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 unclassified documents folder of the organization's account. The document is only visible to users who have access to unclassified documents folder according to the organization's account user permissions.

Please note that even if you sign the document yourself, you may not necessarily have access to it if you do not have permissions to the folder where the document is stored. In such cases, you should request the document from the admin user of the account.

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 chose "Other organization" or "I represent myself" during the signing phase? 

If, during the signing process, you select "Other organization" and manually enter the name of the company you represent, the document will not be saved to your Visma Sign account. "Other organization" signed documents are currently obtained by receiving a download link to the document by email once all parties have signed.

If the document is signed as a private person ("I represent myself" role), the storage location depends on the signing date.

Before 24 April 2025, documents signed as a private person are stored in their private Visma Sign account for 12 months from the date of the last signature. The storage period starts from the moment the document was last signed.

On or after 24 April 2025, private individuals will receive a download link by email once the signing process is complete. The email will include instructions on how to download the document and information on how long the link will remain valid. The document will not be saved in their personal archive view at all. 

How can I download a signed document via a download link?

Why can't I find the document I signed? 

The location of the document you signed depends on the choices you made during the signing phase, which means the document may be saved differently after various signing events. You can always check the case-specific instructions above. 

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.

This article has been translated using an AI-based translation tool.

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. 

This article has been translated using an AI-based translation tool.

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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