We recommend all Penneo users to organize their archive in folders and subfolders from the beginning of their Penneo journey. This ensures that every case file ends up in an appropriate folder and desired digital location. Furthermore, it gives a better overview and enables larger organizations to share specific folders with the respective departments and users.
Note that 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. We recommend sharing folders with your colleagues, so others can follow up on your case files in the event that you are absent.
If you believe that you are missing access to a folder created by another user, you will have to contact the person who owns the folder and have them share it with you.
You can give users different rights to a folder, underneath you can see the access levels. Note that you cannot delete a folder that is shared with you. If you delete a folder that is shared with you, you are simply removing your accessibility to that folder, it is not deleted for the owner.
| Can view | Can edit | Can manage | |
| See case files in a folder | X | X | X |
| Edit case files in a folder | X | X | |
| Save case files in a folder | X | X | |
| Delete case files in a folder | X* | X | |
| Edit sharing rights for the folder | X | ||
| Remove folder sharing with others | X |
*In Penneo V2, it is only possible to delete case files that are stored in a shared folder if you are the owner of that case file.
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Guide for Penneo V2
How to create folders
- Go to the location in your archive where you want to create a new folder. If you created your folder in the wrong place, you can always move it by following the instructions here.
- Click New folder, and a pop-up window will appear where you name your folder.
- Give your folder a name and click Create.
How to share folders
- Locate the folder you want to share, hover over it and click the share icon.
- Write the name or email address of the person you want to share the folder with.
- Select the rights the user should have in the drop-down menu.
- Click Grant access.
- If the user is on the same Penneo company account as yourself, the user will be granted automatic access to the folder. If you invite external users, they will receive an invitation to get access to the folder, and you will be able to view them under Pending invites.
Guide for Penneo V1
How to create folders
- Go to the location in your archive where you want to create a new folder. If you created your folder in the wrong place, you can always move it by following the instructions here.
- Click New folder, and a small box will appear where you name your folder.
- Give your folder a name and click Create.
How to share folders
- Locate the folder you want to share, hover over it and click the share icon.
- Select the tab for the type of sharing you want.
- Select Sharing in [Your company name] for sharing with users on the same account
- Select Share with others if you want to share the folder with an external user. They will receive an invitation to get access to the folder, and you will be able to view them under Pending invites.
- Click Share with others.
- Select the users you want to share the folder with, and select the rights they should have in the drop-down menu.
- The folder is now shared with the selected users, and they have access to the folder in their own archive.
