Managing and Sharing Contacts
SignNow’s contacts management feature is designed to simplify your workflow by centralizing all your recipient details in one secure, collaborative address book. Whether you’re sending documents for signature, collaborating with your team, or tracking document interactions, SignNow’s robust contact tools help you stay organized and efficient. This guide walks you through every aspect of managing and sharing contacts, from adding new entries to leveraging advanced sharing and tracking features for seamless collaboration.
Understanding Contacts Management in SignNow
At its core, SignNow’s contacts management acts as your digital address book, storing essential details such as full name, email, phone number, company, and address for every recipient. This centralized approach not only saves time when sending documents or invites but also ensures consistency and accuracy across your workflows. Every time you exchange a document with someone, they’re automatically added to your contact list, making it easy to keep track of all your business relationships. The platform also supports grouping, sharing, and tracking interactions, so you always have a clear overview of your communication history and document exchanges.
Adding and Editing Contacts
Adding new contacts in SignNow is intuitive and flexible. Start by navigating to the Contacts page, where you’ll see a comprehensive list of all your current contacts. Click the + Add Contact button to open the contact creation form. Here, you can enter detailed information, including name, email, phone number (with country code), company, job title, and address. This ensures every contact profile is complete and ready for future document exchanges.
Once a contact is created, you can edit their details at any time by clicking the ellipsis (...) next to their name and selecting Edit. This flexibility allows you to keep information up to date as roles or contact details change. For even more context, you can add notes to each contact—perfect for reminders or sharing insights with your team. Mention colleagues in notes using @ followed by their email to notify them directly.
Organizing Contacts with Groups
As your contact list grows, organization becomes essential. SignNow enables you to create and manage contact groups, making it easy to segment contacts by department, project, or any custom criteria. Simply select one or more contacts and add them to a group for streamlined management. Groups are especially useful for bulk actions, such as sending documents to multiple recipients or managing permissions for a specific team.
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Sending Documents and Invites to Contacts
With your contacts organized, sending documents or invites is just a few clicks away. From the Contacts page, search for the recipient by name or email, then select them and click Send Document or Send Invite. You’ll be prompted to choose from a variety of document sources, including uploads, templates, cloud storage, or your forms library.
This streamlined process ensures you can quickly send contracts, agreements, or forms to any saved contact. If you need to replace a signer after an invite has been sent, simply select the relevant contact and update the signer’s email—no need to start the process from scratch.
Sharing Contacts and Managing Permissions
Collaboration is at the heart of SignNow’s contact management. You can share contact details—and all associated document exchanges—with colleagues or team members, ensuring everyone has the context they need. To share a contact, click the Share button next to their name, enter the email addresses of the users you wish to share with, and set the appropriate permissions. Shared users will receive an email notification and gain access to all exchanged documents, with actions determined by their role (owner, signer, CC, etc.).
Managing permissions is simple—review who has access to each contact, adjust roles as needed, or remove access entirely. This granular control ensures sensitive information is only shared with the right people.
Tracking Document Interactions and Notes
SignNow’s contact management doesn’t just store information—it also tracks every interaction and document exchange. By viewing a contact’s details, you can access a complete history of activity, including sent and received documents, status updates, and notes left by you or your team. This transparency streamlines follow-ups and ensures everyone is on the same page.
Notes are especially powerful for collaboration. Mention a colleague in a note using @ and their email address to send them a notification, ensuring important updates never go unnoticed. For more on notes, see our Notes Management article.
Replacing Signers Using Saved Contacts
Flexibility is key in document workflows, and SignNow allows you to replace signers on sent invites using your saved contacts. If a recipient’s email changes or a different person needs to sign, simply select the document, choose the new contact, and update the signer’s information. This feature saves time and reduces errors, ensuring your document processes remain smooth and uninterrupted.
Frequently Asked Questions
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Can I bulk add or delete contacts in SignNow?
Yes, SignNow allows you to select multiple contacts at once for bulk actions such as adding to groups or deleting. This is especially useful for managing large contact lists efficiently. Simply use the checkboxes next to each contact and choose the desired action from the available options.
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What information can I store for each contact?
Each contact profile can include full name, email address, phone number, company name, job title, and address. You can also add notes for additional context or reminders, and mention team members to notify them about updates.
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How do I manage permissions when sharing contacts?
When sharing a contact, you can specify which users have access and what actions they can perform based on their role (owner, signer, CC, etc.). You can review and adjust permissions at any time, ensuring only the right people have access to sensitive information.
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Is it possible to track document history and notes for each contact?
Absolutely. Every contact’s profile includes a detailed history of all document exchanges, activity logs, and notes. This makes it easy to review past interactions and maintain a clear record of communication.
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Can I use contacts to replace signers on already sent invites?
Yes, you can use your saved contacts to replace signer emails on documents that have already been sent for signature. This provides flexibility in managing document workflows and ensures the right person always receives the invite.
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Are contacts automatically added when I send or receive documents?
Yes, whenever you exchange documents with someone through SignNow, their details are automatically added to your contact list for future use.
SignNow’s contacts management tools are designed to empower your team, streamline document workflows, and foster seamless collaboration. Ready to experience the benefits of organized, shareable contacts? Explore SignNow’s plans and start optimizing your business processes today.