How can I shield documents in the Archive from other users (Beta)?

Disclaimer

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

Depending on a user's role(s) in a domain, the documents in one or more folders (or subfolders) are not visible and thus not accessible to a user.

Only the non-financial documents in Yuki can be shielded at the document level by a user.

Non-financial documents in Yuki are documents of type 'Standard', when processed, no financial transactions are recorded.

Examples of standard documents are insurance policies, loan agreements, amortization schedules, contracts, etc.

A user or the back office can also decide in which folder the standard document should be kept.

In the Archive you can:

• shield a standard document
• shield all standard documents at once.

TIP!

The access level of a project overrides the access levels of all documents that occur within the project. This means that all users who have access to a particular project can also access all documents of this project regardless of the specific access level of a document. Thus, this also applies to documents labeled “Private. When these documents are added to a project, all users with access to this project can also view these documents. 

Shield standard document

When you have uploaded a document in the Archive, you are the owner of the document, so to speak.

Only the owner or a user with the role 'Management' role can shield a non-financial document (document type 'Standard').

Open the document in question and then click on the Edit button.

The following screen is opened:

Select which users have access to this document and then click on the Save button.

The document is still accessible to the back office but no longer visible to all other users without access.

If the security level is set to Private then only the owner has access to the document. 

Also for the back office this document is then not visible and therefore no longer accessible.

Shield all standard documents at once

In the Archive, you can set a default security level for all non-financial documents.

ATTENTION!

Setting this security level is not retroactive.

All standard documents that were already present in the Archive retain the security level already present.

To set the default security level, click on the Settings icon in the navigation bar and then click on Access under Archive in the now-opened screen.

The following screen is opened:

Here, select which users have access to the default documents in the gray folders (top shelf in the Archive) and then click on the Save button.

The documents are still accessible to the back office but no longer visible to all other users without access.

If the security level is set to Private then only the owner has access to these documents.

Also for the back office these documents are then not visible and therefore no longer accessible.

TIP!

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