You can use Spaces and Folders in Papersign to better organize your documents and manage access across your team.

Using Spaces

Think of a Space as a home for your work. You can set rules for each Space that control who on your team can view or edit what's inside.

Spaces are shared across Paperform and Papersign. A Space you create in Papersign is also available in Paperform, and a Space created in Paperform shows up here. Forms and documents for the same client or project can live in the same Space.

You will find your Spaces along the left sidebar of the Papersign Dashboard. When you select a Space, the Search Bar and Status Buttons apply only to documents inside that Space. Use Global Search to look across all the Spaces you have access to.

Depending on your permissions, you should see the following spaces by default:

• My Dashboard is a personal space that houses the documents you own, which do not already belong to another Space.
• My Team Dashboard is a shared space accessible to Papersign Admins that houses documents of all team members. To view a team member's documents, select their name from the "Owner" dropdown located below the status buttons.

Why do I see Spaces I didn't create in Papersign?

Spaces are shared across products. A Space you created in Paperform to hold forms will appear in Papersign too. Nothing has been moved, renamed, or deleted. Every document is where you left it, your share links keep working, and the people who could see a Space before can still see it.

How are Spaces ordered?

The sidebar displays up to 10 Spaces. If you have more than that, the rest sit under "Show x more" at the bottom of the list. Click it to see them.

Within those 10, Spaces are sorted so the ones you're most likely to need in Papersign come first:

1. Spaces that contain Papersign documents.
2. Every other Space you have access to.

If you have more than 10 Spaces for Papersign, the additional Spaces will appear at the top of the list within “Show x more”, ahead of any Spaces that only contain forms. A Space that only holds forms sorts below your document Spaces. As soon as you add a document, it moves up.

Paperform uses the same logic: listing Spaces that contain forms first.

You can't reorder Spaces manually in Papersign, and the order you set in Paperform isn't reflected here. Pin a Space to move it to the top.

How do I manage my Spaces?

You can add, pin, rename, share, and delete your Spaces. Most of these are behind the three dots (⋮) next to a Space's name in the left sidebar.

• To rename a Space, click the three dots (⋮) next to its name and select "Rename".
• To delete a Space, click the three dots (⋮) next to its name and select "Delete". A Space can't be deleted while it contains items from another product. If a Space contains items from another product, you'll see a warning rather than a delete option, and you'll need to move or delete these first. The same applies in Paperform to a Space that holds documents.

Adding a Space

Adding new spaces is available on specific pricing plans.

To add a Space:

1. Click "New Space" on the left sidebar of the Papersign Dashboard.
2. Enter a name for your new space and click "Add".
3. (Optional) To share a Space with your team, click the three dots (⋮) next to the Space and select "Share with…" then set the desired permissions.

Pinning a Space

To pin a Space, click the three dots (⋮) next to its name in the left sidebar and select "Pin this space".

Pinning moves a Space into a separate "Pinned spaces" list at the top of the sidebar. Everything else is grouped below it under "Other spaces". These two headings only appear once you've pinned something. Before that, your Spaces are a single list.

Pinning is per product. A Space you pin in Papersign stays pinned in Papersign only. If you want the same Space at the top of your list in Paperform, pin it there as well.

Who can see my Spaces?

By default, a Space is personal until shared, but still visible to Admins. When you set sharing permissions, you can:

• Share with everyone on your team: This will grant your team full access to the space.
• Share with specific members of the team: For each member, you can grant "Full Access" or "Read-Only" permissions.

You can set sharing permissions by clicking the three dots (⋮) → "Share with..." next to the Space. Once shared, a team member will see the Space on their Papersign Dashboard, and documents within will appear in Global Search.

Sharing applies to the Space itself, not to one product. What someone sees inside a shared Space depends on which products they have a seat for. If you share a Space with a Paperform user who doesn't have a Papersign seat, they won't have access to the documents in it, only the forms.

Using Folders

If Spaces are the home for your documents, Folders are the rooms you can sort them into. They inherit the permissions of the Space they're in and can be nested inside one another. Folders are available in Papersign and Stepper, but aren't available in Paperform.

To add a Folder:

1. Select a Space (or existing Folder) where you would like to add the new folder.
2. Click "Add a Folder" at the top of the Dashboard.
3. Type in a name for the new folder and click "Add".

Deleting a Folder

Click the three dots (⋮) next to the Folder and select "Delete".

Deleting a Folder removes its contents too: completed documents are archived, all other documents are deleted, and any webhooks on the Folder or its child Folders are deleted too. A confirmation window tells you what the Folder contains before anything happens.

Like Spaces, if a Folder contains items from another product, you'll see a warning instead of a delete option, and you'll need to move or delete those first.

How do I move a document?

Moving to a Folder

When moving a document to a Folder in the same Space, click and drag the document over the Folder until it becomes highlighted.

Moving to another Space

When moving a document out of one Space and into another:

1. Click the three dots (⋮) to the right of the Document Name, and select “Move…”.

   

2. From the content map, select the desired Space or Folder. You may need to expand the map by clicking the right-facing arrow next to the Space or Folder name to see the levels below it.

   

3. Once you’ve selected a location, click “Move to Location Name” to confirm.

4. (Optional) Click on the button on the success notification pop-up to navigate to the document’s new location.

The Move window lists every Space created in Papersign, or that contains Papersign documents. The remaining Spaces you have access to sit behind the "Show x more" toggle.