How to set up printer codes for mass mailing in the Desktop App

• Introduction
• How to create print code
• How to set up print codes in Penneo Desktop Application 
  • Integration Code Glossary

Introduction

If you need to send out multiple case files to different signers based on the same document (mass mailing), you can follow an advanced process using our Desktop Application and the Penneo Printer.

With this process, you can start with creating a Microsoft Excel sheet with information about the recipients/signers (name, email, and other data), and a Microsoft Word document meant to be used as a template for all the recipients/signers listed in the Excel sheet.

Then, the process will let you:

• obtain a code that our Desktop application automatically generates based on merge codes in the fields
• copy-paste this code into the document you want to "print" (with the Penneo Printer), and
• have the information in the fields automatically replaced and populated based on the merge fields according to an excel sheet of recipients. 

How to create print code

You can create print code in two ways:

1. either by using the URI scheme to build it manually. If you wish to build it manually, here is the URI scheme integration (the URI scheme is written in a language called JSON); 
2. or by using the built-in Integration Code utility in the Desktop Application; we recommend this second option. The built-in integration code is best suited when you have:
   • a Microsoft Excel sheet with information about the recipients;
   • a Microsoft Word document meant to be used for all the recipients listed in the Excel sheet.

In order to use this method, you need to download the Desktop application and the printer extension as explained here:

• How to install, set up, and use the Desktop Application to create case files
• How to install and use the Penneo Printer. 

How to set up print codes in Penneo Desktop Application

You can build and write a new code yourself; however, the easiest way to start a new code is to open the Desktop application and start creating a case file as you would typically do. Follow these instructions: 

1. Open the Desktop Application. 
2. Add details to your Case File as you would normally do. You can insert static text (if, for example, you want to have the same name for each case file you create) or placeholder names that will later be replaced in the code - or you could choose the hybrid option, adding a static name for the case file (e.g., “Contract”) and then a merge field that will later be replaced with the signer's name.  
3. Choose the settings for your case file as you would normally do. 
4. Add a placeholder document (but note that the PDF itself will not be saved). 
5. Add a placeholder signer - for example, you can:
   • name them “SignerName”
   • set the email to “mail@mail.com”
   • set the SSN to “1234567890”.

6. Proceed to the next page if you want to select a specific email template for the recipients of this case file.
7. Your desktop application should now look like this:
   
8. In the top menu bar, click on Developer, and then Create Integration Code.
9. Copy the code and paste it into the document you wish to send out through Penneo. Don't worry about the code being visible on the document because, at the end of the process (Step 16), you will be instructed to hide it by minimizing the font size and making it white. If you wish to know more about the code, see the glossary below.
   

10. While still in Word, click on the tab Mailings. 
11. Click on Select Recipients and choose Use an existing list in the drop-down. 
12. Locate and select the Excel sheet (that you have prepared in advance) listing the details for each signer. It might look similar to the one below:
    

13. When clicking on Insert Merge Field, you should be able to select the value you want to add to your document as a merge field, depending on the structure of your Excel sheet.
    

Therefore, for each one of them, place your mouse on the specific spot on the document where you want the information from the Excel sheet to appear, and click on Insert Merge Field to choose the corresponding one (like in the example below):

14. It's now time to edit the code you generated in Step 5 and copied-pasted into the document in Step 9. To do so, locate the code on the document, and replace the placeholders with the corresponding merge fields. For example, if in Step 5 you typed in the field Signer Name the placeholder SignerName, you now need to locate it in the code and replace it with the corresponding merge field {"Name"}. See an example below:
    

15. You also need to replace the local path. When looking at the code, you should see that the local path is currently directing to the placeholder document location, while we now want to print the document we are currently working on (i.e., where the code is). To this end, locate the local path (that should look similar to this: "C:\\Users\\[USERNAME]\\Documents\\Test%20dokument.pdf") and replace it all with #printfile#. The code in your document should now appear as “localPath”:”#printfile#”. You can read more about the code in the glossary below.
16. To make the code invisible in the document, hide it by minimizing its font size and making it white.
17. Click on Preview Results. You can use the arrows on the right side of this button to preview the document for each signer. Using the arrows, you will see the variables/merge fields in the document changing according to the signer that will receive it.
    

18. You can now start sending out the documents to each signer, one by one. Therefore, it's time to decide which signer you want to start with. Locate the document referring to the signer you want to send it out first. Before proceeding to the next step, make sure that your Desktop application has been cleared. To clear it, click on Advanced options, and choose Clear fields. 
19. In Word, go to File, then choose Print. Select the Penneo Printer in the dropdown menu, and then click on Print. 
20. Your document will now appear in the Desktop application as loaded and ready to be sent out.  Click Next and then Send documents. 
21. Repeat steps 17-20 to send out the documents to the other signers (i.e., use the arrows next to Preview Results to find the document to send out to the next signer, clear fields in the Desktop App, Print the document through Word, go back to the Desktop App, and Send the document). 

