Core Concepts
Key concepts to understand when using Penvio.
Documents
A document is a PDF file stored in Penvio. Documents can be:
- Uploaded from your computer
- Created from scratch
- Converted from other formats (images, Office files)
Document Properties
- Name: Display name of the document
- Version: Penvio tracks document versions automatically
- Metadata: Author, creation date, modification history
Document States
| State | Description |
|---|---|
| Active | Normal, accessible document |
| Deleted | In trash, can be restored within 30 days |
| Archived | Long-term storage (Enterprise) |
Organizations
An organization is a workspace that groups users, documents, and settings.
Organization Roles
| Role | Description |
|---|---|
| Owner | Full access, can delete organization |
| Admin | Manage members, teams, and settings |
| Member | Standard access to create and edit |
| Viewer | Read-only access |
Personal Organization
Every user has a personal organization created automatically. This is your private workspace.
Teams
Teams group members within an organization for easier collaboration and access control.
- Share documents with entire teams
- Manage permissions at team level
- Organize by department, project, or function
Annotations
Annotations are markups added to documents:
- Comments: Sticky notes, text comments
- Highlights: Text highlighting, underlines
- Shapes: Rectangles, circles, lines, arrows
- Stamps: Approval stamps, status indicators
Annotations are stored separately from the PDF content and can be edited or removed.
Forms
Forms are interactive PDF documents with fillable fields:
- Text fields: Single or multi-line input
- Checkboxes: Yes/no selections
- Radio buttons: Mutually exclusive choices
- Dropdowns: Select from a list
- Signature fields: Capture signatures
Forms can include validation, calculations, and JavaScript logic.
E-Sign
E-Sign is Penvio’s electronic signature feature.
E-Sign requires a Pro ($19/mo) or higher plan.
Templates
Reusable document configurations with:
- Pre-placed signature fields
- Defined signer roles
- Default settings
Envelopes
A container for a signing request:
- One or more documents
- One or more signers
- Status tracking
- Audit trail
Signing Workflow
- Create envelope from template or upload document
- Add signers and assign fields
- Send for signature
- Signers receive email and complete signing
- All parties receive completed document
Storage
Penvio stores your documents securely:
Platform Storage
Default storage managed by Penvio:
- Encrypted at rest (AES-256)
- Managed with automated backups
- Automatic backups
BYOB (Bring Your Own Bucket)
BYOB storage requires an Enterprise plan.
Enterprise feature to use your own storage:
- AWS S3
- Google Cloud Storage
- Azure Blob Storage
API
Programmatic access to Penvio features:
- REST API
- Bearer token authentication
- Webhooks for real-time events
API access requires a Business ($49/mo) or Enterprise plan.
Subscriptions
Penvio offers tiered plans:
| Plan | Best For |
|---|---|
| Free | Individual users, light usage |
| Pro | Professionals, full features |
| Business | Teams, API access, SSO |
| Enterprise | Large organizations, custom needs |
See Subscription Tiers for details.
Next Steps
- Quickstart Guide - Get up and running in 5 minutes
- Account Setup - Configure your Penvio account
- Authentication - Learn about sign-in methods and API tokens