Scan and upload, synchronize and/or email documents

There are several efficient ways to submit documents to Yuki. Below is a structured overview of the five methods, the supported file formats, and the most important settings.

Supported file formats

You can submit documents in the following formats:

• Images: .PNG, .JPG, .JPEG
• Documents: .PDF, .DOCX (Word).

For a detailed description of submitting documents, see article Submit documents.

Method 1. Scan and upload

You can first scan the documents to your computer and then upload them to your domain via the PO Box in Yuki.

Scanners

• Some scanners come with software that allows you to scan directly to Dropbox or Google Drive. If you have shared Dropbox or Google Drive with Yuki, you will find the scanned documents in the PO Box under History or Digital Mail.
• If your scanner has an email function, you can also use the email address for documents in Yuki to submit your documents. 

For a detailed description of uploading files, see article Upload files from PO Box.

Method 2. Synchronize via shared Dropbox folder

One of the most commonly used delivery methods is via Dropbox. This is (basically) free cloud storage. If you already have Dropbox, you can create a folder in your Dropbox directory and then share it with ‘support@yuki.nl’.

Once the shared folder has been accepted by Yuki, we will create various subfolders within the folder that follow the structure of your digital archive. When you place documents in the folder(s), Yuki will retrieve them and place them in the correct folder.

These documents will then be removed from the Dropbox folder. 

For a detailed description of sharing a Dropbox folder, see article Dropbox.

Method 3. Synchronize via shared Google Drive folder

One of the most commonly used delivery methods is via Google Drive. This is (basically) free cloud storage. If you already have a Google Drive account, you can create a folder in your Google Drive directory and then share it with ‘support@yukisoftware.nl’.

Once the shared folder has been accepted by Yuki, we will create various subfolders within the folder that follow the structure of your digital archive. When you place documents in the folder(s), Yuki will retrieve them and place them in the correct folder.

After Yuki has retrieved these documents, they will be placed in the ‘processed’ folder within the Drive directory. You can empty this folder yourself.

For a detailed description of sharing a Google Drive folder see article Google Drive.

Method 4. Email documents

You can email documents to Yuki in three different ways, depending on the purpose and the desired folder:

Points of attention

• The 100 KB limit: Files must be larger than 100 KB to enter the document processing workflow. This is a built-in filter to prevent your administration from being cluttered with Twitter icons or logos from your supplier’s email signature. This does mean that you may occasionally need to manually upload very small PDF receipts if they fall below this limit.
• One attachment = straight to ‘To be handled by Yuki': Does the email contain exactly one attachment? If so, Yuki skips a few intermediate steps and places the document directly in the ‘To be handled by Yuki’ folder so it can be reviewed immediately.
• Do not use BCC: Are you emailing an invoice to a customer and want it to appear directly in Yuki? Then put the Yuki address in the CC (or forward it separately), but never in the BCC. Because Yuki filters emails centrally, Yuki does not “see” a BCC address in the email header, and your document will be irretrievably lost.

Important rules for structuring administration email addresses

When you email a specific administrationt, the <administration name> must meet the following conditions:

• Replace all spaces and periods with a hyphen (-).
• Omit additions such as B.V. or other suffixes.
  
  Example
  “Your Company B.V.” in the domain “aribabv” becomes: jouw-bedrijf.aribabv@yukiworks.nl.

Shorten or change email addresses of domain or administration(s)

You can change the email address of your domain or administration(s) to a shorter or more recognizable name to prevent errors when manually retyping or forwarding emails.

You can change the email addresses applicable to your domain in the Settings in the ‘Domain’ section.

The 'Domain' section can be opened from different places in Yuki:

• click on the Switch domain icon in the navigation bar and then click on My domain
  OR
• click on the Settings icon in the navigation bar.
  
  
• then, in the now-opened screen, in the Domain, section click on Companies.

The following screen is opened:

Yuki will now show you an overview of the administrations in the domain.

Here you will find the Email address for documents column containing the email address valid for the administration. 

These addresses are composed by Yuki automatically but you can modify them as follows: 

• Open the administration by clicking on the company name
• Click on the Edit button and modify the email address in the Email address for documents field on the General tab.
  
  
  TIP!
  Only characters and digits are allowed in the email address that you want to create in Yuki.
  
  
• Click on Save to save the settings.
  
  

Method 5. Yuki Assistant app

With the Yuki Assistant app, you can quickly submit photos of receipts or invoices.

Photos taken with the app are automatically sent to the general email address (<domain name>@yukiworks.nl) and are therefore added to the document processing workflow.

For a detailed description of the Yuki Assistant app, see article Yuki Assistant app.