File cabinet (Beta)

Disclaimer

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

In your File cabinet, all documents submitted in Yuki are conveniently stored in folders. Each folder has a subdivision into subfolders. 

On the top shelf are the standard folders containing all the documents to be processed and already processed (financial and non-financial) that are important for your financial administration in Yuki. 

On the shelf(s) below, you will find the folders in which you can store documents that are private or unimportant for your administration. 

TIP!

An additional folder in the Archive can only be created by clicking on the “unnamed” folder on the bottom shelf(s) of the Archive.

In all folders in the Archive you do have the ability to add additional subfolders of your own.

Only a user with the 'Back office' role in the domain or the 'Management' role can add, change or delete an additional (sub)folder in the Archive.

A user with the role 'HRM' can only add an additional subfolder in the 'Human Resources' folder.

Secure documents in folders

By default, all users have access to the non-financial documents (standard documents) in the bookkeeping folders (top shelf in the Archive). 

Only a user with the 'Management' role can change this security of the Archive.

Security of Human Resources folder

By default, an employee can view his or her own pay slips, expense claims, HR documents and assessments in the Human Resources folder. 

If a manager is entered on the Employee tab on the employee's contact card, by default, the manager cannot view an employee's personnel documents.

A user with the 'Backoffice' role in the domain or the 'Management' or 'HRM' role can change the security for an employee or manager in the 'Human Resources' folder.

From this screen, a user with the 'Back office' role in the domain or the 'Management' or 'HRM' role can:

• set the security of the Human Resources folder

From this screen, a user with the 'Back office' role in the domain or the 'Management' role can:

• create or delete a (sub)folder
  (see article Add, change or delete (sub)folder in Archive)
• export one or more documents
  (see article Export documents from Archive)

From this screen, each user in the domain can:

• upload one or more documents
  (see article Upload files from Archive)
• create a new document
  (see article Create document (bank statement) manually)
• move, download or delete a document in (sub)folder (depending on user role)
  (see article Move, download or delete documents in Archive)

Hover your mouse over the Archive icon in the navigation bar, then click on File cabinet. 

The following screen is opened by default as folders in which the documents are stored:

All documents that still need to be processed by the Back office are in the To be handled by Yuki folder.

In an opened (sub)folder as well as in the Documents view, you can use the so-called document viewer to:

• hide or show a screen preview of the document
• open the document in the browser
• download the document.

Click on the line of a document to show the corresponding screen preview of the document.

TIP!

Once you open one of the subfolders in the Archive, you can customize the columns shown in your screen by clicking on the Customize the columns shown button at the top right of your screen.

The folders in the File cabinet can also be shown as a list of folders by clicking on the List button :

Search

You can search for documents based on the data in the columns shown on the screen.

For example, you can add the Tags column to quickly search all documents with a specific tag.

Select the column or filter you want to use to search for documents and enter the search term.

TIP!

You can also search two columns simultaneously by using the ';' as a separator between the columns. Documents matching both search terms will then be searched.

Views

You can also specify in this screen that the Documents view should be shown:

By default, the document view is sorted by Date.

Set security of Human Resources folder

To change the default security of the Human Resources folder:

• Move your mouse over the Hunan Resources folder line and then click on the button with the three dots. Then select the Edit menu option from the drop-down menu.
• OR
• click on the Human Resources folder and then click on the Edit button.

The following screen is opened:

Specify which security to set and then click on the Save button.