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New to Archiva or looking for a quick answer? Use the Walkthrough for step-by-step guidance, or switch to FAQ for quick answers.

How to use Archiva

A simple guide from signup to everyday use.

  1. Step 1

    Create your account

    Sign up your organization, set your password from the email link, and activate your account.

    1. Your organization signs up with a name and admin email address.
    2. Check your inbox for a link to set your password and verify your email.
    3. Once activated, you have full access. Until then, you can only finish your profile.

    Tip: Didn't get the email? Check spam, or ask your admin to resend the invite.

    Archiva account setup form with name, email, and company fields
    Start by creating your organization account

  2. Step 2

    Set up your team

    Invite teammates and make sure everyone has the right access before work begins.

    1. Invite people from your admin settings.
    2. Give each person a role and add them to the right team groups.
    3. Everyday users need both — a role alone is not enough to see templates or documents.
    4. Your organization starts with a default team group on day one.

    Tip: Organization admins have full access and do not need team group assignments.

    Tag settings showing team members and permission levels
    Assign teammates to tags with the right permission level

  3. Step 3

    Build document templates

    Upload a base file, place fields, and choose who can use each template.

    1. Upload a PDF or image as your starting point.
    2. Place fields where information should appear — names, dates, logos, document IDs, and more.
    3. Save your template. Future edits create a new version; older versions stay available.
    4. Choose which team groups can read, use, or manage each template.

  4. Step 4

    Generate documents

    Fill in a template to create a signed PDF, one at a time or in bulk.

    1. Pick a template, fill in the fields, and generate a signed PDF.
    2. Need many at once? Download the CSV sample, fill it out, and upload — up to 500 rows per batch.
    3. Every document is automatically signed and tamper-proof when created.
    Generate document screen with template fields and live preview
    Pick a template, fill in the fields, and generate a signed PDF

  5. Step 5

    Find and manage documents

    Browse, preview, download, and archive documents in your library.

    1. Open your document library to see everything your team has created.
    2. Preview or download any document you have access to.
    3. Archive documents you no longer need day to day — they are kept safe, never permanently deleted.
    Document detail page with preview, download, and archive options
    Preview, download, or archive any document in your library

  6. Step 6

    Verify a document is authentic

    Check whether a PDF is genuine — inside Archiva or on your own website.

    1. Inside Archiva, any logged-in user can upload a PDF to verify it.
    2. For the public, your admin can add a verification tool to your website — no login required.
    3. Visitors upload the PDF and instantly see whether it is authentic or has been altered.

  7. Step 7

    Stay on top of things

    Use the dashboard and profile settings for day-to-day work.

    1. Your dashboard shows recent documents, active templates, and storage usage.
    2. Update your profile, notification preferences, or reset your password anytime.
    3. Each plan has limits on users, templates, documents, and storage — check the dashboard for current usage.
    Dashboard showing recent documents, active templates, and usage limits
    Your dashboard keeps recent activity and usage limits in one place