Types of email templates in Penneo
Penneo sends three types of emails to signing recipients, including the customizable Signing Request message.
Penneo uses two primary categories of templates: Company email templates, which are created by administrators and available to all users within the company, and Personal email templates, which are created by individual users and are accessible only to the person who created them.
In the Penneo template list, company templates are distinguished by a suitcase icon next to the template name. This icon is visible only for company-level templates.
Creating company email templates in Penneo
To begin creating a Penneo company email template, administrators can use one of two navigation paths:
- Click Configure on the left menu, select Company, navigate to Email Templates, and click Create new company templates.
- Click Configure on the left menu, select Email Templates, and click the Manage company templates tab.
Within the Penneo Email Templates tab, select Create new company template. Define the template title, subject, and message. The template title is what users see when choosing templates during the case file creation process. Signing links are automatically inserted below your message and cannot be moved.
Penneo allows users to merge fields into the subject and message of the template. To view available options, click on Merge fields information. After editing the template, click Create template. You can return to edit the template at any time; remember to click Save changes to apply updates. The new template will be available for all company users.
Creating personal email templates in Penneo
To create a Penneo personal email template, click Configure on the left side menu and select Email Templates, then click Create new template.
Edit the title, subject, and message for your personal template. The title you choose will be visible when selecting templates during the Penneo case file creation process. Please note that signing links are automatically appended to the bottom of your message and their position cannot be modified.
Users can insert merge fields into the template subject and message by clicking Merge fields information. Once the customization is complete, click Create template. If you modify the template later, ensure you click Save changes. This template will only be available to the user who created it.
Setting user default email templates in Penneo
In Penneo, each user can set their own default email templates for signing requests, reminders, and completed case messages to ensure consistent communication. Setting a default template is a user-level configuration and cannot be managed by an administrator on a company-wide level; every user must perform these steps independently.
To configure defaults, log into Penneo, click Configure on the left menu, and select E-mail templates. Otherwise, select an existing template title from the list on the left.
Once a template is selected, click Set as Default on the bottom right and choose the appropriate message type:
- Message to signers (case files): This message is sent to signers when the case file is initially dispatched to request their signature.
- Reminder message (case files): This message is sent to signers who have not yet signed, prompting them to complete the process.
- Case completed message (case files): This message is sent to all parties once everyone has signed the documents.
Applying these settings ensures the selected template is automatically used when sending documents unless a different template is manually selected during the sending process.