Track signatures

See the status of each document sent, update manually, download the signed PDF and the audit, cancel requests and use the signatures report.

The Digital Signatures screen gathers customers’ and prospects’ documents in a single list, with the progress of each one.

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When to use

To find out who has already signed, resend the link, download the signed contract or cancel a request.

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Where to track

• Registrations → Digital Signatures: all documents, with indicators at the top and filters by Status and Type (Customer or Prospect).
• Digital Signatures tab (customer) or Signature Requests tab (prospect): only that person’s documents.

Columns of the general list: Document Name, Signer, signer’s Email, Status, Created At, Signed on and Type.

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Status

Status	Meaning
Generating	The document is being prepared.
Pending	Sent and awaiting signature.
Signed	Signed. The date appears in Signed on.
Rejected	The signer refused.
Failed	It was not possible to create or send the document.
Draft	Not yet sent.

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Actions on each document

Open Actions on the row.

Action	What it does
Copy Link	Copies the signature link.
Send via WhatsApp	Resends the link through WhatsApp.
Check Status	Queries ZapSign and updates the status. Reports when the PDF is already available.
View	Shows the signer’s data, the variables and the PDF link.
Download PDF	Downloads the PDF. Appears when the PDF already exists.
Audit Report	Downloads the audit trail. Only for Signed documents.
Cancel	Cancels the request. Only for Pending documents.
Delete	Removes the document from Notfy and from ZapSign.

The status may update by itself when the signer signs. If the document has already been signed and the list still shows Pending, use Check Status.

The signed PDF link expires after some time. If the download fails, use Check Status to get a new link.

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What happens when the document is signed

• Prospects: the document moves the prospect in the funnel and, with automatic conversion on, creates the customer.
• Vehicles: the vehicle linked to the contract is updated (marked as sold, in prospect contracts).

If the document expires, the prospect is moved to the lost stage.

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Digital signature report

In Reports → Report Center, choose Digital Signature Report: documents sent, signature rate and average time to sign.

Filter	Options
Status	Signed, Pending or Canceled / Refused (or All).
Search document	Name, signer or email.
Period	Start and end date.

Export to CSV or PDF, view the preview or send by email.

The report only appears when there is an active ZapSign integration and your profile has permission for it.

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Frequently asked questions

I canceled, but the status is not clear in the list.

Canceled documents count in Canceled / Refused in the report.

Can a Rejected document be resent?

In prospects, rejected documents may not allow resending or deleting from the screen. Create a new request for the same prospect.

Document with Failed status.

It may have been caused by the plan’s signature limit, an invalid email or an error in ZapSign. Fix the data, create a new request and, if it persists, contact support.

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Related pages

Send for signature

Create a new request.

Reports

Report Center.