Penneo Collect simplifies the way you gather data and signatures. Instead of sending a PDF for a client to fill out manually, you provide a digital form. Once the respondent completes the form, Penneo handles the rest and is generating a professional PDF, securing a legal signature, and organising the data for your systems.
How it works: From Form to Archive
Penneo Collect follows a secure, automated flow:
- The Form: You create a link for your clients.
- The PDF: Upon submission, Penneo automatically maps the answers into a clean PDF document.
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The Signature: The respondent is immediately prompted to sign the generated PDF using their digital ID (e.g., MitID, BankID).
- Predefined Signers: Add any number of fixed signers (Name/Email) to sign every response automatically.
- Respondent-Added Signers: Prompt the respondent to invite additional signers. These can be set as Required or Optional; once the respondent provides their details, the system triggers a signature link via email.
- The Result: You receive two files: a legally binding signed PDF and a JSON file containing the raw data for easy import into your CRM or database.
How to Create a Form
We are currently expanding the ways you can build and deploy forms:
- UI Builder: A visual Form Builder is now available directly in the Penneo interface. Click on the following link to learn how to use the Penneo Collect (Form Builder Overview).
- API Method: Currently, forms are created and managed via the Penneo API. For technical documentation and implementation details, please refer to the official source: Penneo Documentation - Collecting Data.
Accessing Respondent Answers
Finding your data is straightforward and integrated into your existing workspace:
- Via Web Interface: Navigate to the Forms Overview in Penneo. Locate your specific form and click the folder icon. This takes you directly to the storage location where both the signed PDF and the JSON data files are archived.
- Via API: You can programmatically fetch answers to feed the data directly into your CRM, ERP, or internal database.
Managing Access and Permissions
You can control who in your organisation can see and manage form data directly from the Forms Overview:
- Access Levels: You can grant team members either Read or Edit access.
- Integrated Permissions: Granting a user access to a form automatically gives them access to the corresponding archive folder where the respondent's answers are stored. This ensures you can manage all security settings from one central location.
Settings and Configuration
The settings panel allows you to manage the administrative side of your data collection, customise branding, and control high-level access:
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Data Controller (GDPR settings): Currently, you can set and update the Data Controller Name to ensure your forms meet compliance requirements.
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Document Branding Configuration: This tab allows you to customise the visual identity of the documents generated via Collect.
Logo Customisation: Upload your organisation's logo to ensure brand consistency. The system automatically scales and positions your logo in the designated header and footer areas.
Footer Information: Append custom contact and legal details (like a headline, physical address, and corporate registration numbers) to the bottom of your documents.
Live Preview: A dynamic, real-time mockup of your document allows you to visually verify the layout before saving your final configuration.
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Collect Admins Management: (Note: This settings tab is strictly restricted and only visible to administrators.) This section serves as a central hub for managing administrative access. Admins have full visibility and access to all forms and form responses across the organisation.
Add New Admins: Invite or upgrade users, granting them full administrative oversight.
View Administrator List: See everyone who currently holds admin rights, including their name, email, and active status.
Revoke Access: Remove administrative privileges from any user instantly.