Learning objectives
By the end of this guide, you will be able to:
Choose the right sharing method for your situation — Team Shared Folder, individual file sharing, or contact-based sharing — and understand when each one applies
Move documents and templates into the Team Shared Folder so all workspace members can access them from a single location
Set the correct access level (View, Send, or Edit) when sharing an individual file, based on what the recipient actually needs to do with it
Bulk-share templates with multiple workspace members at once, assigning View or Send permissions per person
Share a contact with teammates and use it to track all signing activity associated with that person in one place
Recognize the key constraint: a file can be shared either through the Team Folder or individually — not both simultaneously
Overview
In SignNow, sharing documents with your Workspace members allows your team to collaborate efficiently on contracts, forms, and other important files. Instead of sending individual copies or managing separate versions, you can securely share documents within your Workspace, ensuring everyone involved has the right level of access.
This feature is ideal for teams working on shared projects or approval workflows, helping maintain transparency and consistency across all signing processes. You can define permissions for each member, track changes, and ensure signed files remain accessible in one centralized, secure location.
Sharing within a Workspace streamlines collaboration, reduces manual effort, and keeps your document workflows fully synchronized.
There are three main ways to share your files within SignNow:
Through a Team Shared Folder – collaborate with your entire team by storing and managing documents in a shared workspace.
By sharing an Individual File, you grant access to a specific document for viewing, signing, or collaboration.
By Sharing Multiple Files with a Contact, you can share all documents associated with a particular contact at once for easier coordination and tracking.
Team Shared Folder
The Team Shared Folder is designed for seamless collaboration and controlled access within your team. It’s especially useful for sharing templates or forms when you need to send invites with specific restrictions. In SignNow, users cannot view each other’s documents unless they are explicitly granted access. Document visibility is limited to what users are added to and permitted to see, ensuring privacy and control over sensitive information.
The main purpose of the shared folder is to provide all team members with centralized access to files shared from individual accounts that belong to the same team. This ensures everyone can easily find and use the documents or templates they need without duplicating work.
Once your Team is created, you can share the following items within the shared folder:
Documents/document groups – to allow other team members to view them.
Templates/group templates – for consistent, reusable signing forms.
📝 Files shared through the Team Shared Folder can only be edited by their original owner from their personal account. If team members cannot see documents in the Team Shared Folder, try removing the affected user from the team and re-inviting them, or ask them to clear their browser cache and cookies before signing in again. If you or a team member cannot see documents in a team folder, ensure the document is explicitly shared with the user or placed in a team folder they can access. Additionally, clearing the browser cache and cookies or signing in using a fresh session (e.g., an incognito/private window) can help refresh folder visibility.
To move a form, click the action menu on the right side of the template and select Move or Move to Team Space from the dropdown list. Alternatively, you can select multiple templates and move them at once using the Move button on the top panel above the document list.
Troubleshooting Document Visibility
If you or a team member cannot see documents in a team folder, consider the following:
Team Membership Changes:
If you were removed and re-added to a team, any files you shared with the team are automatically unshared and return to your personal folders. You’ll need to move or share them again to restore team access.
Newly added team members may need their permissions refreshed. Remove the user from the team and add them again to resolve access issues.
Permissions and Sharing:
Documents not visible in your workspace were likely not moved into the team folder you can access or weren’t directly shared with your account. Ensure the document is explicitly shared with you or placed in a team folder you can access.
Session Refresh:
Clear your browser cache and cookies, or sign in using a fresh session (e.g., an incognito/private window) to refresh folder visibility.
Once a file is moved to the Team Shared Folder, it will no longer appear in your main account folder. You can unshare the file or move it back to your personal folder at any time. If you leave the team, any documents or templates you shared will be automatically unshared. If you are removed and re-added to a team, any files you shared with the team will be automatically unshared and returned to your personal folders. You’ll need to move or share them again to restore team access.
Individual Sharing
This option is ideal when you need to give someone direct access to a specific document or template for management or collaboration purposes.
When sharing an individual document, you can define the access level for each user:
View – allows the recipient to view the document without making changes.
Send – grants permission to send the document for signing or further processing.
Edit – allows a selected user to modify the template’s fields, roles, and settings — making it ideal for collaborative template management while keeping control over who can make structural changes.
You can also bulk share templates with your workspace members individually, assigning either View or Send roles to each recipient. This is especially useful when you need multiple team members to access or distribute templates independently without giving them full editing rights.
📝 A form can be shared either within a team or individually, but not both at the same time. You’ll need to choose one sharing method based on how you want the form to be accessed and managed.
Share Documents through Contacts
This option is ideal when you need direct access to a contact’s signing history or want to manage documents associated with a specific person.
Each time you send a new invitation in SignNow, the recipient’s email address is automatically saved to your Contacts list. From there, you can easily manage your existing contacts, add new ones, and share documents directly — keeping all related files and signing activity organized in one place.
Click here to learn more about creating and managing Contacts.
Once you’ve created or added a Contact in SignNow, you can share it with other users to enable collaboration and unified document management. Sharing a contact allows your teammates to use that contact’s details (such as name and email) when sending invites and, if permitted, view the contact’s signing history for greater visibility and coordination.
There are two levels of access available when sharing a contact:
Can View – Users can view the contact’s details, signing activity, and associated documents.
Can Edit and Send – Users can edit the contact’s information and send documents for signing on their behalf.
Once a contact is shared with all relevant team members, you can track All Activity — including sent, signed, and pending documents — and share Notes to keep everyone informed about important updates or actions related to that contact. This makes contact-based collaboration smooth, transparent, and centralized.
FAQs on Common Team Folder Issues
Why can’t I see documents I previously had in a Team Shared Folder after being re-added as a user?
This is likely due to team membership rules. Files you shared with the team are unshared when you are removed and re-added. You’ll need to move or share them again to restore access.
Why can’t a team member send a document from a Team folder?
Only the document owner can send it. The owner can convert the document into a template or directly share it with the team member to grant sending permissions.
Do documents disappear from the Completed/Signed section after being moved to another folder?
No, the Completed/Signed section is a filter based on document status. The document will remain visible under this filter regardless of its folder location.
