visma software international as | contents · the task is successfully approved/rejected and...

User Guide

Visma Software International AS | Contents

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Table of Contents

Introduction................................................................................................................................ 4

Log in Visma.net Approval.......................................................................................................5Logging in Visma.net Approval from Visma.net.......................................................................................... 5Logging in Visma.net Approval from an email notification......................................................................... 5Visma.net Approval Start Page......................................................................................................................6

Approver Guide......................................................................................................................... 8Approving a document task...........................................................................................................................8Rejecting a document task.............................................................................................................................8Editing and approving a document task........................................................................................................9Requesting review.......................................................................................................................................... 9Forwarding a document task....................................................................................................................... 10Approving a line task.................................................................................................................................. 10Rejecting a line task.................................................................................................................................... 11Settings......................................................................................................................................................... 11About Substitutes......................................................................................................................................... 11

Adding and Activating a new substitute......................................................................................... 12Deactivating a substitute.................................................................................................................. 13

Mail Settings................................................................................................................................................ 13

Visma.net Approval user interface........................................................................................ 14My Tasks...................................................................................................................................................... 14

Overview.......................................................................................................................................... 15Task Details...................................................................................................................................... 15Workflow Details............................................................................................................................. 16Accounting Data...............................................................................................................................17Comments.........................................................................................................................................18Add Attachments..............................................................................................................................18Full Screen Mode.............................................................................................................................19

My Process History Window.......................................................................................................................19The Settings Window...................................................................................................................................20

My Substitute................................................................................................................................... 21My mail settings...............................................................................................................................22

Help Window............................................................................................................................................... 23

System Administrator Guide..................................................................................................25Working with task overview........................................................................................................................25

Task Overview Window...................................................................................................................25Handling Blocked and Overdue Tasks............................................................................................ 26

Working with process overview.................................................................................................................. 26Managing active processes.............................................................................................................. 26Managing completed processes....................................................................................................... 27

Working with document overview...............................................................................................................27Working with approval settings................................................................................................................... 28Manage substitutes....................................................................................................................................... 29

Managing substitutes........................................................................................................................29

Customer Administrator Guide............................................................................................. 31Visma On Demand initialisation..................................................................................................................31Visma.net...................................................................................................................................................... 31

User Groups..................................................................................................................................... 31View Users Group............................................................................................................................31Create User group............................................................................................................................ 32

Visma Software International AS | Contents

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Update User Group.......................................................................................................................... 32Delete User Group........................................................................................................................... 33Users................................................................................................................................................. 33View User.........................................................................................................................................34Create User.......................................................................................................................................34Update User......................................................................................................................................35Delete User.......................................................................................................................................35Batch user import tool..................................................................................................................... 36My details page................................................................................................................................36

Concepts in Visma.net Approval............................................................................................38Types of workflow tasks..............................................................................................................................38Operations on a task.................................................................................................................................... 38Due date on tasks.........................................................................................................................................38

Glossary.....................................................................................................................................39

Visma Software International AS | Introduction

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Introduction

Visma.net Approval is a web based self service solution designed for approval of tasks. Visma.net Approvalis normally used in conjunction with another Visma application responsible for providing workflow tasks.Visma.net Approval will gather workflow tasks from several Visma applications in one interface to enableapproval of these tasks anytime anywhere with internet access.

The intended users of this document are users with the following roles:

• Approvers• System Administrators• Customer Administrators

Visma Software International AS | Log in Visma.net Approval

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Log in Visma.net Approval

There are two methods to log in Visma.net Approval

• Logging in from the Visma.net• Logging in from an email notification

Logging in Visma.net Approval from Visma.netThe user can log in Visma.net Approval directly from Visma.net.

Before you begin

You need to have a valid user name (email address) and password.

Procedure

1. Browse to the login page at Visma.net2. Enter username.3. Enter password.4. Press Enter5. Select Company.

6. From the list of companies, choose the company for which to handle tasks.7. Click the Approval tab

The Visma.net Approval application opens up.

Results

The user is successfully logged into Visma.net Approval

Logging in Visma.net Approval from an email notificationThe user can log in directly from the Notification mail from Visma.net Approval.

Before you begin

You need to have a valid user name (email address) and password.

Procedure

1. Click the Visma.net Approval link within the email body.The log in window appears.

2. Enter username.3. Enter password.4. Press Enter.


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5. Select Company..6. From the list of companies, choose the company in which you wish to handle tasks.7. Click the Approval tab

The Visma.net Approval application opens up.

Results

The user is successfully logged into Visma.net Approval

Visma.net Approval Start PageStart page displayed on log in.Figure 1: Start page with no tasks

For an user with assigned tasks the following start page is displayed on log in:

Figure 2: Start page with tasks


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Visma Software International AS | Approver Guide

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Approver Guide

Recipients of tasks sent on flow can handle these in various ways.

