If you send out contracts, NDAs, or any document that needs a signature, you know how annoying it is to chase people for updates. If you're using Signrequest to handle e-signatures, the good news is: tracking your documents is pretty straightforward—if you know where to look and what to ignore.
This guide is for anyone who regularly sends out documents for signing (think: HR, sales, freelancers, lawyers, or admin folks) and wants to stop wondering, “Did they sign it yet?” We’ll cover exactly how to track the status of sent docs in the Signrequest dashboard, what the different status labels really mean, and a few workarounds for the stuff that isn’t obvious.
Why the Dashboard Matters (and Where It Falls Short)
Before we get into the steps, it helps to know what the dashboard is good for—and what it isn’t.
What works: - Fast overview of all sent, signed, and pending docs. - Search and filter to find specific documents. - See who’s dragging their feet (or missed the email entirely). - Download audit trails if you need a paper trail.
What doesn’t: - The dashboard isn’t always “real-time.” Sometimes it takes a minute or two to update. - Notifications can be inconsistent, depending on user settings. - It doesn’t show you if someone opened the document, only if they signed or viewed it.
Bottom line: The dashboard is the main hub for status, but don’t expect magic. Now, let’s get into the actual steps.
Step 1: Log In and Find Your Dashboard
Obvious, sure, but worth spelling out.
- Go to the Signrequest site and log in.
- Use your normal credentials. If your company has SSO (single sign-on), use that.
- Once you’re in, look for the “Dashboard” or “Documents” tab.
- The wording can vary a bit, but it’s usually right up top or in the left sidebar.
Pro tip: Bookmark the dashboard URL if you check it often. Saves you from extra clicks.
Step 2: Get to Know the Main Dashboard View
When you first land on the dashboard, you’ll see a list (table) of all your documents. Here’s what to pay attention to:
- Document Name: Whatever you called it when you uploaded or sent it.
- Status: This is the most important column. It’ll say things like “Sent,” “Viewed,” “Signed,” “Declined,” or “Expired.”
- Recipients: Who you sent it to. If you sent it to several people, you’ll see their names or emails.
- Date Sent: When you actually sent the signature request.
- Actions: Usually download, resend, or delete.
Ignore any columns you don’t need. Focus on “Status” and “Recipients”—that’s where the action is.
Step 3: Understand Status Labels (Without Guessing)
Signrequest uses a handful of labels to show what’s happening with your document. Here’s what they really mean:
- Sent: The document was sent out, but nobody’s opened or looked at it yet. (Could mean it’s in their spam folder.)
- Viewed: At least one recipient has opened the document, but hasn’t signed.
- Signed: All required parties have signed. You’re done. You’ll usually get an email, too.
- Declined: Someone refused to sign. You’ll need to follow up or send a new document.
- Expired: The signing window (set by you or the system) ran out. Nobody can sign it now.
- Canceled: You (or someone with permission) canceled the request.
What’s missing:
You can’t see if someone is in the middle of reading it, or if they forwarded it to someone else. There’s no step-by-step play-by-play—just these milestones.
Step 4: Filter, Search, and Sort (So You Don’t Go Blind)
If you send a lot of documents, scrolling through the whole list is a waste of time. Use the dashboard’s filter and search tools:
- Filter by Status: Want to see just the unsigned docs? Set the filter to “Sent” or “Viewed.”
- Search by Name or Email: Type in the recipient’s name, email, or document title.
- Sort by Date: If you need to chase the oldest pending signatures, sort from oldest to newest.
Honest take: The search isn’t Google-level smart. Spelling matters. If you can’t find something, double-check your spelling or try a broader search.
Step 5: Drill Down Into a Document’s Details
Clicking on a specific document opens a more detailed view. Here’s where you get the full story:
- Recipient Status: You’ll see each recipient’s status—so if one person signed and another hasn’t, it shows up here.
- Timestamps: When it was sent, viewed, signed, declined, etc.
- Download options: Get a copy of the signed document or the full audit trail.
- Resend or Remind: Sometimes you can nudge a recipient directly from this page.
Watch out:
If you have multiple signers, “Signed” only shows up when all have finished. Until then, check recipient-by-recipient.
Step 6: Take Action—Remind, Resend, or Cancel
You’re not just a spectator. You can nudge folks, resend docs, or even cancel requests right from the dashboard.
- Remind: Sends a new email to the signer(s), usually with a custom message.
- Resend: Useful if someone deleted the original email or claims “I never got it.”
- Cancel: If you sent something by mistake, or the deal fell through.
Don’t overdo it:
If someone hasn’t signed after three reminders, a phone call or direct email is usually more effective than clicking “Remind” for the fourth time.
Step 7: Download Signed Documents and Audit Trails
Once a document is signed, you’ll probably want a copy for your records.
- Download Signed Document: Usually a PDF with all signatures and timestamps.
- Get the Audit Trail: This is a detailed log of who did what and when—helpful if you ever need to prove what happened.
Pro tip:
Save these somewhere safe. Signrequest usually keeps them, but don’t bet your business on it. Backups are your friend.
Step 8: Spot (and Fix) Common Dashboard Headaches
Even decent dashboards have quirks. Here’s what trips people up:
- Status Not Updating: If you know someone signed, but the status hasn’t changed, refresh the page or log out/in. If it’s still stuck, wait a few minutes—sometimes there’s a delay.
- Missing Documents: Check if you’re looking at the right account or team. If you have multiple workspaces or users, you might be in the wrong place.
- Email Issues: If recipients say they never got the request, double-check their email address and ask them to check spam.
- Bulk Sends: If you sent a document to 20+ people, tracking each one gets messy. The dashboard isn’t built for massive volume—consider exporting data if you need to handle lots of signatures.
What to Ignore (and What Not to Worry About)
- “Opened” vs. “Viewed”: Don’t stress over this. If it says “Viewed,” someone at least looked at it.
- Fancy Analytics: The dashboard isn’t an analytics tool. Don’t waste time trying to slice and dice data it doesn’t have.
- Integrations: If you don’t use Zapier, Slack, or other add-ons, skip those tabs. Focus on the basics.
Wrapping Up: Keep It Simple, Don’t Overthink It
Tracking sent documents in Signrequest is mostly about knowing where to look and not getting distracted by extra features. The dashboard does what it says on the tin: shows you status, lets you nudge people, and gives you the docs when they’re signed. If you keep it simple, check regularly, and don’t rely on it for more than it offers, you’ll spend less time chasing signatures and more time moving things forward.
And if you get stuck—don’t bang your head against the wall. Reach out to support, or just try a different browser. Sometimes the simplest fix is the right one.