# Work with Workflow files, photos, and E-sign tasks

> Add a file to the right task, review participant evidence, and check signed documents.

Language: en-US. Product guide: https://agencymesh.app/help/workflow-files-photos-and-esign/.

Last reviewed October 1, 2026 by AgencyMesh Product Support · Checked against release 2026.10

Prepare and review files from their Workflow task. For customer uploads, camera use, and signing, see Complete your Workflow tasks.

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## Find staff files and add a Classic comment

General Classic files and Process uploads allow **25 MB per file**; Classic embedded E-Sign PDFs allow **90 MB**.

| Item | Guidance |
| --- | --- |
| Process files | Files > Download. Check Staff only or Shared; files are not automatically shared with customers. |
| Staff task output | Open Task: add Required files and Completion notes, complete the checklist, then Complete Task. |
| Classic comments | Enter Comments, choose Internal or Customer visible, then Add. Use the customer’s language for visible comments. |
| Imported signing record | Staff Notes > Add is editable; signing data and artifacts are read-only. |

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## Request and review specific evidence

For a specific Classic replacement, check **Request this photo again** or **Request this document again** first. **Guided Photos** requires live camera capture; **Request Documents** requires PDFs.

1. Classic: use **Add Photo** or **Add PDF** and enter each **Title** / **Description**. Process Task Library: use **Titles** and **Instructions for each item**.
2. Select **Require agent approval before next step** if staff must accept submissions.
3. Inspect submitted files from the Classic record or Process **Files > Download**. In **Review**, enter **Review note** and choose **Approve & Continue** or **Request Changes**.

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## Upload PDFs and place Workflow signing fields

| Item | Guidance |
| --- | --- |
| Classic Agent fields | Enter Agent/default value before placing the field. An Agent Date defaults to today if blank. Every PDF also needs at least one Customer field. |
| Process staff signature | The assigned person fills their own fields through Open Task, accepts consent, and clicks Sign & Continue. |

1. Classic: choose **PDFs to sign > Upload PDFs > Fields**. Process: use **Set Up > Upload PDFs** or **Replace PDFs**, then **Save Setup > Add Fields**.
2. In **Field Tools**, choose **Field type** (**Signature**, **Initial**, **Date**, or **Text**) and **Assignee**. Click **Place Field**, then the PDF.
3. Finish every document with **Save & Next Document**, then **Save Fields** on the last. **Undo** or **Remove field** removes a misplaced box.

> **Saving can send invitations:** Classic Save & Send sends the link when offered. In a started Process Workflow, Save Setup or the final fields save can release tasks and send invitations. Check recipients before saving.

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## Find originals, signed PDFs, and certificates

| Item | Guidance |
| --- | --- |
| Classic signing | Use Original, Signed PDF, or Certificate. If a certificate is missing after signing, use Retry Certificate when offered. |
| Process signing | Check Signer progress in Tasks, then Signed PDF. Use Create Signed PDF when that action is offered. |
| Classic evidence | Use Download for photos or Download PDF for documents. |
| Process evidence | Files > Download; check Staff only or Shared. |

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## Resolve missing setup or a rejected file

| Item | Guidance |
| --- | --- |
| Cannot place fields | Save the draft and provide the PDFs before Add Signature Fields / Fields. |
| Wrong signer | Correct Assignee before releasing the task. |
| Replace Process PDFs | Use Replace PDFs, then recheck fields on the replacement packet. |
| Unreadable evidence | Review: select the affected item, enter Review note, then Request Changes. |
| Signed PDF missing | Check all signer progress and required review; a status label is not the signed artifact. |

## Related guides

- [Process Workflows](https://agencymesh.app/help/process-workflows.md)
- [Complete your Workflow tasks](https://agencymesh.app/help/workflow-participant-experience.md)
- [Send a standalone E-Sign request](https://agencymesh.app/help/e-signatures.md)
- [Read notifications and send announcements](https://agencymesh.app/help/notifications.md)