Store Signed Documents in Salesforce with Dochly

Updated June 2026 7 min read Native E-Signature

When all parties complete signing, Dochly automatically stores the signed document back on the originating Salesforce record as a native Salesforce File — no manual download, no re-uploading, no external storage required. This guide covers everything about signed document storage: what gets saved, how to configure storage settings, file naming conventions, version control, post-signature record field updates, and how to find signed documents across your org.

What gets stored after signing completes

When the final signer completes signing, Dochly automatically stores four things on the originating Salesforce record:

Signed PDF document

The completed document with all signatures, initials, dates, and text inputs embedded. Stored as a Salesforce File (ContentDocument) on the originating record. This is the legally executed version of the agreement — the primary storage output.

Audit trail PDF

A separate PDF documenting the complete signing history — timestamps, IP addresses, authentication method, consent confirmation, and document hash for each event. Stored alongside the signed document for legal and compliance purposes.

Digital signature certificate

A certificate confirming the integrity of the signed document — includes the document hash at the time of each signature. Used to verify the document has not been tampered with after signing.

Salesforce field updates

Dochly updates the E-Signature Status field (to "Completed"), Signed Date field, and Is Signed checkbox on the record — making signing status available in reports, dashboards, and automation without opening the document.

The unsigned document generated before signing is also stored on the record (from the generation step). After signing completes, you will see both the original generated document and the signed version in the Files related list — each with its own timestamp and file name.

Storage settings

Configure where and how signed documents are stored in Dochly → Settings → E-Signature → Storage. These settings apply org-wide to all e-signature workflows unless overridden at the template level.

Settings → E-Signature → Storage

Required

Store signed document on record

Automatically saves the signed PDF to the originating Salesforce record's Files list when all parties have signed. This is the primary storage mechanism and should always be enabled.

Recommended: Always enabled — never disable

Store audit trail on record

Saves the audit trail PDF alongside the signed document. Critical for compliance-sensitive workflows — the audit trail proves who signed, when, from which IP address, and which authentication method was used.

Recommended: Enable for all contract and legal workflows

Store unsigned document

Whether to keep the original unsigned document on the record after signing completes. Keeping it creates a clear before/after record. Removing it keeps the Files list cleaner — only the signed version remains.

Recommended: Keep for compliance workflows; remove for cleaner deal records

Additional storage location

Optionally store signed documents in an additional Salesforce location — e.g. also attach to the related Account or a custom folder. Use this when signed documents need to be visible from multiple record types.

Optional — configure based on your org's document access requirements

File naming conventions

Clear file naming makes signed documents easy to identify in the Files related list — especially when a record has multiple documents over time. Configure the naming convention in Dochly → Settings → E-Signature → Storage → File Naming.

Pattern	Example output	Best for
[Template Name] — [Record Name] — SIGNED	Enterprise Agreement — Acme Corp — SIGNED.pdf	Most workflows — clear document type and counterparty
[Template Name] — [Record Name] — [Date]	Renewal Agreement — Acme Corp — 2026-06-13.pdf	When date of signing matters for record-keeping
SIGNED — [Record Name] — [Template Name]	SIGNED — Acme Corp — NDA.pdf	When you want signed documents to sort alphabetically together in the Files list
[Opportunity Name] — [Contract Number] — SIGNED	Q3 Enterprise Deal — C-2026-0041 — SIGNED.pdf	When a custom reference number field exists on the record

File names can include merge fields from the generating record — click Insert Field in the File Naming settings to add dynamic values from the record. For example, a contract number field ({{Opportunity.Contract_Number__c}}) creates a unique, searchable reference in every signed file name.

Version control and document history

When the same template generates multiple documents from the same record over time — for example, a contract is updated and re-signed — each version is stored as a separate Salesforce File. Dochly never overwrites a signed document.

Multiple signed versions

Each generation and signing cycle creates a new Salesforce File — they accumulate in the Files related list with their creation timestamps. The most recent is typically the binding version. Use the date-stamped naming convention to clearly distinguish versions.

Signed documents are immutable

Once stored, a signed document cannot be modified or overwritten by Dochly. Signed PDFs contain embedded digital signature data that would be invalidated by any modification — the file is a permanent, tamper-evident record of the signed agreement.

Deleting signed documents

Signed documents can be deleted from the Files related list by any Salesforce user with Delete access on ContentDocument. For compliance-sensitive workflows, consider removing Delete access from the ContentDocument object for non-admin profiles to protect the document history.

Viewing version history

Open the Files related list on any record to see all versions — sorted by creation date. Click any file to view it. The Dochly signature tracking panel shows which file corresponds to which signature request, so you can match signed documents to specific signing events.

Post-signature record updates

Beyond storing the signed document, Dochly can automatically update fields on the Salesforce record when signing completes — triggering downstream automation in your sales and operations workflows.

Update Opportunity Stage

Configure Dochly to update the Opportunity Stage to "Contract Signed" or "Closed Won" when the signing workflow completes. Eliminates the manual step of updating the stage after the customer signs — the pipeline updates automatically. Configure in Settings → E-Signature → Post-Signature Actions → Update Field → Stage = "Contract Signed".

Check a "Signed" checkbox field

A simple checkbox field (e.g. Contract_Signed__c) that Dochly sets to TRUE on completion. Use this checkbox as a trigger condition for further Salesforce automation — e.g. create an onboarding task, update a custom field, trigger a follow-up Flow, or add the account to a campaign.

