Access control is a feature you can use to restrict access and add additional security layers to the documents you send through Penneo.
The feature consists of several options (Sensitive, Access Control, and Social Security Number) that you can combine to regulate the security level of your documents.
Note that you cannot enable Simple Electronic Signatures if you enable any of these security measures.
Below is an overview of the options & possible combinations, and where you can find them when creating a case file.
Options & combinations
The following options and combinations are available:
- Sensitive
- Access Control
- Social Security Number (SSN)
- Combination of Access Control & Social Security Number
- Combination of Sensitive & Social Security Number
Sensitive
If you enable the sensitive option, every person who wants to open the document must first confirm their identity by logging in with their electronic ID.
However, this only means that you need to have an eID to open the document - i.e., anyone with an eID can potentially view the documents. Consequently, access to the document is not restricted to specific persons (e.g., the signers of the case file).
Moreover, with the sensitive option activated, the document won't be attached to the finalization email. Instead, the signers and the sender will only be able to access it through app.penneo.com.
Furthermore, you cannot add copy recipients to the case.
With the Sensitive option enabled, Access Control is automatically activated for all signers and cannot be disabled.
Access Control
If you enable the access control option, every person who wants to open the document must first confirm their identity by logging in with their electronic ID.
However, this only means that you need to have an eID to open the document - i.e., anyone with an eID can potentially view the documents.
Consequently, access to the document is not restricted to specific persons (e.g., the signers of the case file).
Note that this option is called Private on the Desktop application.
Social Security Number (SSN)
If you enable the Social Security Number (SSN) option by typing in the relevant field the Social Security Number (SSN) of the signer/s, anyone with the signing link can view the document, but only the person with the corresponding SSN can sign it.
Note that there is also a VATIN option; however, this is only applicable to signers with a Danish organization number. The VATIN option works in the same way as the SSN option.
Combination of Social Security Number & Access Control
If you enable both Social Security Number and Access Control, only the person with the matching SSN can view and sign the documents.
Combination of Social Security Number & Sensitive
If you enable both Social Security Number and Sensitive, Access Control is automatically activated for all signers.
Therefore, the combination of these three options will allow only the person with the corresponding SSN to view and sign the documents.
Besides, it won't be possible to add copy recipients in the case file, and the documents won't be attached in the finalization email.
Where can I find these options?
The options appear in different locations depending on which Penneo interface you are using.
Select the version relevant to you in the overview below or scroll down to read more about where to find the options in each Penneo version.
| If you use the Penneo Web Interface | If you use the Desktop Application |
If use the Penneo Web Interface
You can find the Sensitive option in the first step of the case file creation under the language selection.
To activate it, check the box This case contains sensitive information.
Both the Access Control option and SSN option can be found when adding a new recipient by expanding Security and privacy.
To activate Access Control, checkmark Limit access to the documents using validation.
Social Security Number is always marked by default. You can activate the VATIN field (only applicable to Danish organizations) by checking the corresponding box.
If the field for SSN or VATIN is empty, this function is not activated. If you wish to add the SSN of your signer, choose the country and input their SSN in the field.
You will be notified if the format of your SSN is wrong, depending on the country you chose.
Read more here: What is the right format for social security numbers?
If you use the Penneo Desktop Application
The Sensitive option can be found in the first step of case file creation under the folder selection.
Access control is called Private on the Desktop application and can be found in the third step next to Simple Electronic Signatures.
Social Security Number is called SSN and can be found next to the signer's role.
If you are unsure of the SSN format, read more here: What is the right format for social security numbers?