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Tracking Completion

This guide covers how to monitor your document’s signing progress and access completed documents.

Viewing Envelope Status

Section titled “Viewing Envelope Status”

After sending, you can track your envelope:

  1. Navigate to Envelopes from the main menu
  2. You’ll see a list of all your envelopes
  3. Each envelope shows:
    • Document title
    • Recipients
    • Current status
    • Last updated date

Envelope Status Types

Section titled “Envelope Status Types”
  • Pending - Sent but not yet opened by recipients
  • In Progress - At least one recipient has opened the document
  • Signed - All recipients have signed
  • Complete - Document is finalized and sealed
  • Declined - A recipient has declined to sign

Viewing Envelope Details

Section titled “Viewing Envelope Details”

Click on any envelope to:

  • View the document with current signatures
  • See detailed audit trail
  • Check which recipients have signed
  • View completion percentage

After All Signatures Are Complete

Section titled “After All Signatures Are Complete”

Once everyone has signed:

  1. The status changes to “Complete”
  2. A “Download Proof” button appears
  3. The proof includes:
    • The fully signed document
    • Audit trail with timestamps
    • Certificate of completion
    • Cryptographic proof of signatures

Downloading the Signed Document

Section titled “Downloading the Signed Document”
  1. Open the completed envelope
  2. Click “Download Document” or “Download Proof”
  3. The file downloads to your computer
  4. The filename includes status (e.g., contract-2024-signed.pdf)

Understanding the Audit Trail

Section titled “Understanding the Audit Trail”

The audit trail provides a complete record of:

Document Actions

Section titled “Document Actions”
  • When the document was uploaded
  • When it was sent for signature
  • When each recipient opened it
  • When each signature was completed
  • When the document was finalized

Recipient Actions

Section titled “Recipient Actions”
  • Email delivery confirmations
  • Document access times
  • Signature completion times
  • Any declines or issues

Security Information

Section titled “Security Information”
  • Cryptographic signatures
  • Timestamp verification
  • Document integrity checks
  • Access logs

Monitoring Progress

Section titled “Monitoring Progress”

Real-Time Updates

Section titled “Real-Time Updates”
  • Status updates automatically as recipients sign
  • Email notifications for important events
  • Progress indicators show completion percentage

Recipient Management

Section titled “Recipient Management”
  • See which recipients have signed
  • Identify who still needs to sign
  • Contact recipients if needed
  • Track signing order completion

Troubleshooting Issues

Section titled “Troubleshooting Issues”
  • Identify stuck or problematic envelopes
  • Check for declined signatures
  • Monitor email delivery issues
  • Resolve technical problems

Common Scenarios

Section titled “Common Scenarios”

All Recipients Signed

Section titled “All Recipients Signed”
  • Status: Complete
  • Download proof document
  • Review audit trail
  • Archive or file the document

Some Recipients Haven’t Signed

Section titled “Some Recipients Haven’t Signed”
  • Status: In Progress
  • Check individual recipient status
  • Send reminders if appropriate
  • Monitor for any issues

A Recipient Declined

Section titled “A Recipient Declined”
  • Status: Declined
  • Review the reason for decline
  • Contact the recipient if needed
  • Consider alternative approaches

Document Stuck in Pending

Section titled “Document Stuck in Pending”
  • Check email delivery
  • Verify recipient email addresses
  • Contact recipients directly
  • Consider resending if necessary

Best Practices

Section titled “Best Practices”

Regular Monitoring

Section titled “Regular Monitoring”
  • Check envelope status regularly
  • Set up email notifications
  • Monitor for any issues or delays
  • Follow up with recipients as needed

Document Management

Section titled “Document Management”
  • Download completed documents promptly
  • Organize signed documents appropriately
  • Keep audit trails for legal purposes
  • Archive completed envelopes

Recipient Communication

Section titled “Recipient Communication”
  • Provide clear instructions to recipients
  • Follow up on pending signatures
  • Address any questions or concerns
  • Maintain professional communication

Troubleshooting Common Issues

Section titled “Troubleshooting Common Issues”

”The envelope has been pending for days”

Section titled “”The envelope has been pending for days””

Possible causes:

  • Recipients haven’t checked their email
  • Email went to spam folder
  • Recipients are having technical issues
  • Email addresses are incorrect

Solutions:

  • Contact recipients directly
  • Ask them to check spam folder
  • Verify email addresses
  • Consider resending the envelope

”A recipient says they can’t access the document”

Section titled “”A recipient says they can’t access the document””

Troubleshooting:

  • Verify the secure link is working
  • Check if the link has expired
  • Ensure recipient has internet access
  • Try sending a new invitation

”The document shows as complete but I can’t download it”

Section titled “”The document shows as complete but I can’t download it””

Solutions:

  • Refresh the page
  • Try a different browser
  • Check your internet connection
  • Contact support if issues persist

”I need to add another recipient after sending”

Section titled “”I need to add another recipient after sending””

Solution:

  • Currently, you cannot add recipients after sending
  • You’ll need to create a new envelope with all recipients
  • Consider using templates for recurring documents

Security and Compliance

Section titled “Security and Compliance”
Section titled “Legal Validity”
  • All signatures are legally binding
  • Audit trails provide legal evidence
  • Documents are tamper-proof
  • Compliance with electronic signature laws

Data Protection

Section titled “Data Protection”
  • Documents are encrypted at rest and in transit
  • Access is logged and monitored
  • Personal information is protected
  • Secure deletion when appropriate

Audit Requirements

Section titled “Audit Requirements”
  • Complete audit trail available
  • Timestamp verification
  • Document integrity checks
  • Access logging and monitoring

Next Steps

Section titled “Next Steps”

After completing the signature process:

  1. Download and Archive - Save completed documents
  2. Review Audit Trail - Verify all signatures
  3. Update Records - File documents appropriately
  4. Follow Up - Complete any remaining tasks

Support and Help

Section titled “Support and Help”

If you encounter issues:

  • Check the troubleshooting section above
  • Contact our support team through the application
  • Visit subnoto.com for more information
  • Review the complete documentation

Congratulations! You’ve successfully completed the document signature workflow. Your documents are now securely signed and ready for use.