In the third step of case file creation under the tab called Recipients, you can choose and edit the content of the email that your signers will receive.
There are three different types of emails that are sent out automatically through Penneo:
- Signing request
- Reminders
- Finalisation emails.
You can make changes to the initial signing request message by either selecting a default email template or writing a custom message to your recipients for each case file. In the Penneo web version, is also possible to send customised emails to individual recipients.
Please note that you cannot make changes to reminder or finalisation emails.
Below are instructions to change the content of email messages for signers and recipients.
| If you use the Penneo Web Interface | If you use the Desktop Application |
Merge fields
- {{recipient.name}} is the name of the signer.
- {{recipient.email}} is the email of the signer.
- {{sender.name}} is the name of the case file creator/sender.
- {{sender.email}} is the email of the case file creator/sender.
- {{casefile.id}} - every case file in Penneo gets a unique case file ID, this might be useful to include if your signer experiences issues and needs to contact support.
- {{casefile.name}} is the name of the case file.
- {{casefile.expiry}} will show the date and time when the case file can no longer be signed.
- {{signer.roles}} will show the role of the signer receiving the email. If they have multiple roles, they will be separate by a comma separated.
- {{signers.list}} will show a comma separated list of the names of all signers.
- {{documents.list}} is a comma separated list of the names of all documents.
If you use the Penneo Web Interface
General Message
In the third step of the case file creation, called Recipients, click on Expand to edit the general message that goes out to your signers.
You can edit the message and create your own one-time custom email, or select a template by clicking select template. Note that any edits you do here will not be saved in the template. If you want to create a new email template, see this guide: How to create email templates.
Different Email Text Per Signer
When creating a new case file in app.penneo.com, you have the option to send out different email texts to different signers. This is useful if you are for example working with a buyer and a seller. Or maybe you have both internal and external signers, and you need to give them different information or instructions.
The email settings can be found on the Recipients page in the case file creation process. In the “Recipients”-step, scroll down to the bottom of the page to find the email customisation section. Here you can change the general message that goes out to all recipients, or you can choose to Add new custom message where you can personalise the messages to the specific recipient.
Please note that different email text for different signers is a feature only available in the web version of Penneo and not the desktop version.
You can edit the message and create your own one-time custom email, or select a template by clicking select template.
Choose the recipients you want to receive this specific message by clicking on Select. Any recipient added to receive a custom message will not receive the general message. Please note that any recipient that has been added to a custom message, cannot be added to another custom message. However, there is no limit for how many custom messages you can add.
Your custom message is now complete. If you decide that you no longer want to send a custom message, you can remove it, and the chosen recipients of the custom message will instead be sent the general message. To remove the custom message, click on Remove message under the custom email message you wish to remove. Once you click on Save & Continue your updates to the messages will be saved.
FAQ
What can I do if I cannot add a recipient to the custom message?
If you cannot add a recipient to your custom message it could be that you have not added your recipients / signers yet. Make sure that you have included the recipients and that they are visible in the list at the top of the page.
It could also be that the specific recipient has already been added to one customised message and can therefore not be added to a second one. Go through the list of customised messages and review the added recipients. Once you click on X next to the recipient's name and email address, that have been added to the customised message (as you can see in the screenshot above) , they will appear in the list again, where you can now add this recipient to another customised message.
If you use the Desktop Application
After setting up your case file, click Next. Here, you can edit the message and create your own one-time custom email or select a template in the drop-down menu. Note that any edits you do here will not be saved in the templates. If you want to create a new email template, see this guide: How to create email templates. In the Desktop application, it is only possible to change the general signing request email. If you wish to personalise the email messages to individual signers, then we recommend using the Penneo web version.