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PEC Manager – Frequently Asked Questions (FAQ).

PEC Manager is the solution developed by Digiway to manage Italian certified email (PEC) securely, traceably and centrally, from a web browser or the HCL Notes client. A single point of contact, from software development to support.

THE BASICS

What is PEC Manager?
PEC Manager is a Digiway application that lets you manage all of your company's certified email (PEC) simply and securely from a single place. It sits between the real PEC mailboxes — from any provider — and the people who use them: only the system knows the mailboxes' actual credentials, while each user logs in with their own personal credentials into a familiar email environment. The result is more control for the company and more simplicity for the people who work with PEC every day.

What is PEC and why does managing it well matter?
PEC (Posta Elettronica Certificata) is the tool used in Italy to send email with legal value, comparable to that of registered mail with return receipt. This is why PEC is used in dealings with customers, suppliers, partners and public authorities. Managing it in a structured way is essential to guarantee the legal validity of communications, the security of the data transmitted and regulatory compliance — which is exactly what PEC Manager is built for.

How does PEC Manager work?
PEC Manager acts as a control layer between the PEC mailboxes and the users. Each mailbox's real credentials remain safeguarded by the system and are never handed out to individuals; authorised users log in with their own personal identity and find a familiar email experience. It is built on the HCL Domino platform and is also available as a Web Application, while ensuring compliance with privacy regulations such as the GDPR.

Why shouldn't I give the same PEC mailbox credentials to more than one person?
Because it is a risky and hard-to-defend practice. When several people share the same credentials:
  • it becomes impossible to trace who actually carried out a given action;
  • every time one of the people involved changes, the mailbox credentials have to be changed;
  • sharing access credentials is in itself improper and potentially subject to legal action.
PEC Manager solves the problem at its root by decoupling access: the real credentials stay with the system, each user operates under their own identity, and every action remains attributable and traceable.

FEATURES

Can I manage multiple PEC mailboxes from different providers in one place?
Yes. PEC Manager lets you handle all your PEC mailboxes as if they were on a single server, even when they belong to different providers. One environment for the entire company, with no jumping from one webmail to another.

Can I delegate mailbox access without sharing the real credentials?
Yes, and it is one of the key advantages. You can assign mailbox access to authorised employees according to operational needs, without ever disclosing the mailboxes' real credentials. Delegations adapt to your organisation and stay under the company's control.

How are notifications and read-receipt lists handled?
PEC Manager notifies users when new PEC messages arrive and lets you manage read-receipt lists that are shared and/or personal, depending on your requirements. Each person can have their own unread list, or one can be shared at team level.

Can I organise and automatically sort PEC messages?
Yes. You can create custom folders and apply automatic sorting rules, so PEC messages are always tidy and easy to find, with no manual handling.

Does PEC Manager digitally sign and time-stamp attachments?
Yes. PEC Manager integrates digital signature and time-stamping features for attachments, adding a further layer of security and certainty about the date and integrity of the documents sent and received.

COMPATIBILITY AND TECHNOLOGY

Which platforms does PEC Manager run on?
PEC Manager is designed for maximum flexibility of use:
  • it is compatible with all versions of HCL Notes from 9.0.1 onwards, on both Windows and macOS;
  • it can be used from a web browser, on both PC and smartphone;
  • it works through HCL Nomad, in both browser and mobile versions;
  • it is also available as a Web Application.
The solution has been verified with HCL Notes & Domino version 14 and above in Cloud Native mode.

Which PEC providers is it compatible with?
Any PEC provider. PEC Manager sits between the mailboxes and the users regardless of the provider, so you can unify the management of mailboxes purchased from different suppliers.

Is PEC Manager a cloud solution?
Yes, it can be used in the cloud: it has been verified as Cloud Native on HCL Notes & Domino 14 and above and is accessible via web browser and HCL Nomad, as well as from the HCL Notes client. Digiway helps you choose the configuration best suited to your infrastructure.

SECURITY AND COMPLIANCE

Is PEC Manager GDPR-compliant?
Yes. PEC Manager is designed to ensure compliance with privacy regulations, including the GDPR, thanks to centralised access control, credential protection and activity traceability.

How does it improve security and traceability compared with direct mailbox access?
With direct access and shared credentials, activity on PEC mailboxes is effectively anonymous and hard to control. PEC Manager turns this around: the real credentials stay with the system, each user operates under their own identity, mailbox activity is monitorable, and it becomes possible to prevent improper or unauthorised use while ensuring the traceability of communications.

BENEFITS AND USE CASES

What are the main advantages over traditional PEC management?
  • Efficiency and cost-effectiveness: a single environment for all mailboxes, less time lost and lower costs.
  • Security and control: activity monitoring, prevention of improper use and email traceability.
  • Ease and flexibility: access delegation to employees according to operational needs, without sharing credentials.
  • Integration and compatibility: people keep using the tools they are used to, with no change of habits.

Who is PEC Manager for?
For any company that uses PEC to communicate with customers, suppliers, partners or public authorities and wants to ensure the legal validity of communications, data security and regulatory compliance. It is especially suited to organisations managing multiple PEC mailboxes and to those using HCL Notes as their collaboration platform.

Which roles benefit the most?
  • IT managers — simplify and optimise company PEC management.
  • Information security managers — protect data transmitted via PEC from breaches or losses.
  • Administrative managers — reduce PEC-related costs (mailbox licences, dedicated staff).
  • Legal managers — ensure regulatory compliance and traceability of communications.

PURCHASING AND CONTACTS

How much does it cost and how do I purchase PEC Manager?
Digiway's sales team is available to answer any further questions and to put together the best offer based on your company's specific requirements.
How can I see PEC Manager in action?
You can request a video-conference demo and receive dedicated documentation: we show you access decoupling and centralised management applied to your real needs.

Ready to manage your PEC with complete security and control? Request a demo · Talk to a Digiway expert

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