Files

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This section covers the following topics:

For information on how to handle signed files, view Document signing section of this user guide.

Share files in spaces and chats

You may attach files of up to 25MB to space messages, tasks, signing requests or to chat messages.

Files can be dragged and dropped onto the input field. The drop area will be indicated by a dashed line.

Active file drag and drop area indicated by a dashed line

Files can also be attached by clicking the Paperclip icon. In the space the icon appears when the mouse is focused in the reply bar.

Menu with a paperclip icon

In the chat the Paperclip icon is always visible in the reply bar.

Chat reply bar with a paperclip icon

The signing request form has a specially dedicated field for attaching files. These files will get signed by the signatories once the signing request is sent out.

Files to sign attachment area for the signing request

Files attached to messages are displayed with thumbnails.

Thumbnail of a file attached to a message

Mouseover on the thumbnail shows the full file name, size and download icon.

Mouseover on the thumbnail of a file in a posted message

If the message is not posted yet, the mouseover will also show a Delete icon to remove the file.

Mouseover on the thumbnail of a file in a draft message

In the signing requests and tasks the attached files are displayed as a list.

Attached files in a signing request of a task

Clicking on the thumbnail or a list item opens the file preview in SignSpace.

File preview window in SignSpace

Antivirus scanning

All the files go through SignSpace antivirus scanning after they are attached. Virus scanning process does not stop you from sending the message with the file.

Spaces display only the files which were already scanned. You will be allowed to open or download the file only if the virus scan is successfully completed. If a virus is detected, the file thumbnail will look like this.

Thumbnail for virus infected file

The file list item will look like this.

File list indication of a virus infected file

This is just an indication that the file had a virus. The actual file is already securely discarded by SignSpace and does not pose any threat to SignSpace users. Users are not allowed to download a virus infected file. A signing request with a virus infected file is placed on hold until the owner updates the attached files.

Files view

All the files which you have attached in SignSpace or which are shared with you in spaces and chats are accessible in a Files list in Files view.

SignSpace window with the Files list in Files view

The files are listed in the order of recency - the newest at the top. To search for files, enter a keyword in the search field and press Enter.

Active file search in the Files list

Each file is listed in a separate line with the exception of multiple files, attached to one signing requests. In such case the signing request files are grouped into a folder. The folder has the name of the signing request and the date of signing request creation.

Before the signing starts and during signing, only the original unsigned files are available in the Files list. When all the signatories sign, the signed files for PDFs documents (or the separate signature PDF files for non PDF documents) become available in the Files list.

The icons in the second column indicate that not all the signatories have completed signing the files.

Signing in progress indicated in the Files list

For files where the signing is complete, the icon changes.

Signing complete indicated in the Files list

Clicking on the file name or the Download button will start the file download. Clicking on the Shared icon will switch you to the space where that file is located. If there is more than one space where the same file is shared, you will be able to choose from the list of spaces:

List of spaces where the file is shared