Document workflow (Beta)

Disclaimer

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

All documents that have not been automatically recognized and handled by Yuki will end up in the 'Documents to be processed' workflow and must be manually processed by the back office.

This overview is only available to a user with a 'Back office' role in the domain.

From this screen, a user can:

• process a document manually
• view the contact of the document
• delete one or more documents
• reprocess one or more documents.

TIP!

To be on the safe side, always click on Refresh at the top right of the screen to ensure that the overview of documents to be processed is up to date.

To start actually processing documents, hover your mouse over the Back Office icon in the navigation bar and then click on the Documents tile in the now-opened screen under Backoffice workflow.

The following screen is always opened in the Ready to be booked view:

Here you see all the documents that have gone through the IDR recognition or Maximum recognition process and whose recognition is complete.

Thus, these documents are ready to be processed.

Maximum recognition is only available when a user with the 'Portal administrator' role has activated it for the domain in which the document is processed.

For a detailed description of IDR recognition, see article Automatic document recognition (IDR).

For a detailed description of Maximum Recognition, see article Activate Maximum recognition.

The Recognition result column shows the status of the IDR recognition or Maximum recognition process:

• Document type not supported
• No recognition needed
• Recognition complete
• Import error.

In the 'All' view, you additionally have the following recognition statuses:

• New in domain
• Recognition in progress 
• Recognition complete
• Import document
• Resubmitted.

The Blocked by column is only shown when a user has currently opened a document.

Filters

You can filter the data in the overview by Status (of the document) or Document type:

• Status: Open, Data entry completed or In process.
• Document type: Purchase Invoice, Sales Invoice, Standard, Pay slip, General journal entry, Electronic bank statement, Statement, Cash statement import file, Expense claim or Payroll tax assessment.

Views

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

In this view you can see all documents that are in the workflow, regardless of the recognition status.

So there are also documents present that are currently still going through the process of IDR recognition or Maximum recognition and thus not yet ready to be processed.

Process document manually

To open a document that you want to process manually:

• click on the file name of the document
• hover your mouse over the line of the document in question and then click on the View document button.
  
  

For a detailed description of processing the different document types, see folder Process documents.

View contact

To view the contact of a document, hover over the line of the document in question. Click on the button with the three dots and then select the  View contact menu option from the dropdown menu.

The contact card is opened.

Delete document(s)

To delete one document from the 'Documents to be processed' workflow, hover over the line of the document in question, click on the button with the three dots and select the Delete document menu option from the dropdown menu. 

The following message will appear on your screen:

It is mandatory to enter a reason for deleting the document here.

Then click on the OK button to actually delete the document.

The document will now end up in the trash bin (Deleted documents).

For a detailed description, see article Deleted documents.

TIP!

It is also possible to delete multiple documents in bulk.

Select the documents you want to delete and then click on Delete at the top of the screen.

The following message appears on your screen:

It is mandatory to enter a reason for deleting the documents here.

Then click on the OK button to actually delete the documents.

ATTENTION!

A deleted document ends up in the trash bin (Deleted Documents).

Reprocess document(s)

One or more documents can be reprocessed after e.g. the default values for a contact at portal or domain level have been changed or created.

Reprocessing documents means that the selected documents go through the IDR recognition or Maximum recognition process again.

Select one or more documents to be reprocessed and then click on Reprocess at the top of the screen.

The selected documents will disappear from the Ready to be booked view and go through the IDR recognition or Maximum recognition process again.