An authenticator as an office requirement

The office can require that a login is confirmed with an authenticator. That is a setting of the firm, not a favour a staff member skips because a file is in a hurry. The requirement applies to the workspace, where the staff see the files. It stands apart from the question which layers an heir may see. An authenticator proves that this person has done the second step. It does not of itself prove which role goes with that. You set the role separately: staff member on the workspace, or heir on the portal. Do not mix those two up because someone knows the password. Knowledge of a password is not an appointment and not a power of attorney.

A shared password is not a role. Do not write the password on a note with the file and do not email it around in the family. Each heir gets a login of their own. Only then is it visible who looks in the portal, and only then can you withdraw one person's access without shutting the others out. A niece who looks along through a brother's login is that brother in the trail. You do not want that. Staff likewise do not use each other's login to tick off a task. The workspace belongs to the person who does the work. A shared account wipes the roles away and makes the hash chain of the file harder to read.

Switch the authenticator requirement on for the office and explain that a new staff member only looks along once that step works. You invite an heir only once you know who that person is and which layers may be on. The heir's login does not open the workspace and not the internal notes. If a layer is off, it stays off, even if the heir uses an authenticator. The second step is not a key to the whole file. With the invitation note which layers are on and why. A colleague then sees that access is a choice, not an automatism after the death. Withdrawing a login leaves the rest of the circle alone.

Ervazo can make the authenticator compulsory for the office and keeps a staff member's login apart from an heir's login. Ervazo records and calculates as a worksheet. The worksheet shows the layers you have switched on. It does not decide who is authorised. That is not advice. It files nothing and it pays nothing. A successful login is not an appointment as executor or as liquidator (vereffenaar). The program does not hand out a password and it does not turn a shared code into a role. Who may come in remains a decision of the office, recorded per person and per layer.