Spam

Incoming email can be manually marked as spam. This email is then placed in the Spam folder. Spam is also located in the Archive.

ATTENTION!

• Emails in the Spam folder are automatically permanently deleted by Yuki after 100 days.
• When an email is marked as spam, the sender is automatically placed on the Blacklist. Future emails from this sender will go directly to the Spam folder.

Who can mark email as Spam?

Back office: can mark an email (with a document) from the workflow during booking as 'Not to be processed' with reason 'Spam'.

For a detailed description see article Back office document and communication screen.

Management, Financial administration, or External accountant: can mark an email (with document) from Digital mail as Spam.

For a detailed description see article Digital mail.

Who can restore emails from Spam?

Restoring an email (with document) from the Spam folder to the Digital mail and the back office workflow can be performed by:

• Users with the Back office role in the domain.
• Users with the Management, Financial administration, or External accountant role.

Automatic Blacklist and Whitelist operation

Yuki automates the filtering of your digital mail based on your manual actions. This works via an automatic Blacklist and Whitelist:

From Digital mail to Spam (Blacklist)

If an email ends up in the Digital mail incorrectly and you manually mark it as spam:

• the email is immediately moved to the Spam folder.
• the sender is automatically placed on the Blacklist by Yuki.

Consequence: All future emails from this sender will henceforth be automatically placed in the Spam folder. 

From Spam to Digital Mail (Whitelist)

If an email has ended up in the Spam folder incorrectly and you move it back manually:

• the email (including the document) is immediately moved back into the Digital mail and the back office workflow.
• the sender is automatically removed from the Blacklist by Yuki and placed on the Whitelist.

Result: From now on, all future emails from this sender will automatically end up in the Digital Mail for normal processing.

Do you want to manage the Blacklist or Whitelist manually without moving an email?

For a detailed description of the Blacklist and Whitelist see article Spam settings.

Access to Spam folder

To access:

• click on the Archive icon on the navigation bar
• in the now opened screen, click on Spam
  
  OR
  
  
• click on the PO Box icon on the navigation bar
• in the now-opened screen, under Needs attention click on Spam.

Spam folder

AVAILABLE USER ACTIONS

From Spam, a user can:

• restore email (with document) to Digital mail (and back office workflow)
• permanently delete email (with document) from Spam.

Restore email (with document) to Digital mail (and back office workflow)

To restore an email (with document) to Digital mail and thus to the back office workflow:

• hover your mouse above the email in question
• then click on the Move to Inbox button.
  
  

The document (including the email) is now back in the Digital mail and is being included in the back office workflow for processing.

ATTENTION!

The sender's email address remains on the Blacklist after this action. Therefore, future emails from this sender will still end up in the Spam folder. Do you want future emails to be processed immediately? Then adjust this via the Spam settings to add the sender to the Whitelist.

for a detailed description, see Spam settings.

Restore multiple emails at once

To restore more than one email at a time:

• select the relevant emails
• then click on Move to inbox at the top of the screen.

To put back more than one email at once, select the relevant emails and then click on Move to Inbox at the top of the screen.

Permanently delete email (with document) from Spam

To permanently delete email (with document) from Spam:

• select the relevant email
• then click on Delete at the top of the screen.

The email will be permanently deleted from Spam.

TIP!

Emails named document.htm or bericht.txt are often technical in nature. You can safely delete these immediately after opening them.