User Administration in Penneo

• Create new users in Penneo
• Configure data transfer settings for user deletion
• Delete a user account and transfer data
• Admin-Managed password reset for Penneo users
• Penneo roles and permission comparison

Create new users in Penneo

Administrators can add new accounts to a Penneo company account by following these steps:

1. Log in to Penneo, click Configure on the left side menu, and select Company.
2. Navigate to the Users tab.
3. Click Create new located on the far right above the list of users.
4. Enter the name and email address for the new user.
5. Assign a Role from the drop-down menu. You can select between User and Administrator. 
6. Select the specific rights for the user.
7. Choose the login methods for the user. Enabling classic credentials is recommended for all users.
8. Click Create user.

The new user will receive an activation email containing a link that expires after 14 days. You can verify if a user has activated their account by checking the user list; a status of ‘inactive’ indicates they have not yet set up their account. If the activation link expires, administrators must send a reset link: Admin-Managed password reset for Penneo users

Configure data transfer settings for user deletion

Before deleting a user in Penneo, it is critical to enable data transfer if you wish to preserve their files. Deleting a user without transferring their data will cause all case files owned by that user to be permanently deleted, and this data cannot be restored.

To enable the ownership transfer option:

1. Log in to Penneo, click Configure on the left side menu, and select Company.
2. Scroll down to the Security & Privacy section.
3. Check the box for Allow transferring ownership of data on user deletion.
4. Click Save changes.

Note that all transferred files will be moved to a folder named ‘Transferred’ located in the archive of the user designated to receive the data.

Delete a user account and transfer data

Once the data transfer setting is configured, follow these steps to delete a Penneo user:

1. Log in to Penneo, click Configure on the left side menu, and select Company.
2. Navigate to the Users tab.
3. Locate the user you want to remove. Hover over their name to reveal three dots on the far right, click them, and select Delete user.

If data transfer is not enabled, you must confirm the action by clicking I understand, delete user.

If data transfer is enabled, you will be prompted to select a recipient for the data. The person performing the deletion is suggested as the default recipient, but you can choose another user by clicking on the name and email under Transfer casefiles to:. After selecting the recipient, click Delete user and transfer data, then confirm by clicking the red Yes, delete user button.

A success message will appear once the process is complete. Click Accept to finish.

Admin-Managed password reset for Penneo users

Only administrators can initiate a password reset for other users in Penneo. If you are a user without admin rights and have forgotten your login-credentials, contact your administrator to request a reset link. After receiving the link, follow the instructions.

Administrators can reset a user’s password using the following steps:

1. Log in to Penneo, click Configure on the left side menu, and select Company.
2. Navigate to the Users tab and find the specific user.
3. (Optional) If necessary, update allowed Login Methods at the bottom of the page and click Update User Details.
4. Select the Reset Credentials tab.
5. Click the Send Reset Email button.
6. Click Accept.

The user will receive a reset link for their login method. Note that users cannot log in with an electronic ID (eID) until they have connected it to their account.

Penneo Roles and Permission Comparison

Penneo company accounts categorize users into two primary types:

• Administrators: Users with full management rights.

• Users: Regular users without administrative rights.

What Administrators can do more

Aside from standard day-to-day tasks, Administrators have exclusive rights over user data, company settings, and system configurations. Regular Users do not have access to these features.

User Administration

• Create new Penneo Users or delete existing ones.

• Change details and reset logins for other users.

• Administer login methods (including SSO setups).

Data Ownership Transfer

• Delete users and transfer their entire document archive to another user.

  • Note: This is only possible provided the ‘Allow transferring ownership of data’ setting is active.

Company Settings & Compliance

• Change company master data.

• Enable Identity Validation archive access.

• Administer allowed signing methods.

• Manage company Templates and configure e-mail signatures.

System Configurations

• Set up automatic data deletion schedules.

• Configure standard language, branding, and contact book settings.

What both Admins and Users can do

Both roles have full control over their own personal daily workflows and accounts:

• Case File Management: Create case files and administer owned case files.

• Folder Management: Share owned folders and delete owned folders.

• Self-Service: Update their own user profile, details, and personal settings.

Default Privacy Rule: Neither role can view or administer others’ folders or case files by default. All accounts remain private unless a folder or case file is explicitly shared by its owner.