Who can access signed documents in Simployer One

Who can access signed documents in Simployer One?

After a signing process is completed, the signed document is securely stored in Simployer One. Access to the signed PDF depends on the role each participant had in the signing process. 

Only people who were included in the signing process can access the completed document.

Before you begin

Access to signed documents is determined when the signing process is created. If someone needs access to the completed document, they must be included in the signing process before it is sent.

Where are signed documents stored?

When all required signing parties have signed the document: 

• The signing process is completed.  
• A signed PDF is automatically generated.  
• The signed PDF is securely stored in Simployer One.  

The document remains available for the people who have permission to access it.

Who can access a signed document? 

The following participants can access the signed PDF: 

• Signing parties  
• Observers  
• The signing process creator  

These participants receive access automatically when the signing process is completed. 

Can the target employee access the signed document? 

The target employee can access the signed document if they are included in the signing process as a signing party or observer. 

When a target employee is added to a signing process, they are automatically added as a signing party. If they remain a signing party, they will have access to the completed document. 

If the target employee is removed as a signing party and is not added as an observer, they will not have access to the signed PDF. 

Where can signing parties find signed documents?

After the signing process is completed, signing parties can access the document from: 

Profile → Documents → Shared documents 

The document is available as a read-only PDF.

Where can observers find signed documents?

Observers also receive read-only access to the signed document. 

Like signing parties, observers can access the completed PDF from: 

Profile → Documents → Shared documents 

Observers can view the document but cannot make changes to it.

What access does the signing process creator have? 

The person who creates the signing process becomes the owner of the signed PDF. 

The signing process creator can: 

• Track the signing process  
• Download the signed PDF  
• Access the completed document after signing  

The creator retains ownership of the completed signing process. 

Can someone who was not included in the signing process access the document?

No. 

Only participants who were assigned an appropriate role before the signing process was sent can access the completed document. 

If someone needs access later, they cannot simply be added to an already completed signing process. 

Important 

Make sure everyone who needs access to the completed document is included as a signing party or observer before sending the signing process. 

Can I change document access after the signing process has started?

No. 

Once a signing process has been sent, you cannot change who has access to the completed document. 

If the participant list is incorrect: 

1. Revoke the signing process.  
2. Edit the draft.  
3. Add or remove participants.  
4. Send the updated signing process.  

Can I download signed documents?

Yes. 

After all required signatures have been collected, authorized users can download the signed PDF from the Signing processes page. 

To download a signed document: 

1. Navigate to Documents → Signing processes.  
2. Locate the completed signing process.  
3. Click the three-dot menu (Actions).  
4. Select Download PDF. 

Best practices

Tip

Review the participant list before sending a signing process to ensure everyone who needs access has been included. 

Tip

Use Observers for HR colleagues or managers who need to follow the process and access the completed document without signing it. 

Important

Document access cannot be changed after the signing process has been sent. If the wrong participants were included, revoke the signing process and create a corrected version. 

FAQs

Who can access a signed document?

Only the signing parties, observers, and the signing process creator can access the completed document. 

Can someone be given access after the signing process has finished?

No. Access is determined when the signing process is created. To change participants, you must revoke the signing process, update the draft, and send it again. 

Where can employees find signed documents?

Employees who participated in the signing process can find completed documents under Profile → Documents → Shared documents. 

Can observers download signed documents?

Yes. Observers have read-only access to the completed PDF and can access the signed document after the signing process is completed. 

Does the target employee automatically have access to the signed document?

Yes, if they remain a signing party or are added as an observer. If they are removed from both roles, they will not have access to the completed document. 

Who owns the signed PDF?

The user who created the signing process becomes the owner of the signed PDF.