Find a document in the Documents list
Status tabs, the owner and team and folder picker, search across names and recipients, what every column means, and the small chips that say where a document came from.
Documents holds every envelope in your workspace that your role lets you see, most recently changed at the top. Seven status tabs cut the list down, one dropdown filters by owner, team or folder, and the search box matches document names as well as the people on them.
Who sees what
Visibility follows your workspace role. An admin sees every document in the workspace. A manager sees documents created by anyone on a team they belong to, plus their own. A member sees only their own.
One rule cuts across all three: a draft belongs to the person who created it and nobody else can open it, an admin included. Team and role visibility starts the moment an envelope is sent.
The status tabs
Seven tabs sit along the top of the list: All, Drafts, In progress, Signed, Declined, Cancelled and Expired. Picking one writes it into the page address, so a filtered view can be bookmarked and the browser back button behaves.
There is no tab for scheduled sends. A document with a send time booked is still a draft, so look under Drafts and watch for the coral Scheduled badge. Document statuses explained covers what each state means and how a document gets there.
Filter by owner, team or folder
To the right of the search box sits a dropdown showing All documents. It appears once your workspace has something to filter by, so a solo member with no teams and no folders will not see it at all.
- All documents clears the filter.
- My documents narrows to envelopes you created. Admins and managers get this option, because for a member it would show the same list either way.
- Teams lists every team, and picking one shows envelopes tagged with that team on the review step.
- Folders lists your folders with the number of documents filed in each, in brackets after the name.
The small gear beside the dropdown opens Manage folders, and shows up once you have at least one folder.
Search
The box reads Search documents, recipients and covers more ground than the name suggests: document name and description, recipient names, recipient email addresses, and the full document ID. Partial words match, so "Advan" finds "Advanced Services Agreement".
Search stacks with whatever tab and scope you already have on. Every change of filter puts you back on page one, and Rows per page under the table switches between 10, 20 and 50.
What each column shows
| Column | What it shows |
|---|---|
| Document | The file name, with a second line for the team, the scheduled send time and where the document came from. |
| Recipients | Signers only, never CC recipients. One or two signers show in full, three or more show first names with a +N pill. Hover for the full roster with email addresses. |
| Progress | The share of active signers who have signed, as a bar and a percentage. Signers who declined or forwarded drop out of the sum entirely. |
| Sender | Who created the envelope, with Created and a date for a plain draft, Sent and a date for everything else. |
| Status | The status badge, or Scheduled for a draft with a send time booked. |
The provenance chips
Under the document name, a small icon and label say how the envelope came into being. Hover any of them for the full breakdown.
- A chain-link icon means the document came in through a public link. It shows the link label and, after the dot, the name the visitor entered. The tooltip reads Created via public link and repeats the link, the visitor and the template behind it.
- An envelopes icon reading Bulk send means the row is one recipient's copy from a bulk run, with the template name after the dot.
- A stacked-pages icon with a name means somebody built the document from that template by hand. The tooltip reads Created from template.
Plain uploads carry no chip. A public-link document takes precedence over a bulk send, which takes precedence over a plain template, so each row shows one origin rather than three.
Actions on a row
The right-hand end of each row carries the actions your role and the document's state allow. Edit appears on your own unsent drafts, Reschedule replaces it once a send time is booked, and Download appears as soon as a sealed PDF exists.
More actions behind the kebab holds Open and Copy document ID on everything, then Download audit trail once an audit file exists, Move to folder and Save as template on anything that has been sent, plus Cancel envelope on a live one, Send now and Cancel schedule on a scheduled one, and Delete draft on an unsent draft.
If something goes wrong
- No filter dropdown. There is nothing to filter by yet: no teams in the workspace, no folders of your own, and no admin or manager role. File one document into a folder and the dropdown appears.
- A folder filter shows an empty list. The folder was deleted while you had it selected, and the list clears the filter for you on the next load.
- Edit and Cancel are missing from a row. That envelope was created by someone whose documents you can read but not manage. Ask its owner or a workspace admin.
- A recently signed document is still under In progress. Give it a few seconds. Sealing the PDF and building the audit trail run right after the last signature, then reload the list.
- Search finds nothing you expected. Check the tab first. A term that matches a signed document returns nothing while Drafts is the active tab.
Frequently asked questions
Why can I not see a document a colleague is working on?
Drafts are private to whoever created them, and no role in the workspace can open somebody else's draft, an admin included. Once that person sends the envelope it becomes visible to everyone your role allows, which for a manager means anyone on a team they belong to.
Where do scheduled documents appear in the list?
Under the Drafts tab, because a document waiting on a send time is still a draft. Its row carries a coral Scheduled badge and a calendar line reading Sends today, Sends tomorrow, or Sends in a number of days, with the exact date and time on hover.
What does the search box actually match on?
Document name and description, recipient name, recipient email address, and the full document ID. Partial words count, so typing Advan finds Advanced. Search runs across every status at once unless you also have a tab selected, and it always drops you back onto the first page of results.
Why does the Progress bar read 100 percent while the status still says In progress?
Signers who declined or forwarded their request are removed from the count, so the bar can reach full while the envelope is still being sealed or waiting on something else. Give it a moment and refresh. The document page tells you exactly who the envelope is waiting on.
Can I change how many rows the list shows?
Yes. Rows per page sits under the table and offers 10, 20 or 50. Your choice is remembered in that browser and carries across to the Templates and Public links lists too, so you set it once rather than on every screen.
Keep going
Document statuses explained
The six statuses a document can hold, what moves it from one to the next, the separate status each recipient carries, and why Scheduled is not on the list.
ReadOrganize documents with folders
File a sent document into a folder, create folders as you go, rename or delete them, and filter the Documents list down to one folder at a time.
ReadTour of the document page
What the header strip, the three tabs, the signing order list, the PDF viewer and the activity feed each tell you, and how the page changes with the document's state.
ReadShare a document with your team
Tag an envelope with a team on the review step so it is filed under that team in Documents and your team's managers can work on it.
Read