Subscription process: tracking signatures and sending reminders

Overview

This is where a deal team spends the back half of a subscription process. Everything before it was preparation; this is the stage that answers what is blocking us.

What you'll learn

• Why ready is not sent

• How to read the signatures table per signer, not per envelope

• How to chase, individually and in bulk

• What cancelling an envelope actually does

Sending an envelope

Marking an envelope ready does not send it. Sending is separate and deliberate.

When you send, the platform states what will happen: "Sending the envelope will notify the signers and invite them to access the platform to sign the documents."

You can also Send Later, scheduling a date and time — useful where a process has an agreed dispatch moment rather than "as soon as it's ready".

Some envelopes will show Waiting payment proof instead of being sendable. That is the payment-and-signature ordering you chose (A8.11) doing its job: the envelope is held until your team has confirmed that transaction's proof of payment.

Reading the table

The signatures table gives you, per envelope: Envelope Name, Signers and Status. You can search by envelope name or signer name, and filter by status. A filter reporting "No envelopes in 'Ready' state" means the filter is working, not that something is broken.

Statuses you will see include Waiting setup, Signature ready, Waiting signature, Signed and Done.

The question this screen exists to answer is which signers are outstanding — and it answers it per signer. An envelope with three signers where two have signed is not "in progress" in any useful sense; it is waiting on one named person.

Steps

1. From the project Dashboard, open the process under Active Operations. On the Subscription Dashboard, go to E-Signature.

2. For each ready envelope, choose to send now, or Send Later with a date and time.

3. Confirm the send. The signers are notified and invited to sign.

4. Watch the table: which envelopes are out, which signers remain, which are complete.

5. Where a signer is outstanding, use Remind. Use Bulk actions where several need chasing.

6. Use Update Signer if the reason someone cannot sign is a wrong email or phone number.

7. When every signer on every envelope has signed, the signature stage is complete and the process can be finished (A8.14).

Cancelling an envelope

Cancel this Signature Envelope is available, and the consequence is explicit: "By cancelling this envelope, all the documents to be signed by the signers will be cancelled."

That is not a pause. Use it when the envelope is wrong — wrong documents, wrong signers, wrong terms — and you intend to rebuild it. Cancel selected does the same in bulk.

What good looks like

Every envelope sent, every signer signed, and no separate chase list anywhere. The platform knows who has not signed and can ask them again from the same screen.

Common problems

An envelope will not send and shows Waiting payment proof. By design — payment is configured to precede signature on this process. Either the payment is outstanding, or you want to change the ordering (A8.11).

A signer says they received nothing. Check their email with Update Signer, then Remind. Also check the signing order (A8.9): a higher-numbered signer has not been asked yet.

A signer cannot complete the signature. Their phone number is the usual cause — it carries the verification code. Correct it with Update Signer.

You need to change a document after sending. Cancel the envelope, fix the document at source, regenerate, and rebuild. There is no way to edit a document that is out for signature.

Related

• A8.9 — Subscription process: signing order and DocuSign options · why a signer may not have been asked

• A8.11 — Subscription process: choosing your payment and signature order · what "waiting payment proof" means

• A8.13 — Subscription process: payments · the other side of the hold

• A8.14 — Subscription process: finishing and verifying · once everything is signed