If you want to know how your end users can use the anonymize function, go to: anonymize documents
¶ Introduction
From version 2021.12 of JOIN Case & Document, the application has the functionality to send documents to an application for anonymizing documents.
On this page you will find information for the technical and functional management and configuration of the functionalities.
3 components have been developed for this:
- IN JOIN Case & Document functionality can be configured to connect to one of the available applications for anonymizing documents
- In JOIN Case & Document it can be set per user (privilege) whether he can use the functionality to offer documents to the connected application for anonymizing documents
- In JOIN Case & Document it can be set per collection whether documents from this collection may be anonymized.
As of version 2021.12, integrations are possible with the following vendors:
From version 2022.2, an integration with Octobox is available.
From version 2024.8, an integration with eData is available.
¶ License
To be able to use the function to anonymize documents, a valid license is required. This license (“ANOS”) can be found via Application Management > Options > License settings
Of course you must also have a valid license for the datamask, BM or Octobox.
¶ JOIN Anonymizer Cloudservice (AKS)
The communication between your (local) JOIN Installation and the anonymization application runs, just like for example with Digital Signing), via a central cloud service. This Cloud service is located in the Decos Cloud Platform. This is the platform where you can also find solutions such as JOIN Collaboration.
Decos manages this Cloud service and will also register a so-called tenant for your organization and realize the link with, for example, Datamask or Octobox. JOIN Case & Document therefore does not communicate directly with the API of the anonymization application, but always via the cloud service.
¶ Configuration of the JOIN Anonymization Service
The “system configuration” section manages all the data needed to establish a link with one of the vendors.
Please note: The configuration will be done by a decos technical consultant. We advise you not to make any changes to this configuration yourself.
The following configurations are possible here:
- Anonymized PDF replaces original file: allows you to arrange that after anonymization the original file is replaced by the anonymized version
- Anonymizer Service Environment: with this setting we ensure that we can find the right environment of the anonymization service
- Convert files to PDF: ensures that files are converted to PDF before sending them to the anonymization application
- Enabled: Allows the anonymization feature to be temporarily disabled, for example if you want to go live on a specific date and don’t want your users to start using the feature yet.
- Tenant Hash: Hash of the tenant (your organization) that is captured in the Decos Cloud Platform
- Tenant ID: ID of the tenant (your organization) that is captured in the Decos Cloud Platform
- Tenant Installation Name: Name of the tenant (will be the name of your organization in most cases)
¶ Functional configuration
¶ Activate per collection
You can set per collection whether anonymization requests can be sent from this collection. You can configure any collection that has a relationship with a document or directly with a file.
The function to anonymize files can be found in the section Application Management > Book > Options tab
Anonymization requests can also be sent via the work stock. No additional configuration is required. Of course, it is checked whether the aforementioned option is set in the collection from which the activity was created.
¶ Privilege
In addition to the configuration per collection, you must also provide users with the privilege “Submit anonymization requests”, you set this in the section User management > Users > Permissions tab > Component "permissions"
