How to install, set up, and use the Desktop Application to create case files – Help Center

This article is a guide to the Penneo Desktop Application.

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What is the Penneo Desktop app?
How to install the Penneo Desktop Application
- Download links
Change the Desktop Application language
Create a case file in Penneo Desktop
Following up on case files

What is the Penneo Desktop app?

With the Penneo Desktop application, you can send out case files much more easily compared to the process in the Penneo web app.

If you want to know more about the differences, you can read about them here: What are the differences between the Desktop App and the Web interface?

With the Desktop app, it is only possible to send out case files.

To view your archive and the case files you sent out through the app, you need to log in to your archive at app.penneo.com like you usually would.

We recommend using the Penneo Desktop app:

if you often use the same flow, with the same number and roles of signers - in that case, you can create case file Templates in the Desktop App and save time when creating similar case files; read more here: How to create case file Templates in the Desktop App.
if you need to send out multiple case files to different signers based on the same document (mass mailing) - in such a case, you can follow an advanced process using our Desktop application and Penneo Printer; read more here: How to set up printer codes for mass mailing in the Desktop App.
if you wish to populate data with URI Scheme.
If you want to be able to send documents to Penneo directly from your editing program - in that case, you will need the Penneo Printer. By installing the Penneo Desktop app, you will also get an extension called Penneo Printer. This will allow you to export any document from a program with a printer function directly to Penneo as a PDF. Read more about it here: How to install and use the Penneo Printer.

How to install the Penneo Desktop Application

Download the installation file from the link below.
Run the installation file.
Follow the instructions on your screen.

If you are a Mac user and are experiencing that you can't open the application, follow this guide: The Desktop Application won't open on Mac - what can I do?

Download links

Change the Desktop Application language

You can choose your preferred language by hovering over the flag next to your name and selecting the language in the dropdown menu.

You need to restart the application in order for the language to change.

The simplest way to do this is:

On Windows:

Click Application, which is located over the logo, and then select Preferences in the dropdown menu.
Click on Restart Penneo.

The application’s language should now be updated.

On Mac:

Click Penneo in the top menu bar, and select Preferences in the dropdown menu.
Go to the Developer tab.
Click on Restart Penneo.

The application’s language should now be updated.

Create a case file in Penneo Desktop

Add details to your case file
- Start by adding a title to your case file.
- Select your Case file type from the drop-down menu or click on the question mark to see details about the case file type. Your case file type defines the signers' roles and signing order.
- Select which folder your case file should be placed in.
- Select whether signers should be able to view all documents or only the ones they need to sign.
- Select your language for the case file. This will change the default emails from Penneo to the selected language.
- Select whether the case contains sensitive data - for more information regarding sensitive data, please refer to this article: How "Access Control" works.
- You can choose if you want the document to be signed at a physical meeting. In that case, you (as the requester) will receive all the signing links in your email.
Now add the desired PDF files to the case file. You can do so by pressing the 'Upload Document' button or by dragging and dropping the files into the window.
- You can change the name of the document by simply clicking on the name field.
- Choose what type your document belongs to. If you are unsure, you can always go back to Step 1 and click on the question mark next to Case File Type.
- You can delete undesired documents by clicking the cogwheel and then clicking on Delete.
- Preview your document by clicking the cogwheel and then clicking Preview.
- You can decide in which order the documents will be shown to your signers. The number on the left side is the order. To change it, drag the documents by holding the 12 dots and drop them in the order you want them to appear.
Fill in the signer information:
- Add Name
- Add Email
- If they sign on behalf of someone else or a company, write their name under On Behalf Of. If not, you can leave that field empty.
- Click Select role(s) and checkmark which role you want for that signer. You can choose a custom role name by clicking the Edit button and entering your desired role name.
- If you wish to add an extra layer of protection to your documents, you can type in the signer’s social security number under SSN, by first selecting correct country code. By adding their SSN, only the person holding the specific eID that matches that social security number can sign. However, any recipient will be able to view/read the document (to prevent that, activate Private as explained below).
- VAT Id is where you add the organization number. This feature only works for Danish companies; therefore, if you are not sending the signing request to a Danish company, leave this field empty.
- If you activate Private, signers will have to confirm their identity with an eID before reading the documents. If you have added the signer's SSN and also enabled Private, only the person with the matching SSN will be able to read and sign the documents. Read more about it here: How "Access Control" works.
- The Simple Electronic Signatures option enables your signer to sign with Simple Electronic Signatures instead of using an eID. Note that you cannot enable this option if you have enabled Private.
- Reminder Intervals refer to how often you would like your signer to be reminded that they have yet to sign the document.
Add another signer by clicking Add new signer, and fill in the signer information (as explained in Step 3).
Click Next when you are done, and you will see the following page. If you want to check the case file settings once more, click Back in the bottom left corner of the application.
If you want to add copy recipients, click Add Copy Recipients, and a Name and Email field will appear. Fill in the fields accordingly.
You can choose to send out the case file at a later time by marking the checkbox Send later and choosing a date and time.
You can add an expiration date for the case file. After the expiration date, it will no longer be possible to sign. If needed, you can extend it at a later time (through the web app). Note that all case files are signed with a UTC timestamp. Therefore, be aware that you might need to calculate a different expiration date in accordance with your own timezone.
You can add a reference that you can use if, for example, you store the documents physically after finalization.
The very last step is to choose what the signing request email should contain. You can either select one of the available templates or write the email content manually. If you write it manually, it will not be saved for future case files. Note that you can only choose the content of the signing request email in the Desktop application.
Once you are finished, click Send Documents. Note that you need to click this button even if you have chosen the case file to be sent at a later date.