If a colleague reports that an eSignature template or document isn't appearing for them, it's almost always a visibility rule rather than a bug. eSignature visibility in Humaans is controlled by a combination of role permissions, the fields a template references, Spaces, and document-level sharing.

This guide walks through each reason a template or document might be hidden and how to fix it.

To see the Documents (eSignature) section at all, a user needs at least one role with the eSignature permission enabled. Without it, the Documents menu item and all eSignature templates and documents are hidden.

To check:

eSignature templates can include dynamic profile fields such as compensation, salary, bank details, identification numbers, or other sensitive information. If the template references a field that the viewer's roles don't grant read access to, the template is hidden from that viewer entirely.

This is intentional — it prevents a template from being partially rendered with blanks or placeholder text for restricted fields. Common examples of fields that can cause a template to be hidden:

To fix this, either grant the user a role that includes read access to the referenced fields, or edit the template to remove the sensitive field reference.

A user's effective permissions are the union of all the roles assigned to them. If someone previously had a role that unlocked certain templates (for example, a Finance role granting compensation field access) and that role is removed, they lose visibility to any templates that depended on it — even if they still have other roles.

If a user used to see a template and no longer does, a recent role change is the first thing to check. Go to People, open the user's profile, and review their currently assigned roles.

When the Spaces feature is in use, eSignature templates and documents can be scoped to specific Spaces. Users only see templates and documents associated with Spaces they're a member of.

If a template is visible to some admins but not others, check:

Draft templates are only visible to users who have edit rights on templates (typically admins and any role granted template management). End users won't see a draft template when trying to send a document. Publish the template to make it available for sending.

Archived templates are hidden from the "Create from template" flow by default. If a template recently disappeared from the list, check under the archived view in the templates section and restore it if needed.

A sent eSignature document (an individual signed or in-flight document, as opposed to a reusable template) is only visible to:

This means a manager looking for a document sent to one of their direct reports won't see it unless they were added as a recipient or hold an eSignature admin permission.

The Documents (eSignature) section is separate from the Documents area under a person's profile, which stores uploaded files. If a user is looking for a file that was uploaded to their profile, that's governed by Personal documents visibility rules, not eSignature visibility. Double-check which area they're looking in.

When a role change is made, the user's session may still be using cached permissions. If a permission or Space membership was just updated and the user still can't see the template, ask them to log out and back in. This forces their session to pick up the new permission set.