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Quick Tip Tuesday: Deleting or voiding envelopes in DocuSign

To delete, decline, or void: that is the question. Many users wonder which option to choose when managing envelopes. Before selecting an option, there are a few considerations to keep in mind. Let’s look at what each option does.

Deleting an envelope:

Note: Deleting an envelope that is In-Process does not void or decline the envelope. You will still receive reminders to sign the envelope until it is voided or expires.

This option is available for envelopes in any state:

  • In-Process: The envelope has been sent and is awaiting signatures from recipients.
    Note: Senders cannot delete envelopes they’ve sent until they have been voided or completed, unless they are a signer on the envelope as well.
     
  • Completed: The envelope has been signed by all parties and is complete.
  • Voided: The sender has cancelled the envelope and any additional signers are unable to sign.
  • Declined: A signer has declined to sign, voiding the envelope for the sender and any additional signers.
  • Draft: The envelope has not been sent.

Deleting an envelope removes the envelope from your Sent or Drafts folder and places it in the Deleted folder. Each day at midnight, the Deleted folder is purged.

Note: If you do not have a copy of the document(s) in the envelope saved and the envelope is purged from the Deleted folder, you will not be able to access the document(s). To download a document from an envelope you’ve sent or signed, from your in-box, double click the envelope, and then click Download.

To delete an envelope you’ve sent or received, follow these steps:

  1. Log in to the DocuSign Condole and click the Manage tab.
  2. Locate the envelope in the Inbox or Sent folder.

    Note: If you are not a signer on the envelope, the envelope will only appear in your Sent folder.
  3. Click to highlight the desired envelope, then click the Actions button.
  4. Click Delete.

The envelope has been moved to the Deleted folder. It will be purged from the Deleted folder within 24 hours.

 

Voiding an envelope (Sender):

If you’ve made an error in the envelope, need to update any information for signers or routing, or simply wish to cancel the envelope, you can void the envelope.

Voiding the envelope cancels the signing process for any remaining signers and places a VOID watermark on the document(s). All recipients will receive a final notification that the envelope has been voided. Senders are required to enter a void reason when voiding envelopes.

Envelopes that have been voided will remain in your Inbox or Sent folder until you delete them.

Note: Any signatures collected on the envelope prior to voiding will become invalid. You can Clone an envelope after voiding it to correct and resend for signature.

To void an envelope you’ve sent, follow these steps:

  1. Log in to the DocuSign Condole and click the Manage tab.
  2. Locate the envelope in the Inbox or Sent folder.

    Note: If you are not a signer on the envelope, the envelope will only appear in your Sent folder.
  3. Click to highlight the desired envelope, then click the Actions button.
  4. Click Void.
  5. Enter the reason for voiding the envelope, then click Void Envelope.

The envelope has been voided. A VOID watermark will be applied to the document(s) and any signatures already collected on the envelope are now invalid.

Declining an envelope (Signer):

If you do not wish to sign an envelope you’ve received, you can decline to sign the envelope.

Declining the envelope cancels the signing process for any remaining signers. The sender and other recipients will receive a final notification that the envelope has been marked as declined and cannot be completed. A signer is required to enter a decline reason when declining an envelope.

Note: If there are multiple recipients in a sequential routing order, only recipients that have already signed will be notified that the envelope has been declined.

Envelopes that have been declined will remain in your Inbox or Sent folder until you delete them.

Note: Any signatures collected on the envelope prior to declining will become invalid. As a sender, you can Clone an envelope after a signer declines it to correct and resend for signature.

To decline an envelope, follow these steps:

  1. Open the email from DocuSign and click View Documents.
  2. Click Decline.
  3. Enter the reason for declining the envelope, then click Decline.
  4. Click Exit.

The envelope has been declined. Any signatures already collected on the envelope are now invalid.

 

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