Work with Workflow files, photos, and E-sign tasks
About this guide
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.
Find staff files and add a Classic comment
Section titled “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. |
Request and review specific evidence
Section titled “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.
- Classic: use Add Photo or Add PDF and enter each Title / Description. Process Task Library: use Titles and Instructions for each item.
- Select Require agent approval before next step if staff must accept submissions.
- Inspect submitted files from the Classic record or Process Files > Download. In Review, enter Review note and choose Approve & Continue or Request Changes.
Upload PDFs and place Workflow signing fields
Section titled “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. |
- Classic: choose PDFs to sign > Upload PDFs > Fields. Process: use Set Up > Upload PDFs or Replace PDFs, then Save Setup > Add Fields.
- In Field Tools, choose Field type (Signature, Initial, Date, or Text) and Assignee. Click Place Field, then the PDF.
- 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.
Find originals, signed PDFs, and certificates
Section titled “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. |
Resolve missing setup or a rejected file
Section titled “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. |