Table of Contents. Visma Software International Contents

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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 Home window My History Window...19 The Settings window The System Overview window...22 About workflow tasks...24 Types of workflow tasks notifications...24 Operations on a task Due date on tasks...24 Working with tasks...25 Approving a task...25 Editing and approving a task Rejecting a task...26 Sending a task on review Forwarding a task Adding new information on a document About substitutes Working with substitutes Adding a new substitute Activating a substitute Deactivating a substitute...28 Managing substitutes Working with system overview...28 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. 1. Log on to Visma On Demand portal. 2. Select customer context. If the user only has access to one customer this step will be skipped 3. Click Settings tab. 4. Click Users. 5. Click Create user. 6. 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 will be sent to the user doing the import with the results. 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. 10

11 Visma Software International Visma Approval Center 4. Click Roles. 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. 11

12 12 Visma Software International Visma Approval Center 4. Click Settings tab. 5. Click Users. 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. 12

13 Visma Software International Visma Approval Center You need to have a valid user name ( address) and password. 1. Browse to the Visma On Demand URL. 2. Log on to Visma On Demand portal. 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 Home 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 edit document pane to review and make changes to the document's information, e.g. accounting details Figure 1: Visma Approval Center's Home 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. 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 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

15 Visma Software International Visma Approval Center 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 Home window You access and handle your pending tasks in the Home window. The Home 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) an edit document pane (E) operations available for a task (F) Figure 4: The Home window 15

16 16 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. 16

17 Visma Software International Visma Approval Center 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 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: ;. 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 First name Last name Status Activation date Due date 17

18 18 Visma Software International Visma Approval Center 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 icon 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 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. 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. Debet, 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. In the edit document pane the user can edit information for each document. Comment The comment pane allows a user to add any relevant comment on a given task. The icon task. 18 shows both historical comments from previous recipients and comments from the actual recipient on the

19 Visma Software International Visma Approval Center Figure 10: 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. 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 filter these based on a number of criteria such as document type (Group), Visma host application (Application Name), Document ID (From the host application) or by the number of days on flow (Status). 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. Figure 11: My History Window 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 12: The Settings window 19

20 20 Visma Software International Visma Approval Center My substitute The My substitute pane shows details about your substitute. Figure 13: My substitute pane 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 14: My mail settings 20

21 Visma Software International Visma Approval Center 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 15: Manage substitutes pane 21

22 22 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 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. 22

23 Visma Software International Visma Approval Center You access the Active processes pane by navigating to Overview > System overview > Processes Overview. Figure 16: Active Processes pane 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 (Status). 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 17: Complete Processes pane 23

24 24 Visma Software International Visma Approval Center 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) or by the status of each process (Status). About workflow tasks In Visma Approval Center documents are assigned to you as tasks for approval. When the user handles the task, the document is sent to the next recipient as defined in the workflow from the Visma source application. Types of workflow tasks Visma Approval Center supports several types of workflow tasks. 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 notifications Visma Approval Center uses notifications to inform users about pending tasks. Recipients of tasks receive periodically notifications which list pending 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. When a task has expired, it is automatically escalated to either the recipient's manager or the system operator in case of "dead end". A notification is then sent to the user to inform about tasks that were escalated together with the name of the person the task(s) were escalated to. Operations on a task There are a number of operations that a recipient can do with a pending task. The recipient can : Approve the document. The document continues then in the work flow and is sent to the next recipient in the list 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. 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 automatically escalated in the system to either the recipient's manager or a system operator. Due date is handled in either one of the following two ways: 24 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 then automatically be escalated, if not completed.

25 Visma Software International Visma Approval Center 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. Approving a task This procedure describes how a user approves a 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. 4. Review that the information saved for the document corresponds with document's content by clicking. The edit document pane opens up. 5. 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. 6. 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 task This procedure describes how a user can edit document's information prior to approving the task. 1. In the Overview navigation bar, select any task. 2. Review the document attached to the task in the document viewer pane. 3. Click. The edit document pane opens up. 4. Review the information saved for the document. 5. 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): 6. 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. 25

26 26 Visma Software International Visma Approval Center 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 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. 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 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 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. 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. Click to control the information with the document itself in the viewer beneath. The edit document pane displays the information of the document. 26

27 Visma Software International Visma Approval Center 3. If you need to add more information, click. A blank line is inserted beneath. 4. Fill in fields as needed. Enter new values directly or use the list of values provided for each editable field to find the appropriate value. Values you enter are automatically saved when you navigate to the next field. When information has been added, the user can further handle the task as needed. About substitutes In Visma Approval Center you can define another user as your temporary substitute in order to take over your tasks during your absence. New incoming tasks and existing tasks will be automatically routed to the user's assigned substitute. The following rules applies when assigning a substitute: you cannot register yourself as a substitute two users cannot be substitute for each other either over the same period of time or for an overlapping period of time two or more substitutes with the same name can be distinguished based on their address in case a substitute is also away, information about its unavailability is shown in order to avoid picking this person as a replacement Working with substitutes A substitute will be notified about a user's pending tasks. Pre-requisites for working with substitutes: The user needs to be logged in with its user ( address) and password and has chosen a company context. The user must have approver role at minimum. Adding a new substitute A user can choose to select a substitute to take over his or her tasks for a period of time. The substitute user is selected through the My Substitute window. 1. Click Settings toolbar button on the menu bar. 2. Click My Settings menu and then click My Substitute link in the left navigation bar. The window for entering a substitute opens up. 3. To enter a new substitute, click the Active check box. The fields for adding a new substitute will be activated. 4. Choose a substitute in the Substitute field by entering the name of a user. A list of possible names is shown. 5. Choose a name from the list. 6. Navigate to the date fields From and To to enter the period of time for the temporary replacement. In case you choose a substitute for which you are the substitute for an overlapping period of time, an error message will be displayed. If you click a date field, a calendar window open up for picking a date. 7. Click on Save when finished. The new substitute is registered and activated. All new tasks as well as existing tasks will be automatically sent to the user's substitute next time a reminder is sent. Once the replacement period has come to an end, new tasks will then be sent to the original user. Tasks still pending for the substitute will remain on this person's task list. Activating a substitute You can choose to activate a substitute for your user. The substitute is activated through the My Substitute window. A substitute was previously registered and de-activated for the user. A substitute must be activated when the user is not available for handling tasks in the system. 1. Click Settings toolbar button on the menu bar. 27

