Digital mail

In this overview a list of documents is shown that are offered to Yuki from an external source.  These are for example emails that are sent to your Yuki email address or documents handled by TNT Scanpost. You wil also find documents here that are submitted via Dropbox. Documents that you have scanned or uploaded yourself are not shown in this overview. 

A user with a 'Back office' role in the domain can only view this overview.

A user with the 'Management', 'Financial administration' or 'External accountant' role can also settle the documents (digital mail).

The purpose of this overview is to make you aware of documents that are maybe wrongfully offered to your administration. Check the list for documents originating from 'conspicuous providers'. If you don't find them then select all the documents and settle them. If you find a suspicious document then send a question to the back office so they can take action.

From this overview you can decide what you want to do with these received documents. You can clikc the document here and already start to edit the document.

Digital mail can be viewed from different places in Yuki:

• Click on the PO Box icon in the navigation bar and then, in the now-opened screen, click on Digital mail
• Hover your mouse over the Archive icon in the navigation bar and then click on Digital mail.

The following screen is opened:

In the Status column, you can see the current status of the document in the administration. The document in the screenshot above has already been processed automatically or manually in the administration.

In this screen you can use the following buttons:

1. Top 100: show the first 100 documents or a specified number
2. Period selection: show the digital mail of all years, a specific year, half year, quarter or month
3. Mark as read (not available for user with 'Back Office' role in the domain): you have seen the incoming document and you have agreed. The document disappears from the incoming e-mail overview. It is purely a signal list. Yuki processes the documents anyway even if you do not mark the document as read.
4. Ask the back office (not available for user with 'Back Office' role in the domain): you want to ask a question to the back office about the document that you have received.
5. Spam (not available for user with 'Back Office' role in the domain): place the e-mails (with documents) that have been wrongly sent to the digital mail in Spam. Spam is located in the Archive and in the PO Box.
   
   ATTENTION!
   All emails from this sender(s) will be automatically placed in Spam by Yuki from that moment on.
   For a detailed description see article Spam.
   
   Yuki automatically places the sender's email address on the blacklist at that time.
   For a detailed description see article Spam settings.
   
   An email cannot be moved to Spam when::
   • it has been submitted via Google Drive or Dropbox
   • t has already been processed by Yuki (see 'Status' column)
   • it contains more than one attachment, one of which has already been processed by Yuki
   • the security level of the document does not allow this for the user.
     
     
6. Create task (not available for user with 'Back Office' role in the domain): a task must be created for the document. Further details can be included in the task.
7. Forward (not available for user with 'Back Office' role in the domain): one or more people must be alerted to an incoming document. No further details can be included.

ATTENTION!

A user with the 'Back-office' role in the domain can mark a document that is received by e-mail as spam by opening this document in the back office workflow and then selecting the Spam menu option under Cannot be processed. This will place the document in Spam.

Delete documents 

The back office can delete a document by opening the document and clicking on the Delete button on the screen now opened.

The user can have a document deleted by sending a question to the back office requesting that a document be deleted by clicking on the Question button.