Modifying Signer Details After Dispatch

Overview of editable signer details

These instructions describe how to modify the settings and details of a signer that remain editable after a Penneo case file has been dispatched. If a specific setting or detail is not listed here, it may not be possible to change it after the case file has been sent. For a comprehensive list of modifiable elements, refer to the guide: Case file change permissibility reference

How to change email address and name

To update a signer’s contact information in a dispatched Penneo case file:

1. While viewing the case file, click on the specific signer whose details require modification.
2. Navigate to the Master data tab.
3. Enter the new name and email address in their respective fields.
4. Click Save changes.
5. If the email address was changed, you must send a new signing request to the updated address. Go to the Actions tab and click Resend request.

How to change or add ‘on behalf of’ information

To modify the ‘on behalf of’ field for a signer in an active Penneo case file:

1. Click on the signer while viewing the case file.
2. Open the Master data tab.
3. Update the ‘On behalf of’ field by typing the new information.
4. Click Save changes.

How to change the reminder interval

To adjust how frequently a signer receives reminders in a dispatched Penneo case file:

1. Click on the signer while viewing the case file.
2. Navigate to the Master data tab.
3. Adjust the reminder interval using the plus or minus symbols next to the number.
4. Click Save changes.

How to enable or disable simple electronic signatures

To manage Simple Electronic Signature settings for a signer in Penneo:

1. Click on the signer while viewing the case file.
2. Open the Master data tab.
3. Select which Simple Electronic Signature options to enable or disable.
4. Click Save changes.

If you are unable to enable Simple Electronic Signatures, it may be due to one of the following:

• Access control is active: You must first disable access control before enabling Simple Electronic Signatures.
• Sensitive option is active: If the ‘Sensitive’ option was selected during case file creation, access control is permanently enabled. You can verify this by checking for the message ‘Access control is enabled’ under Sensitive Data Protection at the bottom of the case file view. If ‘Sensitive’ is enabled, Simple Electronic Signatures cannot be enabled post-dispatch.

How to add or edit social security number or VATIN

To update validation numbers for a signer in a Penneo case file:

1. Click on the signer while viewing the case file.
2. Navigate to the Validation tab.
3. Select the relevant country for the Social Security Number (SSN) and enter the number.
4. For Danish organization numbers, enter the information in the VATIN field.
5. Click Save changes.

How to change the access control settings

To modify access control for a signer in a Penneo case file:

1. Click on the signer while viewing the case file.
2. Select the Access control tab.
3. Click Set signer’s information to private to enable access control.
4. Click Save changes.

If you receive a ‘Failed to save changes’ message, it may be because Simple Electronic Signatures are enabled. You must disable Simple Electronic Signatures first.

How to delete a signer

To remove a signer from an active Penneo case file:

1. Click on the signer while viewing the case file.
2. Select the Actions tab.
3. Click Delete Signer.
4. Click Yes, delete to confirm. This action is permanent and cannot be reversed.

Case file change permissibility reference

The following list outlines which functionalities can be modified after a Penneo case file has been sent:

Modifiable Functions (Yes):

• Change email address
• Change Name
• Change / Delete / Add SSN or VATIN number
• Delete Signer
• Change reminder interval
• Change the title of a case file
• Add Access control
• Allow Simple Electronic Signatures (Note: Not possible if Sensitive Data Protection is enabled)
• Change or Add ‘On Behalf of’
• Resend request
• Change expire date
• Change / Add case file reference

Non-Modifiable Functions (No):

• Add Signer
• Change Activation date
• Add a Document
• Delete a Document
• Change document or case file type
• Change the role of a signer
• Change or add PDF file
• Change the signing flow
• Add or change copy recipients
• Enable sensitive data

Impact of changing a signer email address

When a signer’s email address is updated in Penneo, the new recipient receives a fresh email containing a new signing link, granting them access to the document. The original email address is disconnected from the request. While the previous recipient can still see the original Penneo email in their inbox, their signing link will no longer be valid.

Note: If the original recipient clicked the signing link or downloaded documents before the change occurred, these actions will be recorded in the event log of that signer.