You can use workspaces and folders in Papersign to better organize your documents and manage access across your team.

Using workspaces

You can set rules for each workspace that control who on your team can view or edit what's inside.

Workspaces are shared across Paperform, Papersign, and Stepper. A workspace you create in Papersign is also available in Paperform and Stepper, and workspaces created in other products show up here. Forms, documents, and workflows for the same client or project can live in the same workspace.

You will find your workspaces along the left sidebar of the Papersign Dashboard. When you select a workspace, the Search Bar and status buttons apply only to documents inside that workspace. Use Global Search to look across all the workspaces you have access to.

Depending on your permissions, you should see the following workspaces by default:

• Your team's default workspace is where documents land when no other workspace is specified, including template and document copies you send. Everyone on the team can see it.
• Team Documents is a shared workspace accessible to Papersign Admins that houses documents of all team members. To view a team member's documents, select their name from the "Owner" dropdown located below the status buttons.

Why do I see workspaces I didn't create in Papersign?

Workspaces are shared across products. A workspace you created in Paperform to hold forms will appear in Papersign and Stepper too. Nothing has been moved, renamed, or deleted. Every document is where you left it, your share links keep working, and the people who could see a workspace before can still see it.

How are workspaces ordered?

The sidebar displays up to 10 workspaces. If you have more than that, the rest sit under "Show x more" at the bottom of the list. Click it to see them.

Within those 10, workspaces are sorted so the ones you're most likely to need in Papersign come first:

1. Workspaces that contain Papersign documents.
2. Every other workspace you have access to.

If you have more than 10 workspaces for Papersign, the additional workspaces will appear at the top of the list within “Show x more”, ahead of any workspaces that only contain forms. A workspace that only holds forms or Stepper workflows sorts below your document workspaces. As soon as you add a document, it moves up.

Paperform and Stepper use the same logic: listing workspaces that contain forms and workflows first, respectively.

You can't reorder workspaces manually in Papersign, and the order you set in Paperform isn't reflected here. Pin a workspace to move it to the top.

How do I manage my workspaces?

You can add, pin, rename, share, and delete your workspaces. Most of these are behind the three dots (⋮) next to a workspace's name in the left sidebar.

• To rename a workspace, click the three dots (⋮) next to its name and select "Rename".
• To delete a workspace, click the three dots (⋮) next to its name and select "Delete". A workspace can't be deleted while it contains items from another product. If a workspace contains items from another product, you'll see a warning rather than a delete option, and you'll need to move or delete these first. The same applies in Paperform to a workspace that holds documents.

Adding a workspace

Adding new workspaces is available on specific pricing plans.

To add a workspace:

1. Click "New Space" on the left sidebar of the Papersign Dashboard.
2. Enter a name for your new workspace and click "Add".
3. (Optional) To share a workspace with your team, click the three dots (⋮) next to the workspace and select "Share with…" then set the desired permissions.

Pinning a workspace

To pin a workspace, click the three dots (⋮) next to its name in the left sidebar and select "Pin this space".

Pinning moves a workspace into a separate "Pinned spaces" list at the top of the sidebar. Everything else is grouped below it under "Other spaces". These two headings only appear once you've pinned something. Before that, your workspaces are a single list.

Pinning is per product. A workspace you pin in Papersign stays pinned in Papersign only. If you want the same workspace at the top of your list in Paperform and Stepper, pin it there as well.

Who can see my workspaces?

By default, a workspace is personal until shared, but still visible to Admins. When you set sharing permissions, you can:

• Share with everyone on your team: This will grant your team full access to the workspace.
• Share with specific members of the team: For each member, you can grant "Full Access" or "Read-Only" permissions.

You can set sharing permissions by clicking the three dots (⋮) → "Share with..." next to the workspace. Once shared, a team member will see the workspace on their Papersign Dashboard, and documents within will appear in Global Search.

Sharing applies to the workspace itself, not to one product. What someone sees inside a shared workspace depends on which products they have a seat for. If you share a workspace with a Paperform user who doesn't have a Papersign seat, they won't have access to the documents in it, only the forms.

Using Folders

If workspaces are the home for your documents, Folders are the rooms you can sort them into. They inherit the permissions of the workspace they're in and can be nested inside one another. Folders are available in Papersign and Stepper, but aren't available in Paperform.

To add a Folder:

1. Select a workspace (or existing Folder) where you would like to add the new Folder.
2. Click "Add a Folder" at the top of the Dashboard.
3. Type in a name for the new Folder and click "Add".

Deleting a Folder

Click the three dots (⋮) next to the Folder and select "Delete".

Deleting a Folder removes its contents too: completed documents are archived, all other documents are deleted, and any webhooks on the Folder or its child Folders are deleted too. A confirmation window tells you what the Folder contains before anything happens.

Like workspaces, if a Folder contains items from another product, you'll see a warning instead of a delete option, and you'll need to move or delete those first.

How do I move a document?

Moving to a Folder

When moving a document to a Folder in the same workspace, click and drag the document over the Folder until it becomes highlighted.

Moving to another workspace

When moving a document out of one workspace and into another:

1. Click the three dots (⋮) to the right of the Document Name, and select “Move…”.

   

2. From the content map, select the desired workspace or Folder. You may need to expand the map by clicking the right-facing arrow next to the workspace or Folder name to see the levels below it.

3. Once you’ve selected a location, click “Move to Location Name” to confirm.

4. (Optional) Click on the button on the success notification pop-up to navigate to the document’s new location.

The Move window lists every workspace created in Papersign, or that contains Papersign documents. The remaining workspaces you have access to sit behind the "Show x more" toggle.