The document's storage location is determined by the choices made during the signing phase. Below are the different scenarios and their storage locations.
What if I am a user on the Visma Sign account of the organization I represent when signing a document sent by another party?
If you select the organization you represent from a pre-existing list, the document will automatically be saved to the root folder of the organization's account.
The document is only visible to users who have access to the root folder according to the organization's account user permissions.
What if I am a user on the account from which the document was sent for signing?
If you sign a document created on the organization's account where you are a user, and select this organization from a pre-existing list during the signing phase, the document will be saved to the folder of the organization's account, which the creator specified.
The document is visible only to users who have permissions to the specified folder.
If the document cannot be found in the archive, you likely do not have access to the folder where it is located. In this case, contact the admin user of the account to obtain permissions to the folder or to receive the document.
What if I selected "Other organization" during the signing phase or signed as a private person?
If you select the "Other organization" option during the signing phase and manually enter the name of the organization you represent, or sign the document as a private person, the document will be saved to your personal Visma Sign account or a download link will be sent to you via email once all parties have signed.
If the document is signed before 24.4.2025:
The signed document is stored on your personal Visma Sign account for a period depending on the role you selected:
- "I represent myself" (private person): Documents are retained for 12 months from the last signature.
- "Other organization": Documents are retained for 3 months from the last signature.
Note that the retention periods start from the moment the document is last signed.
If the document is signed on 24.4.2025 or after:
A download link will be sent to the signer via email once the signing process is complete. The email contains instructions for downloading the document and information on how long the link is valid.
For more information about the download link, see the guide: How can I download a signed document via a download link?
Why can't I find the document I signed?
The ability to find the document you signed depends on the choices you made during the signing phase. If you signed a document sent by another organization as a representative of your organization, the document can be found in the root folder of that organization. If you sign a document created on the organization's account where you are a user, and select this organization from a pre-existing list during the signing phase, the document will be saved to the folder of the organization's account, which the document creator specified as the storage location. Note that even if you sign the document yourself, you may not have access to it if you do not have permissions to the folder where the document is stored. In this case, you should request the document from the admin user of the account.
If you signed the document with the "Other organization" option or as a private person, the ability to find the signed document depends on the signing date. If you signed the document as a private person before 24.4.2025, documents are retained for 12 months from the last signature. If you selected the "Other organization" option before 24.4.2025, the document is retained for 3 months. After the retention period ends, the document is removed from your personal archive, and you should request the document from the invitation sender.
If you signed with the "Other organization" option or as a private person after 24.4.2025, the document is not stored on your personal Visma Sign account. Instead, you will receive a download link via email once the signing process is complete. The email contains instructions for downloading the document and information on how long the download link is valid.
Always first ensure from the role menu in the upper right corner that you are on the account where the document should be found according to the choices made during the signing phase.
Downloading the document from the Visma Sign archive is possible by navigating to the Documents section, selecting the document from the three dots on the right side, choosing Preview document, and then selecting Upload file.
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