Simple Electronic Signatures Workflow

Understanding Penneo simple electronic signatures

Signing with Penneo simple electronic signatures (SES) allows users to draw a signature on a tablet or computer, upload a picture of a handwritten signature, or create a text-based signature. For a detailed walkthrough of the signing process, refer to the guide on how to sign a document.

A simple electronic signature made with Penneo registers the IP address of the signer and the date and time of the signature as integral parts of the final digital document, ensuring content integrity and non-alteration. However, this method is not as secure as one made with an eID and does not meet all the requirements of the eIDAS Regulation. Penneo recommends using simple electronic signatures only as a last resort when a signer does not possess or cannot access an electronic ID.

Activating simple electronic signatures in Penneo

To enable signers to use simple electronic signatures, you must activate the option during the case file creation process. This option is only available if Penneo company account administrators have enabled it as an allowed signing method in the company-wide settings. If the option is missing, contact an administrator to view and change settings for your company account.

During Penneo case file creation, you add signing recipients after configuring the case file and uploading documents. For each recipient, enter their name and address to access role settings and optional features, where the simple electronic signatures toggle is located. You can also allow simple electronic signatures after a case file has been sent by changing the settings of the signer.

Signer options in Penneo apply only to the specific individual selected. If multiple signers in a case file need to use simple electronic signatures, you must enable the option for each recipient separately.

Enabling simple electronic signatures in the Penneo web interface

1. Create a Penneo case file as usual. When adding signers, click Add Recipient and enter the required details.
2. Click on Show Advanced Options to access detailed signer configurations.
3. Under Signing Options, check the box for one or more simple electronic signature alternatives. If the option is not visible, an administrator must activate it as an allowed signing method.

Simple electronic signatures cannot be enabled if Access Control settings (Sensitive, Access Control, or Social Security Number) are active. You must disable these security measures before selecting simple electronic signature options.

4. Once simple electronic signatures are enabled, click Add Recipient. The signer will be able to sign by drawing, uploading an image (maximum 2 MB), or creating a text-based signature.

Enabling simple electronic signatures in the Penneo desktop application

1. Create a case file in the Penneo Desktop Application and navigate to the recipient details step.
2. Locate the Simple Electronic Signatures section to the right of the signer’s details. Check the boxes for the signature types you want to allow for the recipient.

If the simple electronic signatures option is missing in the Desktop Application, verify that it is activated as an allowed signing method in your Penneo company account. This option will be unavailable if Access Control settings are enabled for the signer.

3. Click Next to finalize the settings. The recipient will be able to use simple electronic signatures once they receive the document.

While you can allow simple electronic signatures after a case file is sent, this modification must be performed via the Penneo archive; it cannot be done within the Desktop Application itself.