Organize and Share
A few hundred contracts in, finding things matters more than sending them. Folders, a contact book, and per-envelope sharing keep a busy signing workspace navigable — and keep sensitive agreements away from the whole company.
What it's for
Filing executed contracts by client or by year, giving a colleague access to one deal without opening your whole workspace, and handing an envelope over when someone leaves the team.
Navigating here
Dashboard → Document Signing. The folder tree runs down the left of the envelope list; filters and search sit above the table.
How to find an envelope
The list page gives you four filters, which combine:
- Status — a multi-select of Drafts, Out for signature, Completed, Rejected, Voided, Expired. It opens on Drafts + Out for signature, your day-to-day working set. Clear the selection to see everything except expired; expired envelopes appear only when you select that chip explicitly.
- People — narrow to a single recipient.
- Sort — by last activity, creation date, or title.
- Search — matches envelope titles and recipient emails.
How to use folders
Folders are the filing system for envelopes.
- Click + beside Folders in the sidebar and name it.
- Nest folders by creating one inside another — "Clients" → "Northwind" → "2026".
- File an envelope by dragging it from the table onto a folder. Select several rows first to move them together.
- Unfile by dragging onto Unfiled.
- Click a folder to see only what's in it; All shows everything.
Two things worth knowing:
- An envelope can live in several folders at once. Filing isn't moving — it links. A renewal can sit under both "Northwind" and "Q3 Renewals".
- Deleting a folder never deletes contracts. It un-files them (and cascade-deletes any subfolders and their share grants), but every envelope survives and reappears under Unfiled.
Sharing a folder
Folders share exactly like envelopes and templates: private by default, shareable with specific teammates at per-person levels, or company-wide. A folder you can't see doesn't appear in your sidebar at all.
Sharing a folder shares the folder — it's a way to give a team a shared filing structure. It does not retroactively grant access to the envelopes inside it; those carry their own sharing.
How contacts work
There's nothing to set up. Every time you send an envelope, the recipients are remembered in your own contact list, ranked by how often you've used them. From then on, typing in any name or email box on the recipients step, the viewers section, or the template-instantiation dialog suggests them — pick one and both name and email fill in.
The list is personal to you, not shared company-wide, and it only ever contains people you have actually sent to.
How to share an envelope
By default an envelope is private to whoever sent it. Recipients interact with it through their signing and viewing links — they never see your workspace.
To bring a colleague in, open the envelope and use Share:
- Private — only you (and anyone you grant explicitly).
- Specific teammates — each at their own access level.
- Company-wide — every member of the company gets baseline access.
Access levels:
| Level | What it allows |
|---|---|
| READ | View the envelope and its audit trail; download the in-progress or sealed copy |
| WRITE | Also rename it |
| PUBLISH | Also direct links, reminders, resend link, void, and mark as executed |
| ADMIN | Also share, unshare, transfer ownership, and delete |
The owner always holds ADMIN implicitly. Every share and unshare is recorded on the envelope's audit trail. See access levels for the general model.
PUBLISH is the level to give a colleague covering for you: they can chase signers, void a dead deal, and seal an executed one, but can't change who the envelope is shared with.
How to transfer ownership
When someone leaves or a deal changes hands, transfer ownership moves an envelope to another company member. The new owner gets implicit ADMIN; you keep whatever explicit grant you had, if any. The transfer is recorded on the audit trail.