If you want to make use of the document approval flow in Uniconta, you must set up the following in your accounts.
1) Create user(s) to authenticate
2) Create employee(s) from outside the users to be used for the approval flow
3) Create email setup for the approval flow
4) Possible setup of reminders
1) Create user(s)
Note: Recipients of attachment approval emails must be users of Uniconta accounting. NOTE: Approval can be done without user creation if an employee has been created and only approval via email is used. Read more here.- Go to Company/Manage Users and add the desired user(s). Read more here about creating new users...
2) Create employee(s)
- Go to Company/Employees and add one employee per user (created under "Manage users") or if you have someone who needs to approve attachments via email.
- Fill in at least Number, Name and Email (if the employee needs to approve and does not have a Uniconta user).
- Check the box "Send email attachment approval" (means that mail is sent to approver when it is selected in the inbox and saved)
- Save the employee. Read about the employee here...
3) Create Email Setup for Approver
Note: This step is necessary to use the approval flow. Otherwise, there is a risk that employees will not receive approval emails.- Go to Company/Maintenance/E-mail setup
- Create an e-mail send
- Use the email in your company that you want to use when sending approval emails
- Enter Number and Name.
- Enter SMTP information or set up Graph, read more here...
- Click "Check SMTP Host" or "Graph" and send an email to your own email.
- If this works, everything is good and you can save and move on.
- If it does not work, check if it is the correct information you have entered and try again.
- Once you have saved your setup, from Company/ Maintenance/E-mail setup, click on the "Authentication setup" button in the menu.
- Here you choose which email you want to use to send approval emails from.
4) Setting up reminders
If you want a reminder email to be sent out to approvers who have not yet approved the vouchers they have previously received approval emails on, then under Company /Company Information, in the Send approval reminder field, you can select which days of the week to send reminders on. The reminder email will contain a list of all the attachments that the approver needs to approve, and he or she can then click on the links to the individual attachments and approve/reject in the same way as in the regular approval emails. Version-92 If you do not want to send an approval email per attachment to the employee, you can just send reminder emails. This is achieved if the Send email for attachment approval field under Company/Company information is unchecked, while the Send reminder for approval field is defined with the days you want to receive a reminder email.Sending Test
- Go to General ledger/Physical vouchers (inbox) create a test attachment, possibly by simply dragging an image file or other document into the inbox.
- Select an Approver 1 and click Save
- Recipient Approver 1 an email is all good.
- If Recipient 1 does not approve an email, you must review the setup from outside the above description.