How can I secure documents in the Archive?

Depending on the role(s) of a user in a domain, the documents in one or more folders (or tabs) are not visible and therefore not accessible to a user.

Only non-financial documents in Yuki can be shielded at document level by a user.

Non-financial documents are 'Standard' type documents in Yuki, when processing these, no financial transactions are recorded.

Examples of standard documents include insurance policies, loan agreements, amortisation schedules, contracts, etc.

A user or the back office can also decide in which folder the standard document should be kept.

In the Archive you can:

• shield a standard document
• shield all standard documents at once.

TIP!

The access level of a project overrides the access levels of all documents that exist within the project. This means that all users who have access to a particular project can also access all documents of this project regardless of the specific access level of a document. This also applies to documents that have the label 'Private'. When these documents are added to a project, all users with access to this project can also view these documents.

Shield standard document

When you have uploaded a document into the Archive, you are the owner of the document.

Only the owner or a user with the 'Management' role can shield a non-financial document (document type 'Standard').

Open the relevant document and then click on the Edit button.

The following screen is opened:

Select which users have access to this document here and then click on the Save button.

The document is still accessible to the back office but no longer visible to all other users without access.

If the security level is set to Private, only the owner has access to the document. 

Even for the back office, this document is then not visible and therefore not accessible.

Shield all standard documents at once

In the Archive, you can set a default security level for all non-financial documents.

ATTENTION!

Setting this security is not retroactive.

All standard documents that were already present in the Archive retain the security already in place.

You can set the default security level from two places in Yuki:

• Hover your mouse over the Archive icon in the navigation bar and then click on File cabinet, Subsequently, in the now-opened screen, click on the Archive settings button.
• Click on the Settings icon in the navigation bar and then, in the now-opened screen, click on Archive settings.

The following screen is opened:

Here, select which users have access to the standard documents in the grey folders (top shelf in the Archive) and then click on the Save button.

The documents are still accessible to the back office but no longer visible to all other users without access.

If the security level is set to Private, only the owner has access to the documents. 

Even for the back office, these documents are then not visible and therefore not accessible.

TIP!

The users you select here are also the only ones with access to the coloured folders (bottom shelf in the Archive).