Prerequisites: You have View access to Signing to see the list, and Edit access to make changes.

The Documents area lists every document in the Signing module, wherever it came from: uploaded from your computer, brought in from iManage or NetDocuments, or added from a list or data room (see Uploading documents for signing). From here you can track progress, find documents and act on them one at a time or in bulk.

To open it, click Documents in the Signing menu.

Five panels at the top show how many documents are at each stage:

Action required applies to packs and signatories, not to documents themselves. See Introducing packs.

The Parties and Signatories counts often differ, because each party can have several signatories, and a person might sign both personally and for a company.

Each document carries a version state made up of two parts:

A newly uploaded document starts as V1 Draft. As the document progresses you can upload new versions and move its status on, so the version state always shows where the document stands, for example V3 Execution. Once a document is fully signed, its version state changes to Signed automatically, for example V2 Signed.

Click the document's version state in the list and choose the new status: Draft, Agreed form or Execution.

You can also do this from the Details tab of the document's side panel (see Viewing a document's details), or with the Change state link when adding documents to a pack.

Documents need to be in Execution before they can go in a Whole documents pack or a document pack. A Signature pages pack accepts documents in any state.

The state belongs to the document and applies to its current version. You can move it in any direction between Draft, Agreed form and Execution. When you upload a new version, it takes the state of the version before it.

Note: While a document is in a Whole documents pack or a document pack that has not been sent, it cannot be moved out of Execution. Remove the document from the pack, or delete the pack, to change its state. Once the pack has been sent, the state stays locked until the pack is voided.

Signed is never in the state dropdown. A counterpart document becomes Signed when it is collated. A document signed as an entire document becomes Signed when its DocuSign envelope completes.

Once a document is Signed it is final. You cannot upload a new version of it, and you cannot add parties or signatories.

Caution: You can also set a document to Signed by hand. Legatics asks you to confirm, because this cannot be undone. It does not create a new version. The current version is marked as the signed one. Afterwards you cannot upload a new version or change parties and signatories. Only do this once you are sure the document is finished.

If the document changes after signing, upload the amended document as a new document and send it for signing again.

When you upload a new version of a document that was tagged, its parties and signatories carry over, but the page tagging does not. Legatics looks for the signature pages again on the new version, and you need to check them and tick who signs each one, as page numbers may have changed. A banner appears at the top of the Documents list naming the documents affected. It asks you to check and save their signature pages so that DocuSign can match them automatically. Click Tag signature pages in the banner to do this. See Managing signature pages.

Why this matters: when Legatics knows which pages are signature pages and who signs each one, signed pages that come back through DocuSign are matched to the right place in the document automatically. Without up-to-date tagging, you would need to match them manually.

If the document is already in a pack, the same warning appears against it in the pack. See Working with a signer pack.

Hover over the document name and click the Rename icon. You can rename signers in the same way.

Use the search bar to find a document by name.

Click Filter to narrow the list by:

To start again, click Clear all filters.

Tick the checkbox beside one or more documents. A bar appears at the bottom showing how many you have selected, with these options:

Options that do not apply to your selection are greyed out. To clear your selection, click the X at the end of the bar.

Export creates a zip file of the selected documents, which you can save to your computer, or to iManage or NetDocuments if connected.

Click the More actions button (three dots) on a document's row for these options. Options that do not apply to the document at the time are greyed out.

Choose Remove from the document's More actions menu, or select documents and click Remove in the bar at the bottom. You will be asked to confirm.

Removing a document cannot be undone. It is also removed from any pack it is in, including a pack that has already been sent. The confirmation message names any pack that the document will be removed from.