Vinesign allows users to text or email a .pdf document for clients to securely fill and sign. The clients’ ability to sign the document from their phone significantly speeds up the signature collection process. 

This article provides an overview of the following areas within Vinesign:

Home Page
Documents
Templates
Reports
Team
Settings
User Account Settings

Note: Only Admins have access to the Reports, Team, and Settings pages in Vinesign. If you need these permissions, contact an Admin in your organization.

Home Page

The home page is the first page you’ll see after logging into Vinesign. This page allows you to quickly begin sending documents or creating templates, and view recent documents.

At the top of the home page, click Sign & Send Documents to create a document to send, or click Create Templates to design a new template.

The Recent Documents section displays your organization’s documents, with the most recently sent documents first. By default, these documents are displayed in a list view. To toggle to a grid view, click the grid icon in the top right corner. Click View All to be taken to the Documents tab, where you can browse all of your documents.

Each document displays the following: 

• document preview 
• recipient and sender details
• the document’s status
• document download link 

Click the vertical ellipsis icon to open a dropdown with additional actions.

Click the Vinesign logo in the top menu to return to the home page at any time.

Multiple Document Download Links

When a document contains multiple files, its document download link will read “Multiple,” and clicking the link will open the list of files.

The opened list displays all sent documents. Documents that are unsigned or partially signed display a label that reads “Original,” and clicking those documents will download the original unsigned document. Click Download All to download the combined PDF file with any signatures collected thus far.

If the document has been fully signed, the individual documents display a label that reads “Signed”. Click the individual documents to download the signed version of each. Click Download All to download all of the signed documents in a single zip file.

Documents

You can view the status, history, and verification of your documents in the Documents tab. This tab also has options for copying, resending, and deleting a document. Click Documents along the top of the page to navigate to this tab.

The Documents tab consists of a list of sent documents. The documents you see depend on the privacy settings for the document and template. Each document in the list displays the following information: 

• document title
• document status: Sent, Failed, Error, In Progress, Signed, Expired, or Declined
• first recipient and their contact information
• document download link
  • When a document contains multiple files, this link will read “Multiple,” and clicking the link will open the list of files. Learn more about multiple document download links.
• associated Filevine project, if available
• date sent

Actions

On the far right of the document information, click the vertical ellipsis in the Actions column to view additional options. The options you see will vary, depending on the status of the document.

• Click Resend to resend a document. This option will only be available for documents that have not yet been fully signed. 
• Click Expire to invalidate the document. Expired documents can no longer be signed recipients. This option will only be available for documents that have not yet been fully signed. Vinesign will ask you to confirm this action before proceeding.
• Click Copy to create a new document for sending from a previous document. Clicking this option brings you to the Design page for the new document. Any fields used in the previous document will appear in the new document. Additional signers will also be copied over. From here, you can customize the new document as desired, and fill out the information on the Send page as normal.
• Click Delete to delete the document. Vinesign will ask you to confirm the deletion before proceeding. Deleted documents are not recoverable, so use caution when deleting. 
• Click Document History to see an in-depth breakdown of actions taken on the document, like when a recipient viewed or signed the document.
  
• Click Verification to verify the document and generate an audit log of all user actions. This option will only be available for documents that have been fully signed. Learn more about document verification.
  • When a document contains multiple files, clicking Verification will open a list of each file’s verification page. Click a file link to download that verification page, or click Download All to download all of the verification pages in a single zip file.
    
    

At the top right of the Documents tab, click + Create Document to create and send a document. Learn more about sending documents.

Search and Filter

At the top left of the document list, you can search and filter the list as desired. To search, click the Search documents… box and enter a keyword. Click Apply or hit the Enter key to view the search results.

Clicking the Search documents… box or the Filters button also brings up options for filtering the list. You can filter the list by document status, creation date, and by user. When you’ve selected the desired filters, click Apply to generate the filtered list. Click Reset to revert to the default filters.

Templates

You can view and manage your document templates in the Templates tab. Click Templates in the top menu to navigate to this tab.

The templates you see will depend on the privacy settings for the template. Each template in the list displays the following information: 

• template title
• template creator
• download link for the template’s document
• date created

Actions

On the far right of the template information, click the vertical ellipsis in the Actions column to view additional options. 