Users will be regularly notified by email, informing you about pending approval tasks.

Operations available to a user includes editing the information of the document and deciding on how tohandle it.

Only users with Approver role, at minimum, can change the information stored for a document.

Pre-requisites before starting working on a task:

• The user needs to be logged in with their username and password.• The user must have Approver role at minimum.

A user can have two types of tasks assigned in Visma.net Approval:

• Document task : Recipient has to take a decision only on the document. The recipient can approve,reject, send document on review or forward the document.

• Line task : Recipient has to take a decision on the line. The recipient can approve or reject the line.

Note: Rejection of any line causes the task to be rejected and the task will be send back to thesource application.

Approving a document taskThis procedure describes how a user approves a document task

Procedure

1. In the My Tasks navigation bar, select any task.2. Review the document attached to the task in the Task Details pane.3. Click on Lines to review the information in the accounting grid.4. If needed, you can add a comment to the task:

a) Click on Comment.The comment pane opens. All historical comments added by previous recipients are listed inchronological order.

b) Enter Comment.c) Click Save.

5. Click to approve the task.A Notification appears notifying the user that the task has been successfully approved.

Results

The task is approved and disappears from the user's My Tasks list.

Rejecting a document taskThis procedure describes how a user rejects a task.

Procedure

1. In the My Tasks navigation bar, select any task.


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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 have already entered a comment on the document, the text is automatically shown in thisdialogue box. You can either overwrite or edit it.

A Notification appears notifying the user that the task has been successfully rejected.

Results

The task is rejected and sent back to the sender in the originating service.

Editing and approving a document taskThis procedure describes how a user can edit document's information prior to approving the task.

Procedure

1. In the My Tasks navigation bar, select any task.2. Review the document attached to the task in the Task Details pane.3. Click on Lines to review the information in the accounting grid.4. Add or edit information about the document.

For example, for an invoice you can add or edit accounting information such as account (debit) and costunit(s):

Option Description

Debit 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

Amount Enter or edit amount

5. Click to approve the task.A Notification appears notifying the user that the task has been successfully approved.

Results

The task with changes is approved.

Requesting reviewThis procedure describes how a user can request review by an additional person.

Procedure

1. In the My Tasks navigation bar, select any task.2. Click Handle Document.

List of operations available on the document opens.3. Click on Request Review.4. Enter Reviewer name and select from the list shown.

In case the user in question is unavailable, this person will be marked in the list with (Away) togetherwith the date this person will be back.


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5. Enter Comment.If you have already entered a comment on the document, the text is automatically shown in this dialoguebox. You can either overwrite or edit it.

6. Click OK.

Results

A FYI Notification appears informing the user that the document has been successfully sent on review. The documentdisappears from the user's My Tasks list. Once the reviewer has reviewed the document, it is sent back to you.

Forwarding a document taskThis procedure describes how a user forwards the task to another user.

Procedure

1. In the My Tasks navigation bar, select any task.2. Click Handle Document.

List of operations available on the document opens.3. Click on Forward.4. Enter Approver name and choose from list.

In case the user in question is unavailable, this person will be marked in the list with (Away) togetherwith the date this person will be back.

5. Enter Comment.If you have already entered a comment on the document, the text is automatically shown in this dialoguebox. You can either overwrite or edit it.

6. Click OK.

Results

A FYI Notification appears informing the user that the document has been successfully forwarded.The documentdisappears from the user's My Tasks list.

Approving a line taskThis procedure describes how a user approves a line task.

Procedure

1. In the My Tasks navigation bar, select a task.2. Review the document attached to the task in the Task Details pane.3. Click on Lines to review the information in the accounting grid.4. To add a comment about the document:

a) Click on Comments.The comment pane opens. All historical comments added by previous recipients are listed inchronological order below.

b) Enter a Comment.c) Click Save.

5. To add comments about the line assigned to you in the column Text in the accounting grid.6. To add more lines click on . You will be the default line owner of the lines added by you.


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7.To check the approval history for the line click on .The Approval preview opens up. It shows the history of the approval process and the future approvers inthe flow.

8. Review the line information and click on in the accounting grid to approve line or click on to rejectline.The Status on each line is changed to Approved or Rejected based on the line decision.

9. Click on from the bottom task bar to send the task on flow or on to reject the task.

Results

The task is successfully approved/rejected and disappears from the user's My task list.

Rejecting a line taskThis procedure describes how a user rejects a line task.

Procedure

1. In the My Tasks navigation bar, select any task.2. Review the document attached to the task in the Task details pane..3. Click in the accounting grid against the line .

a) Enter a comment in the Message dialogue box as required upon rejection of a task.4. Click Proceed on the bottom task bar to send the task back to the originating Visma service.

