Managing Case Files and Folders in Penneo

Deleting and restoring case files and folders

Manage your archive by removing unnecessary files or recovering items deleted by mistake.

Before you delete: Deleting a case file with Pending signers immediately invalidates their signing links. They will no longer be able to sign the documents.

To delete a Penneo case file or folder:

1. Select the case file or folder you want to delete.
2. Click the Delete button that appears in the menu.
3. Confirm the deletion.

You can restore a deleted case file or folder from the recycle bin. Note that it might take some time for deleted case files and folders to appear in the recycle bin. Access the recycle bin by clicking on Recycle bin on the left side menu of the Penneo archive.

To restore a deleted Penneo case file:

1. Click on Recycle Bin in the left side menu. 
2. Locate and mark the case file that you want to restore.
3. Click the Restore item button.
4. Confirm your decision by clicking on Restore item in the pop-up window. 
5. Your restored case file will return to its original folder.

Note that deleting a case file from the recycle bin is a permanent deletion, and the case file can no longer be restored. Additionally, your company account settings (managed by administrators) might be set to automatically delete case files and empty your recycle bin after a certain amount of time. 

Accessing Penneo case file and signer event logs

Penneo provides two types of event logs for tracking activity:

• A general event log for the entire case file.
• A signer log relating to each individual signer, showing if they received the email with the signing link, clicked the link, read the document, signed the document, or received reminders.

To find the signer event log:

1. Log in to your Penneo archive at http://app.penneo.com.
2. Find the case file you want to look into.
3. Click on the signer whose event log you want to see.
4. Click on the tab 'Event log’.

To find the general case file event log:

1. Log in to your Penneo archive at http://app.penneo.com.
2. Find the case file you want to look into.

3. Scroll down on the case file page to view the general case file log.

    

Penneo dashboard and case file status categories

When you log into Penneo, the first thing you’ll see is the Dashboard. In the top left of the dashboard is an Overview section with four status categories. By clicking on one of these categories, you can see the case files belonging to that status. These status views are restricted to your own case files and do not include case files available to you through shared folders.

Penneo case files are organized into the following status categories:

• Drafts: Includes case files you have saved but not yet sent, and case files with the Send later option applied. These will be stored here until their scheduled send date and time.
• Pending: Includes case files that have been sent out for signing but have not yet been signed by all parties. These move to ‘Completed’ once all signatures are collected.
• Completed: Includes finalized case files signed by all parties. These cannot be changed once they reach this status.
• Rejected: Includes case files rejected by at least one signer. A case file remains in this category unless the rejecting signer is removed from the case or given another chance to sign by reverting the rejection.

The Penneo dashboard also provides shortcuts to create new case files or Form Templates. You can view lists of cases about to expire to take action (such as extending the expiration date), recently completed case files, pending signatures, and “My pending signatures” for files requiring your own signature. A link next to each case file name takes you directly to the signing page from your archive.

Moving case files and folders in Penneo

To move case files and folders within the Penneo archive:

1. Locate the case file or folder you want to move.
2. Select the item by checking the box on its left side and click on the Move button that appears.
3. Choose the destination folder and click Move.

Note that you cannot move folders directly to your archive view. To organize the archive, create a new folder in your archive first, then navigate to the folder you want to move, select all its contents, and move them to the new folder. If you are unable to move a case file or folder, verify that you have management rights for those folders and that the owner of the item has access to the destination location.

Reactivating expired Penneo case files

If a Penneo case file has expired, you can reactivate it so that signers can sign again:

1. Locate the expired case file you want to reactivate.
2. Open the case file and click on the field under Case file will expire in to change the expiry date.
3. Select a new date from the calendar and change the time by clicking the clock icon below the calendar.
4. Click Save. Signers will automatically change to pending status and should receive a new signing request email.

In the event that the signer does not receive an email after extending the expiry date, click on the signer’s name and select Resend request under Actions. Note that resending the request will deactivate the previous signing link.

Renaming case files and folders

To rename a Penneo case file or folder using the hover method:

1. Locate the case file or folder in the archive.
2. Hover over the item; a pen icon will appear next to the title.
3. Click the pen icon, type the new title, and click Update.

You can also rename a case file by clicking on it to enter the case file view and editing the name directly.

Resuming a Penneo case file from draft

If you cannot complete a case file during creation, you can save it as a draft and resume it later:

1. Click Save as Draft at the bottom of the creation view during case file setup.
2. To resume, go to the Dashboard and click on Draft in the overview section.
3. Click on the specific case file you wish to resume.

Reverting a rejection and resending signing requests

If a signer rejects a Penneo signing request by mistake, you can revert the rejection:

1. Locate the case file containing the signer with the ‘rejected’ status.
2. Open the case file and click on the specific signer.
3. Click on Actions and select Revert rejection. The status will change to 'pending’.

If the request is immediately rejected again, the case file may have expired. In this case, follow the guide above: Reactivating expired Penneo case files. 

If no email is sent after reverting, click on the signer, go to the Actions tab, and click Resend request. Note that resending the request deactivates the previous signing link.

Reviewing and editing Penneo archive case files

By clicking on a case file in your Penneo archive, you can review details including signers and their roles, documents, the event log, the casefile ID, send out and expiry dates, and security settings. You can edit a case file if its status is pending, such as changing signer details after the request has been sent.