• Click View to open and view the template.
• Click Edit to open the Design page for the template, where you can add additional fields and make other desired changes. Learn more about editing templates.
• Click Send to open the Send page for the template, where you can send the template to the desired recipients. Learn more about sending documents.
• Click Delete to delete the template. Vinesign will ask you to confirm the deletion before proceeding. Deleted templates are not recoverable, so use caution when deleting.
• Click Download to download the template’s document to your device.

At the top right of the Templates tab, click + Create Template to design a new template. Learn more about designing templates.

Search and Filter

At the top left of the template list, you can search and filter the list as desired. To search, click the Search templates… box and enter a keyword. Click Apply or hit the Enter key to view the search results.

Clicking the Search templates… box or the Filters button also brings up options for filtering the list. You can sort by date, and filter by creation date and user. When you’ve selected the desired filters, click Apply to generate the filtered list. Click Reset to revert to the default filters.

Reports

Admins can see an overview of your sent documents by clicking on the Reports tab along the top of the page. This tab allows you to easily see how many documents you’ve sent within a defined time range, and the status of all of those documents.

At the top of the Reports section, select a team member from the dropdown to view the documents sent by that member. Adjust the dates to specify a different time range. Then, click Generate Report to view the results, which will be displayed in a bar graph. Below the graph, review more information on the documents and templates created during this time range.

Team

Admins can view and manage team members by clicking on the Team tab along the top of the page. 

The list displays the following information for each team member:

• name
• email address
• status 
• role 
• if private templates are enabled for the team member
• if private documents are enabled for the team member

Enter a term into the Search team… box to filter the list. The list will filter as you type. Click Export to Excel to download a spreadsheet of the filtered list. 

Admins can also add new team members and edit existing ones in this section. Learn more about managing your team. 

Settings

Admins can manage organization-level settings by clicking on the Settings tab along the top of the page.

Organization Settings

In the Organization Settings section, you can customize your organization name. You can also opt to attach a copy of the unsigned document to the initial email that is sent to signees, or include a document’s ID and verification URL on signed documents.

Message Settings

In the Message Settings section, you can choose the language used in text and email messages to document recipients, and customize those messages. Selecting Spanish changes the signee experience (prompts, buttons, and confirmation email) to Spanish as well. These message settings will always appear in new templates and documents by default, but can be edited by the user creating the template or document.

Note: If a message has been customized in this section, and an Admin selects a different message language and saves the changes, then the original customized message will be lost.

Enhanced Notifications

In the Enhanced Notifications section, the types of notifications you can receive are listed. In the Email column, select from the following notification types:

• Click the Sent checkbox to send a notification email when a document is sent and received by the recipients, but not yet opened. 
• Click the Viewed checkbox to send a notification email when the document’s recipients have opened the document, but haven’t signed yet.
• Click the Declined checkbox to send a notification email when a signer has declined to sign the document.
• Click the Signed checkbox to send a notification email when a signer has signed the document.
• Click the Completed checkbox to send a notification email when all signers have finished signing the document.

If your Vinesign organization is integrated with Filevine, the Filevine column also appears. Clicking a checkbox in this column will create a note in Filevine when the document action occurs, provided that the document is associated with a Filevine project.

Reminders

In the Reminders section, click the Send Signers Automatic Reminders checkbox to choose the desired reminder frequency. When selected, the reminder frequency options appear below. Select the desired reminder days. For example, selecting the Day 2 and Day 6 checkboxes will send signers an email reminding them to sign the document on the first and fifth day after sending.

When you’ve finished editing your settings, be sure to click Save Changes at the bottom.

User Account Settings

To manage your user account settings, click the downward caret at the top right of the page, next to your profile and username, and select My Account from the dropdown.

Personal Info

In the Personal Info section, you can edit your first and last name, and the email address associated with your Vinesign account. When finished, click Save Changes.

Change Password

In the Change Password section, you can reset your password by entering your current password and new password. When finished, click Save Changes.

Notifications

In the Notifications section, your organization’s notification settings appear by default. To change your personal notification settings, select the notification types you’d like to receive. To revert the selections back to your organization settings, click Use Org Notifications. If you’d like to send the notifications to an email address besides your account email, enter the desired email in the field at the bottom of the page. 

When finished, click Save Changes. These settings will apply as the default for all documents that you send, although you can adjust the settings for each document manually.

Subscription

In the Subscription section, you can view details about the status of your organization’s Vinesign subscription.