Voiding a Document

Sometimes you need to cancel a document that's already been sent for signature. Voiding a document stops the signing process and notifies all recipients that the document is no longer valid.

When to Void a Document

You might need to void a document in these situations:

• Incorrect information - Document contains errors or outdated information
• Wrong recipients - Document was sent to incorrect signers
• Business changes - Terms or conditions have changed
• Duplicate document - Document was sent by mistake
• Process cancelled - The signing process is no longer needed

Who Can Void Documents

Permission Requirements

Only certain users can void documents:

• Document creator - The person who created the document
• Workspace owner - Full access to all documents
• Workspace admin - Can manage all workspace documents
• Team lead - Can void documents created by their team members

Which Documents Can Be Voided

Document Status Requirements

You can void documents with these statuses:

• Draft - Documents created but not sent yet
• Pending - Documents sent and waiting for signatures

Documents That Cannot Be Voided

• Completed - All signers have finished (use for audit trail)
• Declined - Already refused by a signer
• Expired - Past the expiry date
• Voided - Already voided
• Deleted - Soft-deleted documents

How to Void a Document

Step-by-Step Process

Follow these steps to void a document:

1. Go to Documents page

2. Open the actions menu

3. Click "Void Document"

4. Enter void reason (mandatory)

5. Confirm void action

6. All recipients notified

Void Document option in the actions menu

Void Reason Requirements

Why Void Reason is Mandatory

The void reason is required because:

• Transparency - Recipients understand why the document was cancelled
• Audit trail - Maintains a complete record of document actions
• Compliance - Meets legal and regulatory requirements
• Communication - Keeps all parties informed

Void Reason Guidelines

• Minimum length: 10 characters
• Maximum length: 500 characters
• Be clear and specific: Explain the reason concisely
• Professional tone: Recipients will see this message

Good void reason examples:

• "Document contains incorrect salary information. A corrected version will be sent shortly."
• "Sent to wrong recipient by mistake. Please disregard."
• "Terms have changed. Updated document will be sent for signature."

Void reason modal requiring 10-500 characters

What Happens After Voiding

Immediate Effects

When you void a document:

• Document status changes - Status becomes "Voided" with a gray badge
• Signing links disabled - All signing links become inactive
• Email notifications sent - All recipients receive void notification
• Audit trail updated - Void action recorded with timestamp and reason
• Document moved - Automatically moved to "Voided" folder

What Recipients See

Recipients who haven't signed yet will receive:

• Email notification - Informing them the document was voided
• Void reason - Your explanation for cancelling
• Sender information - Who voided the document and when
• Inactive link - Signing link no longer works

What Signers Who Already Signed See

If some signers already completed their signatures:

• Notification sent - They're informed the document was voided
• Signatures invalidated - Their signatures are no longer valid
• Void reason shared - They see why it was cancelled

Viewing Voided Documents

Accessing Voided Documents

To view your voided documents:

Voided Document Details

When viewing a voided document, you can see:

• Void reason - Why the document was cancelled
• Voided by - Who performed the void action
• Void timestamp - Exact date and time
• Original document - Download the original PDF
• Signer information - Who was supposed to sign

Voided document with status badge and void reason

Voiding vs Deleting

Key Differences

Action	Void Document	Delete Document
Availability	Draft and pending documents	Draft documents only
Notifications	All recipients notified	No notifications sent
Audit trail	Preserved with void reason	Document removed
Reversible	No, permanent action	No, permanent action
Use case	Cancel with audit trail	Remove unwanted drafts

Common Questions

Can I unvoid a document?

No, voiding is permanent. You'll need to create and send a new document if you want to proceed with signing.

Can recipients still view a voided document?

Recipients can no longer access the signing page. The signing link becomes inactive immediately after voiding.

Can I void a completed document?

No, you can only void documents with "Draft" or "Pending" status. Once all signers have completed, the document cannot be voided.

What if I void by mistake?

Unfortunately, voiding cannot be undone. You'll need to create a new document and send it again. Always double-check before confirming the void action.

Why would I void a draft instead of deleting it?

Voiding a draft creates an audit trail with a reason, which can be useful for compliance, record-keeping, and understanding why documents were cancelled.

Best Practices

Before Voiding

• Double-check - Make sure you really need to void the document
• Contact recipients - Consider informing them directly first
• Prepare new document - Have the corrected version ready to send
• Write clear reason - Explain why you're voiding in a professional manner

After Voiding

• Send new document - If needed, create and send the corrected version
• Follow up - Contact recipients if they have questions
• Document internally - Keep records of why documents were voided
• Review process - Identify ways to prevent similar issues

Troubleshooting

Void option is not visible

Cause: The document is not in "Draft" or "Pending" status, or you don't have permission.

Solution:

• Check document status - must be "Draft" or "Pending"
• Verify you're the creator or have admin permissions
• Contact workspace admin if you need help

Void reason won't save

Cause: Reason is too short (less than 10 characters) or too long (more than 500 characters).

Solution:

• Ensure your reason is between 10-500 characters
• Check for special characters that might cause issues
• Try a simpler, clearer explanation

Recipients didn't receive void notification

Cause: Email delivery issues or incorrect email addresses.

Solution:

• Check the document details to confirm notifications were sent
• Ask recipients to check spam/junk folders
• Contact recipients directly to inform them
• Contact support if issue persists

Related Guides

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Need to send a corrected document?
Learn how to Create a New Document and Send for Signature.