Manage Workspaces, Teams, and Settings

Welcome to your comprehensive guide on managing workspaces, teams, and settings in SignNow. Whether you're an admin looking to streamline collaboration or a team member seeking clarity on your role, this page will walk you through every essential aspect of workspace and team management. From understanding user roles and permissions to customizing branding, integrating payment solutions, and connecting cloud storage, you'll find actionable steps and best practices to ensure your organization operates efficiently and securely.

Let's dive in and unlock the full potential of SignNow for your team.

Understanding Workspaces and Teams in SignNow

In SignNow, a Workspace serves as your central hub for collaboration, document management, and user administration. Each workspace is automatically equipped with a connected Team space, making it easy to share documents, templates, and folders with your colleagues. This structure is designed to foster seamless teamwork, allowing admins to set global policies and members to access shared resources efficiently.

For those transitioning from the previous "Organizations" terminology, rest assured that all core functionalities remain, with enhanced clarity and control under the new Workspaces framework.

Workspace and Team Roles Explained

Roles are the backbone of secure and productive collaboration in SignNow. There are two primary roles within a workspace: Admin and Member. Admins have comprehensive control over workspace settings, user management, branding, compliance, and payment integrations. Members, on the other hand, operate within the boundaries set by admins, focusing on document collaboration and sharing.

In team settings, you may also encounter roles such as Owner (the creator of a team), Admin (who can manage members and shared folders), and Member (who can share documents and invite others but cannot change team settings).

Understanding these roles ensures that permissions are assigned appropriately, maintaining both security and flexibility.

Creating and Managing Workspaces

Getting started with a workspace in SignNow is effortless. Upon account verification, your first workspace is automatically created, and you are assigned as both an admin and a member. This dual role allows you to immediately begin inviting users, managing teams, and configuring workspace-wide settings.

Admins can create additional workspaces as needed, each with its own team, settings, and branding. This flexibility is ideal for organizations managing multiple departments or projects. Workspace management includes inviting new members, assigning roles, and overseeing subscription access.

Adding and Managing Team Members

Inviting and managing team members is central to effective collaboration. As an admin, you can add users by email, assign them roles (Member, Moderator, or Admin), and monitor their status and activity. The user management interface provides powerful filtering and search tools, making it easy to oversee large teams.

Pending invitations, role changes, and subscription statuses are all visible at a glance. You can also promote or demote users, remove members, and generate reports on user activity. This ensures your team remains organized and secure.

Configuring Workspace Settings and Permissions

Workspace settings are the foundation of your team's workflow and security. Admins can configure the workspace name, upload a custom logo, and set signing preferences that apply to all members. Toggle options allow you to control signature saving, auto-application of signatures, and mobile signing behaviors.

Permissions can be fine-tuned to ensure compliance with your organization's policies. For example, you can restrict document access, enforce hand-drawn signatures, or hide the 'Decline to Sign' option. These settings help maintain a consistent and secure signing experience for everyone.

Branding, Compliance, and Payment Integrations

SignNow empowers you to present a professional image and meet industry standards.

Branding: Customize your workspace with logos, color schemes, and personalized email invitations. This ensures every interaction reflects your organization's identity.



Compliance: Enable compliance settings such as 21 CFR Part 11, HIPAA, and PCI DSS to align with regulatory requirements. These options are easily accessible in the compliance settings section.



Payment Integrations: Seamlessly connect payment services like Stripe to collect payments during document signing. This integration streamlines your workflow and enhances customer experience.

Managing Documents and Shared Team Folders

Document management is at the heart of SignNow's collaborative power. Workspaces and teams come with shared folders for documents and templates, making it easy to organize, share, and reuse content. Admins and owners can enable shared folders for documents and templates, while members can contribute by uploading and sharing their files.

Ownership rules ensure that only the creator of a document or template can edit or delete it, protecting your team's work. Shared folders foster transparency and efficiency, allowing everyone to access the latest versions and collaborate in real time.

Connecting and Managing Cloud Storage

Integrating cloud storage with your workspace ensures that all signed documents are securely archived and easily accessible. SignNow supports connections to popular cloud storage providers, enabling automatic or manual export of signed documents. Admins can configure these integrations in the workspace settings, specifying export modes and destination folders.

This feature not only streamlines document management but also enhances compliance and backup strategies. Members can rest assured that their signed documents are safely stored and retrievable at any time.

Frequently Asked Questions

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