28 28 Visma Software International Visma Approval Center 2. Click My Settings menu and then click My Substitute link in the left navigation bar. The window for entering a substitute open up. 3. To activate your substitute, click the Active check box. 4. Navigate to the date fields: From and To to enter the new period of time for the temporary replacement. If you omit to enter an end date then the substitution will be indefinitely. You will need to de-activate the substitute to end the replacement. In case you enter a period of time that overlaps with your substitute, an error message will be displayed. If you click a date field, a calendar window open up for picking a date. 5. Click on Save when finished. The existing substitute is activated. All new tasks will now be sent to the user's substitute. Deactivating a substitute You can choose to deactivate your substitute. The substitute is deactivated through the My Substitute window. A user must deactivate its substitute in case the user is back before the period of replacement has come to an end. 1. Click Settings toolbar button on the menu bar. 2. Click My Settings menu and then click My Substitute link in the left navigation bar. The window that shows the user's substitute open up. 3. To deactivate your substitute, click the Active check box. 4. Click on Save when finished. The existing substitute is deactivated. Only new tasks will be automatically sent to the original user from the day the user's substitute has being deactivated. Managing substitutes The system operator can manage substitutes on behalf of users. Changes made by the system operator overrides user's changes. 1. Click Settings toolbar button on the menu bar. 2. Click Manage Settings menu and then click Manage Substitutes link in the left navigation bar. The pane for searching and entering all substitutes opens up. 3. To search substitutes the following choices are available: Click All to search all substitutes both active and inactive ones Click Active to search all active substitutes only Click Inactive to search all inactive substitutes only Choose to search either substitutes or users with their substitutes, by selecting either Substitute or User In the Name field enter a partial or complete name to search for substitutes. To activate or deactivate substitutes, for one or several substitutes, click on the Activate check box. To change the period of replacement for one or several substitutes searched, enter different dates in From and/or To fields. If you click a date field, a calendar window opens up for picking a date. You cannot enter a start date that is later than the end date and vice versa. In case you choose a substitute for a user that is also a substitute for another user over an overlapping period of time, an error message will be displayed. Click on Save when finished. At any time if you regret the changes entered you can click on Cancel to cancel these changes. Changes to active and inactive substitutes are saved and all incoming or existing tasks are redirected to the substitute(s) based on the changes entered in this window. Working with system overview The system operator can quickly and easily check the status of ongoing and completed processes and in this way identify potential bottlenecks in the Visma Approval Center application. Pre-requisites for working with system overview: 28

29 Visma Software International Visma Approval Center The user needs to be logged in with its user ( address) and password and has chosen a company context. The user must have system operator role. Managing active processes The system operator can view how far ongoing processes have come, who is the last recipient working with it as well as the length of time it has been on flow. 1. Click Overview toolbar button on the menu bar. 2. Click Process Overview menu and then click Active Processes link in the left navigation bar. The window for viewing active documents on flow in Visma Approval Center opens up. 3. Click on a bar in the Active Processes graph in order to only list documents based on a specific number of days old. 4. To search active processes by document type, choose from the Group drop-down list the type of document. For example, you can choose Invoices. The list of all active processes for the given document type is listed independent of the Visma Approval Center host application from which the document is originating. 5. To search existing processes for a specific type of document and an host application, choose from the Group dropdown list the type of document and choose from the Application Name drop-down list the host application from you which you have received documents. 6. To search processes with a specific status, choose from Status the status desired. For example, Approved or Rejected. 7. To search existing processes based on the number of days there were received, choose the number of days old from the Received drop-down list. Managing completed processes One can view completed processed and retrieve information for each process. 1. Click Overview toolbar button on the menu bar. 2. Click Process Overview menu and then click Completed Processes link in the left navigation bar. The window for entering a substitute opens up. 3. To search completed processes by document type, choose from the Group drop-down list the type of document. For example, you can choose Invoices. The list of all completed processes for the given document type is listed independent of the Visma Approval Center host application from which the document is originating. 4. To search processes for a specific type of document and an host application, choose from Group the type of document and choose from the Application Name drop-down list the host application from you which you have received documents. 5. To search processes with a specific status, choose from the Status drop-down list the status desired. For example, Approved or Rejected. Best Practices The following Best Practices will enable ease of set-up and usage with Visma Approval on Demand. Best Practices for User Groups: 1. Customer Administrator: As a Customer Administrator while you set up a new user, create and assign an user group under the create user tab. Do not assign roles from the user tab. Once the user is created, then go to the User Group Tab, and assign roles. This will ensure that you have a consolidated view of the roles and user groups. 2. System Operator: For any company, there must be a minimum of 2 System Operators. If there is no system operator assigned, then workflows will not be uploaded to Approval Center. At the same time ensure that the System Operator role is not be randomly assigned to many users as this will cause invoices to be escalated randomly on document due date. 29

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