Mass Mailing in the Desktop App

Introduction to mass mailing in Penneo

If you need to send multiple case files based on the same document to different signers (mass mailing), you can use an advanced process involving the Penneo Desktop Application and the Penneo Printer.

This process uses a Microsoft Excel sheet containing recipient information (name, email, and other data) and a Microsoft Word document as a template. The process generates a code based on merge fields, which is then pasted into the document. When “printed” through the Penneo Printer, the information in the fields is automatically populated according to the Excel sheet.

Print code creation methods

You can create print codes for the Penneo Desktop Application in two ways:

1. Building manually via the URI scheme: You can construct the code manually using the URI scheme integration, which is written in JSON.
2. Using the built-in Integration Code utility: This recommended method is available within the Penneo Desktop Application. It is best suited for workflows using a Microsoft Excel sheet for recipients and a Microsoft Word template document.

To use the built-in utility, ensure you have installed the Penneo Desktop Application and the Penneo Printer. This method also requires Microsoft Word and Excel to support the mail merge function.

Generating integration codes in the Desktop Application

Follow these steps in the Penneo Desktop Application to generate the initial integration code:

1. Open the Desktop Application.
2. Add details to your Case File. You can insert static text for identical fields or placeholder names that will be replaced later. A hybrid option is also possible, such as using “Contract” as a static name followed by a merge field for the signer’s name.
3. Configure your case file settings as usual.
4. Add a placeholder document. Note that this specific PDF will not be saved; it serves only to build the code structure.
5. Add a placeholder signer with temporary values, such as “SignerName” for the name, mail@mail.com for the email, and “1234567890” for the SSN. These values will be replaced by merge fields later. Configure the signer settings, such as reminders, as required.
6. Select a specific email template for the recipients if desired.

7. In the top menu bar, click on Developer, then select Create Integration Code.
8. Copy the generated code and paste it into the Word document you intend to send. You will hide this code in a later step by setting the font size to minimum and the color to white.

Setting up Microsoft Word mail merge for Penneo

After pasting the integration code into your Microsoft Word document, configure the mail merge settings:

1. In Word, navigate to the Mailings tab.
2. Click Select Recipients and choose Use an existing list.
3. Select your prepared Excel sheet containing the signer details.

4. Use the Insert Merge Field option to add placeholders to your document body where you want signer information to appear.

5. Place your cursor at the specific locations in the document and select the corresponding fields from your Excel sheet.

Configuring the integration code with merge fields

You must edit the integration code pasted in your Word document to link it with the Excel data:

1. Locate the integration code in your document. Replace the placeholder values with the corresponding merge fields. For example, replace the placeholder “SignerName” with the merge field {"Name"}.

2. Update the localPath in the code. Locate the path directing to the placeholder document (e.g., “C:\Users[USERNAME]\Documents\Test.pdf”) and replace the entire string with #printfile#. The code should now read "localPath":"#printfile#".
3. Hide the code from view by setting its font size to minimum and its color to white.
4. Click Preview Results in the Word Mailings tab. Use the arrows to verify that merge fields update correctly for each signer.

Finalizing and sending mass mailing case files

Once the document is configured, follow this workflow to send the case files:

1. Identify the signer you want to process first using the Word preview arrows.
2. Ensure the Penneo Desktop Application is cleared. Click Advanced options and select Clear fields.
3. In Word, go to File, select Print, and choose the Penneo Printer from the dropdown menu. Click Print.
4. The document will load into the Penneo Desktop Application. Click Next, then click Send documents.
5. Repeat this process for each subsequent signer: use the preview arrows in Word to select the next recipient, clear fields in the Desktop App, print the document via the Penneo Printer, and send the case file.

Integration code glossary: Case file and general parameters

This section explains the general parameters found in the Penneo integration code:

• Spaces in code (%20): The code must not contain spaces. Use %20 to represent a space in text fields (e.g., Name%20Surname).
• Penneo: The required prefix used at the beginning of the code to call the Penneo application.
• templateId: The unique ID for the specific case file type being used.
• name: When appearing immediately after templateId, this refers to the name of the case file. Merge fields can be used here.
• language: Sets the case file language. Supported options are en (English), da (Danish), sv (Swedish), and no (Norwegian).
• folderId: Specifies the folder where the case file will be saved. If omitted, the default standard folder is used.
• signOnMeeting: Enables the “Sign documents at the meeting” option. Set to true or false (default).
• sensitiveData: Enables the “Sensitive data” option. Set to true or false (default). This may be controlled company-wide by an administrator.
• visibilityMode: Controls which documents signers can see. Options are all_documents or certain_documents (default).
• messageTemplate: The name of the email template to be used for this case file.
• messageSubject: Used to set the email subject if no template is selected.
• messageText: Used to set the email body text if no template is selected.

Integration code glossary: Document and signer parameters

The following parameters define the documents and signers included in the Penneo case file:

• documents: Initiates the section containing document data.
• name (Document): Refers to the name of the document. Remember to use %20 for spaces or utilize a merge field.
• order: Sets the sequence of documents in the application, starting from 0 for the first document.
• typeId: Specifies the document type, which is dependent on the selected templateId.
• localPath: The file path for the PDF. Use #printfile# when printing the active Word document directly so the system identifies the text document correctly.
• signers: Initiates the section containing signer data.
• name (Signer): The name of the signer. Supports %20 for spaces and merge fields.
• email: The signer’s email address. Merge fields can be used here.
• onBehalfOf: Data for who the signer is signing on behalf of, if applicable. Supports %20 and merge fields.
• isPrivate: Enables the “Private” option. Set to true or false.
• enableTouch: Enables the “Touch signature” option. Set to true or false.
• roles: The ID for the role assigned to the signer. Available roles depend on the document type; multiple IDs are separated by commas.

Integration code glossary: Workflow and recipient parameters

These parameters manage the timing, reminders, and additional recipients for the case file:

• reminderInterval: Sets the interval for automated reminders. The default is 2 days unless configured otherwise by your company administrator.
• sendAt: Sets the activation date and time for sending documents. Use the format YYYY-MM-DDTHH:MM:SS+HH:MM (e.g., 2020-12-31T12:00:00+01:00). Adjust the offset for daylight savings (+02:00 if active).
• expireAt: Sets the expiration date and time. This follows the same format as sendAt and must be later than the activation date.
• reference: A custom field for personal use (e.g., sorting) with no technical effect. Supports %20 and merge fields.
• copyRecipients: Initiates the section for additional recipients who receive a copy of the finalized document.
• name (Copy Recipient): The name of the copy recipient. Supports %20 and merge fields.