Populate the Signed Date field

Dochly automatically populates the Signed Date field on the record with the completion timestamp. Use Signed Date in formula fields for contract duration calculations, in reports for time-to-sign analytics, or as a trigger for scheduled Flows (e.g. "60 days after Signed Date, create a renewal task").

Trigger a Salesforce Flow on completion

Build a Salesforce record-triggered Flow that fires when Is_Signed__c changes to TRUE. This Flow can do anything — create an onboarding task, add to a campaign, send a Chatter notification, create a Contract record, update the Account, or trigger any other downstream automation in your org.

Send a completion notification email

Configure Dochly to send a notification email to the record owner (the sales rep) when signing completes. This replaces manual checking of signature status — the rep gets an email saying "James Carter has signed the Enterprise Agreement" and can immediately proceed to the next step without logging in to check.

Completion emails

When signing completes, Dochly sends completion emails to parties configured in Settings → E-Signature → Completion Emails. These are separate from the signing request emails — they notify recipients that the process is finished and provide access to the final signed document.

Who receives completion emails

Configure any combination of: all signers (every party who signed), the record owner (sales rep), additional CC email addresses (legal team, admin inbox), or a specific Salesforce user field on the record. All recipients receive the signed PDF as an attachment.

Customising completion emails

The completion email subject and body are configured in Settings → E-Signature → Email Templates → Completion Email. Use merge fields to personalise — e.g. "Your {{Template Name}} with {{Opportunity.Account.Name}} is now fully executed and stored on your account." Keep it concise and professional.

Compliance storage considerations

For regulated industries and legally sensitive workflows, additional storage considerations apply beyond the default Dochly configuration.

Protecting stored documents

Signed documents are stored as standard Salesforce Files — any user with ContentDocument Delete permission can delete them. For compliance workflows, restrict Delete access on ContentDocument for non-admin profiles in Salesforce Setup → Profiles → Object Settings. This prevents accidental or deliberate deletion of executed contracts.

Long-term archival

For documents that must be retained for 7+ years (contracts, financial disclosures, regulatory filings), consider storing signed documents in a separate archival location in addition to the Salesforce record — a connected SharePoint library, a dedicated Salesforce Files folder, or a third-party document management system connected via a post-completion Flow.

Always store the audit trail

The audit trail PDF is as legally important as the signed document itself. For any document that may ever be disputed, the audit trail proves the signer's identity, authentication method, consent, and the integrity of the document at the time of signing. Always enable audit trail storage for contracts, NDAs, and compliance documents.

GDPR and data residency

Signed documents and audit trails are stored within your Salesforce org — subject to your Salesforce data residency settings. If your org is hosted in an EU data center, signed documents remain in the EU. Review your Salesforce data residency configuration to confirm it meets your jurisdiction's requirements.

Finding signed documents across your org

Beyond finding documents on individual records, there are three ways to find signed documents across the entire Salesforce org:

Salesforce Files global search

Search for signed document file names in the Salesforce global search bar — e.g. "SIGNED — Acme Corp". Results show all files matching the name across all records. Works best with a consistent file naming convention that includes recognizable terms like "SIGNED".

Salesforce Report on E-Signature Status

Build a report on the relevant object (e.g. Opportunities) filtered to E-Signature Status = "Completed" AND Signed Date = last 90 days. This gives a chronological list of all recently signed agreements — useful for operations reviews, compliance audits, and sales manager dashboards.

Dochly E-Signature Dashboard

Dochly → E-Signature → Completed. Shows all completed signature requests across the org — filterable by template, date range, and sender. Click any completed request to open the originating record and access the signed document directly.

Frequently asked questions

Check two things: first, confirm "Store signed document on record" is enabled in Dochly → Settings → E-Signature → Storage. Second, verify the generating user (the Salesforce user whose context the signing completion runs under) has Create access on ContentDocument in their profile — without this permission, the file cannot be attached to the record. If both are correct, check the Dochly activity log on the record for any storage error.

Go to Salesforce Setup → Profiles → [Sales Rep Profile] → Object Settings → Content Documents. Set the Delete permission to unchecked. This prevents sales reps from deleting any Salesforce File — including signed contracts. Admins retain Delete access. Alternatively, use a Salesforce Flow triggered on ContentDocument deletion that prevents deletion of files with specific naming patterns (e.g. files containing "SIGNED").

Dochly's native storage is to Salesforce Files. For external storage, build a Salesforce Flow that triggers when the Is_Signed__c checkbox becomes TRUE — use the Flow to call a Salesforce External Services connection or a third-party integration (Zapier, MuleSoft, Microsoft Power Automate) that copies the signed ContentDocument to SharePoint, Google Drive, or another external document management system. The signed document remains in Salesforce Files as the primary copy.

No. The signed document is only stored when the workflow is Completed — all required signers have signed. Partially signed documents are not stored automatically. If a request expires or is voided with partial signatures, no document is stored from that request. The original unsigned document (generated before signing began) remains on the record. If needed for legal purposes, partially signed documents can be downloaded manually from the Dochly signature tracking panel before voiding.

Signed documents are stored automatically on every Salesforce record with a complete audit trail. Next in this series: Set up e-signature reminders and expiry in Dochly — configure automatic follow-ups and signing deadlines to maximise completion rates.