Rename Documents Before Sending

Renaming your documents before sending them for signature is a simple yet powerful way to keep your workflow organized and ensure recipients instantly recognize the files they receive. In SignNow, you have several flexible options for renaming documents—whether you’re sending a single file, using templates, sharing via invite links, or managing bulk sends. This guide will walk you through each method, highlight best practices, and help you avoid common pitfalls so your document management remains seamless and professional.

Understanding Document Naming in SignNow

Document naming is more than just a label—it’s a key part of your workflow organization and recipient experience. In SignNow, you can rename documents before sending them out for signature, ensuring clarity for both you and your signers. Whether you’re working with single-use documents or reusable templates, the platform provides intuitive options to set or adjust document names at the right stage. Remember, once a document is sent and signed, its name becomes permanent in the system, so it’s important to finalize naming before initiating the signing process.

How to Rename a Document Before Sending

To rename a document before sending it for signature, simply locate the file in your SignNow dashboard. Click the three dots (more options) menu next to the document and select Rename. A pop-up window will appear, allowing you to enter a new, descriptive name for your document. Once you’ve entered the desired name, click Rename to save your changes. This new name will be visible to recipients and help you track the document throughout its lifecycle.

Renaming Document Copies When Using Templates

Templates in SignNow are designed for repeated use, allowing you to send out the same form to multiple recipients without altering the original template. When you use the Invite to Sign feature on a template, you can assign a unique name to each document copy generated from that template. This ensures that each recipient receives a document with a clear, relevant name, while your original template remains unchanged for future use. To rename a document copy from a template:

• Click Invite to Sign on your chosen template.
• In the settings window, find the New Document Copy from Template field and enter your preferred name.

This approach is especially useful for tracking individual signing instances and maintaining organized records.

Setting Document Names with Invite Link

Invite Links in SignNow offer a flexible way to collect signatures from multiple people using a single link. You can configure these links to automatically generate document names based on information entered by signers, such as their name or a date. This is achieved by enabling the Document Names Are Generated From Field Data option in the invite link settings. Only required text and date/time fields can be used for this purpose, ensuring that each completed document is uniquely and meaningfully named. To set this up:

• Click Create Invite Link on your document or template.
• In the settings window, toggle on Document Names Are Generated From Field Data.
• Select the appropriate fillable field (such as a required name or date field).
• Click Save to apply the naming rule.

This feature is ideal for scenarios where you expect multiple signers to complete the same form, such as event registrations or consent forms.

Generating Document Names via Invite Link URL

For even greater flexibility, SignNow allows you to generate custom document names by modifying the invite link URL directly. After copying the invite link, you can append ?sgndocname=YourCustomName to the end of the URL. When a signer accesses the link, the completed document will be saved with the specified name. This is particularly useful for automated workflows or when distributing links through personalized emails. For example, if your invite link is https://signnow.com/invite/abc123 and you want the document to be named signNowContract, your final URL would be https://signnow.com/invite/abc123?sgndocname=signNowContract.

Renaming Documents During Bulk Invite

When sending documents to multiple recipients using the Bulk Invite feature, SignNow enables you to define how each document copy will be named. This is especially important for tracking and organizing large batches of signed documents. You can specify a base name, and SignNow will automatically append recipient-specific details (such as their email address) to each copy, ensuring every document is uniquely identifiable. To rename documents during a bulk invite:

• Open the Bulk Invite dialog for your template or document.
• Enter the desired base name for the document copies.
• Review how recipient details will be incorporated into each filename.

This process streamlines bulk operations and helps prevent confusion when managing large numbers of signed files.

Limitations and Best Practices

While SignNow offers robust options for renaming documents before sending, there are important limitations to keep in mind. Once a document has been sent for signature and the signing process is complete, you can no longer rename it within the platform. If you need to change the name of a signed document, you must download it to your device and rename it locally. Best practices for document naming:

• Always assign clear, descriptive names before sending documents to avoid confusion for recipients.
• Use unique identifiers (such as dates or recipient names) when sending multiple similar documents.
• Double-check document names before initiating the signing process, especially for templates and bulk sends.
• Leverage field-based naming for invite links to automate and personalize document titles.

By following these guidelines, you’ll maintain a well-organized document library and ensure a smooth experience for everyone involved.

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