Document settings control how a document behaves before and during the signing process. These settings define visibility, privacy, ownership, signature rules, scheduling logic, and expiration. This article explains each concept so you understand how document settings affect collaboration, access, and signing.
1. Visibility & Privacy Rules
Document visibility determines who can view the document and under what conditions.
Standard visibility
Any assigned recipient can open and view the document using their secure access link.
Additional stakeholders may be identified if viewer identification is enabled.
Access is tied to the link and recipient identity.
Private document mode
Only the assigned recipients can view the document.
Forwarded links will not open for non-assigned viewers.
Identification prompts do not grant access to unassigned viewers.
Use private mode when documents contain sensitive or controlled information.
Template behavior
Visibility rules apply each time the template is used.
Switching a document to private mode affects only that specific send-out.
2. Signature Transfer Rules
Signature transfer controls whether a signer can hand over signing rights to someone else.
When signature transfer is enabled
Recipients can forward the document and reassign their signing responsibility to a different person.
The new signer becomes the authorized party for that role.
Sender visibility includes both the forwarder and the new signer in the audit trail.
When signature transfer is disabled
Only the assigned signer can complete their signing step.
Forwarded links cannot be used to sign.
This is recommended when signing authority must be strictly controlled.
Use cases
Enabled: sales proposals, multi-stakeholder evaluations, low-risk approvals
Disabled: legal agreements, compliance-sensitive contracts, financial documents
3. Start & End Date Logic
Some documents include contract or agreement date fields that are managed in the document settings.
Start date
Represents when the agreement becomes effective.
Purely informational and does not affect when a recipient can sign.
Common for subscription, service, or contract templates.
End date
Indicates when the agreement or contract period finishes.
Also informational, not a restriction on document access.
Useful for renewals, contract lifecycle tracking, and reporting.
How start/end dates behave
They do not restrict signature timing.
They do not automatically trigger expiration.
They appear on the final signed document and certificate when included.
4. Expiration Logic
Expiration controls how long a document can be opened, viewed, or signed.
What expiration does
Prevents access after the expiration date passes.
Blocks recipients from signing once expired.
Adds an “Expired” status to the document.
Behavior while active
Recipients can view and sign until the exact date and time set.
Senders can update the expiration on drafts and active documents if changes are allowed.
Behavior after expiration
Recipients cannot open or sign the document.
The sender can choose to update the expiration to reopen it.
Signing certificates and audit logs reflect the updated expiration if extended.
Best practices
Use expiration to create urgency and protect outdated proposals.
Update expiration when needed to keep stalled deals active.
For long-term contracts, use start/end dates + a longer expiration window.
5. Document Ownership Basics
The document owner is the user responsible for managing, sending, and updating the document.
What the owner controls
Sending and resending
Editing content and recipients
Modifying settings
Managing engagement features and communication templates
Viewing analytics and audit logs
How ownership behaves
Ownership can be reassigned to another user before or after sending.
Only one owner exists per document.
Changing ownership does not affect the document’s recipients or signing flow.
Ownership is used in reporting and engagement tracking.
When to change ownership
Team member shift (handover between reps)
Vacation or absence
When a different seller or account manager should handle the document
When reassigning deals within a pipeline
Summary
Document settings define how a document behaves from creation to completion. Visibility rules control who can view the document; privacy mode restricts access to assigned recipients; signature transfer determines whether signers can reassign their role; start and end dates describe contract timing; expiration controls document access; and ownership defines who manages the document. Together, these settings ensure secure, accurate, and controlled document workflows.