Once an invitation has been sent, it is no longer possible to add signatories afterwards. 

If you've forgotten to add all signers, you can do one of the following:

• You can make a completely new signature invitation to which you invite all the signatories (Select this if you want all signatures to be electronically made in the same document.)
• If possible for the agreement in question, you can create a separate addendum that references the original document. You can then create a signing invitation from this addendum for those who didn't manage to sign the original.
• If possible for the agreement in question, you can print the document with the existing signatures and collect the remaining signatures manually.

It is also not possible to remove signatories from an invitation once it has been sent. However, if everyone else has signed the invitation, the document is still fully valid with these existing signatures and you can download the document from the Visma Sign account Documents. You can then also cancel the invitation, which will close any open invitation links.

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Once you have sent an invitation, it is immediately saved in the Documents of the sending account. The Documents will always show all documents, regardless of the status. 

In addition, you can also find a new document in the open invitations view, which shows all pending documents in the signature cycle that are missing at least one signature. No other documents are displayed here. 

If you have signed a document with Visma Sign strong authentication, the document will be saved in your personal repository by default, which you can access by registering with Visma Sign as an individual at https://sign.visma.net/fi/register.

If more than 30 days elapse between registration and signature, the document is automatically deleted from the personal Documents. In this case, we recommend contacting the sender of the invitation. The document can also be requested from the sender if it has been signed without strong authentication.

If you have both sent and signed the document yourself, in this case the document will only be found in the company's archives.

For more detailed instructions, see the folder "Management of sent invitations".

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You can find product-related information in the Community. In the Community, you can also ask for help from customer support in the "Discussions" section for general questions. 

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If the invitation expires, all unused invitation links will be canceled and cannot be reopened. No separate reminder about the expiration will be sent to the invitee or the creator of the invitation.

The signatures of those who managed to sign their invitations can be found on the last page of the document's PDF file. The document can be downloaded with the existing signatures, but missing signatures cannot be collected in the same document anymore. 

If the deadline of the invitation has expired, you can proceed in one of the following ways:

• You can make a completely new signature invitation to which you invite all the signatories (Select this if you want all signatures to be electronically made in the same document.)
• If possible for the agreement in question, you can create a separate addendum that references the original document. You can then create a signing invitation from this addendum for those who didn't manage to sign the original.
• If possible for the agreement in question, you can print the document with the existing signatures and collect the remaining signatures manually.

The validity period cannot be extended after the invitation has been sent.

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The account administrator can manage user permissions and access to folders and documents on an organization account using user groups. The administrator assigns permissions to each user group, and the users in that group automatically receive the group’s permissions. This ensures that users can only access the folders their group has permission for and cannot see documents in folders the group does not have access to.

The administrator can create multiple user groups and assign permissions to one or more folders. If needed, a separate user group can be created for each user so they cannot see each other’s folders. For clarity, it is recommended to name groups in a way that makes them easily distinguishable.

The administrator group always has full access to all folders and company settings, and these rights cannot be restricted.

How to restrict document visibility for users

1. Create folders and move documents

First, ensure that the documents are in the folders whose visibility you want to restrict. You can create new folders under Documents > Folders. Documents in the archive can be moved from one folder to another by opening the document’s details page and selecting “Move to another folder” from the three-dot menu in the top right corner. When creating new documents, you can select the storage folder during creation.

2. Create a user group and assign permissions

Go to Settings > Users > Add new group.

Give the group a name and select the folders that users in the group should have access to. For each folder, assign a permission level: read access, admin access, or account administrator access. Save your selections by clicking “Create role”.

For more information, see our guide: How do I manage a user's permissions on the account? 

3. Add users to the group

You can add users to the group under Settings > Users. For a user, select “Update user information” from the three-dot menu and save the changes. If the person is not yet on the account, you can assign them to a user group when sending the invitation to the organization account.

4. Permissions take effect

Once a user is part of a group, they automatically have the permissions assigned to that group. They will not be able to view other folders or documents that the group does not have access to.

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