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Sharing documents

signoSign/Universal offers you the option to share documents with an external party using a link. The special feature here is that this party does not require any login details in order to open and sign the document. Such a process is also referred to as a “sharing case” in signoSign/Universal.

A document can be shared as often as required. Each share creates a unique link that refers directly to the selected document. If the document is edited via a link, the changes are immediately visible in your filing system. For security reasons, the links lose their validity after being processed by the recipient.

The generated link can be opened by anyone. As long as the link is not password-protected, anyone who knows the link can open the document.

Share a document from Document Pool

To share a document, simply use the “Share access” or “Share document” function. A window will appear where you have the option to enter a password and a comment. Access can also be sent automatically by email or text message. It is also possible to assign form fields.

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Screenshot: Sharing a document

After you have clicked “Share access,” you will be shown the details and a QR code. In this window you can reset the password for access or edit the comment.

You can use “Copy link” to copy the access link directly to the clipboard and paste it into your own email, for example. You can resend the access link to the document via text message or email using “Resend.”

You can call this dialog with the information and QR code again in various places by clicking the “Details” button, e.g. from the “Shared access” section.

Assign form fields

If you share a document, you can assign form fields to the recipient. The “Assign form fields” button is offered for this purpose in the Share dialog. A preview of the document opens. Here you can select or deselect form fields by clicking the field or using the sidebar. Selected fields are displayed in green, and unselected fields in red. The recipient of the document can only see and edit the selected fields. If you do not assign any form fields, generally all fields will be visible.

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Screenshot: Assign form fields

Shared access in the document list

As soon as a document has been shared, a “paper airplane” icon is displayed next to the file name in the document list. By clicking this icon, you can see the shared accesses to the document.

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Screenshot: Shared processes in document list

Further information on the sharing cases can be found in the detailed view of the shared access or the document or in the “Shared documents” section.

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