Track requests and manage stored documents

Pick the right Documents mode#

What the Library supports now#

The current library browser supports:

• workload counts for visible, awaiting-signature, portal-shared, and attention records
• smart views
• status filters
• search across title, customer, participant, and type
• grid and list presentations
• refresh and clear-filter actions for stale or over-filtered views
• bulk archive, restore, visibility, and portal-sharing actions
• drag-and-drop Upload PDF for new files

When a workspace has no matching documents, the Library keeps upload, view selection, search, and the results panel on the same screen. Start with Upload PDF, or clear filters when the empty state says the current filters are too narrow.

Keep record details accurate#

When a file lands in Library, check the record panel and fix:

• title
• customer name
• visibility: Internal or Customer-visible
• portal sharing
• saved view / filing choice
• tags
• archive state

This is also where the document detail view shows related records, activity, versions, participants, and process context.

Customer-visible makes a document eligible for customer delivery. It does not publish the file to the portal. Turn on portal sharing separately when the customer should be able to open it there.

The detail header also shows the record owner, filing folder, active version, and last update before the operator opens the PDF.

Start signature work from the document#

The signature composer lives on the document detail view. It supports:

• signer name
• email
• phone
• role key
• expiration date
• reset names and roles from the document roster

Signer email and phone details live only on the protected signature request. The document roster stores display names, roles, and progress without copying delivery contacts into the document artifact.

After you create a request, copy each private signing link to the matching signer before leaving the document. Zelio stores a hash of each token, not the plaintext link. If someone loses a link, open Requests and choose Renew signing links. Renewal creates links for people who are still waiting, starts a new seven-day expiration window, and revokes every previous link for that request.

Declining or voiding a request requires a reason. Zelio keeps that reason with the terminal request and its activity history so another operator can see why the signing flow stopped. Issued source files and signed versions cannot be replaced in place; create a corrected request when the document or recipient is wrong.

Common blockers#

• You cannot request signatures: the document is archived or it already has an active request.
• You cannot request signatures from a staged upload or from document types such as receipts that do not use signature requests.
• The customer cannot see the file: check both Customer-visible and portal sharing.
• The file is hard to find: switch smart views before you start loosening every filter.