Task details

The Workflow panel shows an overview of the document sent for approval. It displays the past, current and, if known, the future approvers of a document. The workflow panel has a history section where you can see the approval history of a document.

Information in the workflow panel

Top section: An overview of the planned workflow for a document including the sender of the document, date and time. It also includes names of the workflow configuration steps as well as some colors to indicate where in the approval process the document currently is.

Middle section: The approvers of the active step of the workflow, including the name of the current and passed approver of this step, the status, the date and time and in case of forwarding or requesting review or substitute, the name of the approver who forwarded or requested the review, and the names of the approvers who received the task.

Bottom section: Workflow history displays all touch points where a document has been during the approval process. It displays users who interacted with the document and at what time the document was sent to approval or returned to the originating application.

It is possible to send an email to users who have been involved in the approval process from the workflow panel by hovering a user from this panel, right-clicking to copy the email address into your own email service.

You can choose to hide or show the comments panel by clicking the name. The number in the header indicates if there are any comments on the document at the moment. The panel remains open whilst you navigate through the different tabs and documents. You close the panel by clicking the name again.

The panel shows comments from the requester and previous approvers. Add a comment by entering text in the field. The comment is automatically saved and you can change it, as long as the document is in your task list. All comments are public and all approvers in the workflow can read them, as well as the system administrator and the system viewer. Comments are also shown in the other service, and the requester and any other users with access to the document can read them. If a document was rejected or cancelled and then resent for approval, the comments from that previous process are shown as well.

In Document data, you see general information about the document. The information provided depends on the type of document. For documents coming from Document Center (version 11.01 or later, depending on which product you use together with Document Center), you can edit the invoice date and invoice due date by clicking the Edit icon.

The Other menu allows you to perform the following actions:

• Postpone: Postpone a task so you will not be reminded of it until the new task due date.

• Forward: You hand over the task to another person for the decision.

• Review: Is only shown when you are requested to review a document. You are asked to enter a comment before the document is sent back to the approver for the decision. It is not possible to approve or reject a document that you are asked to review.

• Request review: You send the task to another person for review or an opinion. Once this person has reviewed the document, the task is returned to you for the decision.
• Email: Send the task by email. If you choose to include the document, it will be sent as a zip file. This will not reassign the task; you are still responsible for making the approve decision.
• Add attachment: Upload additional attachments to support the decision making.
• Remove attachment: Remove an attachment that you uploaded using the Add attachment option.
• Next task: Takes you to the next task in the list.
• Previous task: Takes you to the previous task in the list.

The Accounting lines panel shows the lines of the document. Here you can check and review the information from the document. All fields shown here come from Visma Document Center. You can change the amount of lines shown by clicking and dragging the top of the panel.

Show only my lines: Hides lines not assigned to you, so you only see the lines you need to act on.

If a document requires line approval, you can see all lines of the document. For each line, you can see who is responsible for that line, the approval history of the line, the status (Approved, Rejected, or Not evaluated). For your line, you can either approve or reject the line.

If available, you can view and edit the lines of the document. The availability depends on the integration you are receiving the document from and whether the system administrator has enabled line approval and editing. Read more about viewing and editing lines in Editing the document.

For invoices from Visma Document Center you can view and edit the lines in the Accounting lines panel.

• Approve: Approves the document and either opens My tasks or the next task in the list, dependent on how you accessed the task. If you in the Preferences chose to open the comment window when approving, this pop-up will show and allow you to enter a comment before approving.
• Approve and pay: Approves the task and places the invoice in a bundle that you access in My tasks where the bundle can be paid. Only available if the integration with Visma.net AutoPay is set up.
• Submit: Only visible if you have edited the document and you are no longer allowed to approve it, for example because you have changed the cost unit of the document.

• Reject: Opens a comment window where you can add the mandatory rejection comment. Click OK to save the comment and reject the document.

• Review: Is only shown when you are requested to review a document. You are asked to enter a comment before the document is sent back to the approver for the decision. It is not possible to approve or reject a document that you are asked to review.