Manage Documents Using API

Welcome to your comprehensive guide on managing documents using the signNow API. Whether you're building a custom eSignature workflow or integrating document management into your application, the signNow API offers robust tools for uploading, editing, and deleting documents programmatically. This page will walk you through every step — from authentication to best practices — so you can confidently automate your document processes and deliver seamless digital experiences to your users.

Understanding Document Management with the signNow API

The signNow API empowers developers and businesses to automate document workflows, streamline eSignature collection, and manage files at scale. With a single API, you can upload documents in various formats, add or modify fillable fields, assign signing roles, and securely delete files when they're no longer needed. This flexibility is ideal for organizations looking to integrate eSignature capabilities into their own platforms, whether for HR onboarding, legal agreements, financial services, or healthcare compliance. By leveraging the signNow API, you can reduce manual work, minimize errors, and ensure a consistent, secure document lifecycle.

Getting Started: API Authentication and Access Tokens

Before you can manage documents via the signNow API, you must authenticate your requests using an access token. This token verifies your application's identity and grants secure access to your signNow account resources. Generating an access token is the first step in any API workflow. Typically, you'll use OAuth 2.0 to obtain a token, which is then included in the Authorization header of your API requests. This process ensures that only authorized users and applications can upload, edit, or delete documents, protecting sensitive information and maintaining compliance with industry standards.

Below is an example of setting up your API request interface to include the Authorization header with your Bearer token:

Notice how the Authorization header is configured to include the Bearer token, which is essential for every API call.

Uploading Documents via the signNow API

Uploading documents is a foundational capability of the signNow API. You can upload files in formats such as DOC, DOCX, PDF, XLS, XLSX, PPT, PPTX, and PNG, with a maximum file size of 50 MB per upload. This flexibility allows you to support a wide range of business documents, from contracts to forms and presentations.

To upload a document, send a POST request to the `/document` endpoint, including your access token in the Authorization header and attaching the file as form data. The API will return a unique document ID, which you can use for further actions like editing or sending for signature.

Here's how the upload process looks in a typical API client:

When configuring the request body, select the form-data option and use the file parameter to attach your document. The interface makes it easy to select files and send the request.

After sending the request, you'll receive a response with the document ID, confirming a successful upload:

For a visual walkthrough, refer to the step-by-step instructions in the video linked in the documentation.

Editing Documents and Fields Using the API

Once your document is uploaded, the signNow API allows you to add, modify, or remove fillable fields such as signatures, text inputs, checkboxes, and dropdowns. This is accomplished by sending a PUT request to the `/document/{documentid}` endpoint, specifying the fields and their properties in the request body. Each field can be assigned to a specific signer and marked as required, ensuring that critical information is always completed before a document is finalized.

For example, you can add a signature field and a text field to the first page of a document, assign them to 'Signer 1,' and set them as required. The API's flexible field structure supports complex workflows, such as multi-signer routing and conditional logic.

To learn more about adding signature fields and setting signing roles, check out our detailed guide on signature fields and roles.

Deleting Documents Through the API

When a document is no longer needed, you can securely delete it from your signNow account using the API. This is done by sending a DELETE request to the `/document/{documentid}` endpoint with the appropriate Authorization header. Upon successful deletion, the API will return a confirmation message. This feature is essential for maintaining a clean document repository, complying with data retention policies, and ensuring that outdated or sensitive files are removed promptly. Always double-check document IDs before deletion to avoid accidental data loss.

Supported File Types and Size Limits

The signNow API supports a wide range of file types to accommodate diverse business needs. Accepted formats include DOC, DOCX, PDF, XLS, XLSX, PPT, PPTX, and PNG. Each file uploaded must not exceed 50 MB in size, ensuring fast processing and reliable performance. This limit also applies to attachments uploaded by signers through the signNow editor. By adhering to these guidelines, you can prevent upload errors and ensure a smooth experience for all users.

Best Practices for Secure and Efficient API Usage

• Use Secure Authentication: Always generate and use access tokens securely. Never expose your credentials in client-side code or public repositories.
• Validate File Types and Sizes: Check file formats and sizes before uploading to avoid unnecessary API errors.
• Handle Errors Gracefully: Implement error handling for common issues such as invalid tokens, unsupported file types, or exceeded size limits. Provide clear feedback to users.
• Monitor API Usage: Track your API calls and responses to identify bottlenecks or unusual activity. This helps maintain performance and security.
• Follow Data Retention Policies: Regularly delete outdated or unnecessary documents to keep your account organized and compliant.
• Keep Documentation Handy: Reference the official signNow API documentation for the latest endpoints, parameters, and best practices.

Troubleshooting Common API Document Management Issues

Even with a robust API, you may encounter occasional issues such as failed uploads, authentication errors, or unexpected responses. Here are some tips for resolving common problems:

• Check Access Tokens: Ensure your token is valid and has not expired. Regenerate tokens as needed.
• Verify Endpoint URLs: Double-check that you are using the correct API endpoints and HTTP methods.
• Inspect Request Headers: Confirm that the Authorization header is correctly formatted as 'Bearer {token}'.
• Review File Specifications: Make sure your files meet the supported type and size requirements.
• Consult API Responses: Read error messages carefully — they often provide clues for quick resolution.
• Reference Documentation: For detailed troubleshooting, visit the signNow API documentation.

Frequently Asked Questions

Ready to build your own eSignature integration? Try the signNow API for free and unlock the full potential of automated document management in your applications.

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