release Notes and User Guide. The documents open in pdf viewer. You can read the document or save the document using the save button in adobe reader.the user must have Adobe Reader installed on their machines. You can download Adobe Reader from here 27

28 28 Visma Software International Visma Approval Center About workflow tasks In Visma Approval Center documents and lines can be assigned to you as tasks for approval. When the user finishes the task, it is sent to the next recipient as defined in the workflow from thevisma source application. Types of workflow tasks Visma Approval Center supports several types of workflow tasks. The workflow tasks can be either for Document approval or for Line approval. When a document is sent on flow to Visma Approval Center, it can be sent in two ways: as a sequential workflow: The document is sent from one recipient to the next recipient in a given order as a parallel workflow: The document is sent to all recipients simultaneously When a line is sent on flow to Visma Approval Center, it can be sent as a sequential workflow. The line is sent from one recipient to the next in a given order. notifications Visma Approval Center uses notifications to inform users about pending tasks. Recipients of tasks receive periodic notifications which list pending lines and documents that they need to do attend to. Every time a task is about to expire the user will receive an notification about the tasks that are close to expire. Customer Administrators, System Administrators and System Operators will receive notifications whenever there is a blocked task. System Operators and System Administrators also recieve notifications whenever there is an overdue task. Operations on a task There are a number of operations that a recipient can do with a pending task. A. For a pending document approval task the recipient can: : 28 Approve the document. The document continues then in the work flow and is sent to the next recipient in the list

29 Visma Software International Visma Approval Center Reject the document. The document is sent back to the original sender in the Visma source application Forward the document to another person. The user hands over the document task to another person. Send the document on review. The document is sent to another person to ask for a review. Once the document is approved, it is returned to the user who started the review. During the approval process the recipient can add or edit information for the document provided the necessary authorization. These changes are then sent back to the Visma source application once the task is completed (i.e.approved or rejected). When the recipient decides how to handle the task, comments can be added to explain the decisions taken. B. For a pending line approval task the recipient can: Approve the line: The line continues in the workflow and is sent to the next recipient in the list. Reject the line: The line is rejected and the workflow is sent back to the source application. The recipient can add new lines for a given task. The recipient then becomes the default line owner for the line tasks created. The user who creates the line can also delete the lines. Once the operations are completed at the line level the recipient can: Proceed the workflow: The workflow continues to the next recipient if the line is approved or goes back to the source application if the line is rejected.. C. For a pending document and line approval task the recipient can: Approve the line & document: The task continues in the workflow and is sent to the next recipient in the list Reject the line and/or document: The task is rejected and the workflow is sent back to the source application. Send the document on review: The document is sent to another person to ask for a review. Once the document is approved, it is returned to the user who started the review. This is independent of the line and line approvers are not changed. Forward the document: The user hands over the document task to another person.this is independent of the line and line approvers are not changed.. Due date on tasks Workflow tasks will normally have a due date representing the number of working days available to the user to complete the task. This due date represents the number of working days the recipient of the document has for handling the document. This is not the due date of the document itself, for example, for a supplier invoice. A task not handled within the given due date is called an Overdue task. Due date is handled in either one of the following two ways: When the recipient either approves or forwards a task to another recipient, a new due date is automatically set for the next recipient. This new due date is calculated based on the same number of working days originally available for the task on flow. When the recipient sends a task on review, the same due date, as for the original document task, applies for the recipient doing the review. If the due date is set to today's date, it implies that the recipient(s) of the document only have 24 hours at their disposal. At the end of the day the task will be listed as Overdue and will remain in the approver's task list. It will also be shown in the Overview Task under Task Overview which is accessible for System Operator and System Administrator. System Operator and System Administrator can reassign this task to any other approver if needed. Working with tasks Recipients of tasks sent on flow will handle these in various ways. Users will be regularly notified by , informing you about pending tasks that you need to do attend to. Operations available to a user includes controlling the information of the document and deciding on how to handle it. Only users with approver role, at minimum, can change the information stored for a document. There are a number of pre-requisites before starting working on a task: The user needs to be logged in with its user ( address) and password. The user must have approver role at minimum. 29

30 30 Visma Software International Visma Approval Center An user can have three types of tasks assigned in Visma Approval Center: Document task : Recipient has to take a decision only on the document. The recipient can approve, reject, send document on review or forward the document. Line task : Recipient has to take a decision only on the line. The recipient can approve or reject the line. Document and Line task : Recipient has to take a decision on both the document and the line. The recipient can approve or reject the line. And can approve, reject, forward or send document on review. Note: Rejection of any line causes the task to be rejected and the task will be send back to the source application. Approving a document task This procedure describes how a user approves a document task. 1. In the Overview navigation bar, expand a group of tasks by clicking on one [document type]. For example: Invoices, Time sheets, Vouchers. The list of pending tasks opens up. 2. Click a task. The document attached to the task is shown. 3. Review the document attached to the task in the document viewer with the information in the edit document pane or accounting grid. 4. If you want, you can add a comment concerning the document to inform the other recipients on the task: a) Click. The comment pane opens up. All historical comments added by previous recipients are listed up in the dialogue bar beneath. b) Enter a comment. The comment entered is automatically saved upon writing. You can still edit the comment until the task is sent to someone else. 5. Click to approve the task. A FYI Notification appears notifying the user that the task has been successfully approved. The task is approved and disappears from the user's Overview list. Editing and approving a document task This procedure describes how a user can edit document's information prior to approving the task In the Overview navigation bar, select any task. Review the document attached to the task in the document viewer pane. Review the information saved for the document in the edit document pane or accounting grid. Add or edit information about the document. For example, for an invoice you can add or edit accounting information such as account (credit) and cost unit(s): Options Description Credit Enter a valid account from the list Department Enter a valid cost unit from the list Project Enter a valid cost unit from the list Click to approve the task. A FYI Notification appears notifying the user that the task has been successfully approved. The task with changes is approved and sent either to the next recipient or back to the source application, if the user was the last recipient on the task. Rejecting a document task This procedure describes how a user rejects a task. 1. In the Overview navigation bar, select any task. 2. Review the document attached to the task as well as information about the document. 30