Integration Code Glossary

Here is an explanation of the code in the order in which it appears.

• Spaces in the code %20: The code should not have any spaces. So, if you have a type of text where there might be a space, such as a name that includes Name and Surname, you can use %20 instead of the space (e.g., Name%20Surname).
• Penneo: This is used to call Penneo, and it is always needed at the beginning of the code.
• templateId: This is the ID for the case file type you want to set up.
• name: You will see “name” several times in the code. The first time you see it here, right after templateID, it refers to the name of the case file. Remember the rules about spaces (code %20). A merge field can be used.
• language: This is to set the language of the case file. The options available for you to use are:
  • en (for English)
  • da (for Danish)
  • sv (for Swedish)
  • no (for Norwegian).
• folderId: Here, you can select the folder where you want the case file to be saved. To do so, you need to input the corresponding folder ID. If you don't, the case file will be stored by default in your selected standard folder.
• signOnMeeting: This refers to the "Sign documents at the meeting" option. The variables are 'true' or 'false'. False is set by default; if you want to enable this feature, you need to type in 'true'.
• sensitiveData: This refers to the "Sensitive data" option. The variables are 'true' or 'false'. False is set by default unless the function has been enabled company-wide by an administrator in the company account settings (please refer to your administrator to learn more about this). If you want to enable this feature, you need to type in 'true'.
• visibilityMode: This refers to which documents the signers can see. The variables are 'all_documents' or 'certain_documents'. 'certain_documents' is set by default; if you want to enable the signers to see all the documents, you need to type in 'all_documents'.
• messageTemplate: Here, you can type the name of the email template you want to use for the email messages related to this case file.
• messageSubject: If you have not selected an email template - here, you can set the subject of the email you want to send to the signers.
• messageText: If you have not selected an email template - here, you can set the body of the email that you want to send to the signers. 
• documents: "documents" starts the section about the documents included in the case file.
• name: Here, the name refers to the name of the document. Remember the rules about spaces (code %20). A merge field can be used here.
• order: This sets the order in which the documents are added to the Desktop Application. It counts from 0; therefore, 0 will be the first document, 1 will be the second document, and so on.
• typeId: It refers to the document type and depends on the case file type selected (and on the related templateId).
• localPath: This is the file path for the PDF you want to add. If the document you want to add is the document this code is in, and you are printing it, you need to use #printfile# to tell the system that it is the text document you are in. So, the code in your document should appear as “localPath”:”#printfile#”.
• signers: "signers" starts the section about the signers included in the case file. 
• name: This time, the name field refers to the name of the signer. Remember the rules about spaces (code %20). A merge field can be used.
• email: This refers to the email address of the signer. A merge field can be used.
• onBehalfOf: Here goes the data related to who the signer is signing “on behalf of” - if applicable. Remember the rules about spaces (code %20). A merge field can be used.
• isPrivate: This refers to the "Private" option. The variables are 'true' or 'false'. 
• enableTouch: This refers to the "Touch signature" option. The variables are 'true' or 'false'.
• roles: Roles refer to the ID for the role the signer has in the case file. The roles depend on the document type. IDs are separated by a comma (,).
• ssn: Here goes the Social Security Number for the signer. A merge field can be used.
• vatin: Here goes the VATIN number for the signer (only applicable to Danish organizations). A merge field can be used.
• reminderInterval: Here, you can set the reminder interval for the signer. '2' is the interval set by default unless a different interval setting has been selected for your company to be valid account-wide (please refer to your administrator for more info about this).
• copyRecipients: "copyRecipients" starts the section where you can add information about your copy recipients (if applicable). You can set up copy recipients by adding their names and email addresses here just as you did with the signers.
• name: This time, the name field refers to the name of the copy recipient. Remember the rules about spaces (code %20). A merge field can be used. 
• email: This refers to the email address of the copy recipient. A merge field can be used. 
• sendAt: Here, you can set the date and time when the case file will be activated and the documents sent out. If you want it activated right away, just ignore this setting.  If you want to set a date such as 31/12-2020, the format should be '2020-12-31T12:00:00+01:00'. Remember to take into account summertime. The last part with +01:00 is the summertime off; if it is on, it should be +02:00.
• expireAt: Here, you can set the date and time when you want the case file to expire - and it cannot be earlier than the activation date and time. This field follows the same rules explained above about "sendAt".
• reference: Here, you can set the reference. The reference is meant for personal use (for sorting, for example) and has no technical effect within the case file. Remember the rules about spaces (code %20). A merge field can be used.