Contact book overview in Penneo
When sending out case files and creating signers in Penneo, the system provides suggestions from the shared contact book based on the text entered in the relevant field. This contact book is shared among all users within the company, meaning that if one user adds a contact, it becomes available for use by all other users on the account.
Only administrators have the authority to access the Penneo contact book to create, update, and delete contact records. While standard users can utilize the suggestions during case file creation, the management of the centralized database is restricted to administrative roles.
Configuring contact storage settings in Penneo
A Penneo administrator can enable or disable the ability to store contacts for the entire organization. To manage this, navigate to Configure and then Company to find the setting Allow users to store contacts. This configuration applies to all users on the account regardless of their specific user or administrator rights.
If the option to store contacts is enabled, all users on the Penneo account will have the option to store contacts by default under their own profile settings. If this feature is deactivated in the company settings, the Store in contact book option will no longer be visible or available while creating a new case file.
Adding and editing shared contacts in Penneo
All contacts in Penneo are stored in a unified contact book. When a user saves a new contact, it becomes visible to administrators and can be suggested to other users when they create a new case file. Only administrators can perform direct additions, edits, or deletions through the contact book interface located under Configure and then Contacts.
To manage contacts in the Penneo contact book, follow these steps:
- Click the Add Contact button within the contact book interface.
- Enter the Name and Email address. You may also enter a Company name, though this is an optional field.
- To edit a contact, click the pencil symbol next to the specific contact record you wish to update.
- To delete a contact, click the trash can symbol and select the delete option.
Contact book access and permissions FAQ
If a Penneo administrator has enabled the contact storage setting, every user can choose to save a new contact while adding a recipient during case file creation. If this option is disabled at the company level, neither standard users nor administrators will be able to save contacts to the company account.
Users who do not have administrator rights cannot view the full contact book interface. You can verify your specific role and access rights in Penneo under the Profile menu. For any questions regarding your access level, please reach out to your company’s Penneo administrator directly.