Knowing the status of your sent documents in SignNow helps you stay informed and proactive throughout the signing process. Whether you’re managing contracts, approvals, or forms that require multiple signatures, real-time tracking ensures that nothing slips through the cracks. By monitoring document progress, you can see exactly who has signed, who still needs to act, and when the process is complete.
Tracking document status also helps you:
Avoid delays by following up with signers who haven’t responded.
Ensure accountability with a clear audit trail of all signing actions.
Maintain visibility across your workflows, keeping deals and approvals on schedule.
With SignNow’s tracking tools, you’ll always know where each document stands — from the moment it’s sent until every signature is collected.
All documents you own or have access to in SignNow can be managed directly from your account folders and Reports. From there, you can view, organize, search, and take action on your documents—whether they’re drafts, awaiting signatures, or fully completed. This dashboard makes it easy to stay on top of your workflows and track document status at a glance.
Quick Access
The Quick Access section at the top of your SignNow dashboard provides an easy, organized way to stay on top of your most important and frequently used documents. It groups your files into categories based on their current status or relationship to you, allowing you to quickly access the documents that need your attention without having to search or filter manually.
Quick Access Folders
Inbox / Waiting for Me – Displays all documents that require your attention, such as pending signatures or forms that need your completion. This is your go-to folder for tasks that need immediate attention.
Outbox / Waiting for Others – Shows documents you’ve sent out for signing/viewing/approving that are still pending action from other recipients. You can monitor progress and follow up with signers directly from here.
Completed / Signed – Contains all documents that have been fully executed and signed by all required parties. Use this folder to access finalized agreements or download completed copies.
Drafts – Stores documents you’ve started preparing but haven’t sent yet. You can return to these drafts at any time to finish editing, add recipients, or adjust fields before sending.
Favorites – Lets you access key documents you've bookmarked. This is useful for files you open frequently or need to reference often.
Expiring Soon – Highlights documents that have a signing deadline approaching, helping you act quickly to prevent them from expiring before all signatures are collected.
Shared with Me – Lists all documents that other users have shared with you for signing, reviewing, or collaboration.
Owned by Me – Displays all documents that you’ve created or uploaded, giving you a clear overview of files you own and manage.
Main Folders
To help you stay organized and streamline your workflow, SignNow automatically separates your files into key folders — each designed for a specific stage of your document lifecycle or type of use. This structure makes it easier to find, manage, and track your documents efficiently.
Documents
This is your main workspace, where you’ll find all active documents and document groups you’ve uploaded, sent, received, or are currently working on. Think of it as your central hub for ongoing activity — where you can prepare, edit, and monitor the progress of your files.
Archive
When a document has been finalized, completed, or no longer requires action, you can move it to the Archive. Archiving helps declutter your main Documents folder while keeping important records easily accessible for future reference, audits, or compliance checks. You can restore archived items at any time if you need to revisit or reuse them.
Templates
The Templates folder contains all reusable templates you’ve created or that have been shared with you by other SignNow users. Templates can be set up to store pre-set fields, roles, and signing logic, allowing you to send the same form to different recipients without having to reconfigure it each time. This saves time and ensures consistency across your organization’s signing workflows.
Shared Team Folder
If you’ve created a team or been added as a team member, you’ll see a Shared Team folder named after your team. This shared workspace allows for efficient collaboration and resource sharing across team members.
By default, only the Templates and Document Group Templates folders are enabled at the team level. However, team admins can enable Documents and Document Groups folders in the team settings to expand access and streamline document management for the entire team.
Trash
The Trash folder contains all deleted files. When you choose the Delete option for a document, it’s automatically moved here.
📝 While a file is in the Trash, you can still recover it and restore it to your main folders. However, once a file is permanently deleted from the Trash, it cannot be recovered.
Subfolders
You can create subfolders under Documents, Archive, and Templates to better organize your files by client, project, or category.
Right-click on a folder to access options like Open in New Tab or New Folder.
Or click the New Folder button in the top-right corner to create a new subfolder instantly.
This folder structure helps you maintain an organized, scalable workspace — making it easier to locate, manage, and collaborate on documents in SignNow.*}
Document Tracking
You can filter your documents to display only those matching specific criteria. This is especially useful when you want to narrow down your view by status, time frame, or ownership.
You can filter by:
Status – View documents based on their current stage, such as Draft, Pending, Signed, Declined, Expired, or Waiting for Others.
Time – Focus on documents created or modified within a specific period, such as All Time, Last 12 Months, Last 6 Months, Last 3 Months, Last 30 Days, Last Week, or Last 24 Hours.
Ownership – Display documents that are Owned by Me, Shared with Me, or from All Owners in your workspace.
These filters can be combined to help you create a clear, focused view of the exact documents you need.
Sorting Documents
In addition to filtering, you can sort documents to organize their appearance in your list. Sorting helps you prioritize work, find recent files faster, and keep your dashboard clean.
You can sort by:
Order (Ascending / Descending) – Arrange your files alphabetically or in reverse order.
Recent – View the most recently modified or accessed documents first.
Document Name – Sort alphabetically by file name for easy navigation.
Created Date – Display documents based on when they were uploaded or created in SignNow.
Changing the View
You can also change how your documents are displayed on the page to suit your preference:
Detailed View – Displays additional information, including document status, date, and owner details, making it ideal for monitoring activity.
Compact View – Displays documents in a simplified list with reduced detail, providing a broader overview and saving space on your screen.
Search Bar
The Search Bar in SignNow allows you to quickly find documents by searching through specific data associated with each file. This makes it easy to locate the exact document you need, even in large libraries or shared workspaces.
You can search using the following parameters:
Name – Locate documents by their title or file name.
Recipient Email – Find documents sent to a specific signer or participant.
Inviter Email – Search for documents created or sent by a particular sender.
Text – Look for documents containing specific words or phrases entered in fillable fields. (This option is disabled by default, so make sure to enable it by checking the box next to “Text.”)
ID – Search by the document’s unique SignNow ID for precise results.
📝 Every document or document group in SignNow has its own unique ID. You can find this ID in three places — in the URL bar when the document is open, Document History, or in the menu next to the document’s name.
