Managing Documents

If you deleted a document document request/completion message received via an SMS, you can request the document to be sent you again.

1. If you deleted a text message requesting you to signing a document: If you deleted a document request message without signing it, then you ask the document requester to resend you the document via SMS.

2. If you deleted a document completion text message: If you deleted a document completion text message, then you can no longer download the completed document and audit trail certificate files from that text message. If you need those files, then please ask them from the document requester.

※Deleting a contract is the user’s choice, and eformsign is not liable for the consequences of the deletion.

When creating a document via New from my file, documents saved intermediately by clicking the Save as a draft button before clicking the Start now button are saved in the Drafts document inbox.

For more information, see the link below.

> https://manual-en.eformsign.com/help/chapter8.html#drafts

1. It is recommended that you do not delete it. If you must delete it, them make sure to download and save the completed document file and the audit trail certificate file somewhere before deleting it.

2. If you delete the email, then you are also deleting the files attached. You can’t request the person who requested the document to get the document to be sent to you again.

※Deleting a contract is a choice made by the user, and eformsign is not liable for the consequences of the deletion.

A temporary error may have occurred when converting a completed document to a PDF file.

Please provide the eformsign service team with the document ID and we’ll get back to you as soon as possible.

*How to view the document ID: Go to the In progress, Action required, or Completed document box and click the column icon at the top right corner of the page and tick the Document ID check box. You can view the document ID for each document.

Yes. There are two ways to download the data entered into a document.

1. You can download the data entered into a document by clicking the Export to CSV file icon and then selecting the document you want in the Completed inbox.

2. Go to Integration > Analytics and reporting in the sidebar and connect with Google Sheets or Excel by clicking the Connect button. Then, add a data connection for a template by clicking the Add data connection button and save the settings. Now, you can get the data entered in documents created with that template in a spreadsheet format.

Deleting means you are removing a document that is completed or voided while in progress, hence it is deleted from the eformsign cloud space. Voiding means voiding a document while it is in progress, hence it remains in the eformsign cloud space.

No. Documents created or completed using eformsign are stored without any limitations of the storage period or capacity.

However, if you are not subscribed to a paid plan after the free trial is over, there will be some restrictions to features such as downloading documents, and you will only be able to view documents. If you subscribe to a plan within 30 days, you can continue using the existing data.

※Upon completion of a contract, the completed document is also delivered to the email in which the document was signed and you can view the document there without the need to subscribe to a paid plan.

Yes. You can transfer documents from one member to another by using the Transfer documents feature.

Go to Manage company > Manage members in the sidebar and click the Transfer documents button on the top right corner. Then, select the member you want to transfer documents from and the member you want to transfer documents to. Then, click Confirm to transfer the documents.

If you want to transfer only some documents, click the File tab and select the member you want to transfer documents from. This will enable the Download document list button. Click the button to download the Excel file and delete the rows of the documents you do not want to transfer and then save the file. Then, select the member you want to transfer documents to and upload the file you saved. Finally, click [Confirm] to transfer only the documents specified in the Excel file.

Yes, it is possible through webhook connection.

It is possible to send notifications to the website specified with the webhook feature.

For information on webhook integration, refer to the API documentation.

Yes, this is possible.

After receiving the final completion notification with the webhook, use the PDF download open API to download the document as PDF and save it to a desired location.

>View the API manual

Once you void a document, it cannot be restored in the current step. In this case, request the person who sent the document to resend it to you.

The ‘Analytics and reporting’ feature allows you to connect to Google Sheets/Excel, and extract the data entered in your eformsign documents to Google Sheets/Excel and manage the data.

If you select a template you want to connect data with, then the data in the documents created with that template are automatically extracted to Google Sheets or Excel.

A document is counted as a created document when it is available to be opened in a document box.

When you create a document using New from template, the document count is incremented the moment the document is saved in eformsign by clicking Save as draft, Send, or Complete.

When you create a document using New from my file, the document count is incremented the moment you click the Send button after clicking Start now. However, if you save the document as a draft by clicking the Save as a draft button before clicking Start now, the document count is not incremented.

Once a document is created, it counts as just one document created throughout the course of the workflow.

Yes. After sending a document to a recipient, you can void that document whether it’s because you incorrectly entered wrong recipient information, you need to make some edits, etc.

Once a document is sent, you can view it in the In progress document box. You can void a document by clicking the Void  button under the name of the document.

Note that even if you void a document, the voided document still counts as a created document.

When a document is rejected, the document returns to the previous step right before the document rejection. This step can be a Participant step (member) or Reviewer step (member) or the Start step.

The content of the document itself also goes back to the status of the applicable step. For example, if the document goes back to a Participant/Reviewer step, the content of the document goes back to what it was at that Participant/Reviewer step, and if the document goes back to the start step, the content of the document does back to what it was at the Start step.

The document in the In progress document box is shown as Reject.

If you turn on the notifications for “When documents are rejected” in Template settings > Notification settings, then notifications will be sent when documents are rejected.

• Step: “Step” indicates a step that is set in a workflow. Based on the needs of each workflow in the form of START-COMPLETE, you can add different steps which are Participant, Reviewer, and Need to view.
• Status: “Status” indicates the status of the step in which a document is currently in such as In progress, Completed, and Voided.