How to Archive Your DottedSign Document

In DottedSign, you can track and manage documents that are in different stages in the dashboard. They are categorized in sections based on their current signing status; for example, completed, waiting for signatures, and canceled etc.

One of the most common statuses that the user would categorize the document is ‘Archive’. When the document has been completed signing or canceled, the user can move it into the Archive section. This feature can benefit the user to have a better document organization in order to stay on top of work.

Type of documents that can be archived :

• Completed tasks
• Canceled tasks
  1. Voided tasks
  2. Declined tasks
  3. Expired tasks

Documents that are drafts or waiting for others’ signatures cannot be archived. The owner needs to change the status of the document to the above mentioned.

How to Archive the Document

Once you have archived a document, it will be moved to a separate section named ‘Archive’ in your dashboard. The Archive feature works on tasks that are created and sent by yourself (owned by you) and those signature requests sent from others.

1. Go to the “Completed“ or “Canceled” section.
2. Choose the document you’d like to archive and click “More (···)” to expand the settings tab.
3. Select “Archive”.
4. The selected document will be moved to the “Archive” section.

*Note: Only documents that are completed or canceled can be archived.

How to Unarchive the Document 

In case you’d like to delete documents that you no longer need, and they have been previously moved to the Archive section, you will have to unarchive the document first in order to do so.

1. Go to the “Archive” section.
2. Choose the document you’d like to unarchive, and click “More (···)” to expand the settings tab.
3. Select “Unarchive”.
4. The document will be moved back to the section before archived.

How to Search the Archived Tasks

1. Click “Search” on the top bar.
2. Select “Archive”, which is located above the search tab.
3. Search the document. There are two ways to search:

Method 1: Search by Task Name

1. Key in the document title in the search tab and click search.
2. The document with the corresponding title will be displayed in the result.

Method 2: Search by Signer

1. Select “Signer” on the right-hand side to change the search settings.
2. Key in the signer’s name that was assigned to the document in the search tab and click search.
3. The document with the corresponding signer name will be displayed in the result.

From the Admin Perspective: How to Manage Your Team Permission to Archive Tasks

1. Go to the “Admin Console”.
2. Click “Permission” under the “Organization“.
3. Click “ Edit” to change the setting.
4. Scroll down to find “Archive signing tasks - Sent and requested by team members” under the “Tasks - Get Signatures”.
5. Select or unselect the checkbox to give or remove the permission to the manager.
6. Scroll up and click “confirm” to apply the change.

*Note: Only the admin and manager have the permission to archive a team member’s tasks.

From the Admin/Manager Perspective: How to Archive Your Team’s Documents

As an admin or the manager with permission, your authority allows you to archive or unarchive your team member’s tasks. Please note the types of documents that can be archived, including the ones stored in “Completed” and “Canceled”.

1. Go to the “Admin Console”.
2. Click “Management” under the “Tasks”.
3. Select “Task List“, and choose the document you’d like to archive. You can use the search feature to quickly locate the document. There are three ways:

Method 1: Search by Task Name

1. Key in the document title in the search tab and click search.
2. Locate the document you’re looking for in either the ”Completed“ or “Canceled” section.
3. Click “More (···)“ to expand the settings tab.
4. Select “Archive“.
5. The selected document will be moved to the “Archive“ section.

Method 2: Search by Signer

1. Select “Signer” on the right-hand side to change the search settings.
2. Key in the signer’s name that was assigned to the document in the search tab and click search.
3. Locate the document you’re looking for in either the ”Completed“ or “Canceled” section.
4. Click “More (···)“ to expand the settings tab.
5. Select “Archive”.
6. The selected document will be moved to the “Archive“ section.

Method 3: Search by Team Member

1. Select the team member who is associated with the document you want to archive.
2. Set a period and click search.
3. You will see all the tasks owned by the selected team member and each of their task status.
4. Click “Completed“ or “Canceled” to find the document you want to archive.
5. Click “More (···)” to expand the settings tab.
6. Select “Archive”.
7. The selected document will be moved to the “Archive” section.

From the Admin/Manager Perspective: How to Unarchive Your Team’s Documents

1. Go to the “Admin Console”.
2. Click “Management” under the “Task”.
3. Select “Archive“, and choose the document you’d like to unarchive. You can use the search feature to quickly locate the document. There are three ways:

Method 1: Search by Task Name

1. Key in the document title in the search tab and click search.
2. Click “More (···)“ to expand the settings tab.
3. Select “Unarchive“.
4. The selected document will be moved back to the section before archived.

Method 2: Search by Signer

1. Select “Signer” on the right-hand side to change the search settings.
2. Key in the signer’s name that was assigned to the document in the search tab and click search.
3. Locate the document you’re looking for.
4. Click “More (···)” to expand the settings tab.
5. Select “Unarchive”.
6. The selected document will be moved back to the section before archived.

Method 3: Search by Team Member

1. Select the team member who is associated with the document you want to unarchive.
2. Set a period and click search.
3. You will see all the tasks owned by the selected team member and each of their task status.
4. Find the document you want to unarchive.
5. Click “More (···)“ to expand the settings tab.
6. Select “Unarchive“.
7. The selected document will be moved back to the section before archived.

From the Admin/Manager Perspective: How to Search the Archived Tasks in the Team

1. Go to the “Admin Console”.
2. Click “Management” under the “Task”.
3. Select “Archive“ and use the search feature to find the archived tasks. There are three ways:

Method 1: Search by Task Name

1. Key in the document title in the search tab and click search.
2. The document with the corresponding title will be displayed in the result.

Method 2: Search by Signer

1. Select “Signer” on the right-hand side to change the search settings.
2. Key in the signer’s name that was assigned to the document in the search tab and click search.
3. The document with the corresponding signer name will be displayed in the result.

Method 3: Search by Team Member

1. Select the team member who is associated with the document you want to find.
2. Set a period and click search.
3. The document that is owned by the selected team member will be displayed in the result.