Results

The task is rejected and sent back to the original sender in the originating Visma service.

SettingsIn the settings window, users can set preferences for receiving email notifications and select substitutes.

System Administrators can manage substitutes for a company and configure rules for workflow generation.

About SubstitutesIn Visma.net Approval you can define another user as your temporary substitute in order to take over yourtasks 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• two or more substitutes with the same name can be distinguished based on their email address• in case a substitute is also away, information about its unavailability is shown in order to avoid picking

this person as a replacement• once a substitute becomes active, both the original assignee and substitute can see and work on the tasks

assigned to original assignee• once a substitute becomes active, all the tasks in the original assignee's task list becomes visible in the

substitute's task list as : Task Name(on behalf of Assignee A)


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• all approval decisions made by the substitute is registered as "on behalf of the original assignee" in thegraphical flow

• in the graphical flow, the substitute name is displayed on top of the original approver name• once a substitute becomes inactive, all the tasks of the original assignee disappear from the substitute's

task list.Figure 3: Substitution task

Adding and Activating a new substituteA user can choose to select a substitute to take over his or her tasks for a period of time. The substitute useris selected through the My Substitute window.

Procedure

1. Click Settings.2. Click My Settings menu.3. Click My Substitute link in the left navigation bar.

The window for entering a substitute opens up.4. To enter a new substitute, click the Active check box.5. Choose a substitute in the Substitute field by entering the name of a user.

A list of possible names is shown.6. Choose a name from the list.

In case you choose a substitute for which you are the substitute for an overlapping period of time, an errormessage will be displayed.

7. Enter From date.8. Enter To date.

A calendar window opens up for picking a date.9. Click Save.

The new substitute is registered and activated.

Results

All new tasks as well as existing tasks will be automatically sent to the user's substitute. Once the replacement periodends, new tasks will then be sent to the original user.


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Deactivating a substituteThe substitute is deactivated through the My Substitute window.

About this task

A user must deactivate its substitute in case the user is back before the period of replacement has come to an end.

Procedure

1. Click Settings.2. Click My Settings menu.3. Click My Substitute link in the left navigation bar.

The window that shows the user's substitute open up4. To deactivate your substitute, click the Active check box.5. Click Save.

Results

The existing substitute is deactivated. All tasks belonging to the original assignee dissappears from the deactivatedsubstitute's task list.

Mail SettingsVisma.net Approval uses email notifications and reminders to inform users about pending tasks.

The following options are available to the users, depending on their role in Visma Approval Center to choosefrom:

Role Options Description

Approver Notification Email is send when there is a newapproval task or when the user isappointed as a substitute.

Reminder Email is send to user with soonoverdue tasks.

Periodic Digest Email with all tasks pending for theuser. The user can choose the timeand date he wishes to receive them.

System Administrator Notification Notifications with blocked tasks andunresolved workflows.

Customer Administrator Notification Notifications are send withinformation on blocked tasks and userdetails.

Visma Software International AS | Visma.net Approval user interface

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Visma.net Approval user interface

The user interface of Visma.net Approval allows access to tasks, process history, settings and help.

The four main sections that are available for users with Approver role are:

• The My Tasks window, where the user reviews and handles pending tasks.• The My Process History window, where the user gets an overview of the status of all of the user's

processes.• The Settings window, where the user chooses Substitutes and Email notification options.• The Help window where the user can refer for user documentation.

In addition to the above, users with System administrator roles have access to:

• Task Overview window, where all the tasks for a company are listed and can be managed.• Document Overview, where all the documents for a company are listed and can be resolved.• Process Overview, where all the processes for a company are listed.

Refer to System Administrator Guide for details on system administrator access.

My TasksYou access and handle your pending tasks in the My Tasks window.

The My Tasks window gives you access to the following work areas:

• an Overview pane (A)• a Task Details (B)• operations for each document (C)• a Workflow Details (D)• the Comments pane (E)• the Lines pane (F)• Comments and lines toggle buttons (G)• options to handle document like Forward, Request review, Email, Save (H)• approve or reject task buttons (I)• operations for attachment of documents (J)


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Figure 4: The Task List window

OverviewThe Overview pane lists all pending tasks grouped by document type.

Document types can be invoices (from Visma Document Center), travel expenses (from Visma ExpenseManager) or timesheets (from Visma Employee Portal).

Documents in the list are sorted ascending on the task's due date.

Figure 5: Overview navigation bar

Task DetailsThe Task Details pane displays the contents of the document.


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The document attached to a task is shown in the document viewer pane. The following document formats aresupported: png, jpeg, tiff, pdf and xml.

