installation of onpremises gateway...(telnet command to test after firewall / network...

Approval Center configuration guide

Visma Software International | Contents

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Table of Contents

About this document......................................................................................................................................3Visma Approval Center configuration pre-requisites....................................................................................4On Premises Gateway Installation.................................................................................................................5

Installing the Gateway....................................................................................................................... 5Configuring of Visma Approval Center........................................................................................................ 6

Creating users.................................................................................................................................... 6Creating user group (optional)...........................................................................................................6Upgrading or installing Visma Document Center 5.40 - 5.65...........................................................7Mapping company in Visma Document Center 5.65 with Visma Approval Center.........................7Mapping company in Visma Document Center 5.60 and earlier versions........................................7Activating use of Visma Approval Center........................................................................................ 8Configuring the user's email address in the ERP system...................................................................8Configuring the Visma On Demand Bridge service (optional).........................................................9Verification of Installation.................................................................................................................9

Visma On Demand provisioning interface.................................................................................................. 11User groups......................................................................................................................................11

View user groups................................................................................................................. 11Create user group.................................................................................................................12Edit user group.....................................................................................................................12Delete user group.................................................................................................................13

Users................................................................................................................................................ 14Viewing User(s)...................................................................................................................14Creating User.......................................................................................................................15Batch user registeration....................................................................................................... 16Editing personal details....................................................................................................... 16

Roles................................................................................................................................................ 17View Roles.......................................................................................................................... 18 Edit/Change Role Setting................................................................................................... 18Update user (invoke/revoke roles for selected user)........................................................... 19

Companies....................................................................................................................................... 20View Companies..................................................................................................................20Create Company.................................................................................................................. 21Edit companies.................................................................................................................... 21Batch company registration................................................................................................. 22

Visma Software International | About this document

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About this document

This document contains Visma Approval Center configuration details -

• Pre-requisites/Checklist for the configuration.• Installation of OnPremises Gateway• Installation of Visma Document Center• Configuration of Companies• Configuration of users & roles on On Demand Portal

4 | Visma Software International | Visma Approval Center configuration pre-requisites

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Visma Approval Center configuration pre-requisites

Visma Approval Center configuration requires the following checklist to be completed before you begin with theconfiguration steps:

Prerequisites for the configuration:

1. Customer must be registered as an On Demand Customer in the On Demand Platform, Approval Center must beordered and your company should have Approval Center license.

2. A user with Customer Administrator role must be created and activated. Make sure that this user (CustomerAdministrator) can log on to Visma On Demand Portal and has access to Settings Tab.On Premises Gatewayinstallation has to be conducted by the Customer administrator.

3. After login Customer Administrator should check that the Approval Center license is activated for the Company.

4. Ask your network administrator to ensure that the installer and On Premises Gateway is able to accessodg.visma.net. This can be confirmed by pinging this host. Please, allow to connect to any ports of odg.visma.net(telnet command to test after firewall / network configuration). Refer to On Premises Gateway Installation guideavailable on static.visma.net for more details.

5. Visma On Premises Gateway must be installed: Refer next section for details.

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On Premises Gateway Installation

Visma Approval Center application requires communication with the customer's On Premises Visma Document Centerapplication. The communication is secured by a gateway that has to be installed at the customer side. This gateway willupdate itself.

It is the responsibility of the customer administrator to install the Visma OnPremises Gateway. The Visma OnPremisesGateway is available from the web.

Note: You will need the credentials of the Customer Administrator to install the On Premises Gateway.

Note: Detailed procedure on how to install the gateway is available on http://static.visma.net/ipp/current/opg_installer/. Next section lists the important steps involved in the installation. Read the On Premises GatewayGuide for deatils.It also has information on installation prequisites, system requirements, installation procedure,error handling, upgrade and uninstallation.

Installing the GatewayOn Premises Gateway can be installed either through an interface or through Scriptable installer. Follow the belowsteps to install the gateway through the interface. Refer to the On Premises Gateway Guide on how to install through aScriptable Installer and for other installation tips.

The following procedure is to describe the first time installation of this gateway.

1. Go to http://static.visma.net/ipp/current/opg_installer/.

2. Run the setup.exe in order to start the Visma Installer package.

3. Wait for Welcome Screen, select installation language and press Next.

4. Check Applications to install and press Next. We highly recommend you to install Visma Update for automaticupdates of On Premises Gateway. Refer to OPG Guide for Visma Update installation steps.

5. Press Next to start installation.

6. Welcome screen for Visma On Premises Gateway installation is displayed. Press Next.

7. For default installation use Standard and press Next. Default On Premises Gateway location: C:\ProgramFiles\Visma\OnPremisesGateway\OPGatewayService for 32 bit systems Or C:\Program Files (x86)\Visma\OnPremisesGateway\OPGatewayService for 64 bit systems

8. For custom installation check Custom and press Next.In the case of Custom installation you will be asked to Selectthe path for On Premises Gateway location.

9. Set path and press Next.

10. On Premises Gateway available only from local machine is checked by default. If you need to have centralizeddeployment uncheck it and press Next.

