Digital mail

The Digital mailail overview shows all documents submitted to Yuki from an external source.

Which documents are in Digital mail?

• Emails sent to your Yuki email address.
  
  TIP!
  By default, all emails received in Yuki are automatically added to the Whitelist. You can manually manage email addresses (Blacklist or Whitelist) via the Spam settings.
  
  For a detailed description, see article Spam settings.
  
  
• Documents submitted via Dropbox or Google Drive.
• Digital invoices received via the Peppol network.

Which documents are not in Digital mail?

Documents that you have scanned or uploaded directly yourself.

Signal list

Digital mail is an important signal list to check whether any incorrect or suspicious documents are ending up in your administration:

• Check the list: Review the incoming documents and pay specific attention to "suspicious senders".
• No irregularities? Mark all documents as read at once. 
• Found a suspicious document? Send a question directly to the back office so they can take the necessary actions.

Rights and roles

Management, Financial administration, or External accountant

You have full access to this overview. You can view documents, edit them, mark them as read, and move emails to the Spam folder.

You cannot permanently delete documents yourself.

Back office

You can only view this overview to observe, but you cannot perform actions such as 'Mark as read' or 'Move to Spam' here.

You can permanently delete documents by opening the relevant documents and in the now-opened screen, clicking on the Delete button.

Access to Digital mail

To access:

• click on the Archive icon on the navigation bar
• in the now-opened screen, click on Digital mail
  
  OR
  
  

• click on the PO Box icon in the navigation bar
• in the now-opened screen, under Needs attention click on Digital mail. 

Digital mail

From this screen, you can decide what to do with these incoming documents.

'Status' column

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

Functionalities and buttons

In this screen, you can view the incoming documents or 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 reviewed the received document and agree to it. The document will disappear from this overview.
   
   ATTENTION!
   This is purely a signal list. The documents are processed by Yuki regardless, 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): ask the back office a question directly about the selected document.
   
   To have a document permanently deleted, you can ask a question requesting the deletion of a document.
   
   
5. Spam (not available for user with 'Back office' role in the domain): move emails (containing documents) that ended up incorrectly in the Digital mail directly to Spam. Spam is located in the Archive and the Mailbox.
   
   ATTENTION!
   As soon as you do this, the sender will be immediately placed on the Blacklist. All future emails from this sender will automatically end up in Spam from now on.
   
   For a detailed description see article Spam settings or Spam.
   
   When can the 'Spam' button not be used?
   • document has been submitted via Google Drive or Dropbox
   • document has already been processed by Yuki (see 'Status' column)
   • document contains more than one attachment, at least one of which has been processed and handled by Yuki.
   • the security level of the document does not allow this for the user role
     
     
6. Create task (not available for user with 'Back Office' role in the domain): create an internal task linked to the document, including further details.
7. Forward (not available for user with 'Back Office' role in the domain): forward a document to draw the attention of one or more people (no additional details can be added here).