Use the Documents tab to upload, assign, track, and manage documents for your active team members. Documents can be signed electronically and stored in each member’s profile.
In this article, we'll show you how to:
Upload documents for company-wide use
Assign documents to specific team members
Track who has signed and who is pending
Cancel or archive documents when needed
📌 Access needed: To upload and manage team documents, you need the following permissions:
Add and configure company documents
Assign company documents to active team members
If you don’t have access, reach out to your Super Admin.
To get here, go to Admin View › Documents.
FAQs: Documents tab
Q: I’m unable to save the document during setup. What’s going on?
A: If you selected both “Team member” and “Company” as signers, make sure you’ve added at least one field (like signature, name, or date) for each signer. You won’t be able to save the document unless both signers have at least one field assigned to them.
Q: The document status is still “In Progress,” but the team member says they already signed it.
A: When a document requires signatures from both the team member and the company, it will only show as “Completed” after both have signed. The system sends the document to the team member and the company signer at the same time. If the company signer hasn’t signed yet or didn’t get an email, double-check the document setup to make sure the right company signer is assigned with a valid email address.
Q: How are team members notified when they’re asked to sign a document?
A: Team members get both email and text notifications when a document is assigned to them for signing. If they haven’t completed it after 48 hours, the system automatically send them a follow-up reminder.
If the document task is still not completed after 72 hours, the team member will receive one more one-time reminder, sent during regular local business hours (9 AM to 5 PM). This is to help make sure it doesn’t get missed.
Q: Do company signers get notified when they need to sign a document?
A: Yes, as long as their notifications are turned on. Company signers can receive an email and text message when the document is sent. There is no signing order, so all signers are notified at the same time. They’ll also see a banner in the Documents tab that lets them know a document needs their attention.
To make sure the signer gets the notification:
They must be assigned to the same location and department as the team member
Their notification setting for "When a new task requires your attention" must be turned on
Q: Why are multiple leaders notified when I send a document to a team member?
A: This usually happens when the document is using role-based signers. That means everyone with a certain role, like Super Admin or Manager, at the team member’s location will be notified. The system assumes any of them could review or sign the document. To notify only one person, switch to a user-based signer. This lets you choose a specific person to sign or be notified, no matter what their role is.
The signer you assign must be part of the same location and department as the team member. If they are not, they will not receive a notification and will not be able to sign the document.
To know how to assign a specific signer, see this article: Assign a specific signer.
Q: Can I manually send a reminder to a team member to sign a document?
A: There isn’t a way to manually send reminders right now, but don’t worry, Workstream automatically sends follow-up reminders for any incomplete documents.
If you want to follow up sooner, you can message the team member directly using the SMS messages widget in Workstream.