We released the ability for managed users to share their signature requests in Box Sign with other managed users, enabling users with the flexibility to track the progress of signature requests sent in Box Sign by other managed users, as well as move requests forward when original senders are out of the office or otherwise unable to revise, cancel, or delete signature requests and increase signature request completion rates. With this feature enabled, managed users can provide the following actions to signature requests that were initiated by other managed users:

• Revise signature requests, including:
  • Modify recipient email addresses
  • Modify recipient authentication method
  • Remove recipients
  • Modify fields and field properties
• Cancel signature requests
• Delete signature requests
• Send reminders
• Save a signature request as a reusable template
• Download the files within a signature request

With shared signature requests in Box Sign:

• Managed users can track the progress of and collaborate on signature requests sent and shared by other managed users in a new 'Shared with Me' tab within the Box Sign home page.
• All signature requests sent after the release of this feature will begin to show up in the ‘Shared with Me’ tab.
• The ability for certain users to access requests of other users under the ‘Shared with Me’ tab are dictated by permission levels for individual files and folders, similar to how reusable templates are shared within Box Sign.
• Saving a signature request in a shared folder enables all users with 'Viewer' or 'Editor' permissions to the file/folder to view or co-manage a signature request.

This feature is toggled 'on' by default for all managed users within your EID who have been enabled to use Box Sign. This means any content that is sent for signature and is saved in a save location folder that is shared with other users will be visible and actionable to those users depending on their permissions. If you choose to disable it or enable it for specific users or groups, your admins will be able to do so via the Admin Console → Enterprise Settings → Box Sign settings → User Permissions. 

How will signature requests be shared with other users?

At least one of the following conditions must be met in order for users to view/modify signature requests that are sent by other users within the same account:

• Users will need to be invited as collaborators within the save location folder of a signature request.
• Users will need to be invited as collaborators within the duplicate PDF file(s) that is created from the source file(s) when a signature request is initiated.

If a user is added as a 'Viewer' within the save location folder of a signature request, they can:

• • Send reminders

  • Save a signature request as a reusable template

  • Download the files within a signature request

If the user is added as an 'Editor' on the save location folder within a signature request, they can perform all the actions of a 'Viewer' as well as the following actions: 

• • Revise, cancel, or delete a signature request

Permissions can be configured natively within Box before or after a signature request is initiated, as well as after the signature request is completed, in order for the request to be shared with other users.

The table below provide more information:

How to prepare your users for shared signature requests

When your users access their Box Sign accounts on the day this feature is released (January 23, 2025), they will see the 'Shared with Me' tab. Since the folder and folder permissions within Box determine which signature requests are shared with which users, we recommend you review the 'Understanding Collaborator Permission Levels' article, and modify permission settings on files or folders that contain content that you do not want exposed to other users within your EID. As an Admin, you have the ability to disable this feature for specific users if you do not want them to collaborate on signature requests sent by other users. We recommend leveraging Box reporting capabilities to surface this content seamlessly.

To learn more about sharing signature requests in Box Sign, please see Sharing Signature Requests.