Sent documents
The record of everything a workspace has sent for signature, and where each one stands. It answers the questions a sender actually has: has it been signed, who is it waiting on, and for how long.
It is the Sent for signature list on the Documents page. Pick the workspace above the list; each workspace has its own.
Keeping it current
Statuses are checked with the signature provider each time the list is read, so opening the page, or pressing Refresh, shows where things stand now rather than where they stood when you sent them. A document that has just been completed gets its signed copy saved at the same time.
The list
Newest first, ten rows to a page to start with.
| Column | Shows |
|---|---|
| Document | The title, and the date it was sent |
| Signers | Every signer with their own status, and whether they are signing all at once or one at a time |
| Status | The document's status as a whole |
| Action | Remind while someone still has to sign, Download once it is signed |
Once the list is longer than one page, a search box appears. It matches the title, any signer's name or email, and the status, so typing "declined" finds every declined document.
Document status
| Status | Meaning |
|---|---|
| Waiting on signatures | Sent, and at least one signer hasn't signed. One signature on a two-signer lease is still waiting |
| Signed | Everyone has signed |
| Declined | A signer declined |
Each signer's status
The Signers column tells you which half of a two-signer lease is missing.
| Status | Meaning |
|---|---|
| Waiting | Invited, not signed yet. Shows how many whole days the document has been out, such as "Waiting 9 days" |
| Signs later | On a one-at-a-time document, behind somebody who hasn't signed yet. They have nothing to open until it is their turn |
| Signed | Done |
| Declined | Declined to sign |
Signing one at a time
A document sent one at a time invites only the first signer. When they sign, the next is invited, and so on down the list in the order you entered them. Only one invitation is live at a time.
That is why everyone after the current signer reads Signs later, and why they can't be reminded: the invite that would reach them doesn't exist yet. As each person signs, the next moves to Waiting.
A document sent all at once invites everybody together, and any of them can sign in any order.
The signed copy
When everyone has signed, Download gets the executed PDF. FormsUI keeps its own copy of every signed document rather than relying on the provider's links, which expire, so the download keeps working.
Which product sent it
If a workspace has sent documents from both CivicPort and FormsUI, each row says which, next to the date. Where everything came from one, nothing is labelled.
Leases from CivicPort
For a CivicPort community, the list also shows leases CivicPort sent, because both spend the same signature balance and one document shouldn't need looking for in two places. Where the list has both kinds, leases carry a Lease tag.
Leases are read-only here. CivicPort creates, bills, refreshes and archives them, so a lease shows the status CivicPort last recorded, and its action is Open in CivicPort rather than Remind or Download.
What to do next
- Someone hasn't signed: send a reminder.
- The document was wrong: send a corrected one. Next time, send it to read first.