Case file signing requirements
Every Penneo case file requires at least one signable document and at least one recipient assigned a signer role. While it is not mandatory to utilize all available document types or roles within a single case file, the system requires a minimum of one document and one recipient to initiate the signing process.
Penneo signing flow components
Signing flows in Penneo consist of three main components: Roles, Document Types, and Rounds. These elements work together to define which recipients sign specific documents and the chronological order in which those signatures must be collected.
Signer roles and permissions
Roles are assigned to signers to determine which documents they sign and in which round they are prompted. A single signer can be assigned multiple roles; however, if those roles involve different signing rounds, the individual may be required to perform the signing process multiple times. Administrators can modify the display name of a role by following the instructions in How to change the name of a signer’s role. Changing a role’s name only affects its appearance and does not alter its underlying logic or signing rules.
Document types in the signing process
Document types are administrative labels used to organize the signing flow and assign specific documents to specific signers. These labels are visible only to the case file creator and are hidden from the signers. If a default document type name does not match the specific file being uploaded, it can still be used to establish the correct signing order and role assignment without impacting the final output seen by the signatories.
Signing rounds and sequence
Rounds determine the sequence in which documents are signed. In the Penneo interface, the numerical values in a signing flow refer to the order (Round 1, Round 2, etc.) in which specific signer roles are notified. These numbers also indicate the relationship between roles and documents; a blank cell in the flow table indicates that the corresponding signer role is not required to sign that specific document.
Sequential signing flow example
In a basic sequential signing flow, the order is determined by numerical rounds. For example, if a document requires signatures from Signer 1, Signer 2, and Signer 3 in that specific order, Signer 2 will not receive a signing request until Signer 1 has completed their signature. Similarly, Signer 3 is only notified after Signer 2 has signed. If multiple individuals are assigned to a single role within the same round (e.g., two people assigned to Round 1), both must complete their signatures before the flow advances to Round 2.
Complex signing flows for annual reports
Specific processes, such as signing annual reports digitally, often utilize more complex signing flows. In an annual report flow, certain roles like Accountants may be placed in Round 2. This setup ensures that Accountants do not receive a signing link until every signatory required in Round 1 has finished signing the documents.
Requesting custom signing flows
Organizations that require a specific signing logic not covered by standard templates can request a custom signing flow from the Penneo Support team. Custom flow requests must be initiated by an administrator. Depending on the terms of your agreement with Penneo, additional fees may apply for the creation of customized signing flows.
Viewing signing flows in the web interface
To view the details of a signing flow while creating a new case file in the Penneo web interface, select a case file type and click the question mark icon located next to the ‘Signing Flow’ field. This action opens a tab displaying the flow’s structure, including how signer roles are linked to documents and the designated signing rounds.
Viewing signing flows in the desktop application
In the Penneo Desktop Application, users can view signing flows on the first page of the case file creation process. After selecting a case file type from the ‘Case file type’ field, click the question mark icon next to ‘Choose case file type’ to see the roles and signing sequence for that flow.