Initializing case file creation in Penneo
To begin sending documents for digital signing in the Penneo web interface, you must first initialize a new case file. After logging into Penneo, click the Create new button in the side menu and select the Case file with advanced options. Alternatively, you can click the New case file button located directly on your dashboard.
Configuring Penneo case file settings
Once a case file is initiated, enter the essential details to define how the signing process should behave. Start by assigning a title to your case file and selecting a Signing Flow from the drop-down menu. The chosen signing flow determines the specific roles of the signers and the order in which they must sign. You can click the question mark icon to view details about a specific flow.
Organize and secure your case file using the following configuration options:
- Folder Selection: Choose the folder where the case file should be stored for organizational purposes.
- Visibility Controls: Determine whether signers should be able to view all documents in the case file or only the specific documents they are required to sign.
- Language Settings: Select the system language for the signers. This setting affects the interface language signers see when opening documents and dictates which default email templates Penneo will use.
- Sensitive Data: Enable the Sensitive or Access Control option if the case file contains sensitive data.
- Sign Documents at Meeting: Under Advanced Options, you can enable Sign Documents at Meeting. This option prevents individual signing requests from being sent to signers; instead, the case file creator receives a single email containing all necessary signing links for use during a physical meeting.
- Reference: Within Advanced Options, you can create a reference for personal sorting and identification. This reference does not affect the technical behavior of the case file.
Uploading and managing documents in the case file
Add the PDF files you wish to send for signing by dragging and dropping them into the window or by clicking the Upload Document or Upload file button. You can add multiple files at once. Note that a case file must contain at least one document requiring a signature to be successfully created.
After uploading, manage your documents by editing their titles and selecting the appropriate document types. You can modify or delete documents by clicking the pen icon next to the file name. To adjust the order in which recipients view the documents, hover over the six dots on the left of the document name and drag the files into the desired sequence. Click Save and Continue once all documents are uploaded and configured.
Adding signers and defining roles
To specify who needs to sign your documents, click Add recipient or use the Name field to search your existing contacts. For new signers, enter their name and email address.
For each recipient, configure their specific involvement in the case file:
- Roles: Assign a role to the recipient to determine which documents they can sign and when. Available roles depend on the chosen case file type. You can use custom role names by selecting the Customize role names checkbox.
- On behalf of: Optionally add a company or entity name the signer is representing.
- Copy Recipients: Use the Receive a Copy tab to add individuals who should receive the finalized, signed documents but are not part of the signing process.
Access Control: Enable these settings to require signers to verify their identity (via eID) before viewing documents, or to restrict signing to a specific eID or phone number. For more details, see our article: Document Access Control & Security
Advanced Options: you can enable Simple Electronic Signatures or adjust the automatic reminder interval.
Click Add recipient at the bottom of the window once the information is complete.
Email Customization: You can personalize the email message for each individual signer or use established email templates. Click the envelope icon to preview the email.
Reviewing and sending the case file
Before distribution, perform a final review of all case file details. You can navigate back to previous steps using the progress indicators at the top of the interface to make corrections.
Finalize the distribution settings using the following options:
- Scheduling: Under Configuration, you can set a Send later date and time. To do this, click the arrow on the send button and specify the desired schedule.
- Expiry Dates: You may add an expiration date to the case file. Note that your company may have a default expiration date applied by administrators that takes effect after the case file is sent.
When the review is complete, click Send Documents to distribute the case file to signers.
Troubleshooting case file creation errors
If there is an error in the Penneo case file configuration, the system will highlight the problematic area in yellow. Review the provided notes within the interface and return to the relevant step in the creation process to correct the highlighted issues.
Penneo Desktop Application case creation
If you are using the Penneo Desktop Application instead of the web interface, refer to the specific documentation regarding the installation and use of the application for creating case files.