Add, change or delete (sub)folder in Archive (Beta)

Disclaimer

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

On the top shelf in the Archive are the standard folders that store 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'll find folders in which you can store documents that are private or unimportant to your administration. 

Each folder in the Archive has a subdivision into subfolders.

On the top shelf in the Archive, you only have the ability to add a subfolder and rename or delete it.

On the bottom shelf(s) in the Archive you have the possibility to add an additional (sub)folder as well as rename or delete a folder.

TIP!

On the bottom shelf(s), the folders 'To be filed by me', 'Correspondence' and 'Other' cannot be renamed or deleted.

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

TIP!

From the folders 'To be handled by Yuki' (top shelf) or 'To be filed by me' (bottom shelf), it is possible to move or delete all documents in bulk.

For a detailed description see article Move, download or delete documents in Archive.

From this screen, a user can:

• add a subfolder (bookkeeping folders)
• add a (sub)folder (personal folders)
• change a (sub)folder (personal folders)
• delete a (sub)folder (personal folders).

ATTENTION!

• The default bookkeeping folders on the top shelf(s) in the Archive contain a number of fixed subfolders that you cannot rename or delete.
• On the bottom shelf(s) in the Other folder, the Official documents subfolder cannot be renamed or deleted.
• An opened document can be moved to another subfolder in the same or another folder by clicking on the Click here to store this document in another folder button.
  
  
  

Add subfolder (bookkeeping folders)

To add a subfolder on the top shelf in the Archive, open the folder in which you want to add a subfolder, then:

• click on the Edit button at the top right of the screen
  OR
• hover your mouse over the folder in which you want to add a subfolder, click on the button with the three dots and select the Edit menu option from the drop-down menu.
  
  

The following screen is opened:

Create one or more subfolders in the folder by clicking on the New subfolder button under Subfolders and enter the name of the new subfolder.

Repeat until all subfolders are added.

Then click on the Save button.

The new 'Marketing' subfolder has been added to the 'Sales' folder:

Add (sub)folder (personal folders)

To add an additional folder (with subfolders) on the bottom shelf in the Archive::

• click on the 'unnamed' folder
  
  
  OR
  
  
• at the top of the screen, click on the Create button and then select Folder.
  
  

The following screen is opened:

Select the color of the new folder, enter the name of the folder in the Name field, add a description about the folder if necessary, and create one or more subfolders in the folder by clicking on the New subfolder button under Subfolders and enter the name of the new subfolder.

Repeat until all subfolders have been added.

Then click on the Create button.

The following message appears on the screen:

The new folder is added on the bottom shelf of the Archive and a new “unnamed” folder is automatically created.

Open the newly added folder. The following screen is opened:

Change (sub)folder

The name and color of the folder can always be changed. In addition, you can also change and/or add the description about the folder.

In addition, you can always add a subfolder within a folder.

ATTENTION!

Only the name of the subfolder added in one of the bookkeeping folders can be changed.

Open the (sub)folder you want to change, Click on the More actions button at the top right of the screen and select Edit in the dropdown menu:

The following screen is opened:

Change the details of the (sub)folder and then click on the Save button.

Delete (sub)folder

To delete a (sub)folder:

• open the relevant (sub)folder and click on the More actions button at the top of the screen and select Delete.
  
  
  OR
  
  
• hover your mouse over the line of the corresponding (sub)folder, click on the button with the three dots, and then select the Delete menu option from the drop-down menu.
  
  

The following message will appear on your screen:

Click on the OK button to actually delete the (sub)folder.

ATTENTION!

All documents from the deleted (sub)folder will end up in the Recycle bin (Deleted documents).

For a detailed description, see article Deleted documents (trash bin).