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.
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.
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.
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.
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.
