Penneo archive privacy and folder sharing
Every Penneo archive is private and personal by default. As a user, you are the only individual who can view your folders and case files until they are explicitly shared with other users. All Penneo accounts remain personal and private, and nothing is shared by default. You can only access another user’s folders or case files if the owner has shared them with you.
Sharing folders with colleagues is recommended so that others can follow up on case files during an absence. If you lack access to a folder created by another user, contact the folder owner directly to request they share it with you.
Accessing and navigating the archive
To navigate to the Penneo archive, click Archive on the left side menu. In this section, you can view your main folders and create subfolders. Because every archive is private by default, you are the only user who can see your folders and cases until you share the folder with other users on the account.
Creating new folders in the archive
To create a new folder, first navigate to the location in the Penneo archive where the folder should reside. If a folder is created in the wrong location, it can be moved later.
- Click New Folder to open a pop-up window.
- Enter a name for the folder.
- Click Create.
Managing folder sharing and user permissions
If a colleague shares a folder with you with can manage right and you delete it, the following will happen:
- The casefiles inside the folder will be moved to your recycle bin.
- The shared folder itself will still be visible to other users it was shared with.
- However, the folder will appear empty to those users after the deletion.
Why deleted casefiles may not be visible
If you cannot find deleted casefiles in the recycle bin, this is likely due to the recycle bin display limit. Only a maximum number of items can be shown at one time, which may prevent older deleted items from being immediately visible.
Folder access rights include the following levels:
- Can view: Allows a user to see case files within a folder.
- Can edit: Allows a user to see, edit, save, and delete case files within a folder.
- Can manage: Allows a user to see, edit, save, and delete case files, edit sharing rights for the folder, and remove other users’ access.
To share a folder and assign rights:
- Locate the folder you want to share, hover over it, and click the share icon.
- Enter the name or email address of the person you want to share the folder with.
- Select the appropriate rights (Can view, Can edit, or Can manage) from the drop-down menu.
- Click Grant access.
Users on the same Penneo company account are granted automatic access. External users receive an invitation to access the folder and will appear under Pending invites until the invitation is accepted.
Standard folders and archive search functionality
The folder marked with a star icon is your standard folder. This folder serves as the default selection whenever you create a new case file.
Important Notes About Standard Folders
- A standard folder cannot be moved.
- A standard folder cannot be placed inside another folder.
- To delete or move a standard folder, you must first assign another folder as the new standard folder.
Here is how you set a new folder as a standard folder:
- Locate the folder you want to define as the new standard folder.
- Click the star icon on the right side of that folder.
- Once selected, the star icon will indicate that the folder is now the active standard folder.
After assigning a new standard folder, you will be able to delete or move the previous standard folder normally.
The search function in the Penneo archive only works within the current view. To search for a specific case file or subfolder, you must first navigate to the relevant parent folder where the item is stored.
Penneo archive privacy and folder sharing
Every Penneo archive is private and personal by default. As a user, you are the only individual who can view your folders and case files until they are explicitly shared with other users. All Penneo accounts remain personal and private, and nothing is shared by default. You can only access another user’s folders or case files if the owner has shared them with you.
Sharing folders with colleagues is recommended so that others can follow up on case files during an absence. If you lack access to a folder created by another user, contact the folder owner directly to request they share it with you.