Yes, if you do not have a Swedish BankID, you sign with a 4-digit code that is sent to the email address you were invited to e-sign with, it is called two-factor authentication or 2FA for short. Even signing with 2FA complies with the regulations eIDAS and is accepted by e.g. Swedish authorities.

On each document, you can clearly see which Teams and which Members are authorized to see the document. You can also generate a report in Excel that shows which Teams (Members) have access to which Folders in the document structure you created.

Yes, the shareholders do not need to be added as Members, but simply choose to display the document folder and relevant documents by checking these options regarding shareholders. It is the smartest way to communicate with shareholders as they always find the latest information and historical communication via their share depository CapTable+.

Good document administration means always finding the right file, ensuring it’s the latest version, and controlling who has access. In Invono One, documents aren’t hidden in deep folder trees. Everything is visible and filterable – making document management simple, secure, and scalable.

Without structured document control, organizations waste time and risk losing critical data. Invono One solves this with a metadata-based system that increases efficiency, reduces errors, and strengthens security – all while being easy to use across teams.

Smart, Centralized Document Management with Invono One

We’ve all been there – naming a document, saving it in a folder that makes sense in the moment… only to lose track of it weeks later. Multiply that by ten users, and chaos ensues.

No Folder Mazes – Only Smart Filtering

Invono One eliminates traditional folder hierarchies. Instead:

• All documents are visible

• Advanced filters help you find what you need in seconds

• Users can't “hide” files in nested folders

You can filter by:

• Document name

• Uploading user

• Tags (keywords)

• Signature status

• Expiration dates

• Document type

Integrated E-Signing – Without Moving Files

Our proprietary e-signature solution is deeply integrated:

• Files stay in place

• The signature is stored as metadata

• No duplicates or version mismatches

Secure options:

• BankID (Sweden)

• 2FA (Two-Factor Authentication)

Metadata Makes Documents Actionable

Every document in Invono One can be enriched with:

• Alternate file names

• Expiration and renewal reminders

• Smart tags

• User comments and collaboration

• Delegated tasks per document

• Role-based permissions

Permission Management – Easy and Transparent

Invono’s access control is:

• Intuitive for admins

• Flexible for teams or individuals

• Secure for sensitive documents

You always know:

• Who can see what

• Who uploaded what

• Who still needs to take action

Document Collections – Share Smartly

Our Collections feature allows you to:

• Bundle files and appendices

• Send large packages efficiently

• Share files temporarily with outside stakeholders

Ideal for:

• Due diligence

• Partnerships

• Investor communications

Real Use Cases – How Clients Use Invono One

• Contract management and tracking

• Data rooms for investors or M&A

• Corporate governance documentation

• GDPR & ISO compliance files

• HR handbooks and SOPs

• Emission and shareholder communication

• Proxy management

• Group-wide document sharing across parent/subsidiary structures

Conclusion – Future-Proof Your Document Management

Invono One helps you:

• Minimize risk

• Save time

• Improve collaboration

• Increase transparency

• Scale confidently

The system grows with your company – not past it.

Your team sets the limits. We deliver the structure.

Document collections are a smart, secure way to share multiple documents, large files, or complete agreement packages—without the risk of emails bouncing, files getting stuck in spam filters, or violating GDPR.

With just a few clicks, you can create a time-limited download link to send to one or more recipients. Simple, controlled, and powerful.

What Can You Do with Collections?

1. Merge multiple PDFs into one single document

Perfect for:

• A contract with attachments

• A meeting protocol with annexes

  (e.g. from a shareholders’ meeting)

You decide the order of the documents, then upload the combined file to the document module for e-signature or distribution.

2. Send large files without hitting email limits

This is a common challenge—especially with:

• Prospectuses, annual reports, marketing materials

• Technical documentation

• Heavy presentation files

Collections create a secure link that recipients can download whenever it suits them, with no risk of rejection by email servers.

3. Send a collection of documents in various formats

Instead of attaching 10–20 files to a single email (which can:

• be messy

• crash the system

• be too large to send)

…you compile everything into a collection and send just one link.

4. Secure sharing of sensitive information – GDPR compliant

You can:

• Set a time limit for access

• Control who can view the documents

• Avoid sending sensitive info (like personal data) by email

Smart e-signing allows you to digitally sign documents directly in Invono One – securely, efficiently, and without moving the document. The process uses BankID or 2FA and stores all signatures as metadata within the document’s original location.

Smart e-signing eliminates version chaos, saves time, and ensures legal and GDPR compliance. Invono One’s custom-built tool supports advanced workflows such as sequential signing and automated deletion, tailored to professional investor and company needs.

Smart E-Signing in Invono One – Secure, Simple, Powerful

Document signing is a vital part of corporate governance. Traditionally it’s manual and error-prone. Invono One’s e-signature tool brings a modern solution – fast, integrated, and secure.

How It Works:

1. Upload a PDF in the document module.

2. Choose who should sign.

3. Sign with:

   1. BankID, or

   2. 2FA (one-time code sent to email).

4. Once all parties have signed:

5. The document is sealed.

6. A signed copy link is emailed to the signers.

7. The admin is notified – but no other steps are needed.

8. The document stays exactly where it was uploaded, now with signature metadata.

Why Is It Smarter Than Other Systems?

• No document relocation – version-safe

• Masking of personal ID – choose how much to show in signed copy

• Audit trail – see status of each document in real-time

• Verification – use our verification tool to confirm signature validity

• Fully integrated – no external services required

Upcoming Features Based on Real User Feedback

1. Sequential signing flows

Examples:

• CFO and CEO sign first

• Board members next

• Auditor last

You create signing groups and control the order automatically.

2. Auto-deletion

Set an expiration date for certain documents. Useful for GDPR compliance.

3. Smart co-signing rules

For companies requiring two signatories:

• Invono auto-selects the right signers

• Defaults to main contact if only one is registered

Ownership-Centered User Management

• Both individuals and corporate shareholders can manage their metadata

• Ensures correct contacts are invited to sign, vote, or invest

Common Use Cases

• Shareholder agreements

• Meeting protocols

• Proxy authorizations

• Annual reports

• Emission decisions

• Contract approvals

• NDAs and employment agreements

Build With Us – We Listen

We’re fast, flexible, and customer-led. Have a need? We’ll likely solve it – quickly and efficiently.

Smart, Simple, Secure. That’s our e-signing promise.