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Keep every version and outcome on file

Each signed revision is filed under its own name beside the original, and documents that expire or are lost are kept too, so your OneDrive holds the whole story for as long as your retention policy says.

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Two Zaps keep the record. Document Signing Complete uploads each signed version with its own reference in the file name, so a revision never overwrites the original. Document Expired and Document Lost upload the unsigned PDF to a Not proceeding folder. Both use Generate or Fetch Document PDF Link and OneDrive's Upload File.

Last reviewed by the QuoteCloud team

Two overlapping panels with sample data. Behind, Thistlewood Marsh Lawyers' revised costs estimate LG-2431-R2 for Hartley v Brennock Constructions, signed by Jacob Hartley and by Ellen Hartley as guarantor of costs on Thursday 12 November. In front, an illustration of the OneDrive folder Matters › Hartley, Jacob › Costs holding the original signed estimate LG-2431 from 30 October and, added by a Zap, the signed revision LG-2431-R2.

Why keep the original and the revision?

Litigation costs change. Thistlewood Marsh Lawyers sent Jacob Hartley a staged estimate, LG-2431, which he and his guarantor Ellen signed on 30 October. After the expert's report the scope changed, and senior associate Daniel Ferreira sent a revised estimate, LG-2431-R2.

If the costs are ever questioned, the firm needs both: what was agreed first, and what was agreed after the change, each with its signatures. And for matters that never went ahead, a record of what was offered and when.

  • Each signed version gets its own file name, from its own reference.
  • Expired and lost documents go to a Not proceeding folder.
  • How long you keep them is your policy, set in Microsoft 365.

How do I keep every signed version of a document in OneDrive?

The signed-PDF Zap, with the reference in the file name. That's what keeps versions apart.

ZapSigning complete: file this version

  1. When QuoteCloudTriggerDocument Signing CompleteFires for each document, original or revision, once every signer has signed.Passes on
    • Document reference
    • Document title
    • Client name
    • Signed date
  2. Then Microsoft OneDriveSearchFind FolderThe matter's Costs folder.Searches on
    • Client name
  3. Then QuoteCloudActionGenerate or Fetch Document PDF LinkShort-lived: the next step uses it straight away.Mapped in
    • Document
    • Mode
  4. Then Microsoft OneDriveActionUpload FileA new file every time, named with this version's reference.Mapped in
    • File (the PDF link)
    • Folder
    • Name: date, reference, title

Jacob signs LG-2431-R2 at 9:40 am on Thursday 12 November and Ellen at 1:15 pm. At 1:16 pm the revision is in Matters › Hartley, Jacob › Costs, under the original LG-2431 the same Zap filed on 30 October.

Result

The original and every signed revision sit side by side, each with its own date and reference. Nothing is overwritten.

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Litigation estimates for law firms

And keep the documents that didn't go ahead

Build this Zap twice: once with Document Expired, once with Document Lost.

ZapExpired or lost: keep a copy

  1. When QuoteCloudTriggerDocument ExpiredFires when a document passes its expiry date unsigned. Use Document Lost in the second Zap.Passes on
    • Document reference
    • Document title
    • Client name
  2. Then QuoteCloudActionGenerate or Fetch Document PDF LinkShort-lived: the next step uses it straight away.Mapped in
    • Document
    • Mode
  3. Then Microsoft OneDriveActionUpload FileInto one Not proceeding folder, chosen once in the Zap.Mapped in
    • File (the PDF link)
    • Folder: Not proceeding
    • Name: date, reference, title, (expired)

Corrigan Joinery's workshop lease engagement, LG-2473, expires unsigned on Monday 9 November; Nadia Price's employment contract package, LG-2480, is marked lost on Wednesday 11 November. Both are in Matters › Not proceeding the same day, beside the Mehras' visa package from October.

Result

A record of what was offered, to whom and when, even for the matters that never started.

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What the Zaps can and can't do

The Not proceeding folder

One folder for every document that expired unsigned or was marked lost, each named with the date, the reference and how it ended. Move a file into the client's folder later if the matter comes back.

  • Document Expired: the expiry date passed before every signer signed.
  • Document Lost: your team marked the document lost.
  • Each Zap adds a file; it never deletes one.
OneDrive Illustration · sample data

Folder: My filesMattersNot proceeding

  • PDF file: 2026-10-23 LG-2491 Your partner visa application (lost).pdfArjun & Leilani Mehra · filed by a Zap
  • PDF file: 2026-11-09 LG-2473 Your workshop lease (expired).pdfCorrigan Joinery Ltd · unsigned at expiry Added by a Zap
  • PDF file: 2026-11-11 LG-2480 Your new employment contract (lost).pdfNadia Price · marked lost Added by a Zap

Our illustration of a OneDrive folder with sample data, not Microsoft's screen.

Where do versions and retention live?

Three places, each doing its own part.

  • Revisions, in QuoteCloud

    Your team revises a document in QuoteCloud. Document History keeps its revisions to preview, and every completed version has its certificate and audit trail.

  • Copies, in OneDrive

    The Zaps add one file per signed version and per expired or lost document. Don't use Replace File for signed copies: a new name keeps the old one.

  • Retention, in your policy

    How long files are kept, and when they're deleted, is set by your firm in OneDrive and Microsoft 365. QuoteCloud and the Zaps never delete them.

Keep the whole story

QuoteCloud's Zapier app is on the Essentials plan and up. Start a free 14-day trial and file a signed test document and its revision.

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Set up versions and outcomes in four steps

  1. Name files from the reference

    In the signed-PDF Zap, build Upload File's name from the date, the reference and the title.

  2. Make a Not proceeding folder

    One folder in OneDrive for documents that expired or were lost.

  3. Build the expired and lost Zaps

    Document Expired, then Generate or Fetch Document PDF Link and Upload File into that folder. Then the same with Document Lost.

  4. Test both outcomes

    Let a test document expire and mark another lost, check the two files, then switch the Zaps on.

Questions about versions and retention

Will a revised document overwrite the original in OneDrive?

No, if the file name includes the reference. Upload File saves a new file under the name you build, and a revision such as LG-2431-R2 has a different reference from LG-2431, so both are kept. Don't use OneDrive's Replace File for signed copies.

Can expired or lost QuoteCloud documents be filed in OneDrive?

Yes, with two small Zaps. QuoteCloud's Document Expired and Document Lost triggers each start one; Generate or Fetch Document PDF Link and OneDrive's Upload File then save the document to a Not proceeding folder. Test with an expired test document first.

Does QuoteCloud delete files from OneDrive?

No. The Zaps on this site only create folders and add files. How long files are kept, and when they're deleted, is up to your firm's retention policy and your Microsoft 365 settings.

Can a Zap revise a QuoteCloud document?

QuoteCloud's Zapier app has a Duplicate or Revise Document action, but revising a costs estimate is a lawyer's job: your team changes the scope and the figures, then sends it. The Zaps here only file what's been signed, expired or lost.

More OneDrive questions

More on QuoteCloud and OneDrive

Five use cases with the exact Zapier steps, then how to connect, the limits and the cost.

Every version. Every outcome. On file.

Start a free 14-day trial and keep every signed QuoteCloud version, and every document that didn't go ahead, in OneDrive.

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