Figure 6: Document viewer pane

Operations for documents

You can manage the content of a document by means of various operations:

Options Description

Magnify the details in the document.

Zoom in

Zoom out

.Browse the document with page previous and page next buttons.

Rotate the document in clockwise direction

Rotate the document in anticlockwise direction

Workflow DetailsThe Workflow Details pane shows in a graph all the recipients assigned to a task and the statuses.


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Figure 7: Graphical flow pane for a task

The active user(s) on the task is highlighted in blue.

For long sequential flows and wide parallel flows the scroll bars can be used to navigate horizontally andvertically. You can also move the image within the workflow window using the hand cursor.

Accounting Data

The Accounting Data pane shows information about the document attached to a task. Clicking on Line panedisplays the accounting grid.

The grid shows information such as supplier name, amount, currency and due date.

Figure 8: Edit document pane for a document approval task

In the Accounting Data pane the user is able to control and review the information from the document. Allfields 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.• Debit, both the name of the supplier and the supplier account• Credit, credit supplier account information• Amount, document's amount in the original currency• Currency, document's currency code• Voucher date, document's voucher date• Due date, document's due date.

Note: This date is not to be confused with the task's due date in Visma Document Center.

• Department, as one possible cost unit• Project, as one possible cost unit• Campaign, as one possible cost unit

Note: The number and types of cost unit shown in Visma.net Approval is set in the Visma sourceapplication.

Line Approval - Edit Pane

Figure 9: Edit document pane for a line approval task

For a line approval task, the user is able to control and review the information from the document about eachline assigned. All fields shown here come from the source application responsible for sending workflowtasks.


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For example, for a supplier invoice with line approvals sent by Visma Document Center, the followingadditional information is shown on the lines:

• Line Approver, name of the approver who is responsible for taking a decision on the line• Status, decision that has been taken on the line. There can be three statuses: Approved, Rejected or Not

Evaluated.• Decision, decision buttons for the line approver to take action. The decision buttons are highlighted

only for the line owner. The line owner can either approve the line or reject the line . For all otherapprovers in the workflow the approve and reject buttons are grayed out.

•Note: The information icon shows the approval history for the line. On pressing theinformation icon it gives the following information: Approver names, Status, In Process since andApproved on.

CommentsThe Commentstoggle button opens and closes the Comment panel.

Comments panel show both historical comments from previous recipients and comments from the activerecipient on the task.

In the comment panel the user can add comment texts that are relevant for the chosen document to informthe 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 documentlist. Each comment shows the name of the recipient, the text and the date the comment was added to thedocument.

Figure 10: Comment pane for a task

Add Attachments

The upload icon allows the user to add attachments for an active task. The format currently supported isPNG. Multiple documents can be uploaded within a total size limit of 3MB. On pressing the upload icon anupload window is opened. The user has to provide the following information for each upload:

• Title of the attachment• Description for the attachment

Once the attachment has been added, an information icon and delete icon becomes enabled for it. Whenthe invoice is send on flow, other approvers can view the attachment by browsing to the correct page in thedocument viewer.

Options Description

User can add attachments for an active task.


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Options Description

All approvers in the workflow can view information about the attachment : Title,Created by and Created date.

The user can delete the attachment. Delete is only allowed for the user whouploaded the attachament.

Full Screen ModeThe full screen mode displays the task in full screen.

Users can both expand and collapse the working area by using:

for having a Full Screen view and

for restoring the Normal view.

My Process History WindowMy Process History window gives access to all active and completed workflow processes for a user.

The user has access to the following options:

• Active processes: You can access the Active processes pane by navigating to My Process History >System Overview > Processes Overview.The user is able to view information about all ongoingprocesses and to search for these based on a number of criteria such as:

• Document type (Group),• Visma host application (Application Name),• Document ID (From the host application),• Description (Document name),• Number of days on flow (Received),• Last changed date,• Last changed by user.

• Completed Processes: You can access the Completed processes pane by navigating to My ProcessHistory/System Overview/Processes Overview. The Completed processes pane list all workflowprocesses that have been completed in Visma Approval. The user is able to view and search forinformation based on the following additional criterias:

• Number of attachments that have been added for each completed tasks(Attachments),• Workflow status - if it has been acknowledged by the host application(Acknowledged).

Figure 11: My Process History Window


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The Settings WindowIn the settings window, users can set preferences for receiving email notifications and select substitutes.System Administrators can manage substitutes for a company and configure rules for workflow generation.

The Settings window gives the Approver access to the My settings menu, in which there is a My substitutepane to activate/de-activate your substitute for a specific period of time and a My mail settings to configurewhen you receive email information from Visma.net Approval.

