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ANON Portal

Introduction

This document describes how to use the ANON Portal., focusing on its core concepts, workflows, and main functionalities available to end users.
It explains how workspaces are organized, how files are processed, how anonymization profiles and anonymization methods are applied, and how users interact with the platform from upload to download.

This documentation is intended as a practical guide to understand the portal behavior and user experience.

Workspaces

A workspace is an isolated environment where a team or organization operates independently.

Workspace Features

  • Dedicated users with restricted access.
  • Workspace-specific configurations (profiles, file expiration policies).
  • Fully isolated data.
  • Independent administration.
  • Unique workspace name.
  • Custom access URL.
  • Team size control.
  • Visual customization (themes).

User roles

There are two types of users associated with user roles inside a workspace.

Workspace Administrator (MANAGER)

  • Management of a specific workspace.
  • Invitation and administration of workspace users.
  • Configuration of anonymization profiles.
  • Access to workspace-specific statistics.

Member (MEMBER)

  • Upload and process files.
  • View the status of their documents.
  • Download anonymized files.

General Workflow

1. Portal Access

  • Login/password access.
  • Each MEMBER belongs to a specific workspace.
  • Workspace administrators can generate invitation codes with an expiration date. New users join a workspace using these codes, ensuring full control over access.

2. File Upload

  • Drag-and-drop upload or manual file selection.
  • Multiple files can be uploaded simultaneously.
  • Supported formats include PDF and DOCX.

3. Profile and Method Selection

4. Processing

  • Files enter an internal processing queue where anonymization algorithms are applied.
  • Processing progress can be monitored in real time. Check the different process statuses.

5. Download

  • Once processing is complete, anonymized files are available for download.
  • Configurable file expiration dates.
  • Full history of processed files is maintained.

Anonymization Profiles

Anonymization profiles define what type of information is protected and how the anonymization process is applied. They allow users to standardize anonymization rules and ensure consistent results across multiple documents and uploads.

Profiles can be saved and reused across different uploads and are shareable within the same workspace.

Only the profile creator has permission to modify or delete a profile.

Profile Configuration

  • Blacklist: terms that must always be anonymized.
  • Whitelist: terms that should never be modified.
  • Regular expressions: advanced pattern-based detection. Check the help available on the same webpage.

Examples:

  • Medical profile
  • Financial profile
  • Legal profile
  • General corporate profile

Anonymization Methods

To protect sensitive information and comply with data protection regulations, different anonymization techniques can be applied depending on the intended use of the data. These methods allow organizations to reduce privacy risks while still enabling data processing, analysis, or sharing.

The following anonymization methods are supported, each designed to balance privacy, data utility, and compliance requirements in different scenarios.

Method Description Key Characteristics Example
MASKER (Masking) Replaces sensitive data with special characters while keeping the original format. • Preserves text length and visual structure
• Data is irreversibly hidden		 Original: Juan Pérez lives at Calle Mayor 123
Result: **** ***** lives at ***** ***** ***
PSEUDO (Pseudonymization) Replaces real data with realistic but fictitious values. • Consistent mapping (same input → same pseudonym)
• Suitable for analytics and statistics		 Original: Juan Pérez lives at Calle Mayor 123
Result: Carlos García lives at Central Avenue 456

Process Statuses

Status Description
Upload Error Indicates that there was an error when uploading the file. There will be an information icon indicating the error.
Downloaded Indicates that the anonymized file has been successfully downloaded by the user.
Expired Indicates that the file is no longer available because it has exceeded the retention period and has been automatically removed. By default, 15 days.
Unprocessed Indicates that the file has been uploaded but processing has not yet started. Please report this to support if no explanation is provided.
In Progress Indicates that the file is currently being processed and the operation has not yet completed.
Error Indicates that an issue occurred during file processing, preventing it from completing successfully.
Done Indicates that file processing has completed successfully and the anonymized file is available for download.

FAQ

What languages are supported by the platform?

A: Currently, the platform supports Spanish only.

Can entire folders be uploaded, or must files be uploaded individually?

A: Files must currently be uploaded one by one.

Is anonymization irreversible?

A: Yes, anonymization is irreversible. Pangeanic uses the original document only to generate the anonymized version and deletes it afterward.

Does the platform store the original documents?

A: Not permanently. Documents are stored for up to 15 days and are automatically deleted once that period expires, for security and compliance reasons.

Which document characteristics could improve the detection of entities?

A: We recommend: The document has good resolution, PDFs are native (not scanned) and .docx files use standard, readable fonts. More challenging cases: Text embedded within images, colored backgrounds, watermarks, or stamps over the text and handwritten documents.

Problems?

Contact Support