Documents - Detailed View

Documents - Detailed View

This section presents detailed information on documents sent for signatures using Zoho Sign.

Access this view for any document by clicking the document name in the list view. Information such as the name of the owner, document description, submission date, last updated date, and current recipient status for the selected document will be displayed.

Recipient Status

A colored flow graph indicates the status of the document with respect to each recipient.

  • Grey: The activity is not completed
  • Green: The activity has been completed
  • Red: The recipient has declined the document

Activity History

Access the activity history of a document to view a complete audit trail of the document. If a recipient repudiates their signature, this can serve as evidence to legally prove that the recipient has signed the document.

To view the document's activity history, click the left arrow slider  in the top-right corner, above the progress flow graphs.

Action Buttons

Perform a set of pre-defined actions on each document, depending on the status of progress.

To open the action menu, click the ellipsis  icon at the top of the detailed view screen.

Edit Document

Edit the settings and metadata of the documents sent for signatures by clicking the Edit at the top of the detailed view screen.

Note: Form fields in documents sent for signature cannot be edited under any circumstances. Editing a document will grant complete editing access only if the document is still in the draft stage. For resending or duplicating a document with modified fields, kindly use the Edit as new action.

Send Reminder

Send an instant email reminder to the signatories to finish signing the document. Click Send reminder at the top of the detailed view screen to open the reminder dialog box and click Yes.

Reminder Settings

Set automatic email reminders for the signatories of the documents.

Click Reminder settings at the top of the detailed view screen to open the automatic reminders dialog box, toggle Automatic reminders to ON, and specify the reminder frequency in the field below.

Recall Document

Committed an error in the document you sent out? Sent the document out to the wrong email address? Don't worry, simply recall the document and cancel the signing process. Once you recall a document, the recipients can no longer view or sign it.

Click Recall at the top of the detailed view screen to open the recall dialog box and click Yes.

Email Document

Email a copy of the document at its present stage of progress to the people you want.

Click Email document at the top of the detailed view screen or from the action menu dropdown. Enter the recipient email addresses in the dialog box and click Send.

Save to cloud

In addition to importing documents from other cloud storage services, you can also save a copy of the document, at its present stage of progress, back to your cloud storage using the Cloud Picker feature.

Click Save to cloud at the top of the detailed view screen or from the action menu dropdown to open the Cloud Picker. Navigate to the intended location on your storage explorer and click Add to this folder.

Download Document

Download a copy of the document at its present stage of progress to the local drive on your device.

Click Download at the top of the detailed view screen or from the action menu dropdown to initiate the download.

Extend Expiration Date

Extend the expiration date for signing the document without resending it for signature.

Click Extend at the top of the detailed view screen or from the action menu dropdown to open the expiry date extension dialog box. Specify the new expiry date and click Set.

Edit As New

Duplicate or clone the sent document and draft it as a new document to be sent for signatures to the same or different recipients.

Click Edit as new at the top of the detailed view screen or from the action menu dropdown to create a copy of the document. The details and settings of the copy can be fully edited, but they are, by default, same as the original.

Save As Template

Save the sent document as a template if you have to use it time and again to send copies to different recipients for signature.

Click Save as template at the top of the detailed view screen or from the action menu dropdown to start creating the template. Edit the template details if necessary, then click Continue. Add form fields for each recipient role and click Save to finish. Access the template anytime by clicking Templates on the left navigation panel.

Click here to learn more about templates.

Delete Document

Delete the document when you no longer need it.

Click Delete at the top of the detailed view screen or from the action menu dropdown. Click Yes on the deletion dialog box to remove the document.

Note: Deleted documents are sent to the trash folder. They can be restored from trash at any time.

Unblock Document Access

If a recipient enters the authentication code incorrectly three times in a row when trying to access the document, the document will be locked. In such a case, you can unblock their document access manually.

Click Unblock under the recipient status section. Next, click Yes, unblock on the unblock document dialog box to re-enable the recipient's access.

Change Ownership

Change the owner of a document by assigning it to another user in your organization.

Click Change ownership at the top of the detailed view screen or from the action menu dropdown to open ownership change dialog box. Choose the user you want to transfer ownership of the document to, then click Change.

Note: Transfer of document ownership can only be done within and by users who are organization administrators.

Completion Certificate

Download a completion certificate containing a record of all the activities done on the document by its recipients. This certificate provides a complete audit trail of the signed document for legal documentation.

Click Completion certificate at the top of the detailed view screen or from the action menu dropdown to initiate the download.

Export Audit

Alternately, you can export the entire audit trail of the document containing a list of the activities performed by its recipients, in the form of a CSV file.

Click Export audit at the top of the detailed view screen or from the action menu dropdown to generate and download the CSV file.


 

Share this post : FacebookTwitter

Still can't find what you're looking for?

Write to us: support@zohosign.com