Archive settings

Disclaimer

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

In the Yuki Archive, you can specifically restrict or assign access to non-financial documents per user. This applies to the documents visually stored in the gray binders (the top shelf in the digital archive cabinet).

What are non-financial documents?

Documents that do not require direct financial posting are automatically assigned the document type 'Standard' in Yuki. Examples include general correspondence, contracts, manuals, or internal notes.

Permissions

Due to the confidentiality of documents, the management of these access rights is strictly limited.

Only a user with the 'Management' role within the domain has the rights to configure the archive security and determine which users are granted access to the grey folders.

No retroactive effect

When adjusting archive security, it is essential to take the following logic into account:

• Only for new documents: The changed security settings apply exclusively to documents added to the archive from that moment on.
• Existing documents do not change: All standard documents that were already present in the Archive before the change retain their original security and access rights. This is therefore not corrected retroactively.

Security levels for non-financial documents

By default, all users marked as employees have access to the non-financial documents.

One of the following default security levels for non-financial documents can be set::

• All users: access for everyone who has a login for the domain
• All employees: access for users marked as employees
• Management: access only for user(s) with the 'Management' role
• Private: access only for the owner of the document.
  
  ATTENTION!
  Also for the back office, 'Private'documents are no longer visible and therefore not accessible.

Documents with a set security level remain accessible to a user with the ‘Back office’ role within the domain, but are invisible to users without access.

TIP!

The users you select here are also the only ones who have access to the colored folders (bottom shelf in the Archive).

Access to Archive settings

All saved settings, such as the archive settings, are centralized within your domain and organized into logical categories.

To access these settings:

• click on the Settings icon in the navigation bar

• then, in the now-opened screen, in the Archive section click on Access.
  
  

Archive settings details

From this screen of possible security levels, select which users have access to the non-financial documents in the gray folders (top shelf in the Archive) and then click on the Save button.