Share 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.
Choose a team from the Team dropdown in the Send settings panel on the review step, then send. The envelope is filed under that team, shows the team name on its row in Documents, and can be pulled up with the team filter.
Who can do this
Anyone sending a document, on any plan. The dropdown appears only when your workspace has at least one team, and it lists the teams you belong to. Workspace admins see every team.
Steps
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Build the document as usual and continue to the review step.
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In Send settings, open Team. The label says (optional) because it is.
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Pick a team, or leave it on No team.
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Click Send for signature.
Who can then see it
This is where people trip. Tagging a team does not hand the whole team a key. What a person can open depends on their workspace role:
| Role | Sees |
|---|---|
| Admin | Every sent document in the workspace |
| Manager | Documents created by anyone on a team they belong to |
| Member | Only documents they created |
Drafts are the exception to all of it: an unsent draft belongs to its creator alone, and nobody else can open it whatever their role or team.
So the practical effect of picking a team is filing plus reach. A manager on that team already sees your sent documents because you share a team, and the tag puts the envelope where they expect to find it.
What happens next
Back on Documents, the row for that envelope carries the team name next to its status. The dropdown at the top of the list (All documents by default) grows a Teams group, and choosing a team there filters the list to envelopes filed under it.
Nothing about the signing experience changes. Recipients get the same email, the same link and the same completed copy either way.
If something goes wrong
- The Team dropdown is missing. No team exists in the workspace yet. An admin creates teams under Settings.
- The team you want is not in the list. You are not a member of it. Ask an admin to add you, or to file the document for you.
- A teammate says the document is not in their list. Check their role. A member only ever sees their own documents, no matter how the envelope is filed.
- You picked the wrong team. Change it on the review step while the document is still a draft.
Frequently asked questions
Why is there no Team dropdown on my review step?
Your workspace has no teams yet. The control only renders once at least one team exists, so ask an admin to create one under Settings. Until then every document you send is filed under no team, which changes nothing about who can see it.
Does picking a team let every member of that team open the document?
No, and this is the part people get wrong. Access follows your workspace role. Admins see everything, managers see documents created by anyone on a team they belong to, and members see only their own. The team tag files the envelope and drives the filter.
Can I assign a document to a team I am not on?
Only if you are a workspace admin. Admins can file an envelope under any team. Everyone else sees the teams they actually belong to and can pick from those, which stops a document being filed somewhere its owner cannot follow it afterwards.
Can I change or remove the team after sending?
The team is chosen while the document is still a draft, on the review step. Set it back to No team there if you picked the wrong one. Once the envelope has gone out, ask a workspace admin if the filing needs correcting.
Are draft documents visible to my team?
Never. A draft belongs to the person who created it and nobody else in the workspace can open it, not even an admin. Team-based visibility starts the moment the document is sent, which is also when a teammate could usefully do anything with it.
Keep going
Review and send: subject, message, expiry and reminders
The last wizard screen before an envelope goes out. Edit the email subject and message, set a deadline, turn reminders on, then send.
ReadSend your first document for signature
Upload a PDF or Word file, add who signs, drag signature and date fields onto the pages, write the email, and click Send for signature. Four steps, a few minutes.
ReadJoin an existing workspace: invite, domain match, or request
Accept an admin's invite, join automatically with a matching company email, request access and wait for approval, or restore a workspace scheduled for deletion.
ReadSchedule a document to send laterBusiness and up
Pick a future date and time on the review step and the envelope waits as a draft until then. Reschedule, send early or cancel from the document page.
Read