The Settings window gives the System Administrator access to the System settings menu and the Managesubstitutes pane where the system administrator is able to both search and manage substitutes on behalf ofusers and Approval settings where the rules can be configured for workflows.

Figure 12: The Settings window


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My SubstituteThe My substitute pane shows details about your substitute.

You can activate or deactivate your substitute and edit the period of time the substitution will last.

The system administrator can access Manage substitutes pane and override the substitute's informationentered here in the .

Figure 13: My substitute pane


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To activate or deactivate a substitute refer to: About Substitutes

My mail settingsThe My mail settings pane shows details about the users notification email preferences.

My mail settings provides the user with the option of setting the email preferences from Visma.net Approval

Figure 14: My mail settings


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For details on available options refer: Mail Settings

Help WindowHelp Window gives access to documentation and keyboard shortcuts for Visma.net Approval.

Users can access:

• Release Notes• User Guide• Configuration Guide

The documents open in pdf viewer. You can read or save the document using the save button in adobe reader.

Note: The user must have Adobe Reader installed on their machines. You can download AdobeReader from http://get.adobe.com/reader/

http://get.adobe.com/reader/


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Visma Software International AS | System Administrator Guide

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System Administrator Guide

System Administrator in Visma.net Approval has access to Task Overview, Process Overview, DocumentOverview, Manage Substitute and Approval Settings.

This section contains information for system administrators for administering these tasks.

Working with task overviewThe System Administrator can check the status of all tasks (blocked, overdue, started, planned, ongoing, andcompleted) within Visma.net Approval. The system administrator can also, if need be reassign blocked oroverdue tasks to another user.

Task Overview is available only to user with System Administrator role.

Task Overview WindowTask Overview window gives access to all the tasks in a company to the System Administrator.

Blocked Tasks: Tasks that are assigned to unknown users or users with no approver rights.

It can be accessed by navigating to Task Overview > Status > Blocked Tasks.

Overdue Tasks:Tasks that are past the due date but still pending action.

It can be accessed by by navigating to Task Overview > Status > Overdue Tasks.

Started Tasks:Tasks that are assigned to a user and awaiting approvals. Started tasks also include blockedtasks and overdue tasks.

It can be accessed by by navigating to Task Overview > Status > Started Tasks.

Planned Tasks:Tasks that will begin when approval action on a Started task is completed.

It can be accessed by by navigating to Task Overview > Status > Planned Tasks.

Completed Tasks:Tasks on which approval actions have already been taken.

It can be accessed by by navigating to Task Overview > Status > Completed Tasks.

All Statuses: All the tasks(blocked, overdue, started, planned and completed) for a company are shown inthis view.

The System Administrator can search for any task based on a number of criteria such as:

• Document ID (From the originating service)• User Name• Description (Document name)• Type of document• Received date• Task start date• Task due date• Role of the assignee (Approver/Substitute).


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Handling Blocked and Overdue TasksBlocked tasks and overdue tasks can be handled by the System Administrator in the following ways:

System Administartor will be notified by email about blocked and overdue tasks.

The System Administrator can reassign blocked and overdue tasks to other users.

Working with process overviewThe system administrator can quickly and easily check the status of ongoing and completed processes and inthis way identify potential bottlenecks in the Visma.net Approval application.

Managing active processesThe system administrator can view how far ongoing processes have come, who is the last recipient workingwith it as well as the length of time it has been on flow.

Procedure

1. Click Process Overview toolbar button.2. Click on Active Processes link in the left navigation bar.

The window for viewing active documents on flow opens up.3. To search active processes by document type, choose from the Group drop-down list.

For example, you can choose Invoices.4. To search existing processes from a host application choose from the Application drop-down list.5. To search existing processes for a specific document enter the Document Id in the Document Id column.


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6. To search existing processes for a specific document enter the task name in the Description7. 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.8. To search processes based on the last changed time, choose from the search options under Last changed.

For example, you can choose invoices that were changed Today, Week till date, Month till date or searchwith Specific date ranges.

9. To search processes based on the last changed user, enter the username in Last changed by column.

Managing completed processesOne can view completed processed and retrieve information for each process.

Procedure

1. Click Process Overview toolbar button.2. Click on Completed Processes link in the left navigation bar.

The window for viewing completed processes opens up.3. To search completed processes by document type, choose from the Group drop-down list.

For example, you can choose Invoices.4. To search existing processes from a host application choose from the Application Name drop-down list.5. To search existing processes for a specific document enter the Document Id in the Document Id column.6. To search existing processes for a specific document enter the task name in the Description7. 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.8. To search processes based on the last changed time, choose from the search options under Last changed.

For example, you can choose invoices that were changed Today, Week till date, Month till date or searchwith Specific date ranges.

