---
title: "Documents Tab - Signed Documents Folder"
slug: "signed-documents-folder"
description: "Signed Documents folder on the Employee Documents tab — covers signature request status values and actions to resend or cancel."
updated: 2025-04-10T22:19:58Z
published: 2025-04-18T18:12:35Z
canonical: "docs.restaurant365.com/signed-documents-folder"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Documents Tab - Signed Documents Folder

When an employee is [onboarded to payroll](/doc/docs/workforce-onboarding-an-employee-to-r365-payroll), a ‘Signed documents’ folder will be added to their employee record that contains all documents that the employee has been requested to sign. The employee will be prompted to sign these documents in the [My Pay](/doc/docs/r365-app-my-pay-employee-self-service) section of the R365 Mobile App.

> The ‘Signed documents’ folder is locked, and cannot be renamed, moved, or deleted. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/6923fedc-3f24-4c6a-8038-c272e19bf63d.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)

If an employee is unable to electronically sign a document, an admin user can acknowledge that they have seen the signed document and complete the signature request.

---

## Signed Documents Folder Buttons & Fields

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6YB1FW1M.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)

|  | **Button/Field** | **Description** |
| --- | --- | --- |
| **1** | Company Menu | Indicates which [legal entity](/doc/docs/workforce-setup-payroll-companies-and-payroll-clearing-settings) documents are currently displayed for. Click to open the drop-down menu of all legal entities available. |
| **2** | Navigation Menu | Lists the current folder being viewed and the path to that folder. Click a folder name to navigate to it. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c8874a3e-8abc-483a-a31b-82d141ef453d.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D) |
| **3** | New File | Click to select a file for upload. > Files manually added to the ‘Signed documents’ folder will not prompt the employee for a signature, but will be accessible by the employee via [My Pay](/doc/docs/r365-app-my-pay-employee-self-service). Learn more about [adding documents that require a signature here](/doc/docs/workforce-documents-signed-documents-folder). Files can also be uploaded by dragging and dropping onto the list. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b32abbbb-a20c-4a1b-a5e7-0e3cadef6337.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D) |
| **4** | Action Menu | All folder-level actions are disabled in the ‘Signed documents’ folder. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6UB1X1UP.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D) |
| **5** | Search | Filters the Documents grid for the entered text. |
| **6** | Smart Grid Controls | Users can perform the following actions: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/5cc951e3-bb71-4e50-9882-a68970532d37.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)- Filter column information. ![Columns](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9a5b2d1b-f33c-4e9f-9f86-05765672e028.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)- Rearrange table columns. Learn more about [working with Smart Grids here](/doc/docs/working-with-smart-grids). |
| **7** | File | Details for the file: **Name** - Name and icon for the file or folder. **Created On** - Date file or folder was created. **Created By** - User who created the file or folder. **Status** - Status of the document in the ‘Signed documents’ folder. The following statuses are shown for signed documents: - **Incomplete** - Signature is not complete. - **Complete** - Signature is complete. - **Declined** - Employee declined to sign the document electronically. Click the row to open the [file](/doc/docs/employee-document-details). |
| **8** | File/Folder Menu | Contains the following options for files: - **Download** - Click to download the file. - **Rename** - Click to rename the file. - **Delete** - Click to delete the file. - **Cancel** - Click to cancel the signature request. > - Cancel is only available for documents in the ‘Signed documents’ folder that are in an 'Incomplete' or 'Declined' status. > - The Delete option is not available when the Cancel option is available. |

---

### Edit Form Window

For I-9s and signed documents where the signature is incomplete or the employee signature was completed by an admin, the **Edit Form** button is displayed on the [Details sidesheet](/doc/docs/employee-document-details).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/9d43a0d0-4fa0-4ba0-a6b0-a040ddce3e3b.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)

When the **Edit Form** button is clicked, the user can view or complete the admin acknowledgment of the employee's signature and upload/download supporting documentation.

> For I-9 forms, the entire form is editable and this confirmation is not displayed. Learn more about [editing I-9s here](https://help.restaurant365.net/en/support/solutions/articles/12000098993).

> If [Work Eligibility](/doc/docs/work-eligibility-overview) is enabled, I-9s are stored in the [‘Work eligibility’ folder](/doc/docs/work-eligibility-folder) instead of the ‘Signed documents’ folder.

### Edit Form Buttons and Fields

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/8cb403be-8b53-4d24-b332-fcf5ec4e8938.png?sv=2026-02-06&spr=https&st=2026-11-13T01%3A12%3A53Z&se=2026-11-13T02%3A12%3A53Z&sr=c&sp=r&sig=bpltIMmg%2F4YI4WBL90XTLbeBFt05VUChSiaAzrBEZbI%3D)

|  | **Button/Field** | **Description** |
| --- | --- | --- |
| **1** | Signature Status/Timestamp | Indicates if the signature request for the document is complete. If the document has been signed, the date and time that the signature was received are displayed. If the document has not been signed, the status of the signature request is displayed: - **Declined** - Employee declined to electronically sign the document. - **Incomplete** - Employee has neither signed nor declined to sign the document. |
| **2** | Admin Signature Acknowledgement | When checked, an admin user acknowledged that they have seen a hard copy of the signed document. > The user who acknowledged having seen the signed document and the time of acknowledgement will be recorded in the activity trail for the document. |
| **3** | Upload Attachments Button | Click to upload attachments. > This button is disabled if the signature acknowledgement (#2) is not checked. |
| **4** | Attachments | File(s) that have been uploaded to support the signed document. |
| **5** | Download Button | Click to download the associated attachment. |
| **6** | Remove Button | Click to remove the associated attachment. |

---

### Adding Additional Signed Documents

Manually adding a file to the ‘Signed documents’ folder will make that file accessible by the employee via My Pay, but will not add a signature request to the file.

Additional documents that require employee signatures can be added to the ‘Signed documents’ folder on employee records by adding the document to the ['Signed documents' folder](/doc/docs/workforce-documents-signed-documents-folder) on the [Documents page](/doc/docs/workforce-documents-page) and configuring a signature request.