Workspaces in SignNow are shared environments designed for team collaboration. Instead of working from individual accounts, teams can organize documents, templates, and folders in one place, making it easier to manage projects collectively. Workspaces help ensure everyone has access to the right files, track progress across multiple signers, and maintain visibility into team activity. This is especially valuable for HR teams managing onboarding, legal departments handling compliance, or sales teams collaborating on contracts. By using Workspaces, organizations can improve efficiency, maintain consistency, and keep sensitive information secure while working together.
How can I create my first Workspace?
After verifying your account, your first Workspace is created automatically, where you are both the Admin and the Member of the Workspace.
You can access this page through My Account or the Settings button.
User Management
As an admin, you can immediately start inviting others to add both Team and Subscription members. The new user can be assigned a specific role in the Workspace as a Member or Admin. You can assign roles to individual users or invite multiple users and assign roles to them in bulk.
📝 Users have to accept the email invite to end up in a Workspace.
When a user is invited to a Workspace, they automatically become both a Workspace Team member and a Subscription member. This ensures every Workspace member has access to the paid plan as part of your subscription. If the user already has a paid subscription of their own, they will only be added to a Workspace and a Workspace Team.
As the Workspace Owner or Admin, you can see the extended list and sort members by the following criteria:
All Statuses: active, banned, invite pending, invite declined
All Subscriptions: active, active (trial), active (self-paid), expired
If the user is already added to your Workspace, you can check their activity/usage, assign/remove admin rights, ban them, move them to another Workspace, or remove them from the current Workspace.
Document Management & Collaboration
When your Workspace is created, a Workspace Team is set up automatically, allowing you to start sharing files with your team right away.
Each Workspace is linked to a single Team, and you can manage one Team within each Workspace.
Workspace Settings
Workspace configurations allow you to enforce certain settings on all users added to the Workspace. This includes:
Workspace logo, destination folder for team's documents, invite and signing settings, email settings, login settings etc.
Branding for the email invite and the signing session
Setting up a merchant account
Compliance settings (HIPAA, 21 CFR Part 11)
Cloud Storages export
Document Search
View all of your organization’s documents, along with their owners and signers, in one place. Use advanced filters to quickly find documents by name, text, or email—typing either a full or partial match. Press Enter to start your search. For added convenience, you can also export search results to CSV for reporting or analysis
📝 CSV exports are limited to a maximum date range of one calendar month.