9. To search processes based on the last changed user, enter the username in Last changed by column.10.To search processes with a specific status, choose from the Status drop-down list the status desired.

For example, Approved or Rejected.11.To sort processes based on the status of the workflow acknowledgement by the source application, click

on Acknowledgedtab.

Working with document overviewSystem Administrators will have access to the Document overview window.


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The System Administrator has on overview of all the documents and their status in a company. Thedocuments can have one of the following statuses:

• Unresolved : documents for which workflows could not be generated or the user does not exist.• Inbox: incoming documents which need to be manually send on flow.• On Flow: documents pending for action with approvers.• Approved: documents that have been approved by all approvers in the flow.• Rejected: documents that have been rejected by the approver.• Cancelled: documents that have been "called back" by the source application.

System Administrator can search for documents using the following search criterias:

• Document ID• Description• Receieved date• Currency

Working with approval settingsFor companies using Visma.net Expense - Visma.net Approval integration, users with System administratorrole have access to Approval Settings tab.

In the Approval settings, the system administrator can set-up the system rules and configure the workflowsfor the company.

You can access the Approval settings pane by navigating to Settings/Settings > Approval Settings.

Refer Visma.net Approval configuration guide for details on setting up the integration.

Note: Only System administrators in companies using Visma.net Expense have access to approvalsettings.


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Manage substitutesThe Manage substitutes pane list all existing substitutes, both active and inactive for any user.

Navigate to Settings/Settings > System Settings > Manage substitutes to access the Manage substitutepane.

Figure 15: Manage substitutes pane

The system administrator has access to three different views:

• All showing all active and inactive substitutes• Active showing only active substitutes• Inactive showing previously active substitutes who are now deactivated

Managing substitutesThe system administrator can manage substitutes on behalf of users. Changes made by the systemadministrator overrides user's changes.

Procedure

1. Click Settings.2. Click Manage Settings.3. Click Manage Substitutes in the left navigation bar.

The pane for searching and entering all substitutes opens up.4. Choose to search either substitutes or users with their substitutes, by selecting either Substitute or User5. In the Name field enter a partial or complete name.


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6. 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

7. To activate or deactivate substitutes, for one or several substitutes, click on the Active check box.8. 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 overlappingperiod of time, an error message will be displayed.

9. Click Save.

Results

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.

Visma Software International AS | Customer Administrator Guide

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Customer Administrator Guide

Customer administrators can create users, user groups and assign roles for Visma.net Approval on theVisma.net.

This section contains information for Customer Administrators to provision users.

Visma On Demand initialisationExisting on-premises customers must do administrative set-up in order to be able to use Visma.net Approval.In the Visma.net 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.net Approval.

The Customer Administrator logs on and creates users and grants them access to Visma.net Approval.

For Visma Document Center 5.70, users are also automatically created on Visma.net when a workflow issend to Visma.net Approval. The Customer Administrators get a notification mail informing about workflowwith users having no access rights in Visma.net Approval. The Customer Administrator then must assignroles to these users from theVisma.net provisioning interface.

Visma.netThe Visma.net provisioning interface gives access to a number of settings for the end user and the customeradministrator.

Role Access

Approver • Edit your personal details such as name, country, language andtimezone

• Change your email address.• Change your password

Customer Administrator • Create new users and invoke/revoke roles for existing users• Create new user groups, edit or delete existing ones• Add new users or remove users from existing user groups

User GroupsA User Group is a grouping of users who are authorized to use certain Visma On Demand applications. Usergroups are owned by the customers. Customer administrator is responsible for creating and managing usergroups.

A user may be member of many user groups, and a user group may be member of other user groupsagain. We can link a user group to an activated role in the same way as we do for users through classActivatedRoleUserGroups as shown above. A user will inherit all the ActivatedRoles of the user groupswhich he is a member of.

For example: The role CustomerAdmin is activated for customer CustomerX, and this activated roleis granted to user group UserGroupA. Since UserC is member of UserGroupA, UserC inherits the roleCustomerAdmin for CustomerX.

View Users GroupCustomer administrator can view all his/her user groups and members of those user groups.


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About this task

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users groups sub-tab

User groups and Members of user groups are shown. It is possible to search for a user group by: Name.

Create User groupCustomer administrators can create and manage a user group and user group roles.

About this task

User group screens will only be available under Customer context

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click User groups sub-tab5. Click New group6. In the Group name field enter a group name which uniquely describes the group.7. Active is ticked as default. Remove the tick if this group is not yet to be activated.8. In the From field, enter the date from which the group will be active.9. In the Until field, enter the date until which the group will be active.10.Select the Roles to be assigned to User group.

Option Description

Assign roles for customer Check Customer administrator or Primary contactrole.

