Visma.net Approval

How do I set a substitute to approve documents while I am away?

In Visma.net Approval you can define another user as your temporary substitute in order to take over your tasks during your absence. New incoming tasks and existing tasks will be automatically routed to the user's assigned substitute.

ClosedRegistering your substitute
  1. Go to Settings - Substitute.
  2. Mark the Active check box.
  3. Enter your substitute’s name and select it from the list.
  4. Enter the period you are away for by selecting the From and To date.
  5. Click Save.

All new tasks as well as existing tasks will be automatically sent to your substitute. Once the replacement period ends, new tasks will then be sent to you again. There are a number of additional rules when assigning a substitute:

ClosedSubstitution rules
  • 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).

  • All approval decisions made by the substitute is registered as "on behalf of the original assignee" in the graphical 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.