11. Provide your Visma On Demand user(customer administrator) credentials and press Next. If your user has“Customer Administrator” role for several Customer you will see Customer list. In this case select your customerand press Next.

12. Wait for Visma On Premises Gateway Service to start.

13. After the installation is completed and the service is started successfully, press Finish.After the installation OnPremises Gateway should be shown in a Windows services list as Visma OnPremisesGateway service and should have Started status. If Visma On Premises Gateway service has Starting status followthe error handling section in OPG user guide on http://static.visma.net/ipp/current/.

http://static.visma.net/ipp/current/opg_installer/

http://static.visma.net/ipp/current/opg_installer/

6 | Visma Software International | Configuring of Visma Approval Center

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Configuring of Visma Approval Center

The following sections describe the configuration of Visma Approval Center .

Creating usersEveryone using Visma Approval Center must have a user account and a role defined for that user account in Visma OnDemand.

User accounts can only be created by the customer administrators.

1. Browse to Visma On Demand https://login.visma.com

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 theuser group.

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 directlyto the page where access rigts are given

7. Enter the email 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 andcompany on each user. We recommend to use the user groups.

10. Click Create.

An activation mail will be sent to the given email address, so ensure that the email address is valid. Each user mustfollow the activation instructions in the activation email link to set a password and activate his/her account.

Creating user group (optional)If required you can create user groups through the Visma On Demand portal, and allow permissions and access rightsfor 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 http://www.login.visma.com

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 createusergroup.

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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, taskoverview and system settings. System Operator will have approver rights and access to system overview, taskoverview and system settings.

11. Select members. You can set members of the group directly at the bottom of the page. This can also be done laterfrom 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).

Upgrading or installing Visma Document Center 5.40 - 5.65In 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 forsending 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 5.65 with Visma ApprovalCenterIn order to send documents to the correct company in Visma Approval Center you need to map each company in VismaDocument Center with the corresponding company in Visma Approval Center.From Visma Document Center 5.65, thecompany mapping is done through the Visma Document Center Client.

For new installations follow the below steps:

1. Logon to Visma Document Center client using administrator credentials.2. Go To -> Tools -> System Settings -> Workflow3. Click on Send workflows to Visma Approval Center4. Input the Organization Number and Country Code (as registered on Visma On Demand) for the company. Press

OK.The company in Visma Document Center is now mapped to the corresponding company in Visma Approval Center.

Mapping company in Visma Document Center 5.60 and earlier versions

Stop the Visma Document Center On Demand Bridge service if it is running.


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1. Select Start > All Programs > Administrative tools > ServicesThe 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 VismaDocument Center.In the program files folder for Visma Document Center, a new folder ODBridge Mapping Tool is created forVisma Document Center On Demand service

4. Select ODBridge Mapping Tool and open the Visma.Workflow.ODBridge.MappingTool file asadministrator.

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.

6. Press Add Mapping, and enter the following information for each Visma Document Center client:

Options Description

VDC User Username for Visma Document Center

VDC Password Password for Visma Document Center

VDC Company Nr Id of the company/client

VDC Company Name Name of the company

AOD Org Number Organization number of the company

AOD Country Code 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 eachcompany in Visma Document Centerto a company in Visma Approval Center. The user needs to be an administratorin 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 notadd this role in the New user right column and save the changes.

Activating use of Visma Approval CenterIn order to start sending documents on flow to Visma Approval Center, the Visma Approval Center flag must beactivated 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. Rejecteddocuments are returned to the senders working list. Call back from Visma Document Center is possible.

Configuring the user's email address in the ERP systemUn order to use Visma Approval Center Visma On Demand require a valid email address to receive documents sent onflow from Visma Document Center. The email address on the user in the ERP system should be the same as the loginfor Visma On Demand.

Ensure that all employees attached to the users of Visma Approval Centerhave a valid email address defined in thecorresponding ERP system, and that this email address is the same used as username on the On Demand Platform.

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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. TheVisma Document Center On Demand Bridge service handles the synchronisation of masterdata and documents betweenVisma Document Center and Visma Approval Center.

Visma Document Center 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 .

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, forward and review functionalities. If required you canchange 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 optionof allowing substitues in Approval Center.

Escalate Task AllowEscalate True/False Setting AllowSubstitute value to False will disable escalationof tasks in Approval Center.

Forward Task AllowForward True/False Setting AllowSubstitute value to False will disable forwardingof tasks in Approval Center.

Review Task AllowReview True/False Setting AllowSubstitute value to False will disable review oftasks in Approval Center.

(In Visma Approval Center 1.3, irrespective of these settings, escalation is disabled and hence tasks will never beescalated.)

1. Select Start > All Programs > Administrative tools > ServicesThe 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 Run as administrator 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, ApprovalDataRefreshRateand 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.

Verification of InstallationAfter you have configured the On Premise Gateway, installed Visma Document Center, mapped the companies, createdand assigned roles to users on the Provisioning interface, you should check that the installation is working correctly.


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1. Check that Visma On Premises Gateway service is in Started status.