User groups Check user groups to add user to existing user groups

Company application roles Select wanted company from the list and check roles forrequired Visma On Demand applications.

Customer application roles Check required roles that can be added for CustomerVisma On Demand application.

11.Select the Members of the User group.12.Click Create.

Results

A User group with the defined settings will be created. Users can now be added to the created User group(s).

Note: It is not possible to create a User group using a Group name which already exists for selectedCustomer.

Update User GroupCustomer administrator is responsible for updating existing user groups.


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About this task

The customer administrator can grant/revoke User group roles and can add and remove user(s) from a user group.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users groups sub-tab5. Click on User Group name6. Check/Uncheck Roles7. Check/Uncheck Users

By checking/unchecking users, users can be added or removed from the user group.8. ClickUpdate

Results

New settings will be updated for the selected user group.

Delete User GroupCustomer administrator can delete user group(s).

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users groups sup-tab5. Search for wanted user group using Search box.

It is possible to search for a user by Group name6. Click Delete link7. Click Yes in the confirmation popup

Results

User group is successfully removed from current context.

UsersUsers will be given access to Visma.net Approval when a customer has bought and activated a license.

Users and User groups are the only object types that can have Roles in Visma On Demand. Users areregistered with credentials (user names and passwords). Credentials are information that can be used toauthenticate users.

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

Each user is created with a user name and valid email address. Each user must also be given at minimum arole that defines the access rights within Visma.net Approval. The following roles can be given to a user:

• Approver• System Administrator


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View UserCustomer administrators can view users have been granted roles for customer and companies of customer.

About this task

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context

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

4. Click Users sub-tab

• It is possible to search for a user by: First name, Last name or User e-mail.

Create UserEach customer has at least one customer administrator. This role is granted by Distributor administratorsand by another user having Customer administrator or Primary contact role. Customer administratorcreates the other users for the customer and customer's companies.

About this task

This task describes how the Customer administrator creates users for their companies. Each user must get a user name,password and the appropriate access rights to each Customer's application.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer Context from context selector.4. Click Users sub-tab5. Click New user button6. Type User Email, First Name and Last Name7. Click Next8. Customer administrator can grant customer and company application roles and can add user to existing

user groups. Followings are three possible operations customer administrator can perform:Option Description

Assign roles for customer Check Customer administrator or Primary contactrole.

User groups Check user groups to add user to existing user groups


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Option Description

Company application roles Select wanted company from the list and check roles forrequired Visma On Demand applications.

Customer application roles Check required roles that can be added for CustomerVisma On Demand application.

Customer administrator can select a specific company from the company drop down list to filtercompany's application roles. By default it shows all the company application roles.

9. Click Create

Results

New user is created. Thus, after accessing Activate account link received by e-mail, the user will have access toselected functionality (according to the role), in selected applications, within selected companies.

Update UserCustomer administrator(s) are responsible for updating existing user accounts.

About this task

Customer administrator can grant/revoke user roles and can add and remove user from the user group. Only active rolesin the selected context can be invoked/revoked for the user.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users sub-tab5. Click on User e-mail or Edit link6. Check/Uncheck User Groups7. Check/Uncheck Roles8. Click Update button

Results

New settings will be updated for the selected user

Delete UserDeleting a user from Customer level is equivalent with removing him from current context. That user willcontinue to exist as Visma On Demand.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context from drop down list4. Click Users sub-tab5. Search for wanted user using Search box.

It is possible to search for a user by: First name, Last name or User e-mail6. Click Delete link7. Click Yes in the confirmation popup


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Results

User is successfully removed from current context.

Batch user import toolCustomer administrators can create set of users all together at once provided a file.

About this task

This procedure can be followed to create number of user at a time. The first line in the import file must contain thenames of the columns being imported. The user must always include UserEmail (user's e-mail address), FirstName (firstname) and LastName (last name) while the rest are optional. He can decide the order of the columns.

Procedure

1. Log on to Visma.net2. Click Settings tab.3. Select Customer context4. Click Users sub-tab5. Click Import button

In this page, Customer administrator has the possibility to access On demand help page to see theinstructions about creating the batch file. This can be done using Choose the file to import users from.One of the following formats can be used link.

6. Click Browse7. Select the file

User file format should be according to the format specified in On demand help page. Otherwise, the userwill receive an error message: File is invalid.

8. Click Upload

Results

All new users specified in the file will be created, and Activation account mails are sent to the users. Existing userswill be linked to the Customer.

My details pageA user is a person who owns roles to use Visma On Demand. Users are registered with credentials (usernames and passwords). Credentials are information that can be used to authenticate Users (verify the User'sidentity). He can change his user details.

