To start any signing process, every Penneo case file must have at least one signable document and one recipient assigned as a signer
Document types (what is signed)
Document types determine what is being signed by who. When you label your document as a specific type, signers in the given roles will sign according to the order of the signing flow. Document types are only visible to the creator of the case file, and not available for the signer.
Roles (who signs)
Roles dictate who signs, determining which documents a person is assigned and when they need to sign them. A single user can be assigned multiple roles. Note that these roles are placed in different signing rounds, that individual will be required to sign multiple times.
Roles can be renamed per recipient to modify how they appear in the signature. That does change the underlying logic of the signing flow.
Signing rounds (when they sign)
Finally, rounds establish when the different participants sign; they determine the sequence in the signing process. For example, signers in roles designated to Round 2 will not receive their signing link until every single participant in Round 1 has fully completed their task.
Not all signing flows have rounds. If there are several signing roles, and no signing rounds, all signers will get access to sign the casefile at the same time.
Different signing flows
Penneo has a library of signing flows available, depending on your use case and subscription package. It is also possible to get a custom signing flow, by contacting Penneo support. Extra fees might apply for this service.
How to view a signing flow
In the web app: To see how a signing flow is set up when you are creating a new case file, look for the field labeled Signing Flow. Next to this field, you will see a small question mark icon. Clicking this icon will open a new tab on your screen, where you get an overview of the entire process. It shows you exactly how the different signer roles are connected to the documents, and it lays out the specific order, or rounds, in which everyone will sign.
In the desktop app: 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.