Archive

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

The Archive is the place where Yuki stores all the documents in clear folders. The top shelf is intended for all your documents that are relevant for your accounting records. There the back office also checks which documents still need to be processed. On the bottom shelf(s) you can archive documents yourself, for example insurance policies, deeds, correspondence, etc. So you have a complete digital archive in Yuki.

The Archive functionality is available when a user with the 'Management' role has chosen the minimal version of Yuki (Minimal bundle) or the Small, Medium, Large or Unlimited bundle via the Yuki Store in the domain.

Click on the Archive icon in the navigation bar and the start screen of the Archive is automatically opened:  

In this start screen the most important features of the Archive are shown.  

Documents

File cabinet

Here the two shelfs with default folders of your Archive are shown. On the top shelf you will find all financial and non-financial documents that are important for your administration. On the bottom shelf(s) you can archive documents yourself, for example insurance policies, deeds, corrrespondence, etc., these documents will not end up in your financial administration. 

Recently read by me

This overview shows a list of documents that you have recently read. This is useful when you want to open a document again.

News

You use a news message in Yuki to bring internal notifications, procedures or other issues to the attention of every user. In a document you can specify that it concerns a (internal) news message. If you mark a document in this way it will end up in the list of news messages. 

Deleted documents

if you delete a document it will be placed in the recycle bin. Here you can check on which date documents are deleted and by whom. In some cases it is also possible to retrieve the document again.

Export (only available to user with 'Management' role, thus also not available to back office)

If you want to save a copy of your Archive outside Yuki then you can export the archive. All documents will then be included in a ZIP file so you can download it. You will receive an email as soon as the ZIP file is ready (within 24 hours).

Digital mail

In this overview a list of documents is shown that are offered to Yuki from an external source. These are for example e-mails 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.

Spam

Incoming digital mail (e-mail) that Yuki considers spam is automatically placed in the Spam folder. E-mails mistakenly marked as spam can always be reinstated in Digital Mail.

Actions

OCR match rules

Yuki will recognise some data of submitted documents automatically by using OCR. OCR stands for Optical Character Recognition (reading out of text from an image). In order to further improve the automatic processing rate it is possible to create local OCR rules in Yuki.

Workflow rules

These rules are available in an extra module that you first have to activate in Yuki. By using workflow rules you can generate tasks for users after processing an invoice like approval and release for payment.

Scan forms

If you want to scan a receipt or a cash flow statement then you can download a convenient scan form in Yuki. Yuki offers two scan forms that make it more easy to submit this data: 

• Scan form (for receipts)
• Cash flow statement in pdf and in Excel (xls).