31 Visma Software International Visma Approval Center 3. Click. a) Enter a comment in the Message dialogue box as required upon rejection of a task. If you already had entered a comment on the document, the text is automatically shown in this dialogue box. You can either overwrite or edit it. A FYI Notification appears notifying the user that the task has been successfully rejected. The task is rejected and sent back to the original sender in the source application. Sending a document task on review This procedure describes how a user sends a document on review to be checked by an additional person. 1. In the Overview navigation bar, select any task. 2. Click to send the document to another person for review. The dialogue box for choosing a recipient opens up. 3. Choose a user from the list after entering the name. In case the user in question is unavailable, this person will be marked in the list with (Away) together with the date this person will be back. 4. Enter a comment in the Message dialogue box. If you already had entered a comment on the document, the text is automatically shown in this dialogue box. You can either overwrite or edit it. 5. Click OK when finished. The dialogue box closes. 6. A FYI Notification appears informing the user that the document has been successfully sent on review. The document disappears from your Overview list. The document is sent to the given recipient. Once this other person has reviewed the document, it is sent back to you. Forwarding a document task This procedure describes how a user forward to another user when the recipient of the document is not correct. 1. In the Overview navigation bar, select any task. 2. Click to forward the document to another person. The dialogue box for choosing a recipient opens up. 3. Choose a user by entering the name. In case the user in question is unavailable, this person will be marked in the list with (Away) together with the date this person will be back. 4. Enter a comment in the Message dialogue box. 5. Click OK when finished. The dialogue box closes. 6. A FYI Notification appears informing the user that the document has been successfully forwarded. The task disappears from your Overview list. Approving a line task This procedure describes how a user approves a line task. 1. In the Overview navigation bar, expand a group of tasks by clicking on one [document type] The list of pending tasks opens up. 2. Click a task. The document attached to the task is shown. 3. Review the document attached to the task in the document viewer 4. Review that the information saved for the line corresponds with document's content by comparing the edit document pane or accounting grid information. 5. If you want, you can add a comment concerning the line/document to inform the other recipients on the task: a) Click. 31

32 32 Visma Software International Visma Approval Center The comment pane opens up. All historical comments added by previous recipients are listed up in the dialogue bar beneath. b) Enter a comment The comment entered is automatically saved upon writing. You can still edit the comment until the task is send on flow You can check the approval history for the line by clicking. The Approval preview opens up. It shows the history of the approval process and the future approvers in the flow. Review the line information and approve the line by clicking in the accounting grid. 8. Click Proceed from the bottom task bar to send the task on flow to the next recipient. The line task is approved and disappears from the user's task list. The task is approved and sent either to the next recipient or back to the source application, if the user was the last recipient on the task. Editing and approving a line task This procedure describes how a user can edit a line information prior to approving the task In the Overview navigation bar, select any task. Review the document attached to the task in the document viewer pane. Review the information saved for the lines assigned to you. Add or edit information. For example: a) For an invoice you can add or edit accounting information such as account (credit) and cost unit(s): b) Or you can add a new accounting line by clicking in the accounting grid. You will be the default approver for every line you create. You can also delete the line you have created by clicking 5.. Click Proceed from the bottom task bar to send the task on flow. A FYI Notification appears notifying the user that the task has been successfully send on flow. The task with changes is approved and sent either to the next recipient or back to the source application, if the user was the last recipient on the task. Rejecting a line task This procedure describes how a user rejects a line task. 1. In the Overview navigation bar, select any task. 2. Review the document attached to the task as well as information about the document. 3. Click in the accounting grid against the line. a) Enter a comment in the Message dialogue box as required upon rejection of a task. 4. Click Proceed on the bottom task bar to send the task back to the source application. The task is rejected and sent back to the source application. Adding new information on a document A document such as a supplier invoice comes with accounting information. This procedure describes how to add additional information to a document prior to approving it. 1. From the Overview navigation bar, select any task. The document attached to the task appears in the viewer pane. 2. The edit document pane displays the information of the document. 3. If you need to add more information, click. A blank line is inserted beneath. 4. Fill in fields as needed. 5. If you need to delete the newly added information, click 32.