Tracking Document Status
Monitor signing progress in real-time
Tracking Document Status
After sending a document for signature, you can track its progress and monitor signer activity. SignNXT provides detailed status updates, signer progress tracking, and a complete audit trail for every document.
Document status updates automatically as signers complete their actions. Click the refresh icon on the documents list to see the latest updates.
Understanding Document Statuses
Document Status Types
SignNXT uses clear status badges to show where your document is in the signing process:
• Draft - Document created but not sent yet
• Pending - Sent and waiting for signatures
• Completed - All signers have signed
• Voided - Cancelled by sender
• Declined - Refused by a signer
• Expired - Past expiry date
• Deleted - Moved to deleted items
Each status has a unique color badge to help you quickly identify document states at a glance.
Viewing Document Status
From the Documents List
Track all your documents from the main documents page:
1. Go to Documents page from the sidebar
2. View the Status column for each document
3. Check the Progress column (e.g., "1/2 signed")
Document list with status badges and signing progress
From Document Details
Get detailed information about a specific document:
1. Click on a document from the list
2. View the document detail page
3. See complete signer status and progress in the left sidebar
4. View the document preview on the right
Document detail page with signer status indicators
Tracking Signer Progress
Viewing Signer Status
The left sidebar on the document detail page shows real-time signer progress:
• Completed signers - Shown with "Signed" status and green checkmark in a green card
• Signing timestamp - Exact date and time they signed
• Pending signers - Shown with "Pending" status and clock icon in a yellow card
• Signer position - Numbered indicator showing signing order
• Progress tracking - Overall progress shown (e.g., "1 of 2 signed")
Signer Information Displayed
For each signer, you can see:
• Name and email address
• Signing order - Sequential number (1, 2, 3, etc.)
• Current status - Signed, Pending, or Declined
• Timestamp - When they signed (if completed)
• Decline reason - If they refused to sign
Signer progress with completed and pending indicators
Viewing Complete Audit Trail
Where to Find the Audit Trail
Audit trail information is available in multiple locations:
• Signed PDF - Audit info embedded below each signature
• Certificate of Completion - Complete audit trail with all details
The signed PDF shows audit info (name, email, date/time, IP address) below each signature box. For the complete audit trail with user agents and all document events, download the Certificate of Completion.
Audit Info in Signed PDF
Below each signature in the signed PDF, you'll see:
• Signer name - Who signed the document
• Date and time - When they signed (in UTC)
• Email address - Signer's email
• IP address - Network location of the signer
This information is embedded directly in the PDF below each signature for legal verification and authenticity.
Complete Audit Trail in Certificate
The Certificate of Completion includes additional details:
• All signature audit info - Name, email, date/time, IP address
• User agent - Browser and device information
• Action type - Signed, declined, viewed, etc.
• All document events - Complete timeline of activities
• Verification options - QR code and URL for authenticity checks
Accessing the Certificate of Completion
To view the complete audit trail:
1. Open the completed document detail page
2. Click the Download Certificate button
3. View all audit trail details in the PDF
4. Verify authenticity using the QR code or verification URL
Certificate of Completion with complete audit trail
The audit trail provides legally binding proof of all signing activities with tamper-proof timestamps and verification options.
Filtering Documents by Status
Using Folder Filters
Organize documents by status using system folders:
• All Documents - View all documents regardless of status
• Drafts - Documents not sent yet
• Sent Items - Documents sent and pending
• Completed - All signatures collected
• Declined - Documents refused by signers
• Voided - Cancelled documents
• Scheduled - Documents scheduled to send later
• Deleted - Soft-deleted documents
Use folders to filter documents by status
Using Multi-Select Status Filters
Find specific documents quickly using the status filter dropdown:
1. Click the Status dropdown on the documents page
2. Select one or multiple statuses to filter
3. Use the search bar to find by document name
4. Combine filters for precise results
Status Details Explained
Draft Status
• What it means: Document created but not sent
• What you can do: Edit signers, fields, or delete
• Next step: Send the document when ready
Pending Status
• What it means: Sent and waiting for signatures
• What you can do: Track progress, void if needed
• Next step: Wait for signers to complete
Completed Status
• What it means: All signers have signed
• What you can do: Download signed PDF, view certificate
• Next step: Download and archive the document
Voided Status
• What it means: Cancelled by sender
• What you can do: View void reason, create new document
• Next step: Create a new document if needed
Declined Status
• What it means: Refused by a signer
• What you can do: View decline reason, contact signer
• Next step: Address concerns and resend
Expired Status
• What it means: Past the expiry date
• What you can do: View document, create new one
• Next step: Send a new document with updated expiry
Email Notifications
Sender Notifications
As the sender, you will be automatically notified via email when:
• All signers have completed - Document is fully signed
• A signer declines - Someone refuses to sign the document
• Document is voided - Confirmation of cancellation
Email notifications keep you updated on important document events without needing to check the dashboard constantly.
Common Questions
How often does status update?
Status updates automatically as signers take actions. Click the refresh icon on the documents list to see the latest changes.
Can I see when a signer viewed the document?
Basic viewing information is recorded. For complete details including when signers opened the document, download the Certificate of Completion which contains the full audit trail.
What happens if a signer doesn't sign?
The document remains in "Pending" status. If reminders are enabled, they will be sent automatically. If not, you can contact the signer directly.
Can I change status manually?
No, status changes automatically based on signer actions. You can only void a document to change it to "Voided" status.
Where can I see IP addresses and detailed audit information?
Complete audit details including IP addresses, user agents, and all document events are available in the Certificate of Completion (downloadable PDF).
Best Practices
Monitoring Documents
• Check progress regularly - Stay informed about pending signatures
• Use folder filters - Organize documents by status
• Download certificates - Archive audit trails for completed documents
• Follow up on pending - Contact signers if needed
Status Management
• Review declined documents - Understand why signers refused
• Clean up drafts - Delete or send old draft documents
• Archive completed documents - Download and store signed PDFs
• Enable reminders - Set up automatic reminders before sending
Related Guides
Related Articles
Need to take action on a document?
Learn how to Void a Document or Download Signed Documents.
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