Managing Documents¶

Learn how to upload, organize, and manage documents in GxPSign.

Organization members only

The Documents area is available to members of an organization. If you were invited to GxPSign only to sign a document (an external signer without an organization), the Documents link does not appear in your navigation bar — you can still sign anything sent to you from Requests.

Uploading Documents¶

Supported Formats¶

GxPSign supports PDF documents only. PDFs ensure:

Consistent display across devices
Reliable signature placement
Proper archival format

Converting to PDF

Most applications (Word, Excel, etc.) can export to PDF using "Save As" or "Export to PDF".

Upload Process¶

Go to Documents > Upload
Enter a Title for the document
Optionally add a Description
Select the Document Type:
Standard
GxP Critical
GxP Non-Critical
Click Choose File and select your PDF
Click Upload

Screenshot Coming Soon

Screenshot of upload form will be added here.

Upload Limits¶

Setting	Limit
Maximum file size	25 MB
Page limit	500 pages
Supported format	PDF only

Viewing Documents¶

Document List¶

The Documents page shows:

Document title
Upload date
Document type
Signature status
Actions

Document Detail¶

Click on a document to see:

Full document preview
Document metadata
Signature history
Audit log

PDF Viewer¶

The built-in PDF viewer allows you to:

Page through the document
Zoom in and out
Download the PDF
View signature fields

Document Types¶

Standard¶

Regular documents without special compliance requirements.

GxP Critical¶

Documents that require:

Full audit trail
Signature meaning
Re-authentication (if enabled)
Long-term archival

GxP Non-Critical¶

GxP documents with less stringent requirements:

Audit trail maintained
Signature meaning required
Standard retention period

Document Status¶

Status	Meaning
Draft	Uploaded but no signature request
Pending Signatures	Signature request active
Partially Signed	Some signatures completed
Fully Signed	All signatures completed
Archived	Moved to archive

Searching Documents¶

Quick Search¶

Use the search bar to find documents by:

Title
Description
Signer names

Filters¶

Filter documents by:

Document type
Status
Date range
Created by

Document Actions¶

Download¶

Open the document
Click Download
PDF saves to your device

For signed documents, the download includes all signatures and certificate information.

Create Signature Request¶

Open the document
Click Create Signature Request
Follow the request creation process

Delete¶

Permanent Action

Deleted documents cannot be recovered. Consider archiving instead.

To delete a document:

Open the document
Click Delete
Confirm deletion

Note: Documents with active signature requests cannot be deleted.

Document Retention¶

Retention Periods¶

Documents have configurable retention periods:

Type	Default Retention
Standard	7 years
GxP Critical	7 years
GxP Non-Critical	7 years

Retention Expiration¶

When retention expires:

Document is flagged for review
Administrator can extend or archive
No automatic deletion occurs

Audit Trail¶

Every document action is logged:

Event	Information Captured
Upload	User, timestamp, file hash
View	User, timestamp, IP address
Download	User, timestamp, IP address
Signature	User, timestamp, meaning, IP
Delete	User, timestamp

Access the audit log from the document detail page.

Best Practices¶

Descriptive titles - Use clear, searchable titles
Consistent naming - Establish naming conventions
Appropriate types - Select the correct document type
Regular cleanup - Archive old documents
Verify before upload - Ensure the PDF is correct before uploading