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.

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" (private person) 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. Once all parties have signed, you will receive a download link to the document by email.

If you sign the document as a private individual ("I represent myself" role), the document will either be saved to your personal Visma Sign account or you will receive a download link by email once all parties have signed.

If the document was signed before 24 April 2025 as a private individual, it will be stored for 12 months from the date of the last signature. The storage period starts from the moment the document was last signed.

If the document was 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.

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 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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Currently, Visma Sign does not offer ready-made contract templates, but the Visma Sign Forms tool can be used in a similar manner. You only need to create a form (e.g., an employment contract) using the tool, and once the form is created, it can be sent for signing repeatedly without needing to recreate it each time.

The Visma Sign Forms tool is available on company accounts with at least a Business-level license. It can be found on the left side of the service behind the "Create form" button. 

How do I send a pre-filled form for someone else to sign? 

By default, one person fills out the form fields and finally signs it. If the intention is for one person (for example, a representative of your organization) to fill in the necessary information and then invite another signer to sign the form, the "Other signers" feature should be selected for the form. This option can be found by clicking the pencil icon at the bottom of the form editing page. You should then see a view like the one in the image:

The "Other signers" feature enables a dynamic form where the fields to be filled can vary according to the signer, and a representative of your organization should fill them on behalf of the signer. 

Different invitation settings with the "Other signers" feature

"Allow adding additional signers" = One person (for example, a representative of your organization) fills in the form fields with information and then invites another signer to sign the form and can finally sign the form themselves as well. The form should thus have two signers, one signing at the end and the other receiving an invitation message containing the document to be signed. 

"The one who fills out form, does not sign the form" = The form filler only fills in the form information and then sends the form to be signed only by the invitee.

"Set a default additional signer" = A specific email address is specified to which an invitation message is automatically sent when a new form is completed. If there is a specific person in your organization who should always acknowledge the forms, their email address can be added with this option, and they will be automatically invited to sign.

Multiple signers can be added to the form in conjunction with all the aforementioned invitation settings.  

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

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