This article gives you a brief introduction to your company archive and its most basic features. Your archive contains all case files you have created, signed or case files others have shared with you.
- The Dashboard
- Follow up on case files
- Follow up on deleted case files
- Follow up on KYC
- Follow up on webforms
- Change your profile settings
When you log in to Penneo you will be met with the dashboard. By clicking on one of the categories in the Overview section, you will see the case files with the corresponding status. Note that status views cannot be shared.
Drafts are case files you have started creating and decided to save but not send out. Case files that you have sent out, but applied the function send later to, will also be stored here until they are automatically sent out according to the decided date and time.
Pending are case files that have been sent out for signature, but has yet to be signed by all parties in the case. Only when all signers have signed, will it be moved to Completed.
Completed are case files which has been signed by all signers, and they cannot be altered or changed once their status has progressed this far.
Rejected contains all the case files that has been rejected by at least one signer. In other words, even if some signers have signed, it will not be completed because of the rejection. The only way for the status of these case files to change to completed, is if the signer who rejected is removed from the case, or if you give them another chance to sign by reverting the rejection. Currently, expired case files are also stored under Rejected.
Expired is a function that is a work in progress and does not work at this time. Therefore, expired case files will be under Rejected.
On the dashboard, you can also see a list of cases that are about to expire, and a different list of recently completed case files. This way, you can easily extend the date of soon-to-be expired cases for example.
Follow up on case files
You will find all of your case files in your archive. To navigate to your archive, click on Manage on the left side menu, and then Case Files. Here you will see your main folders. The folder with a star next to it is your standard folder. This means that by default it will be the chosen folder for all case files you create. You can also create subfolders. Note that if you are searching for a case file or folder, you need to be in the folder it is located in. In other words, the search function doesn't reach throughout the entire archive, only to your current view.
Every Penneo archive is private and personal by default. This means that as a user, you are the only one who can see your folders and cases until they are explicitly shared with other users. If other users on the account need access, you have to share the folder with them.
By clicking on a case file in your archive, you will be able to review its contents. Here you can find the signers, their roles, the documents, the event log for the case file, reference, send out date, expiry date and what security settings you chose for the specific case file. You can also edit case files if its status is pending, see more here.
Follow up on deleted case files
You will find all of your deleted case files in your recycle bin. To navigate to your there, click on Manage on the left side menu, and then Recycle Bin. Note that the company settings your administrators manage, might be set to automatically delete case files and empty your recycle bin after a certain time has passed. We recommend contacting your administrator regarding company settings to avoid mistakes and accidents in the deletion process. If you wish to delete a case file, see How do I delete case files and folders? On the other hand, if you wish to restore a deleted case file, see How to restore case files from the recycle bin.
Follow up on KYC
To find KYC requests you have sent out, click on Manage on the left side menu, and then KYC. Here you will find pending and completed KYC requests. If you cannot see the KYC archive, your administrator needs to activate it on your user, see Activate showing of KYC archive.
*KYC Validation is a paid feature in Penneo. It requires a subscription.
Follow up on webforms
Filled in webforms are stored in the same place as case files. In the settings of the webform, which you can only access if your user has access to webforms, under Automate and Form Templates, you can see which folder the filled in webforms are stored in. Usually they are stored in a shared folder that multiple users in your company account have access to. If you are missing access to this folder, contact the owner of the webform template. Note that you do not need access to webforms to utilize this product, as long as you have the link to the webform you wish to use, and access to the folder they are stored in, you can utilize it. On the other hand, if you need to edit the webform, you will need access. However, this is a company-wide function and an access to webforms request must be submitted to support here by an administrator on your account.
*Webforms is a paid feature in Penneo. It requires a subscription.
Change your profile settings
Under Configure, and Profile, you will find your user details. Here you can change your name, email address and language in the product. If you are an administrator you will also be able to change your rights and login methods allowed for yourself. See more about your profile settings here.
On the second tab, Manage Credentials, you will be able to update and add new login methods. Note that you can only add certain login methods if your administrator has allowed them. Contact your administrator if you are missing your preferred login. See Connect an Electronic Identity Provider to your Penneo Login for more information.