Learn how to create and send a case file for digital signing using advanced options in the Penneo web interface.
Start a New Case File
- Log in to Penneo.
- Click Create new in the side menu and select Case file with advanced options (or click New case file directly on your dashboard).
Step 1: The 'Details' Tab
Fill in the essential details to define how your signing process will behave:
- Title & Signing Flow: Name your case file and choose a Signing Flow from the dropdown menu. This determines the order and roles of your signers. Tip: Click the ? icon to see details about the specific flow.
- Folder: Choose where to store the case file for organization.
- Visibility: Decide if signers can see all documents, or only the ones they need to sign.
- Language: Set the system language for the signers' interface and default emails.
- Sensitive Data: Toggle Sensitive or Access Control if the files contain private data. Tip: Click the ? icon to see details about this feature.
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Advanced Options:
- Sign at Meeting: Turn this on for physical meetings. Instead of emailing signers, Penneo sends a single email to the creator with all the signing links.
- Reference: Add a personal note or ID for sorting (this does not affect the signing process).
Click Save & Continue to go to the next step where you can add your documents.
Step 2: The 'Documents' Tab
- Upload: Drag and drop your PDFs into the window, or click Upload Document. Note: You must include at least one document that requires a signature.
- Organize: Edit titles and select document types. Click the pen icon to modify or delete a file.
- Reorder: Hover over the six dots next to a document name and drag it into your preferred order.
Click Save and Continue to add recipients (signers).
Step 3: The 'Recipients' Tab
Click Add recipient or search your existing contacts. For new signers, enter their name and email, then configure their settings:
- Roles: Assign a role to determine what they sign and when. Check Customize role names if you want to use custom titles.
- On behalf of: Add a company name if the signer represents an organization.
- Copy Recipients: Use the Receive a Copy tab to add people who only need the final, signed documents (no signing required).
- Restrict who can sign the documents: Validate the signer's identity with a Social Security Number (SSN/CPR) or VAT Identification Number/CVR. When entering this, the information must exactly match their eID signing method to sign successfully.
- Access Control: Require signers to verify their identity via eID or phone number before viewing files.
- Other Advanced Options: Enable Simple Electronic Signatures (SES) or adjust the automatic reminder interval.
Click Add recipient at the bottom when done.
Customizing Emails
Once you have added the Recipient (the signer), you can customize the email that will be sent:
- All recipients will receive the general message by default.
- You have the option to customize individual messages for different recipients if they require unique information.
- Email Customization: Click the envelope icon to customize the email message or choose a template.
Click Save & Continue to go to the next step where you can review and send the case file.
Step 4: Review & Send
Use the progress indicators at the top of the screen to go back and make any changes.
- Scheduling: To send later, click the arrow on the send button and select a date and time.
- Expiry Dates: Set an expiration date if needed (your company may also have a default expiration date).
Ready? Click Send Documents to distribute the files.
Troubleshooting & Extra Help
⚠️ Configuration Errors: If something is wrong, Penneo will highlight the error area in yellow. Review the on-screen note and click back to that step to fix it.
🖥️ Using the Desktop App? If you are using the Penneo Desktop Application instead of the web browser, please refer to our Desktop App Guide.