2. Restart Visma Document Center Server.

3. Restart Visma OnDemand Bridge Services.

4. Send a workflow to Visma Approval Center and wait for a couple of minutes.

5. Check that an Event is created for the Document ID in Visma Document Center Event log.

6. Logon to Visma Approval Center as System Operator or System Administrator.

7. Check that the workflow has been transfered and created in Visma Approval Center.

Visma Software International | Visma On Demand provisioning interface

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Visma On Demand provisioning interface

The Visma On Demand provisioning interface gives access to a number of settings for the end user and the customeradministrator.

As an end user you have access to the following settings:

• Edit your personal details such as name, address and language• Change your email 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 groupsGroup of users who are authorized to use certain Visma On Demand applications. User groups are owned by thecustomers.

Customer administrator is responsible for creating and managing user groups. Users and User groups are the only objecttypes that can have Roles in Visma On Demand.

View user groupsAll 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 availableunder 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.

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Create user groupUser groups are created through the OnDemand portal, and allow permissions and access rights for similar users to beset collectively.

User group screens will only be available under CustomerOfVisma and Company context.



If the user only has access to one customer this step should be skipped:.


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 email 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 groupSettings of a User group can be edited when needed.

User group screens will only be available under the context of either CustomerOfVisma or Company.



If the user only has access to only one customer this step should be skipped:.


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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 email address.

a) Click Addb) 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 groupWhen 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.



If the user only has access to one customer this step should be skipped:.


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5. Search/Select a User group.

6. Click Delete Group.

Verify the delete operation.

This will delete the user group from OnDemand portal.

UsersUsers 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 withcredentials (user names and passwords). Credentials are information that can be used to authenticate users (i.e. verifythe user's identity).

The customer administrator is responsible for creating users for one or more companies for the given on demandcustomer.

Each user is created with a user name , an existing email address (which must be valid) and a password. Each user mustalso be given at minimum a role that defines the access rights within Visma Approval Center. The following roles canbe 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 inApproval 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.



3. Select context object.

Context object can be Visma, Distributor, Customer, Company and Partner.


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4. Click Settings tab.5. Click Users.All users having roles in the selected context are listed in a grid.

Creating UserEveryone 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 OnDemandapplications.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, email address and other necessary details.

All the mandatory fields have ¤ sign on them. An activation mail will be sent on that email address, so ensure thatthe email address is valid.

7. In the Roles panel, select all the roles appropriate for the user.


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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 email will be sent to the given email address. .

Users must follow the activation instructions in the activation email link to set a password and activate their accounts.

Batch user registerationCustomer 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 fileformat can be found under help on the portal.



3. Select Customer context

4. Click Users

5. Click Create user

6. Click Import

a) Click Browseb) 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 thenext 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 detailsUsers can edit their own personal details through the Edit my details feature.




Context object can be Visma, Distributor, CustomerOfVisma, Partner or Company.


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4. Click Edit my detailsThe Edit Details window opens up.

5. Click Change Email to change your email 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.

RolesRoles 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, andthrough 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.


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Upon installation, standard set of a roles are added for the corresponding application. But it is also possible to createcustom roles in Visma On Demand.

View RolesCustomer 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 SettingSettings of roles can be edited by customer administrators when needed

1. Log on to Visma On Demand portal.2. Select context object.



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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 email 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 nameb) Click magnifier glassc) Select user groupd) 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.






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4. Click Settings tab.5. Click Users.6. Click user email.

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

CompaniesCustomer administrator can create and configure new companies and activate Visma On Demand applications for them.

View CompaniesCustomer administrator can view all the companies registered on Visma On Demand for the customer.

1. Log on to Visma On Demand portal.2. Click Settings tab.3. Select Customer context4. Click Companies tab


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The company grid list the companies of the customer, it is possible to filter companies by name or organizationnumber.

Create CompanyCustomer administrator can create and configure new companies and activate Visma On Demand applications for them.




4. Click Companies tab

5. Click on New company button

a) Enter company nameb) Enter organization numberc) Select country

By default country of customer is selected.

6. Click Create buttonCompany is created and customer administrator will get to edit company screen, where he can change the companydetails and activate Visma On Demand applications.

Edit companiesCustomer administrator can edit details of the company and activate Visma On Demand application for it.



3. Select Customer context.

4. Click Companies tab.

The company grid list the companies of the customer, it is possible to filter companies by name or organizationnumber.

5. Click on Company Name


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Options Description

Edit Company details It is possible to change/edit company details such asname, organization number etc..

Activate Visma On Demand Application Customer administrator can activate the VismaOn Demand applications he has licenses to for thecompany.

Batch company registrationInstead of creating companies one by one the Customer administror can select to import companies in batches.Customer administrator will then have to collect all data of each company into an XML file.




4. Click Companies tab

5. Click on Import button


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a) Upload company file

Sample of the import file can be found under help on import user screen.b) Confirm file data

On uploading the company file, a pop up window will show up and the Customer administrator can change/delete uploaded company details.

c) Click commit button

On commiting the companies will be created. The companies will show-up in the company grid.