Approval Center configuration guide

Transcription

1 Approval Center configuration guide

2 Visma Software International Contents Table of Contents Configuring of Visma Approval Center... 3 Creating user group (optional)...3 Creating users... 3 Upgrading or installing Visma Document Center Mapping company in Visma Document Center with corresponding company in Visma Approval 4 Center Activating use of Visma Approval Center... 5 Configuring the user's address in the ERP system...5 Configuring the Visma On Demand Bridge service (optional)...5 Installing Visma OnPremises Gateway... 6 Visma On Demand provisioning interface... 7 User groups...7 View user groups... 7 Create user group...8 Edit user group...8 Delete user group...9 Users Viewing User(s)...10 Creating User...11 Batch user registeration Editing personal details Roles View Roles Edit/Change Role Setting Update user (invoke/revoke roles for selected user)

3 Visma Software International Configuring of Visma Approval Center Configuring of Visma Approval Center There is a number of configuration steps to complete prior to start using Visma Approval Center. Before starting on this guide you should check that Approval Center is ordered correctly from Visma, the customer is activated for on demand services, the company is created and that the credentials for the customer admin is known. Creating user group (optional) If required you can create user groups through the Visma On Demand portal, and allow permissions and access rights for similar users to be set collectively. This is the recommended way of handling user rights. User group screens will only be available under Customer Of Visma 1. Browse to Visma On Demand 2. Log on to Visma On Demand portal with the customer administrator username and password. 3. In the drop down in the up right corner, the context object list select the customer for which you need to create usergroup. 4. Click Settings. 5. Click User groups. 6. Click New group. 7. In the Group name field enter a group name which uniquely describes the group. 8. Select Active. 9. In the Until field, enter the date until which the group will be active. 10. Give access rights to the group by selecting roles the members of this group should have. For Approval Center you can choose between the Approver, System Administrator or System Operator role. Where the System Administrator will not take part in the flow - just have access to system overview and system settings. System Operator will have all access rights and be sent flows that aren't resolved by the system (e.g. if the user received in a flow doesn't exist), and will also receive escalated tasks. 11. Select members. You can set members of the group directly at the bottom of the page. This can also be done later from this form, or when creating new users. 12. Click Create. A user group with the defined settings will be created. Users can now be added to the created user group(s). Creating users Everyone using Visma Approval Center must have a user account and a role defined for that user account in Visma On Demand. User accounts can only be created by the customer administrators. 1. Browse to Visma On Demand 2. Log on to Visma On Demand portal with the customer administrator username and password. 3. In the drop down in the up right corner, the context object list select the customer for which you need to create the user group. 3

4 4 Visma Software International Configuring of Visma Approval Center 4. Click Settings. 5. Click Users. 6. ClickCreate user You should also do this if the user already exist in the On Demand solution. The registration will then jump directly to the page where access rigts are given 7. Enter the address, the first name and last name for the new user. All the mandatory fields are marked with a star (*). 8. Click Next 9. Give the user access rights by adding him/her to a user group. You can also assign spesific roles per application and company on each user. We recommend to use the user groups. 10. Click Create. An activation mail will be sent to the given address, so ensure that the address is valid. Each user must follow the activation instructions in the activation link to set a password and activate his/her account. Upgrading or installing Visma Document Center 5.40 In order to approve documents on Visma Approval Center, Visma Document Center 5.40 must be installed. 1. Install or upgrade the Visma Document Center - server. During this setup a service will be installed: Visma Document Center On Demand Bridge service is responsible for sending and receiving documents on flow between Visma Document Center and Visma Approval Center 2. Install or upgrade the Visma Document Center client. 3. Select Start > All Programs > Administrative tools > Services The Services window will display. 4. Check that the Visma Document Center On Demand Bridge service is running under a user with local administrator rights. Mapping company in Visma Document Center with corresponding company in Visma Approval Center In order to send documents to the correct company in Visma Approval Center you need to map each company in Visma Document Center with the corresponding company in Visma Approval Center. Stop the Visma Document Center On Demand Bridge service if it is running. 1. Select Start > All Programs > Administrative tools > Services The Services window will display. 2. Choose Visma Document Center On Demand Bridge service and click Stop. 3. Select Start > All Programs > Accessories > Windows Explorer, and go to the program files folder for Visma Document Center. In the program files folder for Visma Document Center, a new folder ODBridge Mapping Tool is created for Visma Document Center On Demand service 4. Select ODBridge Mapping Tool and open the Visma.Workflow.ODBridge.MappingTool file as administrator. 5. Create a new and save it as CompanyMappings.xml or load the CompanyMappings xml file from ProgramData\Visma\Visma.Workflow.ODBridge. The file will automatically be saved in the ProgramData \Visma\Visma.Workflow.ODBridge folder. 4

