How to Securely Store and Organize Signed Documents in Hellosign Folders

If you’re dealing with a mess of signed contracts, NDAs, or forms, you know how quickly things go sideways. Maybe you’ve got PDFs scattered in email threads, cloud drives, or—worst of all—on someone’s desktop. If you’re using Hellosign to get things signed, you already have a leg up. But if you’re not using its folders and security features well, you’re missing the point.

This guide is for the realists: business owners, admins, HR folks, and anyone tired of chasing signatures or hunting for that one document from six months ago. Here’s how to make sure your signed docs stay organized, safe, and—most importantly—easy to find when you need them.

Why Bother with Folders and Security?

Let’s get this out of the way. If you’re not organizing your signed documents, you’ll pay for it later. Lost time, legal headaches, and awkward “sorry, can you resend that?” emails—nobody wants that. Folders are basic, but they work. Security isn’t just a box to check; it’s how you keep sensitive info from leaking.

If your main goal is just to “get things signed,” you’re selling yourself short. Setting up Hellosign right saves hours, not minutes.

Step 1: Know What Hellosign Folders Actually Do (and Don’t)

Before you start, let’s be honest about what Hellosign’s folders can do:

  • What works: Folders help you group signed documents in ways that make sense—by client, project, year, or department.
  • What doesn’t: Hellosign folders aren’t a replacement for a real document management system. There’s no tagging, no nested folders, and search is basic.
  • What to ignore: Don’t try to use folders as a workflow tool (like “To Sign,” “Waiting,” “Done”)—Hellosign isn’t built for that. Use folders for storage and retrieval, not process.

Pro tip: If your team is big or you need granular permissions, look at Hellosign’s enterprise plans or consider integrating with a DMS (Document Management System). For most small teams, the built-in folders are enough.

Step 2: Plan a Simple Folder Structure Before You Start

Don’t create folders on the fly or you’ll end up with “Misc,” “Old Stuff,” and “zzzArchive.” Take five minutes and sketch out a structure. Some common, dead-simple setups:

  • By client: Acme Corp, Beta LLC, etc.
  • By year: 2024, 2023, 2022…
  • By document type: Contracts, NDAs, Employee Agreements
  • By department: Sales, HR, Legal

What works: Stick to one way of organizing and use it everywhere. If you mix and match (client for some, year for others), you’ll be lost.

What doesn’t: Overthinking it. You don’t need folders for every possible scenario. If you’re not sure, start broad and break down only if you must.

Step 3: Create and Name Folders Clearly

In Hellosign, creating folders is straightforward:

  1. Log in to your Hellosign account.
  2. Navigate to “Documents” or “Folders.”
  3. Click “Create Folder” (sometimes it’s just a plus sign).
  4. Name your folder—be clear, not clever. “Q2 2024 Contracts” beats “Stuff2”.

Naming tips:

  • Use dates in YYYY-MM format so folders sort chronologically.
  • If by client, use their full legal name, not nicknames.
  • Avoid special characters—some integrations get tripped up by slashes or ampersands.

Pro tip: If you’ll have lots of folders, add a prefix for type (HR-Offers, Sales-Contracts).

Step 4: Move Signed Documents Into the Right Folders

After someone signs, Hellosign usually drops the doc into your main “Documents” area. Get in the habit of moving files right away:

  1. Go to your “Documents” tab.
  2. Select the signed doc(s) you want to organize.
  3. Click “Move to Folder” (look for a folder icon).
  4. Choose the right folder and confirm.

Batch moving is your friend. Don’t move files one at a time if you’ve got a backlog—select a bunch and move them all at once.

What works: Make this part of your process. For example, after a contract is signed, move it before you email the client a copy.

What doesn’t: Letting documents pile up and then trying to organize them at the end of the quarter. You won’t do it.

Step 5: Set Folder Permissions (If You Have That Option)

Hellosign’s folder permissions are only available on certain plans. If you’ve got access, use them:

  • Restrict who can view, edit, or share folders.
  • Lock down sensitive folders (like HR or legal) to just those who need them.
  • Remove access for former employees immediately.

What works: Least privilege—give people only the access they actually need.

What doesn’t: “Let’s just give everyone admin so it’s easy.” That’s how stuff leaks.

Pro tip: Regularly review folder permissions, especially after team changes.

Step 6: Make Security and Backups a Habit

Even if you trust Hellosign’s built-in security (it’s decent—SOC 2 Type II, encryption at rest, etc.), don’t get complacent:

Use Strong Account Security

  • Enable two-factor authentication (2FA) for everyone.
  • Use unique, strong passwords (a password manager helps).
  • Review account access logs for anything weird.

Back Up Critical Documents

Hellosign isn’t a backup system. Things can go wrong—accidental deletions, bugs, or issues with your account.

  • Regularly export important folders as PDFs.
  • Store backups in a secure cloud drive (Google Drive, Dropbox, OneDrive) with its own security.
  • If you’re paranoid (not a bad thing), keep a local encrypted copy for the truly critical stuff.

Avoid Storing Unnecessary PII

Don’t keep sensitive info in Hellosign longer than you need to. If you’re done with a doc, archive it or delete it per your company’s retention policy.

What works: Routine exports and backups—set a monthly calendar reminder.

What doesn’t: “Set it and forget it.” Even good platforms can fail.

Step 7: Make Search and Retrieval Easy

Folders help, but Hellosign’s search is only so-so. Here’s how to make finding things bearable:

  • Use consistent folder and file naming conventions.
  • Tag files in the filename with key details: 2024-03_AcmeCorp_NDA.pdf
  • Add notes or use the document “description” field if available.

Pro tip: If you need stronger search, connect Hellosign to a proper DMS or cloud drive. Some tools let you auto-sync signed docs to Google Drive, where search is better.

Step 8: Integrate (If You Actually Need To)

Integrations sound sexy, but don’t add them just because you can. Here’s when it’s worth it:

  • Your team needs to access signed docs from another tool (like Salesforce, Dropbox, or Slack).
  • You want automatic backups without manual exporting.
  • You’re drowning in files and need smarter search or automation.

What works: Start simple. Native integrations (like G Suite or Dropbox) are usually more reliable than custom zaps or scripts.

What doesn’t: Over-engineering. If you’re only managing a few dozen docs a month, integrations are probably overkill.

Troubleshooting: What To Do When Things Go Wrong

  • Accidentally deleted a folder or doc? Check Hellosign’s trash/recovery—act fast, as permanent deletion can happen quickly.
  • Can’t find a document? Double-check your folder structure and naming. Try searching by date or signer.
  • Access issues? Confirm permissions. If you’re locked out, contact Hellosign support ASAP.

Pro tip: Document your process somewhere simple (like a shared Google Doc) so new team members don’t have to guess.

Keep It Simple, Iterate as You Grow

Don’t let perfect be the enemy of done. Start with a basic folder structure, get your security right, and make moving files a habit. You can always tweak things as your needs change. Most teams waste time chasing shiny tools instead of nailing the basics. Get those right, and your signed docs will never be a headache again.