Overview of Penneo email message configuration
When you create a case file, the third step is the Recipients tab. Here you can edit the email your signers will receive. Pick a default template, or write your own custom message. In the Penneo web version, you can even send a different message to each recipient.
For specific instructions based on your interface, see:
- If you use the Penneo Web Interface: Customizing email messages in the Penneo Web Interface
- If you use the Desktop Application: Customizing email messages in the Penneo Desktop Application
Merge fields available for Penneo email customization
Use merge fields to personalize your message. Here's what's available:
- {{recipient.name}}: The signer's name.
- {{recipient.email}}: The signer's email address.
- {{sender.name}}: The name of the person who created and sent the case file.
- {{sender.email}}: Their email address.
- {{casefile.id}}: The case file's unique ID. Signers can share this with support if they run into problems.
- {{casefile.name}}: The case file's name.
- {{casefile.expiry}}: The date and time it can no longer be signed.
- {{signer.roles}}: The signer's role. If they have more than one, they're separated by commas.
- {{signers.list}}: The names of every signer, separated by commas.
- {{documents.list}}: The names of every document, separated by commas.
Customizing email messages in the Penneo Web Interface
On the Recipients tab, click Expand to edit the message sent to signers. Write a one-time custom email, or pick an existing template with select template. Edits you make here won't be saved to the original template.
Personalizing email messages per recipient in Penneo Web
When you create a case file at app.penneo.com, you can send different messages to different signers. This is handy when different people need different instructions — for example, buyers versus sellers, or internal versus external signers. This feature only works in the web version, not the desktop app.
Email settings are at the bottom of the Recipients page. You can edit the general message that goes to everyone, or click Add new custom message to write one for specific people. Click Select to choose who gets that message. Once someone is added to a custom message, they stop getting the general one. Each person can only be in one custom message at a time, but you can create as many custom messages as you need.
To stop using a custom message, click Remove message below it. Those recipients will then go back to getting the general message. Click Save & Continue when you're done.
Customizing email messages in the Penneo Desktop Application
After you set up a case file in the Desktop Application, click Next to open the message editor. Write a one-time custom message, or pick a template from the drop-down menu. Edits here aren't saved to the template. The desktop app only lets you edit one general message for everyone — to send different messages to different people, use the Penneo web version instead.
Troubleshooting Penneo recipient customization issues
Can't add someone to a custom message? Make sure they've already been added to the case file — check the list at the top of the Recipients page.
If someone is missing from the list when creating a new custom message, they're probably already in a different one. Check your existing custom messages and click the X next to their name to remove them. They'll then reappear in the list, and you can add them to the message you want.