5 Visma Software International Configuring of Visma Approval Center 6. Press Add Mapping, and enter the following information for each Visma Document Center client: Options Description VDC User VDC Password VDC Company Nr VDC Company Name AOD Org Number AOD Country Code Username for Visma Document Center Password for Visma Document Center Id of the company/client Name of the company Organization number of the company ISO Country code of the company (e.g. NO) For each Visma Document Center client a new line with this information must be added in order to map each company in Visma Document Centerto a company in Visma Approval Center. The user needs to be an administrator in Visma Document Center. 7. Save the changes and close the file. Each company is now mapped to the corresponding company in Visma Approval Center 8. Start and log into Visma Document Center with appropriate credentials. 9. Select Settings > User rights. 10. Check that the user used for VDV User in the ODBridge Mapping Tool has Administrator role as user right. If not add this role in the New user right column and save the changes. Activating use of Visma Approval Center In order to start sending documents on flow to Visma Approval Center, the Visma Approval Center flag must be activated into Visma Document Center. 1. Start Visma Document Center client with appropriate credentials. 2. Select Settings > System Settings 3. Click the Workflow tab. 4. Click Send workflows to Visma Approval Center. 5. Click OK. Approvals will from now on only be handled on the web with Visma Approval Center for the given company. Rejected documents are returned to the senders working list. Call back from Visma Document Center is possible. Configuring the user's address in the ERP system Un order to use Visma Approval Center Visma On Demand require a valid address to receive documents sent on flow from Visma Document Center. The address on the user in the ERP system should be the same as the login for Visma On Demand. Ensure that all employees attached to the users of Visma Approval Centerhave a valid address defined in the corresponding ERP system, and that this address is the same used as username on the On Demand Platform. Configuring the Visma On Demand Bridge service (optional) If required you can change the synchronisation settings of the Visma Document Center On Demand Bridge service. The Visma Document Center On Demand Bridge service handles the synchronisation of masterdata and documents between Visma Document Center 5.40 and Visma Approval Center. Visma Document Center 5.40 is installed. This service send masterdata and documents. This includes: Masterdata Cost units: both new entries and changes to cost units in the ERP system GL accounts: both new entries and changes to general ledge accounts in the ERP system Synchronisation of masterdata is set to once per hour by default. 5

6 6 Visma Software International Configuring of Visma Approval Center Documents Send documents with recipients Receive completed documents Call back documents from Visma Document Center Synchronisation of documents is set to once every five minutes by default. Settings By default Approval Center is configured with substitute, escalate, forward and review functionalities. If required you can change these settings in the configuration file to disable them. Table 1: Functionality Settings Functionality Key Value Description (The values are set to True by default) Substitute AllowSubstitute True/False Setting AllowSubstitute value to False will disable the option of allowing substitues in Approval Center. Escalate Task AllowEscalate True/False Setting AllowSubstitute value to False will disable escalation of tasks in Approval Center. Forward Task AllowForward True/False Setting AllowSubstitute value to False will disable forwarding of tasks in Approval Center. Review Task AllowReview True/False Setting AllowSubstitute value to False will disable review of tasks in Approval Center. 1. Select Start > All Programs > Administrative tools > Services The Services window will display. 2. Choose Visma Document Center On Demand Bridge service and click Stop. 3. Select Program Files > Visma > Document Center > ODBridge. The configuration file for this service is to be found in the program files folder of Document Center. 4. Right-click the file Visma.Workflow.ODBridge.exe.config, and choose Open With and choose a text editor. You can, for example, open the file in Notepad. 5. Under appsettings change the update frequency for the settings MasterDataRefreshRate, ApprovalDataRefreshRate and update Values for AllowSubstitute, AllowEscalate, AllowForward and AllowReview. 6. Save the changes and close the file. 7. In the Services window, re-start the Visma Document Center OnDemand Bridge Service. The service will now synchronize data according to the new settings. Installing Visma OnPremises Gateway The Visma Approval Center application requires communication with the customer's On Premises Visma Document Center application. The communication is secured by a gateway that has to be installed at the customer side. This gateway will update itself. It is the responsibility of the customer administrator to install the Visma OnPremises Gateway. The Visma OnPremises Gateway is available from the web. The following procedure is to describe the first time installation of this gateway and of the package manager. You will need the credentials of the customer administrator to go through the installation. 1. Get hold of the latest version of the Visma OnPremises Gateway from Visma. If you already have any other OPG version or for any other environments, please, uninstall it first. 2. The Visma OnPremises Gateway contains the Gateway and the Updater that will keep the Gateway updated to the latest version. 3. Read and follow the Visma OnPremises Gateway Installation Guide and the OPG_Installation Guide to install the Visma OnPremises Gateway You find these two documents in the distributed package. The Visma OnPremises Gateway is now installed. The Package Manager will automatically update the Visma OnPremises Gateway whenever a new version is available. Documents are now safely sent back and forth between Visma Document Center and Visma Approval Center. 6

7 Visma Software International Visma On Demand provisioning interface 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: 4. Click Settings tab. 5. Click User groups. All user groups having roles in the selected context are listed in a grid. 7

8 8 Visma Software International Visma On Demand provisioning interface 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:. 3. Click Settings tab. 4. Click User groups 5. Click New group 6. In the Group name field enter a group name which uniquely describes the group. 7. Select Active 8. In the Until field, enter the date until which the group will be active. 9. Find the user and select the roles to be assigned to the user: a) Search/Select user(s). 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:. 8

9 Visma Software International Visma On Demand provisioning interface 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. 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:. 9

10 10 Visma Software International Visma On Demand provisioning interface 3. Click Settings tab. 4. Click User groups. 5. Search/Select a User group. 6. 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. 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. 10

11 Visma Software International Visma On Demand provisioning interface 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. 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. 11

12 12 Visma Software International Visma On Demand provisioning interface 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. 12

13 Visma Software International Visma On Demand provisioning interface 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 First Name Middle Name Last Name Country Language Display Name Title Description User's first name User's middle name User's last name User's country User's language Name as displayed when logged in Job title Web Page Mobile Number State Province City Street Address Zip Code User's mobile number User's address information User's address information User's address information 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. 13

14 14 Visma Software International Visma On Demand provisioning interface 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. 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. 14

15 Visma Software International Visma On Demand provisioning interface 3. Click Settings tab. 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. 15

16 16 Visma Software International Visma On Demand provisioning interface 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 16