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Penbox is the Case Intelligence platform. At its center is the Case — an intelligent workflow that orchestrates all interactions with contacts through steps (emails, SMS, forms, internal tasks). Cases collect structured data, track statuses, handle documents, and can be automated with intelligent triggers. Workspaces contain Members who manage Cases. Forms are a tool used within cases to collect information from contacts. Documents flow through cases — extracted from emails, generated from templates, validated, signed, and stored. Everything is configurable through the visual interface and, for advanced logic, via penscript. All configuration is also accessible through the API.

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Core Concepts

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Cases

A Case is the fundamental unit of work in Penbox. Each case is an intelligent workflow involving a case manager (workspace member) and one or more contacts. Cases combine email, SMS, forms, documents, and data collection into a single managed workflow. A case can be as simple as sending a single form or email, or as complex as a multi-month process with dozens of steps, multiple contacts, document generation, digital signatures, and intelligent automations. Every case has a timeline with events and steps (the complete journey of what happened and what’s next), contacts (people involved), a data schema (information to collect), statuses (where the case stands), and optionally, automations (rules that drive the workflow forward). Cases don’t require a template. You can create a blank case and build it as you go. For recurring workflows, templates let you pre-configure the structure so every new case starts with the right steps, contacts, and data schema already in place. Learn more about Cases →

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Forms

A Form is a collection of steps and elements used to collect information. Forms can be external (sent to a contact to fill out) or internal (completed by a workspace member). Within a case, forms are the primary way to gather structured data from contacts. A form has three parts: a Welcome Page (explains what the recipient should expect), the form itself (steps containing elements), and a Completion Page (confirmation message or redirect URL). Forms can be distributed via email, SMS, or a generic shareable link. Forms are a tool that cases use. Sending a form is the simplest action you can perform within a case. Learn more about Forms →

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Document Generation

Document Generation transforms collected data into professional documents by injecting variables into templates. Penbox supports Word (.docx) and PDF templates with variable placeholders. Templates can reference case data, form responses, contact information, and member details. Generated documents can be downloaded, attached to a case, or sent for digital signature.

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Signatures

Digital Signatures enable legally binding electronic signatures on documents within cases. Signatures can be applied to generated documents or pre-uploaded files. Multiple authentication methods are available (handwritten, SMS OTP, email OTP, Itsme, Swisscom), and workflows can require multiple signers in sequence. Once all signatures are collected, the document is finalized and stored in the case.

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penscript

The secret engine behind Penbox’s versatile structure. penscript is a proprietary JSON language that adds advanced logic to static JSON configuration. Everything visible in the Penbox UI — form structure, notifications, automations, options, case templates — is represented as penscript JSON underneath. The visual front-end handles most configuration needs. But penscript is where the real power lives: conditional logic, complex automations, dynamic behavior, and configurations that go beyond what the visual editor exposes. Because every configuration is JSON, the entire platform is manageable via API.

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Workspace & Members

A Workspace is your organization’s Penbox environment. It contains all your cases, forms, templates, contacts, and settings. Workspaces have Members — users who can log in and work with cases. Members have roles (Administrator, Manager, or Restricted Access) that control what they can do and see.

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Contacts

The people involved in cases. Every case has a Main Contact — the primary individual the case is about. Cases can also have Secondary Contacts — additional stakeholders like brokers, experts, partners, or opposing parties. Each contact is identified with a unique key when defining the case.

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Next Steps

Cases

Learn how to work with cases

Forms

Understand forms and form templates

Glossary

Quick reference for all Penbox terms

API Reference

Integrate Penbox with your systems