To send documents out for digital signing, you need to create a case file. Below are instructions to guide you through the case file creation process.
To learn how to create a case file you can follow the instructions in the video or read our guide below:
- When logged in to Penneo, either click Create New on the left side menu and choose Case File or click New case file on your dashboard.
- Add details to your Case File:
- Start by adding a title to your case file.
- Select your Signing Flow from the drop-down menu. The signing flow you choose determines the roles of the signers and the signing order. You can click on the question mark to see the details of the flow. Check out this article to learn more about Penneo's signing flows: How Signing Flows work.
- Select which folder your case file should be stored in.
- Select whether signers should be able to view all documents or only the ones they need to sign. You can read more about this setting here: What documents can signers see?.
- Select the language for the signers. The language selected will be displayed as the system language when signers open documents and will be used for the default email templates from Penneo.
- Select whether the case contains sensitive data. For more information regarding sensitive data, see How "Access Control" works.
- Optional: You can click Advanced Options to enable 'Sign Documents at Meeting' if you plan to have the signers sign the document during a physical meeting. By enabling this option, the signing requests will not be sent separately to each signer. Instead, you (the creator of the case file) will receive one email containing all the signing links.
- Optional: Under Advanced Options, you can create a reference. The reference has no technical effect within the case file; it's only meant for your personal use in terms of sorting, for example.
- Click Save & Continue.
- Now add the desired PDF files to the case file. To add PDFs, press the Upload Document button or drag and drop the files into the window. You can add multiple files at once. See the following article for the recommended format and file size: Which files can I upload to Penneo? (types and sizes).
- Once you have uploaded your documents, you can edit their title and select their type. If you need to make changes to the documents or delete them after the upload, you can do so by clicking the pen next to the document. You can also change the order in which the documents should be viewed by the signers/recipients. To change the order, hover over the six squares at the left of the document name, and drag and drop the files. Note that you must always have at least one document that requires to be signed in order to successfully create a case file.
- Click Save and Continue when you have added all the desired documents to your case file.
- You must now add the signers and their roles. The roles determine which document the signer can sign and when. Click on Add recipient.
- Now add one recipient at a time by entering the required information:
- Add Name
- Add Email Address
- Optional: add On behalf of
- Select a role for the recipient. The options available will depend on the case file type you have chosen. You can customize the role name by check-marking Customize role names and typing in the new role name in the field that appears.
- Optional: You can click Security and Privacy to add Access Control. Read more about it here: How "Access Control" works.
- Optional: You can click on Show Advanced options to allow Simple Electronic Signatures and change reminder interval.
- Optional: You can add copy recipients - who will not be involved in the signing process but will receive the signed documents once finalized. Add a Copy Recipient by clicking the Receive a Copy tab at the top of your pop-up window.
- Optional: You can customize the email message to the recipients. To learn more about how you can change the general and individual messages that the signers receive, check out this guide. To learn more about email templates, read more about how it works here.
- Once you are done, click on Add recipient at the bottom of the window.
- Click Save & Continue.
- This is the last step of the case file creation process, and you should now review the case file. Browse all the details to note if there is anything to change. If you want to make changes or corrections, you can go back in the process by clicking on the various steps at the top.
- Optional: You can choose the content of the emails that your signers/recipients will receive. Most commonly, signers will receive three different types of emails: Message to Signers (signing request), Casefile Completed, and Reminders. To choose the email content, click the Personalise messages for recipients. You can either select an email template, edit an email template, or write your own new email on the spot. You can also create your own email templates (to re-use them for other case files); see how here: How to create email templates. The Penneo default templates get automatically translated into the language you have chosen in the first step.
- Under Configuration, you can add a Send later date or/and Expiry date.
- Note that an expiration date might not show, but still be applied after send-out. This is caused by your company having a default expiration date setting for all case files, which has been decided by your administrators.
- When you have reviewed the case file and made the necessary changes, click on Send Documents.
I am having trouble creating my case file:
If there is an error in your case file, Penneo will highlight it in yellow. Read the notes and go back in the process to change your case file:
If you use the Penneo Desktop Application, check out this guide for instructions on how to create a new case file: How to install, set up, and use the Desktop Application to create case files.