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Documents

Part of Electronic signature software

Document access after a completed signature: Dropbox Sign

Trace completed e-signature PDFs and audit records across email, accounts, downloads and retention settings before relying on a workflow.

Desk Document Systems · · 4 min read

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After a Dropbox Sign request is complete, signers can access the document by link or receive an emailed PDF. CC recipients can receive a copy by email, the sender can download the request from Documents, and the records owner can retrieve the organisation’s archived copy through its records process.

The audit trail stays attached to final PDFs sent to request participants. On a team plan, the sender can configure their in-app download to return the document and audit trail as separate PDFs.

Map people to document copies

Signers still receive a link to the completed document if emailed PDF copies are omitted. They can also receive an emailed PDF. A CC recipient takes no action and can receive a copy only by email. The sender can choose to email a PDF copy to themself, other signers and CC recipients. How to update Dropbox Sign profile settings

The records owner’s retrieval route is the organisation’s business archive: record where it is kept and make the retained copy available through the organisation’s records process.

A final PDF copy received by another participant retains the attached audit trail. The sender’s option to separate the audit trail affects only the sender’s in-app download, not other participants’ copies.

Document Access Options After Signature Completion in Dropbox Sign

  • SignerReceives a link to the completed document; can also receive an emailed PDF if enabled.
  • CC RecipientReceives a copy only by email; takes no action.
  • SenderCan download the document from Documents page or receive via email (ZIP file); option to separate audit trail applies only to sender’s download.
  • Records OwnerRetrieves archived copy through organisation’s records process; must retain both document and audit trail in business archive.

Set Dropbox Sign delivery and audit options

To check PDF-copy settings, log in to app.sign.dropbox.com, hover over your email address, select Settings, then Profile. The Email PDF copies checkboxes control whether signed-document PDFs are emailed to you or other signers. If the sender’s and signers’ account settings differ, the sender’s settings supersede the signers’ settings for that transaction. How to update Dropbox Sign profile settings

If a signer does not receive an emailed PDF, check the sender’s Email PDF copies setting; the signer still receives a link when PDFs are omitted. A CC recipient’s copy must be sent by email.

To retrieve the completed request as sender, log in to app.sign.dropbox.com, click Documents in the left sidebar, hover over the vertical ellipsis beside the request and choose Download or Download PDF. The files go to the computer’s Downloads folder unless its default settings have changed. Choose Download Signed to receive an email with a ZIP file containing all signed documents. How to download signed documents in Dropbox Sign

On a team plan, enable Do not merge signed documents to download the document and audit trail as separate PDFs from the Documents page. To do this, log in, hover over your initials, select Settings, open Standard Features, scroll to Preferences, enable Do not merge signed documents and select Save. How to separate the audit trail in Dropbox Sign

The audit trail cannot be turned off altogether. Do not merge signed documents changes the sender’s in-app download only; it does not remove the audit trail from other participants’ documents, including final PDF copies they receive.

Download and Manage Signed Documents on Team Plan

  1. Enable separate audit trail downloadGo to Settings > Standard Features > Preferences > Enable 'Do not merge signed documents'.
  2. Download from Documents pageHover over request, select vertical ellipsis, choose Download or Download PDF.
  3. Receive ZIP file via emailChoose Download Signed to get a ZIP with all signed documents.
  4. Retrieve audit trail separatelyAfter enabling setting, audit trail is downloaded as a standalone PDF.

Key Audit Trail and Delivery Settings in Dropbox Sign

Audit Trail Attached?
Yes – always attached to final PDFs sent to participants.
Audit Trail Can Be Turned Off?
No – cannot be disabled entirely.
Separate Audit Trail Option?
Available on team plans only.
Email PDF Copies Default?
Controlled by sender’s profile settings.

Verify retrieval after completion

The records owner should set the organisation’s retention period and record where the business archive is kept. Keep the signed document and any separately downloaded audit-trail PDF in that archive, or cross-reference them so both can be retrieved through the organisation’s records process.

Changing a platform link cannot recall an attachment or local copy someone has already saved. Include downloaded, forwarded and emailed copies in the organisation’s records process, and arrange for an archive copy to be retained before the sender’s account access changes.

Verify Document Retrieval and Archival After Signature Completion

  • Set retention period for signed documentsDefine how long documents must be kept under organisational policy.
  • Store document and audit trail in business archiveEnsure both final PDF and separately downloaded audit trail are retained.
  • Include forwarded, emailed and local copiesAccount for all copies circulated outside the platform.
  • Retain archive copy before account changesSecure access to records prior to sender’s departure or access revocation.

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