In this article we explain how we deal with copies of signed documents.
By default signed documents are stored in a special folder called "Signed Documents" which is a sytem folder created to store all documents signed through your account. You can consider files stored in that folder as "master copies of signed documents". That folder is likely to fill out and become difficult to manage after a while, therefore we recommend that you read on to see how to instruct MyDocSafe to help you with house keeping.
The system also creates a second copy of each signed document. Where that second copy is depends on how you use MyDocSafe:
By default, if you send documents from any folder or portal in MyDocSafe a signed copy will be stored in the same folder as the original document.
If you send a document to a user who:
is in your Contacts,
has an assigned "filing folder", and
you enabled the global "file in folder associated with contact" option in Home/Settings/Esignature then
the signed copy of the document will be stored in the designated folder instead.
Signed documents folder is a central repository of documents you signed through MyDocSafe.
You can trigger e-signature transactions by importing documents anywhere in the system, right clicking on them and going through the setup process by following the 'send for e-signing' button.
3. If you send documents for signing via third party software using our integration, MyDocSafe will create a separate folder (called Zoho, or Outlook or BTC Software) where signed documents will be stored by default.
With time that folder will start filling up. You may want to start organising the data that is there.
Here is one way of doing it:
1. Create a folder, portal or subfolder where you want to store documents signed by, for examples John Smith.
2. Go to Contacts, find the record for John Smith
3. Click on the '...' icon and 'edit contact'
4. Click 'edit details'
5. Select 'Select a folder' button
6. Navigate to the folder or portal you created above and select it. Then click 'save'.
7a. Next time you send a document for signing, go to 'advanced options' and tick the box next to "File the signed document in a specific folder associated with the recipient"
7b. You can make that setting permanent by also selecting "Save as default signing options" on the same screen or you can later go to the global esign settings to do the same:
From this poin on, once a document is signed, it will be filed in the folder/subfolder/portal associated with your recipient and will no longer be placed under the original document.
Please note that you will still receive a master copy of the document that will still be saved in "Signed Documents".