Overview of Penneo Security Options
Penneo secures your case files using three core settings: Sensitive, Access Control, and Social Security Number (SSN) / VATIN. You can mix and match these features to meet the specific security needs of each case file.
Where to find security settings:
- Web Interface: Available during the case file creation process.
- Desktop Application: Located in the main configuration view.
SMS Verification
SMS verification adds a layer of security by requiring signers to enter a one-time code sent to their mobile phone before they can view documents.
Important: SMS verification is a viewing restriction tool, not a digital signature method. It is only available on the Penneo Web Interface (not supported on the Desktop App).
How to set up and use SMS verification:
- Administrator Enablement: A company admin must first enable SMS in the Allowed methods for signing and access section within the company settings.
- Recipient Setup: When adding a recipient to a case file, enter the signer’s phone number and click Add recipient.
- Signer Experience: When the signer clicks the signing link, they will see the last three digits of their phone number. They select Send me the code, receive the SMS, and enter it to view the documents.
- Final Proof: Once signed, the final signature page will display SMS verified next to the signature.
Controlling Document Visibility and Signing
Penneo allows you to configure case files so specific signers only see the specific documents they need to sign. This restriction stays in place even after the signing process is finalized.
You can manage document visibility using three main features:
1. Sensitive Security Option
This option requires anyone opening the document link to first log in with an electronic ID (eID).
- Access: Anyone with a valid eID can open the link; it does not restrict access to a specific person.
- Email Restrictions: Documents are not attached to finalization emails. Senders and signers must log in to app.penneo.com to view them.
- Copy Recipients: You cannot add copy recipients to case files when this option is enabled.
Default Sensitive Data Setting
Account administrators can turn on "Enable sensitive data by default" for the entire company. Once active, this feature automatically protects every new case file from the start. However, creators still have full flexibility and can manually turn the feature off for individual case files when creating them. We recommend using this configuration if most of your company's case files contain sensitive information.
2. Access Control Setting
This option forces a specific recipient to validate their identity with an eID before accessing the documents.
- The recipient must choose their preferred eID to log in.
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If access is denied, they can select “Try to get access using another eID”.
Please note: Verifying your identity to view a document is different from actually signing it. Since ID Verifier and AusweisApp are not supported for identity verification when access control is turned on, signers will not see these as recommended options.
3. Social Security Number (SSN) & VATIN Verification
This option validates the signer's unique identity numbers. You must ensure all numbers are entered according to the correct format for that specific country.
- SSN alone: Anyone with the link can view the document, but only the individual with the matching SSN can sign it.
- SSN + Access Control (Combined): Only the specific person whose eID matches the entered SSN can open, view, and sign the documents. If a signer gets an "It looks like you don’t have access" error, they should contact the sender to verify their SSN.
- VATIN Option: Functions exactly like the SSN option, but uses a Danish organization number for corporate signers.
How to enter SSN and VATIN:
- Web Interface: The SSN field is visible under the field 'Restrict who can sign the documents' when adding a recipient to the case file. For Danish organizations, check the VATIN box to activate it. To use either, select the country, enter the number, and ensure the feature is checked. If left empty, it remains inactive.
- Desktop App: The field is labeled SSN and is located directly next to the signer's role.