About this task

To view your details:

Procedure

1. Log on to Visma.net.2.

Click on icon. Here you can edit the information for your user.Field Description

E-mail address The e-mail address which is also your user name,used to login to Visma On Demand. If you changeyour e-mail address, your user name will be changedaccordingly.


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Field Description

User password The password that you have to enter when you login toVisma On Demand.

First Name The first name.

Last Name The last name.

Mobile number The mobile number.

Country The country.

Language The selected language will be used in Visma.netapplications.

Time zone The time zone.

Visma Software International AS | Concepts in Visma.net Approval

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Concepts in Visma.net Approval

In Visma.net Approval documents and lines can be assigned to you as tasks for approval. When the userfinishes the task, it is sent to the next recipient as defined in the workflow from the Visma source application.

Types of workflow tasksVisma.net Approval supports several types of workflow tasks. The workflow tasks can be either forDocument approval or for Line approval.

The workflows in Visma.net Approval, 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

Operations on a taskThere are a number of operations that a recipient can do with a pending task.

• Approve: The user agrees to the content of the document and it continues in the work flow. It is sent tothe next recipient in the list

• Reject: The user disagrees to the content of the document. The process is stopped immediately and thedocument is sent back to the original sender in the originating Visma service.

• Forward to another person: The user hands over the document task to another person for decisionmaking.

• Request review: The document is sent to another person for a review or opinion. Once the document isreviewed, it is returned to the user who requested it.

• Add lines: The recipient can add new lines for a given task.• Add comments: The recipient can add comments for a given task. All comments are public and all

recipients in the workflow can read them.• Add attachments: The recipient can upload additional attachments to support the decision making.

Due date on tasksWorkflow tasks will normally have a due date representing the number of working days available to the userto complete the task.

This due date represents the number of working days the recipient of the document has for handling thedocument. This is not the due date of the document itself, for example, for a supplier invoice. A task nothandled within the given due date is called an Overdue task.

Due date is handled in either one of the following two ways:

• When the recipient either approves or forwards a task to another recipient, a new due date is automaticallyset for the next recipient. This new due date is calculated based on the same number of working daysoriginally available for the task on flow.

• When the recipient sends a task on review, the same due date, as for the original document task, appliesfor 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 attheir disposal. At the end of the day the task will be listed as Overdue and will remain in the approver'stask list. It will also be shown as an Overdue task in the Task Overview screen which is accessible forSystem Administrators. System Administrators can reassign this task to any other approver if needed.

Visma Software International AS | Glossary

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Glossary

This section lists all the terms used in Visma.net Approval

• Approve: One possible outcome of a task when the user agrees to the content of the document. Theprocess then proceeds to the subsequent steps.

• Approver: The user who is responsible for completing a workflow task.• Active processes: Current processes awaiting approval decision. Refer to process.• Blocked task: A task whose approver does not have appropriate permissions.• Comment: A written note attached to the document visible to all approvers in the workflow and system

administrators.• Completed processes: Processes where a decision has been reached.• Completed task: A workflow task where the approver has made a decision.• Customer Administrator: A user who is responsible for setting up the company, users and user groups on

Visma.net• Digest: System generated summary email which consists of all pending tasks. Digests are sent out at user

preferred schedule.• Document: The content to be approved.Typically a combination of attachments and data. Eg: Invoice,

Expense Claim.• Document ID: The reference used by the originating service to identify the document sent to Visma.net

Approval.• Document Type: The specific type of document. Eg: invoice, expense claim etc.• Due date: Task deadline within which the approver should take action on the task.• Expense Sheet: A request for reimbursement of expenses incurred by a claimant.• Forward: One possible outcome of a task when the user transfers his task to another approver.• Invoice: Itemised bill provided by a supplier.• Line approval: Approval of individual invoice lines in the accounting grid.• Line approver: User who is responsible for approval of invoice lines.• Notification: An email alert which users receive when they get a new task or are appointed as substitute.• Overdue task: Task which is past the due date.• Planned task: Future task that will be started when its preceeding tasks are completed.• Process: A series of steps through which a document is routed in Visma.net Approval.• Reject: One possible outcome of a task when the user disagrees to the content of the document. The

process is stopped immediately and the outcome is returned to the originating service.• Reminder: Mail send automatically from Visma.net Approval about pending tasks.• Request Review: One possible outcome of a task when the user requests another approver for an opinion.

Once reviewed the task will come back to the requester.• Started task: A task currently awaiting a decision.• Substitute: The user who is appointed to handle tasks on behalf of another approver for a period of time.• System Administrator: The user who is responsible for administering the system.• Task: A step in a workflow process that must be executed/completed by the user. The list of all tasks for a

user are shown under My tasks.• Visma.net Approval: A web based self service solution designed for approval of documents.